Transition to August 2004 Training for Venues 16 th July 2004

Housekeeping Mobile phones off please Ladies & Gents Toilets Fire Alarm

Today’s Agenda Funding Information Finance Processes Step by Step guide to enrolment Processes and procedures Questions

Welcome Key Performance Indicators Payment Process Audit requirements

Key Performance Indicators (KPIs) Why (?)... – Government aims – Money for Learning Centres – Quotas

KPI specifics Enhanced income: – Skills for Life – Pre-level 2 – SME Quotas: – Only 25% of Hub’s funding can be non-KPI – Likely to be this breakdown per-Centre Unfunded provision Dissatisfaction

Completion emphasis Progression, completion, achievement to match the Government’s “Skills Strategy” Funding by performance 50%, 80% + Achievement (short/medium course – work done) 30%, 60% +Achievement (long course – work done) Flow of payments has different proportions…

Payments

Actual payments Financial arrangements currently being put in place with Colchester Institute, including VAT (Ufi  Customs & Excise) Centres to be paid promptly Early ‘profile’ to ease transition – Was to be August, September, October – Latest from Ufi: “extended from 6 to 8 months…”

More on payments Payment not Funding. Fee Remission attracted with 1st Payment Funded Courses come with License fee Unfunded Courses will be invoiced for License fee. Hub will receive a Performance based Management Support Fee (15%) And a Supplementary Support Management Support Fee (SMSF)

Price list example

Price list from Ufi Currently lists only payment amounts and Fee Remission amounts. Will list guide price to learner and guide for unfunded provision. FAQ pricelist is kept current, password protected:

KPI example

Web resources Partners’ Portal – ID, p/w (from Aug/Sept) E & S L H (dot co dot uk) Current FAQ site:

Funding Audit Little change from previous years – Real learner – Eligible – On the correct course – Engaging in learning – Supported

Funding Audit Evidence requirements ( 1 ) – Eligibility if not via normal residency – Adult (but there is a process…) – Various uplifts (except postcode) – Fee remission (or equivalent) – Matching paper & electronic records – Signatures – ILA / EF, ILP

Funding Audit Evidence requirements ( 2 ) – Learner passwords must not be held – Induction – Learner agreement and plan – Tutor support – electronic or paper – Printouts can help

Funding Audit Evidence in a learner file (new learner) – IT assessment (paper-based) – CTAD Assessment (SfL screener, print result screen) – Learner Agreement (ILA) including enrolment form details – SIGNED – Individual Learning Plan – SIGNED (but not in the completed section) – Induction checklist – (SIGNED is the requirement in E & S L H) – Eligibility evidence (if not via residency) eg Home Office letter – Fee remission (or equivalent) evidence, if any – Disadvantage uplift (if not via postcode), if any – Progress Review Form holding comments, signatures – Copies of assessments/results/work/tests, + achievement evidence if applicable – Evaluation feedback questionnaire Paper, system and ILR dates must match

Funding Audit Evidence in a learner file (continuing learner) –Learner Agreement (ILA) including enrolment form details – SIGNED –Individual Learning Plan – SIGNED (but not in the completed section) –Eligibility evidence (if not via residency) eg Home Office letter –Fee remission (or equivalent) evidence, if any –Disadvantage uplift (if not via postcode), if any –Progress Review Form holding comments, signatures –Copies of assessments/results/work/tests, + achievement evidence if applicable –Evaluation feedback questionnaire Paper, system and ILR dates must match

Funding Audit Audits will be held – Internal – External

Any Questions?

Areas of Discussion Working towards August Relationship with Links Hub Structure Communications Learning Centre Visits Payment, Funding, Charges Finance Questions

Working Towards August Before 31 st JulyDelivery Plan * Before 31 st JulyMarketing Plan * Before 31 st JulyNegotiate Targets with Hub Before 26 th JulyReturned signed Learning Centre Agreement to the Hub Before 26 th JulyCompleted financial questionnaire Before 26 th JulyUpdated contact details * Plan Templates are available on

Relationship with Links 1 st Phase existing accredited Learning Centres August/September Negotiation on Link Centres Build up Link Centre Agreement Centres are responsible for Link Centres including: – Quality Assurance – Audit – Support Guidance from the Hub will be provided

How will the new hub look? Main office will be at Colchester Enterprise Agency – Marketing and branding – General enquires Outreach Office in Suffolk General addresses will be set up for Hub, MIS Audit, (Essex & Suffolk Centres together) New Website will hold a list of FAQs for all areas Further posts within the Hub are being advertised

Essex & Suffolk Learning Hub Ltd Financial Services Essex & Suffolk Board Personnel Services

Communications Update via will continue on a weekly basis in August/September then fortnightly Hub communications will go through update On the odd occasion blanket s will be sent out by the Hub team General Updates will then be posted onto the new Hub website All documents will be on website, not as an attachment

Communications learndirect Operations Group (LOG) – Will replace learndirect staff group meetings in Essex – Will replace operational meetings in Suffolk LOG will focus on operational issues which the everyday user will need to know Agenda and notes circulated Held bi-monthly (full day) Choice of Venue (Essex & Suffolk and Date (Same Week) General meeting in am and Staff Development in pm Please let us know if you are willing to host

Communications Centre Managers Meeting (CMM) – Will replace Centre Managers Forum in Essex CMM will focus on strategic issues which Managers will need to know to keep their business going Agenda and notes circulated Guest speakers presenting on key aspects of learndirect Held quarterly (full day) One central Venue Please let us know if you are willing to host

Learning Centre Visits? Discussions with Ufi regional team re Ufi visits Audits Quality Assurance Quarterly monitoring visits QA and monitoring visits will be completed by the Hub A cycle for visits will be in place by 31 st July

What Support should you expect from the Hub next year? General day to day support for learndirect queries Specialist support in the following areas: – Skills for Life – Quality Assurance – Business Development – MIS Audit – Community Links, probation, prisons, UK Online, etc Central marketing budget for generic marketing Mobile national online testing centre Best practice

Funding, Payments & Charges

Ufi England – Funded Courses LSC Learning Venue Learner Ufi HUB Payment for Education Grant HUB Operating Agreement Funding Agreement Approved Learning Centre Agreement Grant Funding Payment of Licence Fee Supply of Goods & Services (as per Operating Agreement) Supply of Management Services Payment Education Provided on behalf of the HUB (Collected on behalf of the HUB) Payment of learner fees collected

Ufi England Model – Unfunded Courses LSC Learning Venue Learner UfiHUB Payment for Education Grant HUB Operating Agreement Funding Agreement Approved Learning Centre Agreement Supply of learning materials (unfunded courses)/other goods and services Payment (Collected on behalf of the HUB) Education Provided on behalf of the HUB Payment of learner fees collected

Statement Overview - Ufi Each month Ufi pays Hubs Learner Funding Materials Licence Funding Management Fee Deducts amounts due to Ufi Materials Licence Charge Unfunded Materials Charge Other Charges Hubs must pay the LCs within 5 working days of payment from Ufi Recovery of prepayment

Statement Overview - Hub Each month the hub pays the Learning Centre LC charges for providing funded Learning Paid from funding from Ufi and Learner fees LC charges for providing unfunded learning Paid from learner fees Hubs must pay the LCs within 5 working days of payment from Ufi Recovery of prepayment Deducts amounts due to the hub Learner fees collected by LC on behalf of the hub if the LC has not separately paid these over

Financial Questionnaire Hub to compile Financial Questionnaire Available on Hub website to download Questionnaire will cover: – VAT status – VAT registration number if applicable – Bank details (account number, sort code) – Bank reference

Any Questions