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Sub-Contractor Meeting

Sub-Contractor Meeting. The Derbyshire Network 6 November 2013. Welcome & Outline of the day. 9.30 a.m. : Final 2012/2013 Contract Performance : Quarter 1 2013/2014 Performance : Quarter 1 Growth Bid Position : Provider EDS ‘Blue Sheep’ Registration

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Sub-Contractor Meeting

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  1. Sub-Contractor Meeting The Derbyshire Network 6 November 2013

  2. Welcome & Outline of the day 9.30 a.m. : Final 2012/2013 Contract Performance : Quarter 1 2013/2014 Performance : Quarter 1 Growth Bid Position : Provider EDS ‘Blue Sheep’ Registration 10.15 a.m. : Understanding your 2013/2014 Contract : 2013/2014 Contract Year Updates – achievement funding - apprenticeship minimum wage - ROTA re-registration 11.15 a.m. : Feedback from 1st/2nd October Mock Ofsted Inspection 11.45 a.m. : Quality Assurance and Systems Update : Preparing for PFA Audit 12.30 p.m. : Lunch Steve Moore Steve Moore Sharon Nash Norman Mason

  3. Welcome & Outline of the day 13.00 p.m. : Summary of Feedback from Learner and Employer Surveys 13.30 p.m. : Making use of the TDN Website : Future Training Events and Updates 14.00 p.m. : Contract Operation Requirements - Initial Assessment, Induction and Learner Journey Planning - The need for and purpose of accurate Learner Journey Reports - Notification of learner withdrawals and evidence requirements 14.45 p.m. : Supply Chain ‘Common Accord’ 15.00 p.m. : The Matrix Award ‘The need for registration’ 15.15 p.m. : Questions and Answers 15.30 p.m. : Close Tina Howe Andrea Cross Steve Moore Norman Mason Amanda Ashall Steve Moore Sharon Nash

  4. 2012/2013 Contract – Final Position Adult Skills Budget: Contract Value = £2,469,855.00 • Actual Performance= £2,462,203.00 (99.7%) Non Apprenticeships = 49% 19+ Apprenticeships = 51% 16-18 Apprenticeships: Contract Value = £311,823.00 • Actual Performance= £281,152.00 (90.2%)

  5. 2013/2014 Contract – Quarter 1 Position Adult Skills Budget: Contract Value = £2,123,134.00 Non Apprenticeships = £1,100,514.00 (51.8%) Min. 19+ Apprenticeships = £1,022,620.00 (48.2%) • Anticipated Performance to Period 12 = £1,734,721.00 (81.7%) Adult Skills Budget: Contract Value at Q1 end = £521,016.00.00 • Actual Performance to Q1 end = £733,081.00 (140.7%) Breakdown Quarter 1 19+ Apprenticeships = 47.5% Non-Apprenticeships = 52.5%

  6. 2013/2014 Contract – Quarter 1 Position 16-18 Apprenticeships: Contract Value = £343,737.00 • Anticipated Performance to Period 12 = £363,020.00 (100.6%) 16-18 Apprenticeships: Contract Value at Q1 end = £93,840.00 • Actual Performance to Q1 end = £97,169.00 (103.6%) 16-18 Traineeships: Contract Value = £124,303 • Actual Performance to Q1 end = £0 (0%)

  7. 2013/2014 Contract – Quarter 1 Position 24+ Learner Loans Made Up of: Approved 79 £84,001.00 Approved awaiting signatures 17 £25,332.00 Missing/Incomplete Evidence 24 £29,763.00 Ineligible 12 £10,181.00 24+ Learner Loans: Contract Value = £371,434.00 24+ Learner Loans: Contract Value at Q1 end = £77,001.00 • Actual Performance to Q1 end = £53,624.00 (69.6%) £20,000 paid, £34,000 awaiting • Potential Value to Q1 end = £139,000 (180.5%)

  8. Quarter 1 Growth Bid • Bids received from 4 Existing Providers and 3 Potential Providers • Growth bid template being issued by the SFA on 6th November • Close date for bids to the SFA is 28th November • Support Evidence still required • Will not know the result until late December • Learner starts from bid cannot commence until Jan 2014.

  9. EDS Bluesheep Registration • All employer placements must have a ERN Number on Registration • These numbers can be accessed from the Bluesheep Website • TDN can give each provider their own access to Bluesheep as a provider to The Derbyshire Network. Bluesheep Site • http://edrs.lsc.gov.uk/search/lsc/default.aspx • TDN will issue you with a password. • Bluesheep will issue you with a User Name.

  10. Understanding Your Contract • Contract Specification Issued. 29 Contracts issued at the start of August - 20 signed copies returned

  11. Understanding Your Contract Contract Main Points. • Subcontractor must not subcontract any aspect of the provision • Where associates are used then you must have an Associate Agreement • The Sub-Contractor must at all times ensure that it has sufficient capacity, resources and suitably qualified staff to deliver its commitments the contract. • The Subcontractor shall request permission from TDN in writing (by e-mail or letter) if they wish to make any amendments to agreed activity and volumes. • Equality and Diversity requirements • Health, Safety & Welfare requirements

  12. Understanding Your Contract • Management Information TDN requires THE PROVIDER to submit Management Information regarding learner starts, achievements and/or withdrawal are submitted by the 20th day of each month in order to ensure compliance with SFA schedules. TDN will, from time to time, request ad-hoc Management Information from THE PROVIDER as required, or additional to that already claimed through claims and electronic data submission. THE PROVIDER shall respond to such requests in a timely and comprehensive manner and in the format requested by TDN. Failure to do so will be regarded by TDN as a breach of contract. The PROVIDER shall comply with the requirement to supply learner tracking and progress data on a monthly basis on the standardised format as supplied by TDN.

  13. Understanding Your Contract • Performance Monitoring and Review Regular performance reviews will be undertaken with THE PROVIDER and these will be based upon both quantitative and qualitative data. TDN reserves the right to conduct these reviews on a face-to-face basis, by telephone or desk research appropriate to the performance of the sub-contractor at the time of the review. Where any provider is seen as delivering any aspect of a programme/qualification in either a subject area overall or a subject area within a particular geographical area below agreed Minimum Standards then TDN will have the right to suspend the delivery of that programme/qualification either nationally or regionally by that provider.

  14. Understanding Your Contract Other Items • Appointment of a Principle Contract Manager • Penalties • Use of AV on-Line Website • Access and Monitoring • Retention of Documents - 7 years although ESF co-funding documentation to 31st Dec 2022. • Payment Arrangements and Processes • Data Protection and Protection of Personal Data • Submission of Learner Data – start forms, ILR’s etc

  15. Understanding Your Contract Other Items • Quality Assurance – comply with requirements of TDN, SFA, Ofsted, Awarding Bodies, regulatory bodies etc. • Provider must have in place their own rigorous system of Quality Assurance • The Provider will make available to TDN a report on its own assessment of the quality of its services and provision. • Information, Advice and Guidance • Feedback and Complaints • Raising Standards – minimum standards etc.

  16. Understanding Your Contract Other Items • The need for Matrix accreditation • Provider Financial Assurance Audit Requirements – risk assessment • Fraud and Irregularity • European Funding and Other Sources of Funding • Breach of Contract - Minor and Serious • Termination of Contract • Transfer of Responsibility on Expiry or Termination • Branding & Logo’s

  17. Contract Year Updates • Minimum Wage for Apprentices now £2.68 from 1st October • Letter from Matthew Hancock to all Apprentices • New achievement payments for 2013/2014 • Functional Skill requirements • Job Outcome data for unemployed learners • ESF Matched Funding Requirements and current audit. • ACE Centralised Payment system • Traineeships – new marketing leaflets • ROTA Registration – all applicable providers should now have re-registered

  18. Quality News Sharon Nash Quality Improvement Manager

  19. Areas for Improvement form last OFSTED Inspection 2008 • Slow progress by some learners • Insufficient planning of individual learning • Insufficient sharing of good practice • Poor recognition of the importance of learners’ literacy and numeracy by some sub-contractors

  20. Mock Inspection Feedback – Main Points Learner Support and Guidance including IAG and ILP – lack of • Effective Initial Assessment leading to individualised action planning and target setting • Effective Induction processes that lead to diagnostic assessment which is meaningful relevant level specific and vocationally based • Development of systems and procedures to identify needs, record intervention and monitor effect on success • Making support available to learners via other means ie learning platforms or VLEs Appropriate Resources • Work on supporting Learners and Assessor/Tutors to share resources • Mapping of literacy, numeracy, ICT, E & D and enrichment in Schemes of Work • Use of web based materials to support Learners ieJoomla or VLE such as Moodle

  21. Mock Inspection Feedback – Main Points Performance Management • Observations of Teaching, Learning and Assessment leading to CPD • Development of policies and procedures for CPD and Performance Management • Target setting related to student performance for all Sub-contractors • Raise level of understanding of Equality and Diversity with staff members • Planning appropriate provision for learners, promoting E & D into lessons and programmes Improving Teaching, Learning and Assessment • Ensure that all teaching staff have a minimum level of qualification • Develop ways of sharing good practice • Develop planning to cater for individual needs of learners based on effective IAG and on-going assessment • Link lesson observations and feedback to planning of CPD and performance management

  22. Teaching Qualification Update • New teaching qualifications are changing to Education and Training qualifications • Reflect the need for FE/WBL teachers to be both professionally experienced within their area of expertise and suitably equipped to teach • Having a vocational qualification doesn’t mean you know how to transfer them

  23. Assessor/Internal Verifier/Quality Assurance

  24. Teaching Qualifications

  25. Teaching Qualifications

  26. Teaching Qualifications

  27. TDN Expectations • All Assessors/tutors/teachers/deliverers will be expected to acquire or be working towards Level 4 Certificate in Education and Training - at the very minimum - by the start of the new contract year. • This will ensure that staff will have Functional Skills Level 2 or equivalent and help support the embedding of English and maths within the delivery

  28. TDN Expectations • Those members of staff who are delivering Functional Skills will be required to have the level of qualification above what they are delivering or working towards it. • Evidence of CPD activity will be audited.

  29. Matrix Accreditation • All Sub-contractors must have achieved Matrix Accreditation within six months of the start of the contract (as stated on Page 22 section 26.2 – 26.4 of The Derbyshire Network Contract) • February 2014

  30. Matrix Accreditation Four Elements • Leadership and Management (8) • The way in which the organisation is led and managed to develop an effective service • Resources (5) • Describes the assets invested and applied in providing an effective service

  31. Matrix Accreditation • Service Delivery (6) • The way in which the service is delivered • Continuous Quality Improvement (8) • The way in which the service provided is reviewed and improved on an on-going basis

  32. http://matrixstandard.com/support/ Inclusive learning approaches for literacy, language, numeracy ICT http://repository.excellencegateway.org.uk/fedora/objects/import-pdf:94/datastreams/PDF/content

  33. Intervention Escalation Process

  34. Over to Norman

  35. Quality Assurance Update - Audits Norman Mason

  36. Key Areas for Improvement • Things are improving but; • Initial Assessments – “lip service” rather than a true assessment that identifies a learners current abilities and level – diagnostic assessments are scarce identifying areas where learners are having difficulties • Progress reviews – there is still an issue with the number of reviews being delivered and the quality of the write ups • Embedding key features of an apprenticeship, including Functional Skills, Equality and Diversity, Health and Safety, Safeguarding

  37. Key Areas for Improvement • ILP’s not treated as a live document and updated when activities have take place (ideal time would be during the review process) • Learner Tracking (learner journey reports) systems not up to date and reflecting accurately how far the learner has come since the start of the program • Action Plans that have corrective and supportive action points in place that help the learner progress. • Withdrawals failure to identify learners who should be withdrawn or learners who have had limited contact with Tutor/Assessors

  38. Key Areas for Improvement • Portfolio Evidence Observations of Assessments, Professional Discussions, Witness Statements that are not clear on what they are referring too • Suspensions/ Breaks in Learning/ExtensionsProviders not understanding the difference or failing to suspend or extend learners • Eligibility Checks Learners starting on programs who are not eligible, primarily due to number of working hours not meeting the required 30 hours

  39. Initial Assessments • Learners must be assessed and a true picture gained as to the level the learner is truly working at (remember learning gaps) • Things to consider: • If the learner scores highly at one level are you re assessing at the next • If a learner has a low score are you conducting a diagnostic assessment to identify areas where support is needed

  40. Initial Assessments • Are you marking assessments and correcting mistakes and talking the learner through the assessment results • Are you embedding Functional Skills in to the programs • ICT • Literacy • Numeracy

  41. Initial Assessments • Are you adding additional Guided Learning Hours (GLH) for those who require additional support • Are you applying for Additional Support Funds to cover the additional GLH • Are you recording all aspects of Functional Skills through the review process to track whether learners are improving. • Is you initial review process fit for purpose

  42. Initial Assessments • Do you have the right, qualified staff to deliver Functional Skills • Do you conduct Occupational Initial Assessments

  43. Any Questions?

  44. Preparing for PFA Audits • PFA are interested in what we/you have done with the SFA’s money: • What you should be doing: • Internal Audits by all sub-contractors • What you should be looking at:

  45. Preparing for PFA Audits • Documentation • Eligibility and Does the Learner Exist • ILR – start and end • ILP – from start to finish or to the point the learner is at • Learner Start Form • Learner Agreements • Progress Reviews • Exit reviews

  46. Preparing for PFA Audits • Closure/withdrawal/suspension/extension paperwork • Change in circumstances • Notification of Achievements • Remember if the PFA find a 5% or more error rate they will extrapolate and potentially claw-back 5% of the whole contract value.

  47. Any Questions?

  48. A Final Thought! • Do you track apprentices you make sure their pay increases based on length of time on program and age. See Minimum Wage Hand Out

  49. Events and Website Update Andrea Cross Membership & Marketing Manager

  50. Website • www.thederbyshirenetwork.org • Sub-Contractor area - planned changes as follows • Programme Documents • Programme Guidance • Quality • Traineeships

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