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Welcome

ESF Provider event Thursday 17 July 2008 Madejski Stadium, Nr Reading Sophie Bonnelucq ESF Area Manager (Sussex). Welcome. Agenda. Context Reporting actuals Contracts structure Evaluations LSC monitoring visits. Context. 01. ESF Relationships. 3 EC Regulations. EC.

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Welcome

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  1. ESF Provider event Thursday 17 July 2008 Madejski Stadium, Nr Reading Sophie Bonnelucq ESF Area Manager (Sussex) Welcome

  2. Agenda • Context • Reporting actuals • Contracts structure • Evaluations • LSC monitoring visits

  3. Context 01

  4. ESF Relationships 3 EC Regulations EC Operational Programme and Guidance Notes DWP/ESFD GOs – 9 Regions Delegated Authority Co-financers (CFOs) LSC/JC+/SEEDA GO Agreement LSC Agreement Providers Employers & Learners

  5. Reporting Structure GOSERegionalTargets LSC SE Co-financing Plan Specification Specification Specification Project Project Project Project Project Project

  6. Compliance & Probity • Probity from the top down: • All activity properly procured • Every penny must be accounted for • All activity must be eligible & align to priorities

  7. 07/13 ESF Programme • Key Changes • Standardised National Deliverables • Contract Structure/Paperwork • Method of payments • ILR Actuals/Delivery Statement • Publicity • Evidence Retention • State Aid

  8. Reporting Actuals 02

  9. Reporting Actuals • All contracts include Participant Assessment, Planning and Support (this is the national learner count for ESF and is only ever recorded once per learner) • Contracts may include more than one start for the learner starting on one course • All Payments Delivery Related

  10. Reporting Actuals • Delivery Statement • ILR/SR • Auto Reconciliation

  11. Contract Structure 03

  12. Nature of Relationship • The LSC is procuring Outputs & Results • This is not a grant • NO DELIVERY = NO PAYMENT

  13. Contract Sections • In the LSC SE Region all ESF contracts will be Contracts for Services consisting of • -Main Contract Terms & Conditions • -Schedule 1 – Service Description • -Schedule 2 – Payment Terms • -Schedule 3 – Special Conditions

  14. Appendices • Delivery Plan - Schedule 1 Appendix 1 • (summary of specification) • Eligibility Table - Schedule 1 Appendix 3 • (who you can work with) • Delivery Profile – Schedule 1 Appendix 2 • (Outputs & Results to be delivered; when, and the related payments) • Evidence Requirements – Schedule 2 • Appendix 1 (what to collect to demonstrate • delivery)

  15. Contract Change • Contract change is different to clarification • All change and clarification must be agreed in writing by LSC • All changes must have a contract variation • Changes must not materially alter the delivery away from the specification

  16. Payment Information • All payments made on condition that services delivered in accordance with the full contract • Payment on outputs not actual cost – no invoices! • Payment on contract profile, reconciled against actual performance • Payment on 18th working day by BACS

  17. Issues Affecting Payment • No or wrong evidence • Ineligible learners • No or incomplete data • Poor performance or future delivery at risk • Not notifying the LSC of service changes • Not notifying the LSC of deliverables changes • Not using the funds for the intended purpose • Double funding • Several layers of subcontractors • Owing UK Government or EC money

  18. Reducing Contracts • Contract allows for 10% underperformance before reprofiling may be instigated by the LSC • Under performance over 10% for a prolonged period will be deemed as putting the service at risk and funds may be removed from the contract

  19. Growing Contracts • Ability to grow contracts if • they are performing • there is budget available • Up to a maximum amount, currently €211,000

  20. Evidence • Defined in the contract • Must be kept for all outputs • Plan how this will be managed • by output for ease of audit • by participant to fit with accrediting body • by claim • Create standard evidence folder

  21. Evaluations 04

  22. Feedback &Complaints • Providers must have procedures in place to resolve complaints and manage feedback • To be reviewed at contract management monitoring visits

  23. Evaluation reports • Different reports are required during the lifetime of the contract. • Learner satisfaction report (Bi-annual) • Equality & Diversity/EDIM report (Quarterly) • End of Project report • These are non payable contractual requirements

  24. LSC Monitoring visits 05

  25. LSC Monitoring Visits • - Project Requirements Visit • - Contract Management Monitoring Visit • - Ad-Hoc meetings • - Participant file checks

  26. Project Requirements Visit • Objectives • To ensure the delivery is provided to our standards • To ensure the project documentation and paperwork meet LSC and ESF requirements • Two forms • One checklist to be sent before the meeting • One form completed during the meeting

  27. Contract Management Monitoring Visits • Quarterly reviews with LSC contact • Ad-hoc visits • Objectives: • - Review performance of last period • - Look forward and address risks • - Address any issues and answer questions • Review Evidence • Document meetings • Contract management monitoring report • used

  28. Participant file checks • Objectives: • Undertake a 10% sample check • Check eligibility of participants • Ensure claims are supported by required evidence • Identify improvements when necessary • Evidence checking is a contract management activity and are not LSC audits • Contract management monitoring used

  29. QUESTIONS ?

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