Sub-Contractor Meeting The Derbyshire Network 6 November 2013.

Sub-Contractor Meeting

The Derbyshire Network 6 November 2013

Welcome & Outline of the day

9.30 a.m. : Final 2012/2013 Contract Performance: Quarter 1 2013/2014 Performance: Quarter 1 Growth Bid Position: Provider EDS ‘Blue Sheep’ Registration

10.15 a.m. : Understanding your 2013/2014 Contract: 2013/2014 Contract Year Updates – achievement funding

- apprenticeship minimum wage

- ROTA re-registration

11.15 a.m. : Feedback from 1st/2nd October Mock Ofsted Inspection

11.45 a.m. : Quality Assurance and Systems Update: Preparing for PFA Audit

12.30 p.m. : Lunch

Steve Moore

Steve Moore

Sharon Nash

Norman Mason

Welcome & Outline of the day

13.00 p.m. : Summary of Feedback from Learner and Employer Surveys

13.30 p.m. : Making use of the TDN Website: Future Training Events and Updates

14.00 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

14.45 p.m. : Supply Chain ‘Common Accord’

15.00 p.m. : The Matrix Award ‘The need for registration’

15.15 p.m. : Questions and Answers

15.30 p.m. : Close

Tina Howe

Andrea Cross

Steve MooreNorman MasonAmanda Ashall

Steve Moore

Sharon Nash

2012/2013 Contract – Final Position

Adult Skills Budget: Contract Value = £2,469,855.00

Actual Performance= £2,462,203.00 (99.7%)

16-18 Apprenticeships: Contract Value = £311,823.00

Non Apprenticeships = 49%19+ Apprenticeships = 51%

Actual Performance= £281,152.00 (90.2%)

2013/2014 Contract – Quarter 1 Position

Adult Skills Budget: Contract Value = £2,123,134.00

Anticipated Performance to Period 12 = £1,734,721.00 (81.7%)

Non Apprenticeships = £1,100,514.00 (51.8%)Min. 19+ Apprenticeships = £1,022,620.00 (48.2%)

Adult Skills Budget: Contract Value at Q1 end = £521,016.00.00

Actual Performance to Q1 end = £733,081.00 (140.7%)

Breakdown Quarter 1

19+ Apprenticeships = 47.5%Non-Apprenticeships = 52.5%


16-18 Apprenticeships: Contract Value = £343,737.00

Anticipated Performance to Period 12 = £363,020.00 (100.6%)

16-18 Apprenticeships: Contract Value at Q1 end = £93,840.00

Actual Performance to Q1 end = £97,169.00 (103.6%)

16-18 Traineeships: Contract Value = £124,303

Actual Performance to Q1 end = £0 (0%)


24+ Learner Loans

Made Up of: Approved 79 £84,001.00

Approved awaiting signatures 17 £25,332.00Missing/Incomplete Evidence 24 £29,763.00

Ineligible 12 £10,181.00

24+ Learner Loans: Contract Value = £371,434.0024+ Learner Loans: Contract Value at Q1 end = £77,001.00

Actual Performance to Q1 end = £53,624.00 (69.6%) £20,000 paid, £34,000 awaiting

Potential Value to Q1 end = £139,000 (180.5%)

Quarter 1 Growth Bid

Bids received from 4 Existing Providers and 3 Potential Providers

Growth bid template being issued by the SFA on 6th November

Close date for bids to the SFA is 28th November

Support Evidence still required

Will not know the result until late December

Learner starts from bid cannot commence until Jan 2014.

EDS Bluesheep Registration

All employer placements must have a ERN Number on Registration

These numbers can be accessed from the Bluesheep Website

TDN can give each provider their own access to Bluesheep as a provider to The Derbyshire Network.

Bluesheep Site • http://edrs.lsc.gov.uk/search/lsc/default.aspx

TDN will issue you with a password. Bluesheep will issue you with a User Name.

http://edrs.lsc.gov.uk/search/lsc/default.aspx

http://edrs.lsc.gov.uk/search/lsc/default.aspx

Understanding Your Contract

Contract Specification Issued. 29 Contracts issued at the start of August - 20 signed copies returned

Schedule ATraining Provider Name:

UKPRN No: Company No:

Adult Skills Budget (August 2013 to March 2014 Period)

Total Budget for Period is £0.00 of which a minimum of £0.00 must be for 19+ Adult Apprenticeships

Adult Skills Budget (April 2013 to July 2013 Period)

Total Budget for Period is £0.00 of which a minimum of £0.00 must be for 19+ Adult Apprenticeships

Funding Profile Cash (£) Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14

Total Adult Skills Funding £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00

Of which 19+ Apprenticeships Funding £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00

Total Funding £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00


Contract Main Points. Subcontractor must not subcontract any aspect of the provision

Where associates are used then you must have an Associate Agreement

The 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 e-mail or letter) if they wish to make any amendments to agreed activity and volumes.

Equality and Diversity requirements

Health, Safety & Welfare requirements


• 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.


• Performance Monitoring and Review

Regular 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.


Other Items

Appointment of a Principle Contract Manager Penalties Use of AV on-Line Website Access and Monitoring Retention of Documents - 7 years although ESF co-funding documentation to 31st Dec 2022.

Payment Arrangements and Processes Data Protection and Protection of Personal Data Submission of Learner Data – start forms, ILR’s etc


Other Items

Quality Assurance – comply with requirements of TDN, SFA, Ofsted, Awarding Bodies, regulatory bodies etc.

Provider must have in place their own rigorous system of Quality Assurance

The Provider will make available to TDN a report on its own assessment of the quality of its services and provision.

Information, Advice and Guidance Feedback and Complaints Raising Standards – minimum standards etc.


Other Items

The need for Matrix accreditation Provider Financial Assurance Audit Requirements – risk assessment Fraud and Irregularity European Funding and Other Sources of Funding Breach of Contract - Minor and Serious Termination of Contract Transfer of Responsibility on Expiry or Termination Branding & Logo’s

Contract Year Updates

Minimum Wage for Apprentices now £2.68 from 1st October Letter from Matthew Hancock to all Apprentices New achievement payments for 2013/2014 Functional Skill requirements Job Outcome data for unemployed learners ESF Matched Funding Requirements and current audit. ACE Centralised Payment system Traineeships – new marketing leaflets ROTA Registration – all applicable providers should now have re-registered

Quality News

Sharon NashQuality Improvement Manager

Areas for Improvement form last OFSTED Inspection 2008

• Slow progress by some learners• Insufficient planning of individual learning• Insufficient sharing of good practice• Poor recognition of the importance of learners’

literacy and numeracy by some sub-contractors

Mock Inspection Feedback – Main Points Learner Support and Guidance including IAG and ILP – lack of

Effective Initial Assessment leading to individualised action planning and target setting

Effective Induction processes that lead to diagnostic assessment which is meaningful relevant level specific and vocationally based

Development of systems and procedures to identify needs, record intervention and monitor effect on success

Making support available to learners via other means ie learning platforms or VLEs

Appropriate Resources Work on supporting Learners and Assessor/Tutors to share resources Mapping of literacy, numeracy, ICT, E & D and enrichment in Schemes of Work Use of web based materials to support Learners ie Joomla or VLE such as

Moodle

Mock Inspection Feedback – Main PointsPerformance Management Observations of Teaching, Learning and Assessment leading to CPD Development of policies and procedures for CPD and Performance Management Target setting related to student performance for all Sub-contractors Raise level of understanding of Equality and Diversity with staff members Planning appropriate provision for learners, promoting E & D into lessons and

programmes

Improving Teaching, Learning and Assessment Ensure that all teaching staff have a minimum level of qualification Develop ways of sharing good practice Develop planning to cater for individual needs of learners based on effective IAG

and on-going assessment Link lesson observations and feedback to planning of CPD and performance

management

Teaching Qualification Update

• New teaching qualifications are changing to Education and Training qualifications

• Reflect the need for FE/WBL teachers to be both professionally experienced within their area of expertise and suitably equipped to teach

• Having a vocational qualification doesn’t mean you know how to transfer them

Assessor/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/A2 V1/V2

D32/D33 D34

Teaching Qualifications

Credit Value

GLH Hours of Practice

Number of Assessed Obser-vations

Assessment of Literacy & Numeracy Skills on Entry

Notes

Award in Education and Training Level 3 (2013)

12 48 0 Yes Minimum microteaching requirement. Learning and Development units require additional practice if chosen

PTLLS Level 3 and 4 (2011)

12 48 0 Yes Minimum microteaching requirement. Learning and Development units require additional practice if chosen

PTLLS Level 3 and 4 (2007)

6 30 0 Yes Minimum microteaching requirement.


Credit Value


Number of Assessed Observations


Certificate in Education and Training Level 4 (2013)

36 140 30 3 Yes

CTLLS Level 3 and 4 (2011)

36 160 30 3 Yes

CTLLS Level 3 and 4 (2007)

24 120 30 3 Yes


Credit Value


Number of Assessed Observations


Diploma in Education and Training Level 5 (2013)

120 360 100 8 Yes

DTLLS Level 5 (2011)

120 360 100 8 Yes

DTLLS Level 5 (2007)

120 360 100 8 Yes

TDN Expectations• All 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

TDN Expectations

• Those 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.

Matrix Accreditation

• All 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

Matrix Accreditation Four Elements• Leadership and Management (8)

– The way in which the organisation is led and managed to develop an effective service

• Resources (5)– Describes the assets invested and applied in providing an

effective service

Matrix Accreditation

• Service Delivery (6)– The way in which the service is delivered

• Continuous Quality Improvement (8)– The way in which the service provided is reviewed

and improved on an on-going basis

http://matrixstandard.com/support/

Inclusive learning approaches for literacy, language, numeracy ICT

http://repository.excellencegateway.org.uk/fedora/objects/import-pdf:94/datastreams/PDF/content








Intervention Escalation Process

Over to Norman

Quality Assurance Update - Audits

Norman Mason

Key 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 difficulties

• Progress reviews – there is still an issue with the number of reviews being delivered and the quality of the write ups

• Embedding key features of an apprenticeship, including Functional Skills, Equality and Diversity, Health and Safety, Safeguarding

Key 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 program

• Action 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

Key Areas for Improvement

• Portfolio Evidence Observations of Assessments, Professional Discussions, Witness Statements that are not clear on what they are referring too

• Suspensions/ Breaks in Learning/Extensions Providers not understanding the difference or failing to suspend or extend learners

• Eligibility Checks Learners starting on programs who are not eligible, primarily due to number of working hours not meeting the required 30 hours

Initial Assessments

• Learners 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 next

• If a learner has a low score are you conducting a diagnostic assessment to identify areas where support is needed

Initial Assessments

• Are you marking assessments and correcting mistakes and talking the learner through the assessment results

• Are you embedding Functional Skills in to the programs

• ICT• Literacy• Numeracy

Initial Assessments

• Are you adding additional Guided Learning Hours (GLH) for those who require additional support

• Are you applying for Additional Support Funds to cover the additional GLH

• Are 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

Initial Assessments

• Do you have the right, qualified staff to deliver Functional Skills

• Do you conduct Occupational Initial Assessments

Any Questions?

Preparing 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-contractors

• What you should be looking at:


• Documentation• Eligibility and Does the Learner Exist• ILR – start and end• ILP – from start to finish or to the point the

learner is at• Learner Start Form• Learner Agreements• Progress Reviews• Exit reviews


• Closure/withdrawal/suspension/extension paperwork

• Change in circumstances• Notification of Achievements

• Remember if the PFA find a 5% or more error rate they will extrapolate and potentially claw-back 5% of the whole contract value.

Any Questions?

A Final Thought!

• Do you track apprentices you make sure their pay increases based on length of time on program and age.

See Minimum Wage Hand Out

Events and Website Update

Andrea CrossMembership & Marketing Manager

Website

www.thederbyshirenetwork.org

Sub-Contractor area - planned changes as follows

Programme Documents Programme Guidance Quality Traineeships

http://www.thederbyshirenetwork.org/

Some final thoughts

Steve Moore

Learner 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 progressing

The report should link into your own Learner Progress Tracking System

Information on the report will be reviewed in cases of a learner withdrawal

Learner Journey reports will have an influence on contractual decisions

Learner 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.

Supply 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.

Sub-Contractor Meeting The Derbyshire Network 6 November 2013.

Documents

Transcript of Sub-Contractor Meeting The Derbyshire Network 6 November 2013.