CIPFA Financial Assessments \ benchmarking May 2016

Data collection and benchmarking – what we do The benchmarking process – how we do it A look at some of the results from 2015

Benchmarking aims Our benchmarking exercises are designed to answer key questions: How are you performing? Are you performing better year on year? How does your performance compare with peer organisations? Are you providing value for money? Can we learn anything from other organisations? Where exactly does our performance fall short? What level of improvement can we realistically expect to make?

Data collection and benchmarking – what we do The benchmarking process – how we do it A look at some of the results from 2015

Benchmarking process overview More than 40 steering groups of service managers and public sector experts Work with sector to define and calculate indicators that are fit for purpose Issue forms and collect data Extensive validation of returned information Draft reports for checking purposes Final reports benchmarking position against a range of comparator groups Full datasets, contact details etc. Interactive and online tools for further analysis Review meetings to share experiences and learn from peers

Data collection and benchmarking – what we do The benchmarking process – how we do it A look at some of the outputs from 2015

Financial Assessments The report analyses information on: cost of the assessment process workload measures staffing levels and grades type of staff involved in the process charging policies collection and payment methods performance indicators, e.g. speed of assessment IT systems self-directed payments re-assessment procedures income recovery

Example output

Example interactive tool This is an Excel tool – which allows members to re-create graphs in the reports.

Members Lewisham Essex North Somerset Short presentation from three member authorities. Including examples of how they have used the benchmarking data. Lewisham Essex North Somerset

LB Lewisham: Using CIPFA data to improve and inform The Financial Assessment team at Lewisham has undergone major changes over the past year We had very little reported data of our own to help us shape the way forward CIPFA benchmarking was seen as a clear way of obtaining information to inform and develop our on-going plans to improve and progress…… How we used the Data: We looked for best results reported from other Councils and then investigated their practices. Benchmarking is a key tool to be used to implement Policy, best practice, VFM and should not be underestimated. We had no idea where we were in terms of resource, caseload or performance. What did good and / or bad performance actually mean? We wanted to know where we were, good and / or bad and by identifying those delivering “best in class” services, what we would need to do to improve. Once we understood what “good” was, we were better able to identify what we needed to do to improve and where, as a service, we wanted to be. How this benefitted the Council Enabled us to see where improvements can be made and also where additional, more targeted data would be more meaningful going forward for all What challenges have we faced? Trying to deliver the best without understanding where we were or how we were performing!

Lewisham and CIPFA Benchmarking data What we are doing now Lewisham has significantly increased the speed at which assessments are created and finalised. We have done this by: intelligent use of Council and DWP databases, a new suite of letters dictating a timeframe for responses, specific information requests and a clear explanation of what will happen if this is not complied with. As an additional outcome, this has also significantly decreased telephone contact Investigation of these two area’s have demonstrated that members need better guidance of what is required within reporting cells to make outcomes meaningful to all. This has already been noted by CIPFA Generic assessments has created a more skilled workforce, better able to cover absence and more aware of the need to create and document working practices This has been identified by members as a significant area of impact and concern by members. Financial assessments can be delayed and Revenue lost due to poor practice within ASC. These delays should form a separate reporting area so findings demonstrated and escalated As above, Lewisham was very keen to understand what other members were doing to effectively collect debt. Reporting findings allows the Council to consider the way forward using validated information What we needed to do Increase the speed of assessments Examine our caseload results in relation to others Seek out best practice from other members Create consistency within decision making Align and enforce synergies between ASC and FA Align and enforce synergies between FA and Debtors

Benefits of CIPFA Financial Assessments Benchmarking Club Mark Clinton Mark.Clinton@essex.gov.uk

How We Used The Data In the context of an ongoing financial challenge in adult social care over the medium term due to demographic pressures from an ageing population, reduced funding from central government compounded by other impacts such as the National Living Wage, ECC undertook a review of its Non-Residential Adults Charging Policy. Having identified a number of options based on the permitted latitudes within the statutory guidance, the benchmarking data helped us to focus on which options to develop and take forward. For example, we were assessing the amount people could pay based on 90% of their assessed income. The benchmarking highlighted that we were an outlier here, with most participating authorities taking 100%.

How We Used The Data Similarly we could see that whilst we had the highest maximum weekly charge among participating authorities, in actual fact most of the members did not have a maximum weekly charge at all. The benchmarking club also ran a Review Meeting which provided an opportunity to network with colleagues at other authorities and to expand upon the information provided in the benchmarking report. This opportunity proved invaluable for us to discuss options we were exploring that had not been covered in the benchmarking questionnaire, such as reviewing our upper limit on personal capital.

How We Used The Data Having initially used the benchmarking data to help develop our proposals, it was also referenced in a range of papers related to this project, including the final Cabinet Paper which was agreed in December 2015. Being able to include this supporting information in these papers helped to provide the relevant stakeholders with the assurance they needed over the proposals, and that they were taking good evidence-based decisions. Being a member of the club also provided us with the opportunity to feedback on the questionnaire and to help shape some of the questions for the following year’s return. This meant that we could suggest areas we would have liked to see further details on, to help to maximise the benefits of the final report and ensure we can continue to share best practice with colleagues at other authorities. Any queries: Mark.Clinton@essex.gov.uk

Knowledge is Power Jan Hinks Financial Assessments & Benefits Team Manager North Somerset Council

CIPFA Benchmarking 1. Workload Measures - 2. The Cost of Assessments Work 3. Staff by Pay Band 4. Performance Measures 5. Charging Policy 6. Disability Related Expenditure 7. Self Directed Payments 8. Assessments Procedures 9. Welfare Benefits Uptake 10. Timeseries Analysis

Cost per New Assessment

Time to complete assessments (Residential)

Need part of the input process where feedback is requested

Contact: Jan.hinks@n-somerset.gov.uk 01275 888340