Performance Indicators Workshop

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Performance Indicators Workshop Richard Hodgens
Jan Wain
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Performance Indicators Workshop

• Introduction
• Part 1Purpose of Workshop discrepancies with
  performance monitoring, and how Staffs SP team
  are re-aligning with the contract.
• Part 2Common problems and discrepancies on
  performance monitoring returns.
• Part 3Provider queries and discussion

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Provider Performance Monitoring

• What do we do with the Performance Indicator
  information that providers submit?
• - It is submitted to the ODPM quarterly
• - Performance is compared to the SP teams
  tolerance levels set for service availability,
  service utilisation, throughput, length of
  stay, staff team input and departures.
• - Performance feeds into the service review
  process.
• (Poor performance levels will require an
  explanation by the provider, and in some
  situations could prompt an early service review.)

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How the Review Team are progressing Performance
Monitoring

• Contracts Review Officers have been comparing
  the submitted P.I returns contracts page to the
  SP interim contract details.
• This exercise has highlighted issues around -
• The number of staffing hours input on the P.I
  return contracts page compared to the staffing
  hours referred to in the interim contract.
• Differences in client group and service type
• Different Service IDs and Service Names
• Differences in the capacity (number of units)
  supported
• Inappropriate or SP ineligible staff recorded
  as front-line staff

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Moving forward

• - Discrepancies discovered have been raised with
  contract managers, with contract variations being
  co-ordinated in some situations.
• - Following this exercise, the SP team will
  e-mail all providers a locked down
  Staffordshire-ised workbook for the 2005/06
  reporting period. This prevents adjustments being
  made to the contracts page without having a
  dialogue with the SP contracts and reviews team
  first.
• - The contracts page from the P.I workbook
  will be included within the replacement contract,
  which will be issued early next year.
• (Note - Providers should ensure that this
  version is used for future Staffordshire
  submissions.)

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How is the contracts page compared to the
contracts staffing FTEs?

• Click Here for P.I workbook
• Front-line staff staff who work directly with
  service users. (The FTE is calculated from the
  total hours in column g for front-line staff,
  divided by the standard working week.)
• Managers of front-line staff supporting
  front-line staff. (The FTE is calculated from the
  total hours in column g for managers, divided
  by the standard working week.)

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Performance Monitoring

• Whats different to this years?
• You will be issued a Staffordshire-ised
  locked-down Contract Page of the 2005-06
  workbook. Please do not attempt to alter any of
  the details on the Contract page email your
  request for a contract variation to
  spteam_at_staffordshire.gov.uk If a variation is
  agreed you will be sent an updated amended
  workbook.

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Performance Monitoring

• The workbook is saved as a 3 digit i.d. number
  (the last 3 digits of your service number)
  followed by the service name, i.e. 001 Support
  Team please do not rename it. When you have
  completed the relevant quarters return, save and
  email it to the above email address.
• The subject heading of the email should show the
  name of the provider followed by the name(s) of
  the workbook(s) attached, i.e. Shergar Housing -
  001 Support Team

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Performance Monitoring
Please limit the number of workbooks attached to
an email to a maximum of 4, i.e. Shergar Housing
001 Support Team 003 Floating Support 051
Foyer 101 Sheltered . Comments regarding the
quarter return should be input to the relevant
section on the return and not in the main email.
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Performance Monitoring
What should be completed on the workbook? You
should complete the yellow boxes on each of the
quarter returns Click Here to Open
Workbook Date submitted to administering
authority Complete as dd/mm/yyyy e.g. 01/04/2005
Actual dates Dates should only be altered if
your service commenced/finished part way through
the recording period

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Performance Monitoring
Change in capacity from If there is an agreed
change in capacity from the previous quarter,
input the date of the change (drop down) and the
number of units increased or decreased (Only
likely to occur where a new service is not yet at
capacity or a service is being wound-down)
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Performance Monitoring
Basis for calculating availability This can be
daily or weekly and is set in Q1 and copies
through to the other 3 quarters Daily 91 days
in a quarter Weekly 13 weeks in a
quarter Service Availability (Accommodation
based only) Available units are the number of
units in the contract x days or weeks in quarter
less any units that were unavailable because of
major refurbishment (ODPM guidance)
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Performance Monitoring
Service Utilisation Occupied units are the
number of available units less any units
unoccupied because they are waiting to be
let/vacancy in service provision
etc. Throughput Complete all relevant yellow
boxes Length of Stay Complete all relevant
yellow boxes
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Performance Monitoring
Staff Team Input Col f Locum cover
arrangements can only be set in Q1 drop down
box S sickness B Bank holidays A Annual
leave (Note these carry through to subsequent
quarters so select the type of cover that will be
provided if post holder unavailable leave blank
if cover is not contractually provided)
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Performance Monitoring
Staff Team Input Col h Note this is the actual
hours worked by the post holder in the quarter on
all duties e.g. 35 hrs per week x 13 weeks 455,
took one week holiday 35 x 12 weeks
420. Staff Team Input Col i Actual hours
worked by locum staff in covering missing hours
from Col h (if any cover provided) e.g. 35 hrs x
1 week 35.
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Performance Monitoring
Departures (either short-term or
long-term) Complete all relevant yellow boxes
(Departures is the number of users who died or
ceased to use the service from the Throughput
section) Please make sure any planned
departures are recorded, otherwise it defaults to
showing departures as unplanned. Comments Pleas
e put comments in relation to the quarter return
only. Any changes to staffing/units etc. must be
notified as a contract variation request.
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Performance Monitoring
What are the effective dates for each
quarter? The dates are already stated at the top
of each worksheet for each quarter on the
electronic performance indicator workbook. These
are- Quarter 1 - 4th April 2005 3rd July
2005 Quarter 2 - 4th July 2005 2nd October
2005 Quarter 3 3rd October 2005 1st January
2006 Quarter 4 2nd January 2006 2nd April 2006
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Performance Monitoring
When do I send it? Two full weeks have been
allowed at the end of each quarter to give
sufficient time to complete and send each return.
Email to spteam_at_staffordshire.gov.uk The cut
off date for returns to be received are- Quarter
1 - Monday 18th July 2005 Quarter 2 - Monday 17th
October 2005 Quarter 3 - Monday 16th January
2006 Quarter 4 - Monday 17th April 2006
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Performance Monitoring

• What do you do with it?
• On receipt of completed workbooks
• Checked to see if they have been fully completed
• If not, email back to Provider requesting
  resubmission of missing information
• Analysis of performance information

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Performance Monitoring
ANY QUESTIONS?