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Leadership Development Programme

Work Based Assignment

"Personal Officer Scheme"

by

Brian PatersonHMYOI LancasterFarms

Brian Paterson HMYOI Lancaster F_mT:is

Section 1- The Organisation and my role within i,t

1.t The OrganisationThe organisation I work for is Her Majesty's Prison Service. It consistsof 138Prisons through out England and Wales. Her Majesty's Prison Service servesthe public by keeping in custodythose committed by the courts. Our duty is tolook after them with humanity and help them lea0 law-abiding and useful livesin custody and after release. Her Majesty's Prison Service currently employs25,000 to 30,000 unified grades that perform a range of differenttasks withinthe service. The unified grades are the Prison Officer staff, and they rangefrom an Officer Grade to The Governor.

1.2 My role within tha oroanisationI am currently employed at Her Majasty's Young Offenders InstituteLan|;aster Farms, which is situated on the out skirts of Lancaster. it has anOperational capacity of 532 and holds male Juveniles and Young Offenderswho can be on remand or sentenced. Their sentences can range from a fewweeks to life imprisonment. I work as a Senior Officer on one of the YoungOffender units which accommodates 140 prisoners, 28 Officers, 4 SeniorOfficers, 1 Principal Officer and a Head Of Young Persons, Governor 5.My responsibilities include the security of the Unit, co-ordinate the day-to-dayrunning of the Unit, manage Prisoners applications and I am reporting SeniorOfficer to 8 Officers.

1.3The Ai.m of the Work Based As.s,ianmentWhen prisoners first arrive at prison, they will normally be allocated a personalofficer, who is there for the prisoner to turn to for help and advice. All YoungOffender Institutions have personal officer schemes.A personal officer is _ prisoner's first port of call if they have questions,aomplaints or needs advice. They also play an important part in making andchanging their sentence Plan, tn hP.Ipthem make the best use of their time in

_I , prison and prepare them for a law-abiding life on release.The Aim of this Work Based Assignment is to re-introduce the PersonalOfficer Scheme on my Unit.

Brian Paterson HMYOI ,Lancazter Farms

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Section 2 The Situation and why channelimprovementis needed

2.1 Scope of the.Problem

Currently at HMYO! Lancaster Farms every young person that arrives at ourEstablishment is allocated a Personal Officer and the expected out comes ofthe Personal Officer are as follows:

Expected outer ,m..esof the Per=on.al Officer

Safety: Personal Officers provide a first line level of care promoting safety inthe prison Environment.

Respect: Young persons experience relationships with their Personal Officersthat are based on mutual respect, high expectations and affirmation.

Respect: Young persons know that their Personal Officers willsupport themfully in their involvement in the prison system and throughout the progress oftheir sentence, based on sound knowledge of the young person, includinganyspecialneeds.

Purposeful activity: Personal Officers encourage the 0est use of their youngpersons' time out of ceil.

Resettlement and redueing offending: Personal Officers ensure that youngpersons start and maintain the process of resettlement from the beginning ofthe sentence and in each new location.

2.2 Identifying the reasons for chanqe

On my unit, Derwent accommodation, thesee×pected out comes are no& .......; being fully met and on numerous occasions when I asked a young person did

they know their allocated Personal Officer tMeanswer was no. The Sentenceplanning (Oasys) manager reported that there is very little input to sentenceplans from the Personal Officer which has an effect on the resettlementprocess. The knock on effect to this has a detrimentat effect on a safeenvironment, the security of the unit/establishment and care of the'youngpersons.As the Senior Officer it is my responsibilityto ensure the Personal OfficerScheme is running correctly and to ensure that there is no knock on effects.

2,_30biectixes of the Assig .n..m.ent

With this in mind ! decided to use the Force Field Analysis (Kurt Lewin) to helpme with my Problem and to assist in managi0g the change and to identi_ therelevant objectives.

Brian Pamrsou H_.{YOILmlcaster Farms

(Kurt Lewin) Force Field A.nalysisfor the re-Introduction of the Per_onel O/iR'¢er Scheme on DerwentAccommodation.

CURRENT STATE: A personal Officer scheme that does not meet theexpected outcomes. Young Persons not knowing who and what the roleis of their Personal Officer.

IDEAL STATE: A Personal Officer scheme that is easily understoodby the young Person/staff and the expected out comes are met by thePersonal Officer at all times.

POSITIVE DRIVING FORCES NEGATIVE DRIVING FORCES

Some staffPersonalOfficerIzaJncd. Staffrcj¢6-'_on ofscheme.Some consistency with staff'. Staff' not ]Personal Officer tlained

Some Young Persons know their Staff not aware of schemePersonal Officer. Young Person not aware of scheme

Insu_cient time to carryout schemePoor Personal Officer input to reportsMy managersrejectionofre-intro.

CONCLUSION

From this Force Field Analysis you can cleady define a problem in thenegative driving forces.

The main positive driving forces are _ose surrounding the fact mat only

(_ _ some staff and young persons are aware dt_the Personal Officer Scheme.

The main negative driving forces are the majority of young persons notbeing aware of the scheme and staff not being trained.

Therefore my OBJECTIVE is to: Re-introduce the Personal Officer Schemeon Derwent Unit by the 1= of November 2004 that covers all the_xp_=cted Outcomes of the Personal Officer and make both staff and theyoung pemon aware of the scheme.

Brian Paterson HMYOI Lancaster Farms

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Section 3 - Investigation

3,1 The _cope of th.e.problem identified

As the Senior Officer on Derwent Unit I have first hand experience of thePersonal Officer Scheme and am aware that the expected out comes are notbeing met. From the intranet I looked up the Personal Officer Scheme andextracted some ideas from other establishments and the recommendationsfrom The Prison lnspec_orates Report on Lancaster Farms Young OffendersInstitute. 1also looked at the other unitswithin my establishment and spokewith my fellow Senior Officers for ideas and best practices.

3,2 Options

With this information I came up with the following 3 options:

1. Maintain the existing Personal Officer Scheme.

2. Cell card=i explaining the scheme with their Personal Officersname printed on,

3, Ceil cards explaining the scheme with their Personal Officersname printed on.and 2 other Officers names as backups,

3,3=The I::)eeision Makin¢! Proe_= & 3_,,4Evaluation of the Options

With these 3 options Japproached my fellow Senior Officers from Derwentunit and asked for their opinions, and discussed the options on the monthlymeeting with unit staff. I listenedto all the relevant feedback and with thisfeedback I used a Oecision making too[ codified by Edward de Bono calledPlus Minus Implications.

Option 1, Maintain the existing Personal Officer Scheme.

PLUS MINUS .... IMPL!CATIO, HS

Staff wouldn't have to Poor young person/staff Unsafe environment.implement any changes, relations.

. No dynamic security.No cost. No trust or respect.

Not meeting our KeyNo resettlement Performance Targets.input/reports.

No alteration to staffNot addressing details or costs foroffending behaviour, training.

This option has very littJe on the plus side and would clearly be left with thePersonal Officer scheme not working. The minus clearly out weighs the plusand this option would not meet our Objective.

Brian Paterson HMYOI Lm_castcr Farms

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Option 2. Cell cards explaining the scheme with their Personal Officersname printed on,

PLUS MINUS IMPLICATIONS

Young person could Costs for re-printing cell Detailing staff foridentity Personal cards, training.Officer.

Training for staff. Key performanceYoung person could Targets are met.have an understanding No consistency andof the scheme, back up staff. Safer environment for

the young person andBetter young staff.person/staff relations.

If there isno consistenoyit will lead to option lsminus points.

}

This option is more viable and meets the majority o1'the expected out comesof the Personal Officer scheme, however the main minus point is consistencyand backup to cover staffs leave, sick etc.

Option 3. Cell cards exp[aining the scheme with their PersonalOfficers name printed on and 2 other Officers names asbackups.

PLUS ..... MINUS IMPLICATIONS

Young person could Costs for re-printing cell Detailing staff for ;identify Personal Officer. cards, training.

e Young person could I Training for staff. Key performancehave an understanding Targets are met.of the scheme.

Safer environment for

Better young the yo41_ person and iperson/staff relations, staff.

Better consistency. Addressing OffendingBehaviour.

Staff back up to coverLeave, sick etc.

This option clearly has more plus points and the implications are morepositive, and as with option 2, this option would meet the expected out oomes.The minus points are trivial compared to option 1 and the costs would beminimal.

Brian Pat¢rs(_n HMYOI Lancaster Farms

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Section 4 - Suqqestions for Change

4.1 .R,.,ecommendations

After the evaluation of each of my options for change, thebest solution opento us is option 3 : Ceil cans explaining the scheme with their PersonalOfficers name printmd on and 2 other Officers names as backups, Thisoption fully meets the objective and in turn meets the expected outcomes ofthe Personal Officer Scheme. There very littlecosts and the training can bedone locallywhich involves refresher training only.

The unit staff will be divided into 3-4 personal officer teams and each team willbe designated a colour of orange, green, blue or yellow. Each personal officerwill be allocated 5-6 young persons and they will be responsible for themthroughout there stay at Lancaster Farms. If a Personal Officer is on leave,sick:etc then the other members of the team witl step in ensuring there isconsistency and that we meet the expected outcomes of the Personal Officer,Coloured in-trays for each team will be located in the office, and any PersonalOfficer reports attaining to their young personwill be in their coloured tray foraction.Cell cards will be coloured orange, green, blue or yellow, and give informationto the young person explaining the Personal Officer scheme and who theirdesignated Personal Officer is. It will also explain who their backup officersare if their Personal Officer is unavailable.To ensure a smooth transaction on the implementation day notices to staffand young persons will be published explaining what staff are in whatcoloured teams and a brief explanation of the Personal Officer scheme.

•On the unit roll boards the personal officers names will be published next tothe young persons name for quick reference.

Brian Paterson HMYOI Lancaster Farms

4.2 Implementation of Rec;ommendation

To help me implement this recommendation I would first have to seek myGovernors approval ensuring the funding was allowed and it was not clashingwith any other new incentives.I would then have to arrange with my line manager and my fellow seniorofficers a meeting to discuss implementation details and dates.To ensure there is consistency and backup the unit staff would be placed into3-4 person teams and each team would be allocated a colour, orange, blue,yellow or green.Training Department would be asked to arrange training days for PersonalOfficer refresher training pointing out the expected outcomes.costs would be minimal and as follows:

8 x Coloured in trays to match team colours. _.4

140 x printed cell cards. Explaining personal £18officer scheme(Plastic covered).

140 x notices to prisoners. (in the form of A5paper, explaining new scheme)

30 x notices to staff. (in the form of AS paper,explaining new scheme) £2

8 x A3 notices explaining new scheme and thestaffs names in coloured boxes relevant to theirroam. (plastic covered) £4

At the next unit meeting I would go through the implementation details withunit staff, make them aware of what teams they were in and give each anotice to staff.

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Bri_ Paterson.HMYQI Lal_c_st_rF_m_s

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.,4..3Timescale. and Resources & 4.4 Communicationa.nd Involve..ment

Having gathered aft the information I can now formulate a Timescale, orderResources Communicate with all those involved and t will do this in the formof an action plan as follows:

PROPOSED ACTUAL DATETASK MEETING ACTION PERSON(S) DATE OF OFRESPONSIBILE

COMPLETION COMPLETIONi •

Agree re- Withintroduction Governor 5_ Oct 04Of personal Head of Agree initial Governor 1"_lOct Oz_ RecommendationPlan.

Officer Young agreed.scheme. . Persons

Jl i ill i

l My Line_' Oct 04.

Agree Plan Manager Discuss Unit Pnncipalfor change, and unit implementation Officer. l Oth Oct 04 [rnplementationSenior details, details agreed

Officers.

Divide staff

evenly into 3-4 5_ October 04D_signate Unit senior pe_on teams. Uni_seniorunit staff, officers. Designate officers, l Oth Oct O# con_pleled after

coloured 3, O.s meeting.teams

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Personal 1_t Sept - 31_tOfficer Head of Arrange staff Head of Trainin# Oct.

T_lning. Training training Ongoingi • i i =1

1"_ Oct O#Order Order coloured,_,'_ ,"_* Oct 04 stored in linecolor!rod Pmr,urement. P._cure .... nt O.,,., 15"'

[ b'ay_trays

managers o_Tice.i

_ Oct04Type out new

New cell Typist/' cell aerds & notices to youngnetice_ to Typi,st "15_hOct 04 persons to becards messenger ataff_oung _ublished on unitnotice boards

persons 24_' Oct 04.i i i i •

Plan for Di_cu_

change All unit staff implementatiOnde_ail&Unifofficer.Principal 24_ Oct 04

Bl-i_m Paterson HMYOI Lancaster F_rms

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Section 5 - MY.Role in the Change

My initial role in this change will be to ensure everything is in place, and theplan is completed on time for the start date of Monday the 1stof November 04.

The most important part o1'the plan is the meeting with unit staff, ensuringstaff fully understand the new scheme, their role within itand to answer anyquestions. At this stage I would delegate staff to publishthe notices to youngpersons and to place the A3 posters on the unit notice boards.All the staff would be delegated their respective young persons and theirteams. I would also explain the importance of the teams and the backupsystem

To help me evaluate the re-introduction of the Personal Officer scheme I planto do a self audit by means of asking the young persons, at random, who theirPersonal Officer is and by means of checking unit files where there should bean initialassessment on the young person by every personal officer.From the updates I receive from other departments (OASYS sentenceplanning) I can also evaluate the personal officer input to reports forresettlement.

Once the new system is up and running it will only req4ire random checksevery two weeks to ensure the re=introductionof the personal officerschemeis meeting its expected outcomes.

Briaa Paterson HMYOI Lancaster Farms

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Elnlf mtljlfif you don't know who your Personal Officer is have a look on your cell card, or askany member of,staff.Your Personal Officer is here to help you with any questions or problems yo_ mayhave.

If •your Personal Officer is not in today you can ask any member of staff that's in thesame colour box that matches the colour of your cell card e.g Green Cell Card -Any member of staff in the Green box.

_WCOTT

MR Me GRATH

.... _ MR WILLIS

R.F_ME.MBERIF YOUR NOT SURE OF ANYTHING JUST ASK.DERWENT UNIT. LANCASTER FARMS.

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Personal Officer Teams.I | I I III Jl I II II I I I

You should have 5-6 personalprisoners and any personalofficer work will be in yourdesignated coloured tray.Could you .please ensure yourFiles and personal officer workis kept up to date.

Please ensure you carry out aPERSONAL OFFICERASSESSMENT and a weeklyentry in their wing files.

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We strive to make Derwent Unit as relaxed We strive to make Derwent Unit as relaxedand as informal as possible. With this in and as informal as possible. With this inmind you have been allocated a Personal mind you have been allocated a PersonalOfficer to help you with any questions or Officer to help you with any questions orproblems you may have. problems you may have. g

Speak to your Personal Officer. Speak to your Personal Officer, =F--

If your Personal Officer is not in today you If your Personal Officer is not in today you "can speak to any Officer that is in your can speak to any' Officer that is in yourPersonal Officer Team.( see below) Personal Officer Team, ( see below )

..4F

REMEMBER IF YOU ARE UNSURE ABOUT ANYTHING ASK. REMEMBER IF YOU ARE UNSURE .ABOUT ANYTHING ASK. ==

Your Personal Officer is: Your Persona/Officer is: ;

MR CRABTREE MI CRYER0

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If your Personal Officer is not in speak to If your Personal Officer is not in speak to =_h followingth followinge ; e ; .

_ m

MR CRYER

MISS PULLAN

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" PERSONAL OFFICERS "

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