ESF Provider Event 3 December 2008

1. ESF Provider Event • 3 December 2008

2. Workshop Aim • To enable ESF providers to fulfil the requirements of LSC South East Region’s contract management procedures

3. Workshop Objectives • By the end of this workshop, attendees will know what is required of them in terms of the following reports and procedures: • The Contract Management Monitoring Report (CMMR) • CMMR Annexes • Evidence and Client Files • Case Studies • Equality and Diversity Report • End of Project Reports • Marketing & Publicity • Tracking Spreadsheets

4. The Contract Management Monitoring Report (CMMR) • Quarterly visit with the following objectives: • Review of hard data to determine progress of project against targets. • General ‘feel’ of how the project is progressing. Opportunity to discuss issues. • Participant file check (10% sample from previous quarter) – checking eligibility and evidence of outputs/outcomes claimed. • Agree remedial action, which will be reviewed at next meeting. • Agree performance rating – red, amber,green–based on data and other issues (including progress of delivery partners).

5. CMMR Annexes • Different annexes for Youth, Employer Responsiveness, Adult. • Forms an integral part of the quarterly review. • Enables Programme Leads to report information to the groups and committees they attend. • Soft outcomes information collection. Format to be discussed.

6. Evidence & Client Files • Comprehensive list of acceptable evidence attached to your contract. • List is used by contract managers and Auditor to check evidence of outputs and outcomes. • Ensure all staff aware of list and evidence relating to their part of the delivery process. • Tip - Checklist of evidence at front of each participant’s file. • Does file tell the story of the participant? (Referral, Right to Work, Initial assessment, ILP, progress reviews, achievements, progressions, aftercare.)

7. Evidence & Client Filescontinued … ILR Forms (full and Short Record) • ILR forms will be checked as part of the quarterly participant file check. • LSC standard ILR forms OR your own forms. • If using your own forms, they must contain all the required data fields, statements, logos and signatures. • Tip - send copy to LSC for agreement to avoid missing something and losing that funding later.

8. Case Studies • Good news stories about individuals on the project. • First topic: “Making a Start – getting started, developing (and implementing) a recruitment strategy”. • Future case studies will focus on individuals. • Template available. • Consent form to be signed by the participant.

9. Equality & Diversity Report • Once a quarter for the next 2 quarters. • Every 6 months thereafter – if effective system in place.

10. End of Project Report • Overall assessment of the project from your point of view. • Informs future project development. • Narrative gives opportunity to highlight significant issues, innovation and unexpected outcomes. • Contributes to the LSC’s report to GOSE. • Soft outcomes information to be discussed.

11. Marketing & Publicity • Presentation given in July on Marketing & Publicity. Slides available on request. • Comprehensive procedures on LSC website. • Check you are using the new logos (LSC and ESF). • Check you are using the new ESF plaque. • All marketing & publicity materials to be sent to LSC for approval. • Your responsibility to ensure that partners are following the branding and publicity procedures.

12. Tracking Spreadsheets • In response to requests from providers, LSC has provided examples. • There is no requirement for you to use any of these. • LSC does not recommend any particular version.

13. Any Questions?