1. Home Care Support Provision Outcome Based Framework Workshop 5 th November 2009

2. Introductions Jon Winks Facilitator

3. Ground Rules Emergency Exits Refreshments Toilets Mobile phones- –Please turn them OFF. A vibrating phone is just as distracting as a ringing one! Registration Form

4. Ground Rules Timing –Tough love! Respect –War stories and take-over bids Expect a visit We are Team One –Representatives from User Groups, PCT, Provider organisations and Birmingham City Council We are here to improve the care services provided to people in Birmingham

5. Meeting Tools Action Log Car Park

6. The Team Charter Agreeing what this Team will do and what our responsibilities will be.

7. Workshop Name: Outcome Based Framework Arrangement Purpose: Develop and implement a Outcome Based Framework Arrangement that satisfies the business requirements to deliver Home Care Support across Birmingham City Council. Definition: “An arrangement between buyer and supplier where both parties agree the terms of future dealings between them, without committing to or guaranteeing any specific purchase or contract”. Workshop Manager and Responsibilities: Simon R Clarke  Facilitate creation of Team Charter and team  Understand customer and business requirements for Home Care Support  Determine with sponsor and executive input, the scope of the workshop  Lead team in establishing clear goals and objectives  Facilitate team understanding of current process for the workshop  Develop a Framework Arrangement that meets current and future business needs  Lead short and long term procurement strategies to accomplish objectives  Maintain appropriate records  Establish and publish key milestones through workshop management  Demonstrate leadership skills when working with team  Ensure completion and implementation of the Framework Arrangement Team Members: Birmingham City Council, PCTs, Providers, Service Users, 3 rd Sector organisations Extended Support Team Members: Legal, IT, Finance, Business Transformation, Joint Commissioning teams Workshop Boundaries:  All Home Care Support, Extra Care Housing and Supported Living Provision across Birmingham City Council Category Sponsor Responsibilities:  Work with the workshop to set goals and expectations  Be the team champion to the organisation  Remove roadblocks  Monitor and approve team progress Workshop Sponsor Expectations: Jon Tomlinson  30% of leader ’ s and 5% of team member ’ s time committed to workshop  Deliver a Framework Arrangement that is jointly agreed with all parties.  Deliver a Framework in which Providers can deliver Outcome Based Services.  A Framework which Service Users can use directly with Providers.  Complete objectives within 16 weeks of kick off meeting  Monthly progress report required by third business day of month Team Member Responsibilities:  Participate in refining team charter, scope and objectives  Participate in the source planning and business case processes  Provide support to phase-in of source plan  Attend all assigned meetings  Assist in data gathering and information development  Represent function and the business at large  Solicit input from stakeholders regarding business needs  Extended support team member responsibilities  Provide support in specific areas of expertise Facilitator and Responsibilities: Jon Winks  Work with team leader to plan all meetings  Keep team on process  Capture and document meeting and workshop modules output Team Charter

8. Team Charter 1. Workshop Name and Purpose Name: ‘Outcome Based Framework Arrangement’ Purpose: To develop and implement an Outcome Based Framework Arrangement that satisfies the Service User & Birmingham City Councils requirements to deliver Home Care Support across Birmingham City Boundaries: All Home Care Support Provision across Birmingham City Council

9. Definitions Framework Agreement Definition;. “An arrangement between buyer and supplier where both parties agree the terms of future dealings between them, without committing to or guaranteeing any specific purchase or contract”. Outcome focused Services Definition; “The impact or end result of services on a persons life. Outcome focused services facilitate providers to support the service users in achieving the aspirations, goals and priorities identified by all parties”

10. Drawing up Framework Arrangements Setting up framework agreements and framework contracts should not be seen as an onerous process. They should usually include: some words that describe the purpose and scope of the arrangement clarity on whether it is in fact a contract or agreement (i.e. is there consideration) terms and conditions that apply to each call-off (an identified arbiter is also useful) a pricing mechanism - may not be fixed prices along with discount arrangements specifications, standards, samples as appropriate to define the requirements a call-off mechanism/procedure period - duration of arrangement any limitations on the use of the arrangement estimated volumes as appropriate.

11. Refreshments

12. Team Charter 2. Sponsor Responsibilities Work with the workshop to set goals and expectations Be the team champion to the organisation Remove any roadblocks Monitor and approve team progress

13. Team Charter 3. Sponsors Expectations of the Team Workshop Sponsors Expectations: Jon Tomlinson/Charles Ashton-Gray  30% of leader’s and 5% of team member’s time committed to the workshop  Deliver a Framework Arrangement that is jointly agreed with all parties.  Deliver a Framework in which Providers can deliver Outcome Based Services.  A Framework which Service Users can use directly with Providers.  Complete objectives within 16 weeks of kick off meeting.  Monthly progress report required by third business day of month.

14. Team Charter 4. Workshop Manager Responsibilities Team Manager is Simon R Clarke Facilitate creation of Team Charter and team Understand customer and business requirements for Home Care Support Determine with sponsor and executive input, the scope of the workshop Lead team in establishing clear goals and objectives Facilitate team understanding of current process for the workshop

15. Team Charter 4. Workshop Manager Responsibilities (continued) Develop a Framework Arrangement that meets current and future business needs Lead short and long term procurement strategies to accomplish objectives Maintain appropriate records Establish and publish key milestones through workshop management Demonstrate leadership skills when working with team Ensure completion and implementation of the Framework Arrangement

16. Team Charter 4. Membership Team Members: Birmingham City Council, PCTs, Providers, Service Users, 3rd Sector organisations Extended Support Team Members: Legal, IT, Finance, Business Transformation, Joint Commissioning teams

17. Team Charter 5. Team Member Responsibilities Team Member Responsibilities: Participate in refining the charter scope and objectives Participate in the source planning and business case processes Provide support to phase-in of source plan Attend all assigned meetings Feed back to your organisation Assist in data gathering and information development Represent function and the business at large Solicit input from stakeholders regarding business needs Extended support team member responsibilities Provide support in specific areas of expertise

18. Facilitator Responsibilities: Team Facilitator is Jon Winks  Work with team leader to plan all meetings  Keep team on process and on time  Capture and document meeting and workshop modules output

19. Feedback & Questions & Answers