PAPER B2

Committee SOCIAL SERVICES, HOUSING AND BENEFITS SELECT COMMITTEE

Date 6 JUNE 2002

Title SUPPORTING PEOPLE IMPLEMENTATION PROGRAMME

REPORT OF THE STRATEGIC DIRECTOR OF SOCIAL SERVICES

AND HOUSING

1. SUMMARY

This report updates the Select Committee of the implementation of the Supporting People Programme.

It provides an updated Implementation Plan and Action plan and identifies the DTLR targets, which have been met. It provides information on the progress made on tackling the areas, which were been identified by the DTLR following the January milestone report, as causing concern (i.e. Housing Benefit and IT systems)

The report also advises members of forthcoming issues e.g. charging for support services, which is recognised nationally as being a contentious issue. Members will have to approve the local charging policy in September.

2. BACKGROUND

On 6^th March 2002 this committee received my report, which outlined the Supporting People Programme and raised the concerns of the DTLR regarding the implementation programme.

A further report was requested by committee to advise members of the progress made and to respond to the areas in the implementation programme where the DTLR have expressed concerns.

Following the results of the January DTLR milestones and the visit from the SP Implementation team at the DTLR, there have been numerous measures put in to place to ensure that the implementation of the programme is carried out efficiently and effectively.

3. STRATEGIC ISSUES

The Local Authority through the Supporting People Team will be the key people driving forward the local authority implementation strategy pre and post April 2003. They will: -

v Take the active role in linking the Supporting People strategy into other programmes and initiatives

v Develop partnerships and enable the programme to be developed in their own and neighbouring areas

v Pull together the necessary information to allow the Supporting People Programme to be maintained and expanded

v Create, service and co-ordinate the Strategic Core Group and Inclusive Forum

v Write and lead the consultation, implementation and monitoring processes of the Supporting People Strategy

v Undertake the tendering, contracting, payments, monitoring and review process for existing and future services

v Provide the DTLR with required returns for funding both the administrative structure and Supporting People services

v Identify policy implications for Select Committee to consider and recommend to cabinet

4. ISLE OF WIGHT’S PERFORMANCE

The DTLR is monitoring the performance of each 154 lead Councils in implementing this programme. Each Council is assessed against milestones set by the DTLR every 3 months. In October 2001 the Isle of Wight was assessed as having achieved only 59% of its targets, this improved by January to 75%.

However, there was evidence showing that we were struggling to maintain the required pace of implementation. The DTLR identified the completion of the map of all support services (supply mapping) and the preparations required for implementing a new IT system to support the business functions of Supporting People as being areas of specific concern.

A further report was requested by select committee to set out our progress in these and other areas so that elected members can monitor closely our performance.

Appendix 1

This shows a more robust project plan (implementation phase).

Appendix 2

This is an action plan showing how the key tasks will be achieved, the expected outcomes, any risk or inter-dependency with other tasks, the responsible person/group and status.

The project plan and action plan are working tools and are subject to constant review and change

Appendix 3

This is a local project management tool and is the framework that the Supporting People Project Manager uses in the day-to-day management of the programme. Strategic Core Group (SCG) milestone reports are produced each 6 weeks and are a reporting tool for the SCG.

This is subject to regular review and amendment.

5. KEY TARGETS IDENTIFIED AS AREAS OF CONCERN BY DTLR

a. Supporting People Information Technology (SPIT)

Action Point/Recommendation arising from DTLR visit in Jan 02	Action Taken to date	Tasks outstanding
Establish appropriate ICT governance and ownership with the authority	David Price appointed as senior supplier on SPIT Project Board. Project board chaired by director of social services and housing and David Martin appointed as SPIT Project Manager	Formal sign off of start up (1-2days) and Project initiation (1 – 2 weeks)
Corporate representation on the SP SCG should be established as a matter of urgency	As above	None
IT resources from within Corporate ICT function should be involved directly with SPIT to perform the next level of analysis required to confirm the chosen solution and to ensure that it fits appropriately with the authorities strategic direction	Decision will be made by SPIT project Manager with technical input from various ICT staff and approved by project board	Placing of order for SP stand alone IT package
As a matter of urgency the SPIT project should be formally recorded and authorised within the Corporate IT function as a priority project for the forthcoming year	Formal documentation using Prince2 methodology	None
Consideration should be made as to how the resources required to define and deliver SPIT are obtained and managed. Careful consideration should be given to funding corporate ICT resources for this activity rather than alternative routes	Advantages of using corporate ICT for these functions already decided	ICT specialist staff need to be given some idea of when and for how long they will be needed for
The development estimate on ACCISS system should be ratified, both in terms of the requirements currently understood and the charging guidance	SP system no longer dependent on ACCISS	None
If a review of available SP package solutions is to be undertaken then this should be led by corporate IT with input from the SP team in terms of its system requirements	Completed – Agreement to purchase a stand-alone SP package.	None

b. Supply Mapping

One of the key tasks for SP teams is to compile a complete “map” of all support and care services in their area. This is an involved process as every service and/or scheme must be identified and visited to ensure that their service/scheme are mapped. The supply mapping process goes behind the service and identifies all current and future funding so that sufficient money will be made available when the DTLR “size the SP pot” and to produce a needs analysis for the SP strategy.

Action Point/Recommendation	Action Taken to date	Tasks outstanding
Supply Mapping a little behind – homeless provision and Abbeyfields schemes of particular concern	Supply mapping almost complete.	Some small registered care homes (SRCH) unable to make the decision with regard to change of services until they have received an inspection from NCSC. Therefore, SP unable to map fully
Project Plan needs to be more robust	More robust project and action plans developed	None
Potential losses from HB may lead to some pressure to reduce efforts to develop and improve support services on the island	Providers encouraged to revisit support costs breakdowns. SS&H & health encouraged to maximise HB by breaking down their current provision to determine THB eligible elements	SS&H to identify worker to separate care and support and transfer to THB
Shadow Strategy	Consultation for 1^st draft of shadow strategy finished. 2^nd draft available 6.6.02	None

6. MILESTONES

The DTLR required a further quarterly milestone report for 12.4.02. This was completed and submitted to DTLR as requested. Appendix 4 is a copy of the report received by DTLR in answer to the milestones.

The Isle of Wight received a score of 92.42%

The DTLR stated that they no longer have concerns regarding our programme for implementation.

7. FUTURE DEVELOPMENTS

a. Charging

The Islands Supporting People Commissioning Body (CB) – made up of commissioners from the 4 strategic partners, shall determine a policy for charging SP service users and for reducing or cancelling charges for those service users who may not have the means to pay. This policy will need member approval prior to being submitted to the DTLR.

Supporting People Grant will be paid to local authorities by the DTLR net of an assumed charging income.

The CB’s policy on charging will include

1. A policy on exempting schemes from charging

2. A policy on reducing or cancelling charges to service users in non-exempt schemes who may not have to means to pay by the application of a means test (MT)

3. A policy for reviewing the outcome of a MT following a request from a service user and for dealing with complaints

The SP charging policy will comply with the DoH Guidance on “Fairer Charges” which applies to day care, domestic help, personal home care, and equipment and adaptations, with necessary amendments.

8. SHADOW STRATEGY

The Supporting People Shadow Strategy is currently under consultation with service providers, service users and service referrers. It will be bought to this committee on 4^th September for approval prior to being submitted to the DTLR by the end of September.

9. FINANCIAL IMPLECATIONS

After April 2003 the CB will have to produce the 5-year plan, which will include the capital and revenue budgets as well as funding details of Cross Authority Group Services. This will be co-ordinated and owned by the Administering Authority (AA) and will need the approval of elected members.

The Local Authority will act as the AA for the SP programme.

Primarily, the financial plan seeks to address how the service delivery will be funded from the various available sources of capital and revenue including the SP Grant.

All potential sources of funds for revenue as well as capital are analysed and where necessary “in principle” commitments are entered in to. The primary focus is on services funded by SP Grants, but other revenue funding streams will also frequently match this.

Capital budget identifies sources and application of funds towards capital needs – new buildings and remodelling.

The development of new schemes is funded mainly through Social Housing Grant (SHG) through the Housing Corporation’s Approved Development programme (ADP) and local authority SHG. Other sources of capital funds include New Deal For Communities (NDC and Single Regeneration Budget (SRB)

Financial plans will be prepared by the CB, the formal planning and ownership of the budget, and the programme as a whole, rests with the AA who should be involved at every stage.

10. RECOMMENDATIONS

That the select committee elect a Supporting People “Champion” to work with the Supporting People Team

That the Supporting People Project Manager produces a draft charging policy for select committee in September 2002

Contact Point : Yvonne May, 824278

C WADDICOR

Strategic Director of Social Services and Housing

TASK

STATUS

START DATE

COMPLETION DATE

IMPLEMENTATION STAGE

4 Feb 02

18 Feb 02

4 Mar 02

18 Mar 02

1 April 02

15 April 02

29 April 02

13 May 02

27 May 02

10 June 02

24 June 02

15 Jul 02

29 Jul 02j

12 Aug 02

26 Aug 02

9 Sept 02

23 Sept 02

14 Oct 02

28 Oct 02

11 Nov 02

25 Nov 02

9 Dec 02

23 Dec 02

6 Jan 03

20 Jan 03

3 Feb 03

17 Feb 03

3 Mar 03

17 Mar 03

31 Mar 03

Task 1 Transitional Housing Benefit

Monitor take up of THBS

ongoing

1 April 02

30 Dec 02

Liaise with Housing Benefits

Ongoing (monthly)

29 Jan 02

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

Expand THBS

Ongoing

Maintain THBs data using DWP spreadsheet

ongoing

Nov 01

Feb 03

Task 2 Strategy

Map links to all other strategies and identify joint areas of working

Ongoing

13 April 02

Establish links with commissioning managers in SSD

Completed

1 April 02

4 Feb 02

18 Feb 02

4 Mar 02

18 Mar 02

1 April 02

15 April 02

29 April 02

13 May 02

27 May 02

10 June 02

24 June 02

15 Jul 02

29 Jul 02j

12 Aug 02

26 Aug 02

9 Sept 02

23 Sept 02

14 Oct 02

28 Oct 02

11 Nov 02

25 Nov 02

9 Dec 02

23 Dec 02

6 Jan 03

20 Jan 03

3 Feb 03

17 Feb 03

3 Mar 03

17 Mar 03

31 Mar 03

Establish links with commissioning managers in Health

Completed

1 April 02

Establish links with commissioning managers in Probation

Completed

1 April 02

Develop overall project Plan for the implementation of SP

Completed but ongoing

Visit existing schemes

ongoing

10 May 02

Review TOR for CSG & IF following guidance

1 Nov 01

30 Aprill 02

Agree vision for shadow strategy

Nov 01

30 April 02

Submit shadow strategy & annual plan to DTLR

mid Sept 02

Produce options and strategies for meeting need

Task 3 Supply Mapping

4 Feb 02

18 Feb 02

4 Mar 02

18 Mar 02

1 April 02

15 April 02

29 April 02

13 May 02

27 May 02

10 June 02

24 June 02

15 Jul 02

29 Jul 02j

12 Aug 02

26 Aug 02

9 Sept 02

23 Sept 02

14 Oct 02

28 Oct 02

11 Nov 02

25 Nov 02

9 Dec 02

23 Dec 02

6 Jan 03

20 Jan 03

3 Feb 03

17 Feb 03

3 Mar 03

17 Mar 03

31 Mar 03

Complete provider SP3 workshops

Completed

1 Feb 02

1 March 02

SP1 & 2 data migrated onto SPINTLS

Completed

SP3 provider visits

ongoing

1 mar 02

10 May 02

SP3 fortnightly reports

ongoing

10 May 02

Identify service gaps

1 Mar 02

10 .may 02

Produce options and strategies for meeting need

Task 4 SPIT

Obtain agreement for preferred option from CSG

Completed

6 Mar 02

Appoint SPIT project Manager

Agree Project Management Arrangements

6 March 02

30 May 02

4 Feb 02

18 Feb 02

4 Mar 02

18 Mar 02

1 April 02

15 April 02

29 April 02

13 May 02

27 May 02

10 June 02

24 June 02

15 Jul 02

29 Jul 02j

12 Aug 02

26 Aug 02

9 Sept 02

23 Sept 02

14 Oct 02

28 Oct 02

11 Nov 02

25 Nov 02

9 Dec 02

23 Dec 02

6 Jan 03

20 Jan 03

3 Feb 03

17 Feb 03

3 Mar 03

17 Mar 03

31 Mar 03

Source the market

ongoing

6 Mar 02

14 April

Supoplier approved by CSG

17 April 02

Revise SPIT plan with risks & contingencies

Commission software, hardware and workstations

29 May 02

Confirm integrity of data (FiDO, SX3 etc)

IT solution installed

Commence testing

Oct 02

Mar 03

Task 5 Administration Arrangements

Agree administrative team structure (staffing)

Oct 02

Agree location of Administration team

Nov 02

4 Feb 02

18 Feb 02

4 Mar 02

18 Mar 02

1 April 02

15 April 02

29 April 02

13 May 02

27 May 02

10 June 02

24 June 02

15 Jul 02

29 Jul 02j

12 Aug 02

26 Aug 02

9 Sept 02

23 Sept 02

14 Oct 02

28 Oct 02

11 Nov 02

25 Nov 02

9 Dec 02

23 Dec 02

6 Jan 03

20 Jan 03

3 Feb 03

17 Feb 03

3 Mar 03

17 Mar 03

31 Mar 03

Recruit and train additional staff

Nov 02

Feb 03

Administration team trained and in situ

Mar 03

Task 6 Shadow Strategy

Produce Shadow Strategy & annual plan

1 June 02

Consult and incorporate feedback

June 02

Aug 02

Obtain CSG approval

21 Aug 02

Obtain CB agreement

Aug 02

Sept 02

Submit to DTLR

1 Sept 02

Task 7 Cross Authority Arrangements

Review TOR for CAG in light of guidance

Ongoing

April 02

Produce CA shadow strategy and annual plan

4 Feb 02

18 Feb 02

4 Mar 02

18 Mar 02

1 April 02

15 April 02

29 April 02

13 May 02

27 May 02

10 June 02

24 June 02

15 Jul 02

29 Jul 02j

12 Aug 02

26 Aug 02

9 Sept 02

23 Sept 02

14 Oct 02

28 Oct 02

11 Nov 02

25 Nov 02

9 Dec 02

23 Dec 02

6 Jan 03

20 Jan 03

3 Feb 03

17 Feb 03

3 Mar 03

17 Mar 03

31 Mar 03

Complete service specifications for all CA services

Determine total funding amount for interim CA contracts

Agree 100% interim CA contracts with providers

Task 8 Interim Contracts

Identify existing systems

Identify what is needed for SP

Consult with contracting

Agree key principles of contract

Agree administrative and staffing arrangements

Develop appropriate systems

4 Feb 02

18 Feb 02

4 Mar 02

18 Mar 02

1 April 02

15 April 02

29 April 02

13 May 02

27 May 02

10 June 02

24 June 02

15 Jul 02

29 Jul 02j

12 Aug 02

26 Aug 02

9 Sept 02

23 Sept 02

14 Oct 02

28 Oct 02

11 Nov 02

25 Nov 02

9 Dec 02

23 Dec 02

6 Jan 03

20 Jan 03

3 Feb 03

17 Feb 03

3 Mar 03

17 Mar 03

31 Mar 03

Draw up interim contracts

Task 9 Accreditation & Best Value

Identify existing systems

Mar 02

May 02

Plan how BV will take SP into account services from April 02

May 02

Jul 02

Produce scheme visit schedule

Linked to SP3 data collection

Feb 02

10 May 02

Undertake programme of scheme visits

Ongoing

Task 10 Payment & Financial Systems

Determine internal financial management systems

April 02

June 02

Develop systems and draw up interim contracts

May 02

June 02

Identify services where clients will be charged

April 02

May 02

4 Feb 02

18 Feb 02

4 Mar 02

18 Mar 02

1 April 02

15 April 02

29 April 02

13 May 02

27 May 02

10 June 02

24 June 02

15 Jul 02

29 Jul 02j

12 Aug 02

26 Aug 02

9 Sept 02

23 Sept 02

14 Oct 02

28 Oct 02

11 Nov 02

25 Nov 02

9 Dec 02

23 Dec 02

6 Jan 03

20 Jan 03

3 Feb 03

17 Feb 03

3 Mar 03

17 Mar 03

31 Mar 03

Develop local charging policy

April 02

May 02

Obtain CB & CSG approval on charging policy

June 02

Jul 02

Collect charging data

Jul 02

Oct 02

Migrate charging data

Aug 02

Oct 02

Review “pot” size with DTLE

Dec 02

Feb 03

Confirm contract value with providers following agreement from DTLR

Jan 03

Feb 03

PAY PROVIDERS

SP day

1 April

Task 11 User Involvement

Consult with users

Ongoing

Mar 02

Jul 02

1^st meeting of user consultation group

Aug 02

Aug 02

Isle of Wight Supporting People Programme Action Plan

Major Task Heading	Main Sub-Tasks	Detail	Expected Outcome(s)	Risk and/or Interdependency	Period		Who is responsible ® Involved (I)	Status
					Start	Finish
Task 1. THB	· Monitor take up of THB · Liase with housing benefits · Expand THBS · Maintain THBS data using DWP spreadsheet	· Regular liaison meetings · Fortnightly reports · Appointment of additional project officer(s) with specific task · All THBs claimants to be entered onto data base/spreadsheet	· Full awareness of the take up of THB · Preparation for “Sunset” arrangements complete · In line with DTLR milestones	· Additional project officers not appointed · HB do not use DWP spreadsheet	3/03	31/3/03	· ® HB & YM · (I) SP team	On target
Task 2. Strategy	· Map links to all other strategies · Identify areas of joint working · Establish links with commissioning managers in SSD · Establish links with commissioning managers in Probation · Establish links with commissioning managers in Health · Develop overall project plan for SP implementation · Visit existing schemes/services · Review TOR for CSG & IF in light of guidance · Agree vision for shadow strategy · Submit shadow strategy & annual plan to DTLR · Produce options and strategies for meeting need	· Identify local strategies · Make links to ensure SP reflected · Maintain links and developments · Specific joint commissioning plans to be developed · Link in with SP3 data collection · Agree how and when to involve members · Produce shadow strategy and annual plan	· Vision on how SP will be implemented on Island · How SP will contribute to the delivery of other local strategic priorities and needs · Set out how SP will consult, decide and move forward with the work plan locally · Provide for the first annual plan	· Supply mapping not completed on target · Needs analysis incomplete · Consultation not completed on time	3/02 3/02 April 02 June 02	4/02 End 3/02 Aug 02 Sept 02 Aug 02	® YM (I) SP team partners & stakeholders ® YM ® YM ® CSG/YM ® YM ® YM	Complete Ongoing Ongoing Complete Ongoing
Task 3 Supply Mapping	· Provider awareness/training · SP1 & 2 data migrated onto SPINTLS · SP3 provider visits · SP3 data monitoring · Identify service gaps · Produce options and strategies for meeting need · Verify SP3 financial information	· Programme of provider workshops · SP3 fortnightly reports · Obtain SMHG, THBs IS and PAGS information to verify provider info	· Stakeholders aware of SP (SP3) requirements · SPINTLS enabled · Collection and initial validation of data · Initial verification complete	· Reluctance by stakeholders to engage	3/02 3/02 3/03 3/02 3/02	3/02 3/02 10/5 6/02 4/02	® YM (I) SP team (I) Stakeholders/providers	Completed Completed Ongoing Ongoing Ongoing
Task 4. S.P.I.T.	· Obtain agreement on preferred IT option · Appoint SPIT manager · Agree project management arrangements · Source the market · Supplier approval · Revise SPIT plan · Commissioning process · Confirm integrity of data · IT solution installed · Commence IT testing	· CSG approval · Partnership with ICT · Obtain CSG approval · Software, hardware and workstations · Fido, SX3 and ACCISS · User testing	· Permission to source the market · IT project manager appointed · SPIT plan on target · IT solution commissioned and installed	· Unable to appoint · Unable to appoint SPIT project manager	3/02 3/02 5/02 3/02 4/02 4/02 10/02 12/02 12/02	6/3/02 5/02 5/02 4/02 4/02 5/02 11/02 12/02 3/03	® SCG (I) YM (I) ICT dept ® CSG	Completed
Task 5. Administration Arrangements	· Agree administrative arrangements · Administration team enabled	· Agree administrative team structure · Agree location of administration team · Recruit and train staff	· Supporting People administrative arrangements prepared for 1/4/03	· Difficulty in recruitment · Unable to secure premises · SPIT not on schedule	11/02 3/03	12/02	® YM & SCG (I) SP team

Task 6. Shadow Strategy

· SCG agreement on shadow strategy and annual plan · Submit to DTLR

· Produce shadow strategy · Produce annual plan · Consultation with stakeholders, users and partners · Obtain CSG approval · Submit approved document to DTLR

· Shadow strategy and annual plan

· Supply mapping incomplete · Consultation “slippage”

6/02 7/02 9/02

6/02 8/02 9/02

® CAG ® YM

SP3 data collection ongoing

Task 7. Cross Authority Arrangements		· Review TOR · Produce CA strategy & annual plan · Determine funding · Agree CA contracts	· In light of guidance · Complete service specification of CA services · Determine total funding amount for interim contract value · Agree 100% of interim contracts with CA providers · Verify information with Hsg Corp etc	· CA shadow strategy and annual plan · CA interim contracts prepared · Funding requirement identified	· Supply mapping inaccurate/incomplete	3/02 6/02 7/02	4/02 8/02 9/02	® CAG ® SP team/contracts SSD	TOR completed Other work ongoing
Task 8. Interim Contracts		· Identify existing systems · Agree key principles of contract · Agree administrative process/arrangements · Develop systems	· Consultation with SSD contracting section	· Agreement on where contracting will sit and how managed	· Supply mapping incomplete · Unable to recruit staff · IT systems not enabled	3/02 5/02 5/02 6/02	4/02 6/02 6/02 8/02	® YM/SCG/SSD (contracts) (I) IF
Task 9. Accreditation & BV		· Identify existing systems · Integration of SP in BV process · Scheme visits	· Consult with BV review team · Plan schedule of scheme visits	· Accreditation and BVR prepared in readiness for steady state	· Schedule of scheme & service reviews incomplete · Supply map incomplete · Staffing levels wrong	4/02 6/02 1/03	6/02 3.03 3/03	® YM/ BV officer	Partially completed
Task 10. Payment & Financial Systems	· Identify internal management systems · Develop systems and draw up interim contracts · Identify services and clients who will be charged · Agree local charging policy · Review “pot” allocation with DTLR · Confirm contract value with providers · PAY PROVIDERS		· Identify existing methods of payment · Identify SP requirements · Develop appropriate payment policy/procedure · Consult and inform about new system · Set up payments for April 2003 · Identify services which will be charged · Obtain CSG approval on local charging policy · Collect charging data · Migrate charging data · Confirm contract value with providers following agreement from DTLE	· System for paying providers · Local charging policy agreed · Local charging procedure developed and implemented · Charging data collated and migrated to SP systems · Contract value confirmed	· SP3 data inaccurate · Delay in charging guidance from DTLR · Slippage in charging consultation and/or approval ·	3/02 5/02 6/02 8/02 12/02 1/03	5/02 6/02 8/02 9/02 2/03 2/03 1.4.03	® YM/SCG/CB	Completed Ongoing
Task 11. User Involvement		· Agree consultation framework · Incorporate into action plan	· Devise and obtain agreement on the local plan for user involvement · Facilitate meetings	· User involvement strategy	· Delays in consultative process	4/02	7/02	® YM/ Spteam	Ongoing

APPENDIX 3

28^th May Milestone Report

This is an internal project management tool to monitor the implementation of the Supporting People Programme.

A milestone report will be produced for each strategic core group meeting so that progress can be tracked.

The shading indicate a “self assessment” of progress to date

Green Task on target, no problems

Amber Small element of concern

Red Concerns achieving task on time

Task No.	Sub-task	Detail	Task Owner	Target Date	Status
1	Expand THB	Work with stakeholders to maximise THB claims	AA	23.12.02	Ongoing but on target
1	DWP database maintenance	Maintain THBs data using DWP database	YM Hsg B	31.3.03	Ongoing
2	Produce options & strategies for meeting need	Link to SP3 data collected Produce 1^st draft of shadow strategy for consultation	YM	June 02	Started Completed
2	Visit schemes	Visit all existing schemes and services to familiarise SP team with sector	YM AA	10.5.02	Completed
2	Review TOR of SCG & IF	Following October guidance a review of the TOR is required and SCG roles identified	YM	29.4.02	Completed
3	Provider SP3 awareness	Series of seminars to advise providers on the next stages of supply mapping and how to complete SP3	YM AA	4.3.02	Completed
3	SP3 data collection	Visits to providers to complete SP3 and accreditation documentation	YM AA	10.5.02	Completed
3	SP3 reports	SPINTLS generated reports to monitor progress of data collection	AA	Fortnightly	Enabled And ongoing
3	Needs analysis	Identification of service gaps via SP3 data	YM	10.5.02	Ongoing
4	SPIT project management arrangements	SCG to agree SPIT project management arrangements	YM JP SCG	10.5.02	Completed – SCG agenda item for approval
4	Appoint SPIT technical manager	In consultation/partnership with IoW council ICT dept	YM	10.6.02	Completed ahead of schedule (29.4.02)
4	Revise SPIT plan	Revise SPIT plan to take account of new information – submit to DTLR	JP YM	29.4.02	Completed
4	Confirm integrity of data	Fido, SX3, ACCISS	DM YM	01.10.02	Ongoing
6	Produce shadow strategy	1^st draft available for consultation	YM	10.6.02	Completed ahead of schedule
6	Shadow strategy consultation	Distribute to service providers, service users, commissioners, Inclusive Forum, needs groups.	YM	11.6.02	Completed ahead of schedule
7	Review TOR for CAG	Review TOR for CAG in light of guidance. Guidance not yet published – DTLR “slippage”	YM CAG	13.5.02	Completed
7	Produce CA shadow strategy & annual plan	Identify CA services and include in CA plan	YM CAG	23.9.02	Ongoing
7	Complete service specification for CA services	CA interim contracts prepared	YM	14.10.02	Not yet started
7	Determine CA funding	Determine total funding for interim contract value of CA services	YM	25.11.02	Not yet started
8	Administrative & staffing arrangements	Agreement of administrative and staffing arrangements for interim and steady state	YM HB/DC	27.5.02	Agreement not yet reached
8	Identify existing systems	Consult with SSD contracting	YM	1.4.02	Ongoing
8	Identify SP requirements	Examine and compare SSD contracts with SP contract template	YM Hbetts	6.5.02	Started and ongoing
8	Consult with contracting	Refer to above	YM HBetts	31.3.03	Ongoing
8	Develop appropriate systems	Systems developed for production of IC	YM HB/DC	15.7.02	Agreement not yet reached
9	Identify existing systems	Identify which providers are already accredited with an approved organisation and which will need early review	YM	10.5.02	Not yet completed
9	Produce scheme visit schedule	Produce a schedule of visits to every service and scheme to determine priority for BV & SP review	YM	31.3.03	Not yet completed
9	Undertake schedule of visits	As above. NB – all providers will be visited when collection SP3 and accreditation data (task3)	YM AA	31.3.03	Initial visits ongoing
10	Determine internal financial management systems	Assurance that SP funding is totally ring fenced and only SP authorised personnel can access	YM Kerry H/DC	27.5.02	Assurance not yet given
10	Develop systems and draw up IC	Develop policy & procedure for all financial/payment transactions	YM	23.9.02	Ongoing
10	Identify services for charging	Identify all services where charging is appropriate	YM	13.5.02	Final Charging guidance not yet available
10	Develop charging policy	Using DTLR guidance develop a LOCAL charging policy	YM	27.5.02	Final Charging guidance not yet available
10	SCG approval of charging policy	Obtain CSG approval for charging policy – agenda item at SCG meeting 10 July	YM	10.7.02	Final Charging guidance not yet available Not yet started
10	Identify CLIENTS for charging	Identify which clients in a service will be subject to charging	YM	01.10.02	Final Charging guidance not yet available
11	Consult with users	Develop user consultation/communication strategy	YM	29.7.02	Ongoing

APPENDIX 4

Name of Authority: Isle of Wight Council

Dear Yvonne May

Thank you for the return of your April 2002 Milestones. We have now assessed the information provided and attach the feedback on your return together with the points awarded. We hope that you find the assessment useful – should you have any comments on this feedback, please e-mail them to [email protected] by 10^th of May 2002.

Note that the total number of points for a section is not always equal to the sum of all points achievable for the questions within the section.

		Points achievable	Points Awarded	Comments
B	Team Details
B1	Accountable Officer details	1	1	Full points awarded as Accountable Officer details are given
B2	Lead Officer details	3	3	Full points awarded as Lead Officer details are given and Lead Officer is permanent
	Total section B	4	4
C	IT Section
C1	IT Lead Officer employed	2	1	One point awarded as a part-time IT Lead Officer has been employed
C2	IT Project Manager started	2	1	One point awarded as a part-time IT Project Manager has started
C4	IT Project Board	1	1	Full points awarded as an IT Project Board has met
C5	Project Board TOR	2	2	Full points awarded as copies of TOR are attached
C6	Copies of meeting minutes supplied	2	2	Full points awarded as copies of meeting minutes are attached

Note: Points for C9, C10, C11, C12 and C13 are only obtainable if you answered YES to C8
C9	Specific solution represented by current SPIT plans	1	1	Full points awarded as current SPIT plans represent the solution agreed by the Project Board
C10	Detailed design of specific solution	1	1	Full points awarded as a detailed design has been completed
C11	Commencement of development/build	1	1	Full points awarded as development/build has started
C12	Commencement of testing	1	1	Full points awarded as agreed when testing will start
C13	Timetable for sign-off	1	1	Full points awarded as sign-off date agreed
Note: There is a maximum of 3 points obtainable from C14, C15, C16 and C17
C14	Dependencies on other projects	1	3	Full points awarded as there is no dependency on other projects
C15	Other projects agreed dependency	1	0	No points awarded as the other projects have not agreed the dependencies
C16	Other projects are on plan to deliver	1	0	No points awarded as the other projects are not on plan to deliver
C17	Satisfied with contingency plans	1	0	No points awarded as the contingency plans are not satisfactory
C21	IT Team members secured	2	1	One point awarded as some IT team-members have been identified and secured
C22	IT Team members started	2	1	One point awarded as some IT team-members have started
C23	Workable Contingency Option	1	1	Full points awarded as workable contingency option
C24	Instigation of Contingency Option	2	2	Full points awarded as circumstances of using contingency option have been identified
C25	Documented description of Contingency Option	2	2	Full points awarded as contingency plan attached
C26	Funding for SP Phase 1	2	2	Full points awarded as full funding secured for Phase 1
C27	SP IT Highlight Report	3	3	Full points awarded as SPIT highlight report attached
C28	SP IT Plan	3	3	Full points awarded as SPIT plans not included
	Total section C	34	30
D	Transitional Housing Benefit Information
D1	Housing Benefit details	2	2	Full points awarded as the table with weekly payment details is completed
D3	Tasks outlined in DWP circulars A47/2001, A10/2001, A47/99	2	2	Full points awarded as tasks outlined in DWP circulars A47/2001, A10/2001, A47/99 have been completed
Note: There is a maximum of 2 points obtainable from questions D4 and D5
D4	Pooling Information	2	2	Full points awarded as unpeeling was not required
D5	Pooling Information	2	0	No points awarded as unpooling was not completed within deadline
	Total section D	6	6
E	Supply Database
E1	Supply Mapping of SP1 and SP2	2	2	Full points awarded as initial Supply Mapping completed
E3	Main Supply Mapping tool	1	1	Full points awarded as using SPINTLS
E5	SP3 form	1	1	Full points awarded as using DTLR SP3 form
E8	Data migration exercise	1	1	Full points awarded as Data Migration exercise completed
E9	SP3 forms	2	2	Full points awarded as SP3s sent out
E10	SP3 response	2	2	Full points awarded as the table with SP3 return details is completed
E11	Services/Funding identified on SPINTLS	2	2	Full points awarded as this question has been omitted from the April milestones questionnaire
E12	Supply Mapping exercise (SP3)	2	2	Full points awarded as Supply Mapping exercise will be completed by 30th May
E14	Identification of providers	1	1	Full points awarded as all providers identified and included
E15	Details of problems encountered in including providers	1	0	No points awarded as details of problems encountered not provided
	Total section E	15	14
F	Strategic Planning
F2	TOR reviewed	2	2	Full points awarded as TOR reviewed
F3	Shadow strategy vision	2	2	Full points awarded as this question has been omitted from the April milestones questionnaire
F4	Shadow strategy	2	2	Full points awarded as will complete Shadow Strategy by 30th September 2002
F6	Updated Implementation Plan	1	1	Full points awarded as implementation project plan attached
	Total section F	7	7
	Overall Assessment	66	61

Comments

Score 28 or Over Excluding IT Scores Section C (IT feedback will be sent out separately by CGEY)

Following the submission of your April Milestones it is evident that you are driving forward the SP programme within your area and that you are achieving the milestones which have been set by the DTLR. We feel confident that you will achieve readiness by 1^st April 2003 should you continue to maintain your current progress.

APPENDIX 5

Glossary of terms

Glossary of terms
Accreditation	Formal way of confirming your organisation meets the required standard
Annual statement	This is produced annually by the CB for submission to the DTLR. It contains the detail behind the shadow strategy/5 year strategy and communicates variations since the strategy was first submitted
BVR	Best Value Review – these are undertaken by LA’s to ensure that their services are the best value they can possibly be – quality for money etc. Supporting People BVR’s could be carried out at the programme level, at the service level, cutting across all client groups or by way of any appropriate variation
Block Contracts	The purchase of support services for more than one person, usually in advance of the service being delivered
Client group	A classification applied to a person according to their support needs. A person may fall into a number of such classifications
CB	Commissioning Body – This is a partnership of the LA, health and probation services. The CB may not be formally constituted but will have terms of reference which defines its roles and responsibilities
Cross Authority issues	Matters relating to a service that cross local authority boundaries, including assessing need and supply for services strategic planning, funding, monitoring reviewing and decision-making
DTLR	Department of Transport, Local Government and the Regions – the governing body for the SP Programme
DWP	Department of Work & Pensions – formally DSS.
FSS	Floating Support Scheme – a support service which is not linked to a specific property but can be applied in a range of situations/locations
Himp	Health Improvement Plans – jointly developed by the health partnership
Interim Contract	Formal document between SP programme and the provider to show what services are offered and to make sure that the provider receives payment for the services they intend to deliver
PCT	Primary Care trust – formed from the health authority on 1.4.2001
PI’s	Performance indicators – these are there measures by which service\e providers will be monitored
PAGs	Probation Accommodation Grants – a grant by the home office to probation to fund accommodation and support for ex-offenders
Provider	Organisation providing housing related support services
Scheme Review	Scheme reviews are the mechanism by which LA’s will manage the transition from existing service provision to the new patterns of service delivery
Shadow strategy	This is produced in place of the 5 year strategy in the interim phase
SMHG	Supported Housing Management Grant – money given by the housing corporation to housing associations to develop schemes
SP	Supporting People
Spot Contracts	The purchasing of support services for individuals, usually on an emergency basis
Steady State	This refers to the period when all LA’s and service providers have been fully transitioned to the SP Programme
Sunset Day	6.4.03 – the official day that THBs will cease
Supply Mapping	The process by which information on current service provision is captured
SP day	1.4.03 – the cut off point for a number of activities which will kick start the SP programme