Presentation on theme: "Sub-Contractor Meeting"— Presentation transcript:
1Sub-Contractor Meeting The Derbyshire Network6 November 2013
2Welcome & Outline of the day 9.30 a.m. : Final 2012/2013 Contract Performance : Quarter /2014 Performance : Quarter 1 Growth Bid Position : Provider EDS ‘Blue Sheep’ Registration a.m. : Understanding your 2013/2014 Contract : 2013/2014 Contract Year Updates – achievement funding - apprenticeship minimum wage - ROTA re-registration a.m. : Feedback from 1st/2nd October Mock Ofsted Inspection a.m. : Quality Assurance and Systems Update : Preparing for PFA Audit p.m. : LunchSteve MooreSteve MooreSharon NashNorman Mason
3Welcome & Outline of the day 13.00 p.m. : Summary of Feedback from Learner and Employer Surveys p.m. : Making use of the TDN Website : Future Training Events and Updates 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 p.m. : Supply Chain ‘Common Accord’ p.m. : The Matrix Award ‘The need for registration’ p.m. : Questions and Answers p.m. : CloseTina HoweAndrea CrossSteve MooreNorman MasonAmanda AshallSteve MooreSharon Nash
42012/2013 Contract – Final Position Adult Skills Budget: Contract Value = £2,469,855.00Actual Performance= £2,462, (99.7%)Non Apprenticeships = 49%19+ Apprenticeships = 51%16-18 Apprenticeships: Contract Value = £311,823.00Actual Performance= £281, (90.2%)
52013/2014 Contract – Quarter 1 Position Adult Skills Budget: Contract Value = £2,123,134.00Non Apprenticeships = £1,100, (51.8%)Min. 19+ Apprenticeships = £1,022, (48.2%)Anticipated Performance to Period 12 = £1,734, (81.7%)Adult Skills Budget: Contract Value at Q1 end = £521,Actual Performance to Q1 end = £733, (140.7%)Breakdown Quarter 119+ Apprenticeships = 47.5%Non-Apprenticeships = 52.5%
62013/2014 Contract – Quarter 1 Position 16-18 Apprenticeships: Contract Value = £343,737.00Anticipated Performance to Period 12 = £363, (100.6%)16-18 Apprenticeships: Contract Value at Q1 end = £93,840.00Actual Performance to Q1 end = £97, (103.6%)16-18 Traineeships: Contract Value = £124,303Actual Performance to Q1 end = £0 (0%)
72013/2014 Contract – Quarter 1 Position 24+ Learner Loans Made Up of: Approved 79 £84, Approved awaiting signatures 17 £25, Missing/Incomplete Evidence 24 £29, Ineligible 12 £10,181.0024+ Learner Loans: Contract Value = £371,434.0024+ Learner Loans: Contract Value at Q1 end = £77,001.00Actual Performance to Q1 end = £53, (69.6%) £20,000 paid, £34,000 awaitingPotential Value to Q1 end = £139,000 (180.5%)
8Quarter 1 Growth BidBids received from 4 Existing Providers and 3 Potential ProvidersGrowth bid template being issued by the SFA on 6th NovemberClose date for bids to the SFA is 28th NovemberSupport Evidence still requiredWill not know the result until late DecemberLearner starts from bid cannot commence until Jan 2014.
9EDS Bluesheep Registration All employer placements must have a ERN Number on RegistrationThese numbers can be accessed from the Bluesheep WebsiteTDN can give each provider their own access to Bluesheep as a provider to The Derbyshire Network.Bluesheep Site TDN will issue you with a password.Bluesheep will issue you with a User Name.
10Understanding Your Contract Contract Specification Issued.29 Contracts issued at the start of August signed copies returnedSchedule ATraining Provider Name:UKPRN No:Company No:Adult Skills Budget (August 2013 to March 2014 Period)Total Budget for Period is£0.00of which a minimum ofmust be for 19+ Adult ApprenticeshipsAdult Skills Budget (April 2013 to July 2013 Period)Funding ProfileCash (£)Aug-13Sep-13Oct-13Nov-13Dec-13Jan-14Feb-14Mar-14Apr-14May-14Jun-14Jul-14Total Adult Skills FundingOf which 19+ Apprenticeships FundingTotal Funding
11Understanding Your Contract Contract Main Points.Subcontractor must not subcontract any aspect of the provisionWhere associates are used then you must have an Associate AgreementThe 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 or letter) if they wish to make any amendments to agreed activity and volumes.Equality and Diversity requirementsHealth, Safety & Welfare requirements
12Understanding Your Contract Management InformationTDN 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.
13Understanding Your Contract Performance Monitoring and ReviewRegular 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.
14Understanding Your Contract Other ItemsAppointment of a Principle Contract ManagerPenaltiesUse of AV on-Line WebsiteAccess and MonitoringRetention of Documents - 7 years although ESF co-funding documentation to 31st Dec 2022.Payment Arrangements and ProcessesData Protection and Protection of Personal DataSubmission of Learner Data – start forms, ILR’s etc
15Understanding Your Contract Other ItemsQuality Assurance – comply with requirements of TDN, SFA, Ofsted, Awarding Bodies, regulatory bodies etc.Provider must have in place their own rigorous system of Quality AssuranceThe Provider will make available to TDN a report on its own assessment of the quality of its services and provision.Information, Advice and GuidanceFeedback and ComplaintsRaising Standards – minimum standards etc.
16Understanding Your Contract Other ItemsThe need for Matrix accreditationProvider Financial Assurance Audit Requirements – risk assessmentFraud and IrregularityEuropean Funding and Other Sources of FundingBreach of Contract - Minor and SeriousTermination of ContractTransfer of Responsibility on Expiry or TerminationBranding & Logo’s
17Contract Year UpdatesMinimum Wage for Apprentices now £2.68 from 1st OctoberLetter from Matthew Hancock to all ApprenticesNew achievement payments for 2013/2014Functional Skill requirementsJob Outcome data for unemployed learnersESF Matched Funding Requirements and current audit.ACE Centralised Payment systemTraineeships – new marketing leafletsROTA Registration – all applicable providers should now have re-registered
19Areas for Improvement form last OFSTED Inspection 2008 Slow progress by some learnersInsufficient planning of individual learningInsufficient sharing of good practicePoor recognition of the importance of learners’ literacy and numeracy by some sub-contractors
20Mock Inspection Feedback – Main Points Learner Support and Guidance including IAG and ILP – lack ofEffective Initial Assessment leading to individualised action planning and target settingEffective Induction processes that lead to diagnostic assessment which is meaningful relevant level specific and vocationally basedDevelopment of systems and procedures to identify needs, record intervention and monitor effect on successMaking support available to learners via other means ie learning platforms or VLEsAppropriate ResourcesWork on supporting Learners and Assessor/Tutors to share resourcesMapping of literacy, numeracy, ICT, E & D and enrichment in Schemes of WorkUse of web based materials to support Learners ie Joomla or VLE such as Moodle
21Mock Inspection Feedback – Main Points Performance ManagementObservations of Teaching, Learning and Assessment leading to CPDDevelopment of policies and procedures for CPD and Performance ManagementTarget setting related to student performance for all Sub-contractorsRaise level of understanding of Equality and Diversity with staff membersPlanning appropriate provision for learners, promoting E & D into lessons and programmesImproving Teaching, Learning and AssessmentEnsure that all teaching staff have a minimum level of qualificationDevelop ways of sharing good practiceDevelop planning to cater for individual needs of learners based on effective IAG and on-going assessmentLink lesson observations and feedback to planning of CPD and performance management
22Teaching Qualification Update New teaching qualifications are changing to Education and Training qualificationsReflect the need for FE/WBL teachers to be both professionally experienced within their area of expertise and suitably equipped to teachHaving a vocational qualification doesn’t mean you know how to transfer them
23Assessor/Internal Verifier/Quality Assurance TAQA L3(Assessor)TAQA L4(Quality Assurance)City and Guilds TAQA is a modular award (Levels 3 and 4) and replaces the C&G A1/A2 and V1/V2 Units TAQA provides people who carry out assessment and internal quality assurance roles in their organisation with the opportunity to develop and improve their practice as well as achieving a professional qualification for the role provided they are qualified in the subject they intend to assess.A1/A2V1/V2D32/D33D34
24Teaching Qualifications Credit ValueGLHHours of PracticeNumber of Assessed Obser-vationsAssessment of Literacy & Numeracy Skills on EntryNotesAward in Education and Training Level 3 (2013)1248YesMinimum microteaching requirement. Learning and Development units require additional practice if chosenPTLLS Level 3 and 4 (2011)PTLLS Level 3 and 4 (2007)630Minimum microteaching requirement.
25Teaching Qualifications Credit ValueGLHHours of PracticeNumber of Assessed ObservationsAssessment of Literacy & Numeracy Skills on EntryCertificate in Education and Training Level 4 (2013)36140303YesCTLLS Level 3 and 4 (2011)160CTLLS Level 3 and 4 (2007)24120
26Teaching Qualifications Credit ValueGLHHours of PracticeNumber of Assessed ObservationsAssessment of Literacy & Numeracy Skills on EntryDiploma in Education and Training Level 5 (2013)1203601008YesDTLLS Level 5 (2011)DTLLS Level 5 (2007)
27TDN ExpectationsAll 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
28TDN ExpectationsThose 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.
29Matrix AccreditationAll 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
30Matrix Accreditation Four Elements Leadership and Management (8) The way in which the organisation is led and managed to develop an effective serviceResources (5)Describes the assets invested and applied in providing an effective service
31Matrix Accreditation Service Delivery (6) The way in which the service is deliveredContinuous Quality Improvement (8)The way in which the service provided is reviewed and improved on an on-going basis
32Inclusive learning approaches for literacy, language, numeracy ICT Inclusive learning approaches for literacy, language, numeracy ICT
36Key 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 difficultiesProgress reviews – there is still an issue with the number of reviews being delivered and the quality of the write upsEmbedding key features of an apprenticeship, including Functional Skills, Equality and Diversity, Health and Safety, Safeguarding
37Key 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 programAction 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
38Key Areas for Improvement Portfolio Evidence Observations of Assessments, Professional Discussions, Witness Statements that are not clear on what they are referring tooSuspensions/ Breaks in Learning/Extensions Providers not understanding the difference or failing to suspend or extend learnersEligibility Checks Learners starting on programs who are not eligible, primarily due to number of working hours not meeting the required 30 hours
39Initial AssessmentsLearners 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 nextIf a learner has a low score are you conducting a diagnostic assessment to identify areas where support is needed
40Initial AssessmentsAre you marking assessments and correcting mistakes and talking the learner through the assessment resultsAre you embedding Functional Skills in to the programsICTLiteracyNumeracy
41Initial AssessmentsAre you adding additional Guided Learning Hours (GLH) for those who require additional supportAre you applying for Additional Support Funds to cover the additional GLHAre 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
42Initial AssessmentsDo you have the right, qualified staff to deliver Functional SkillsDo you conduct Occupational Initial Assessments
44Preparing 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-contractorsWhat you should be looking at:
45Preparing for PFA Audits DocumentationEligibility and Does the Learner ExistILR – start and endILP – from start to finish or to the point the learner is atLearner Start FormLearner AgreementsProgress ReviewsExit reviews
46Preparing for PFA Audits Closure/withdrawal/suspension/extension paperworkChange in circumstancesNotification of AchievementsRemember if the PFA find a 5% or more error rate they will extrapolate and potentially claw-back 5% of the whole contract value.
52Learner Journey Reports Accurate Learner Journey Reports are critical to us so that we can fully determine each learners position re their progress.It helps to identify learners that are not progressingThe report should link into your own Learner Progress Tracking SystemInformation on the report will be reviewed in cases of a learner withdrawalLearner Journey reports will have an influence on contractual decisions
53Learner Withdrawal Evidence On a learner withdrawal the learner end date has to be based on the evidence of last learner activity/progression.Evidence supplied is often light and can result in an earlier end date being determined and subsequent increased claw back of funds.Learner withdrawal should be the last option – can the learner be continued with additional support, guidance, programme modification etc.Learner journey reports cover all the learners who are currently ‘live’ on the TDN system. You should reconcile your reports.
54Supply Chain ‘Common Accord’ TDN have signed up to the Common Accord.Supply chain management activities should align with the principles of best practice in the skills sector.Prime/lead providers in supply chains will at all times undertake fair and transparent procurement activities, conducting robust due diligence procedures on potential subcontractors to ensure compliance with the Common Accord at all levels.Funding for learning that is retained by the lead provider must be related to the costs of the services provided. These services, and the levels of funding being retained for them, will be clearly documented and agreed by all parties.Where disputes between supply chain partners cannot be resolves through mutually agreed internal resolution procedures, signatories commit to the dispute to independent outside arbitration or mediation and to abide by its findings.