Main Risks to Achievement of Targets. The main potential risks to achievement of the targets set out in this Agreement, and the corresponding mitigation/contingency measures, are as follows:
Main Risks to Achievement of Targets. The main potential risks to achievement of the targets set out in this Agreement, and the corresponding mitigation measures in place or planned, are as follows: Risk Mitigation Measures Inability to ensure provision of safe and secure custody due to issues such as overcrowding, access, capital budget, etc. • Monitoring mechanisms, Management data and reviews, Interface with Governors • Engagement with Department on prisoner number strategy to reflect current environment • Engagement with Department on implementation of relevant Penal Policy Review Group recommendations • Request and participate in development of impact assessments on resource allocation and legislative changes across the justice system • Request and participate in development of prison population model to allow for proactive planning • Engage with the Department on legislative requirements Inability to secure psychiatric services to the extent required, thus impacting on the ability of the IPS to provide appropriate treatment to persons with severe and enduring mental illness. • Consultant-led mental health in-reach services under the aegis of National Forensic Mental Health Service (NFMHS) in all closed prisons • Ongoing engagement regarding provision of services with HSE/ NFMHS and Department of Health • Monitoring of waiting lists for treatment in CMH • Inability to deliver an enhanced Governance & Compliance function in line with IPS strategy, resulting in a lack of oversight, assurance and statutory compliance (with direct implications for key objectives, e.g. risks of damage and injury arising from ineffective implementation of health & safety rules) • Up to date Oversight Agreement reflecting Code of Practice for Governance of State Bodies • Regular governance meetings and oversight by senior management • Active management of risks and issues • Open communication with the Department • Engagement with the Department regarding placement of the IPS on appropriate statutory footing • Internal audit co-ordination unit established • Risk management framework in place and being further developed • Developing clinical governance framework Insufficient data protection knowledge and supporting framework negatively impacting effective operations, service delivery and project roll out across every Directorate, e.g. data breaches • External Data Protection Officer (DPO) services procured through Privacy Engine, following an OGP framework competition. • Internal full-time DPO appointed in January...
Main Risks to Achievement of Targets. The main potential risks to achievement of the targets set out in this Agreement, and the corresponding mitigation/contingency measures, are as follows: Risk Description Mitigation Actions There is a risk to the capacity of the Inspectorate to achieve the Work Plan owing to the work involved in the transition to the Policing and Community Safety Authority, the departure of a number of experienced team members and the need to recruit and train up new staff members. The risk level may increase as the year progresses. • Active engagement with HR. • Teams working collaboratively to ensure sufficient cover for Inspection work and other Work Plan targets • Staffing levels reviewed at all Executive meetings • Staff regularly updated and engaged on all aspects associated with the transition to the Policing and Community Safety Authority • Senior managers fully engaged in all Policing, Security and Community Safety Programme Board, Steering Group and Project Team meetings • Regular bilateral meetings with the Policing Authority to prepare for the transition • Review Learning & Development Plan.
Main Risks to Achievement of Targets. The main potential risks to achievement of the targets set out in this Agreement, and the corresponding mitigation/contingency measures, are as follows: Risk Description Mitigations Providing a system for victim identification: Risk that not all interested parties will be identified, leading to flawed procedure and unwelcome publicity, potential judicial reviews, reputational damage • Ongoing work to engage with victims • Dedicated victim area on the website • Engagement with victims’ organisations • System in place with IPS and An Garda Síochána to identify relevant victims wherever possible Risk of insufficient staffing levels resulting in statutory deadlines not being met and inadequate engagement with victims Board member renewal, recruitment and replacement challenges as 8 Board members reach the end of their two year appointment in 2023 and one is resigning. • Liaison with Department’s Governance and Corporate HR areas on resourcing/ recruitment matters Judicial Reviews: risk of budget being inadequate to meet costs • Monitor legal correspondence/cases and expenditure and flag emerging trends/ challenges to the Department Lack of an adequate Case Management System resulting in an overreliance on manual and clerical procedures, poor/inaccurate reporting and heightened risk of data protection breaches • Ongoing liaison with OGCIO and Department as necessary to have a new CMS implemented • Progress to be monitored and matter escalated if necessary Risk of data protection compliance errors arising from lack of sufficient capacity/expertise to fulfil GDPR/LED responsibilities • Engage legal advice where necessary and within budgetary limits • Staff training • Recruit Data Protection Officer Risk of trauma related stress and injury to staff and board as a result of the nature of the cases the Parole Board considers • Training provided to staff on the nature and impact of trauma • Information session provided to Board on the nature and impact of trauma • Support available to all staff through Inspire Well-Being • Peer support available through colleagues
Main Risks to Achievement of Targets. The main potential risks to achievement of the targets set out in this Agreement, and the corresponding mitigation/contingency measures, are as follows: Risk Description Mitigation Measures Failure to complete comprehensive Death in Custody investigations in the absence of accessing deceased prisoner's healthcare records As an interim arrangement since 2014, the IPS release such records with consent from Next of Kin (NoK). However, this inevitably leads in some instances to a failure to review healthcare/ medical records where a NoK does not consent or is unknown or uncontactable. It is intended, as soon as possible, to address the issue in legislation to allow for access to healthcare records. In instances where the OIP has not received healthcare records, appropriate commentary is inserted in the relevant Death in Custody report. Failure to carry out regular inspections (Prisons Act 2007, Section 31(1)) owing to loss of staff and absence of an Expert panel An Inspector recruitment campaign has been initiated and expected to be conducted by the end of Q3. A business case has been submitted seeking approval for the appointment of an Expert Panel to support the conduct of investigations. Absence of a bespoke case management system could result in failure to: - Manage, access and report on information in relation to inspections, investigations and individual prisons Conscious that the Strategy of the ICT Shared Service includes a move away from the Lotus Notes environment, work is in progress to end the use of Notes Databases and have them archived. Pending the acquisition and implementation of a bespoke case management system, records and - Analyse Rule 57B (Prison Rules) complaint data in a timely and effective manner - Aggregate issues raised in prisoner correspondence to the OIP under Rule 44 (Prison Rules) to inform the inspection of prisons documentation are being maintained in Excel Spreadsheets on a Shared Network Drive. This will make storage of information as logical and accessible as possible.
Main Risks to Achievement of Targets. The main potential risks to achievement of the targets set out in this Agreement, and the corresponding mitigation/contingency measures, are as follows: Risk Description Mitigations Failure to secure Dublin Office HQ accommodation for the OIP/OIPD With the closure of the Nenagh Office (effective immediately), the need for adequate accommodation for the OIP/OIPD has become critical. The current temporary premises in Dublin are already too small for current staff numbers, and additional staff members are scheduled to arrive in the coming weeks. Active engagement between the OIP/OIPD and the Department in order to secure appropriate accommodation (cf. also paragraph 4.3 of the Oversight Agreement between the Inspectorate of Prisons and the Department of Justice). Ongoing delays in the timely production of reports on deaths in custody which may result in the Coroner not being in possession of valuable information gathered by the OIP in advance of inquests taking place. Potential for delays to also jeopardise the State’s compliance with its procedural obligations under Article 2 of the European Convention of Human Rights. - Active engagement between the OIP/OIPD and the Department, with a view to securing financial sanction from D/PER for the necessary additional staffing resources to strengthen the DiC investigations team. - Following a review, new processes to triage and prioritise DiC investigations have been agreed. - Plans are underway to further streamline DiC processes and procedures, including giving priority processing to investigations into cases with simpler fact patterns and cases in which an inquest is known to be imminent. Closer liaison with Coroners will facilitate this prioritisation. Engagement with the IPS in relation to expediting the turnaround time for DiC reports. Inadequate and inconsistent direct access, including remote access, to the Prison Information Management System and related systems, increasing the workload of IPS staff and impeding the OIP’s ability to confidentially monitor the situation in prisons on an ongoing basis. Ongoing engagement with the IPS, with the support of the Department, to secure remote access to the Prison Information Management System and related systems.
Main Risks to Achievement of Targets. The main potential risks to achievement of the targets set out in this Agreement, and the corresponding mitigation/contingency measures, are as follows: Risk Description Mitigations Providing a system for victim identification: Risk that not all interested parties will be identified or contacted, leading to flawed procedure and unwelcome publicity, potential judicial reviews, reputational damage • Campaign to inform victims • Dedicated victim area on the website • Engagement with victims’ organisations • System in place with IPS and An Garda Síochána to identify relevant victims wherever possible Risk of insufficient staffing levels resulting in statutory deadlines not being met and inadequate engagement with victims • Liaison with Department’s Governance and Corporate HR areas on resourcing/ recruitment matters Judicial Reviews: risk of budget being inadequate to meet costs • Monitor legal correspondence/cases and expenditure and flag emerging trends/ challenges to the Department Lack of an adequate Case Management System resulting in an overreliance on manual and clerical procedures, poor/inaccurate reporting and heightened risk of data protection breaches • Ongoing liaison with XXXXX and Department as necessary • Progress to be monitored and matter escalated if necessary Risk of data protection compliance errors arising from lack of sufficient capacity/expertise to fulfil GDPR/LED responsibilities. • Engage legal advice where necessary and within budgetary limits • Staff training • Engage with Department’s Data Protection Support & Compliance Office and sectoral DPO network • Engage further with the Department from a resourcing perspective as necessary
