Quality Standard 1: Selection Process

We will ensure that timescales and responsibilities are adhered to.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of actions on the Tender Action Plan that were met either on or before the agreed timescale

(KPI 01)

The number of actions on the Tender Action Plan and the number of actions that were met either on or before the agreed timescales

Target and actual dates updated at each meeting

Tender Action Plan

From the initial meeting to discuss the tender requirements through to the signing of the contract

Contracts Officer

Quality Standard 2: Selection Process

We will ensure that the general principles of equal treatment and non-discrimination between Providers, transparency and the need for adequate publicity will be met.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of occasions where the recognised tender process is followed (advert notes of interest tender submission evaluation of written submission interviews of shortlisted Service Providers final evaluation visits - if appropriate)

(KPI 02)

A view taken at the end of the tender exercise as to whether the recognised process was followed

Tender Methodology document

At the end of each tender exercise

Contracts Officer

Quality Standard 3: Tendering Process

We will ensure that the information included in the tender packs is clear and sufficiently detailed.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(200910)

% of Providers who follow up their note of interest with a written tender submission

(KPI 03)

The number of Providers who expressed a note of interest and the number of Providers who sent in a written tender submission

Responses from each Provider

At the end of the written submission stage of each tender exercise

Contracts Officer

% of Providers who advised that they did not submit a written tender submission because the advert had been misleading

(KPI 04)

Standard email/letter to each Provider who submitted a note of interest asking why they decided not to follow up with a tender submission

Email/letter to identify the number of Providers who thought the advert was misleading

Responses from each Provider

At the end of the written submission stage of each tender exercise

Contracts Officer

Number of points of clarification requested by Providers

(KPI 05)

Record made of any phone calls/emails/letters from Providers asking for clarification in relation to the tender pack issued

Phone calls/emails/ letters from Providers

At the end of the written submission stage of each tender exercise

Contracts Officer

Quality Standard 4: Tendering Process

We will ensure that all Providers are notified of the decision to shortlist within 3 weeks of the closing date of the tender.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of Providers submitting a written tender that are advised of the shortlisting decision within 3 weeks

(KPI 06)

The closing date of the tender (as recorded on the Tender Action Plan) and the date that letters were sent to successful/ unsuccessful Providers advising them of the shortlisting decision

Measurement of the difference between the dates will determine whether Providers were advised of the decision within 3 weeks

Tender Action Plan and letters sent to successful/ unsuccessful Providers advising them of the shortlisting decision

At the end of the shortlisting stage of each tender exercise

Contracts Officer

Quality Standard 5: Tendering Process

We will ensure that the interview process is conducted in such a manner that enables the Panel to make a well-informed decision.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(200910)

% of occasions where the interview process is conducted in a manner that has enabled the Panel to make a well-informed decision

(KPI 07)

A view taken at the end of the tender exercise as to whether the recognised process has been followed

Tender Methodology document

At the end of the interview stage of each tender exercise

Contracts Officer

Quality Standard 6: Contracting Process

We will ensure that all contracted Providers have received a signed contract within 4 weeks of the award of the contract.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/2009)

New Measurement

(2009/10)

% of Providers who have a signed contract in place within 4 weeks of the award of the contract

(KPI 08)

The date that the Provider was informed they had been awarded the contract and the date that the contract was signed

Contracts Database

Following the award of any contracts

Clerical Assistant/ Contracts Assistant and Contracts Officer

Quality Standard 7: Contracting Process

We will ensure that there is a contract in place for all Providers who are continuing to provide a service.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of Providers who are out of contract and continuing to provide a service

(KPI 09)

Information on Providers currently delivering a service and the date that the contract ended

Database holds information on the start and end date of contracts and will also have a tick box to indicate whether it is a current contract or not

Contracts Database

Ongoing

Clerical Assistant/ Contracts Assistant and Contracts Officer

Quality Standard 8: Monitoring

We will ensure that contract monitoring meetings take place with the Provider as per the agreed frequency.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of contract monitoring meetings that take place

(KPI 10)

The number of monitoring meetings scheduled per month and the number that are cancelled with the reasons for this

Diaries

Ongoing

Contracts Officer

Quality Standard 9: Monitoring

We will ensure that all Providers are clear about the reporting requirements and the expectations about what essential data must be provided within the agreed timescales.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of 6 monthly reports presented by Providers within the agreed timescales

(KPI 12)

The number of reports on the service presented within the agreed timescale and containing the required information in the correct format

6 monthly reports

Ongoing

Provider and Contracts Officer

Quality Standard 10: Review Process

We will ensure that all services are comprehensively reviewed within a 5 year period.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of services that have not been reviewed within a 5 year period

(KPI 13)

Start date of contract and the date the last review was completed

Contracts Database

Ongoing

Clerical Assistant/ Contracts Assistant and Contracts Officer

Quality Standard 11: Approved Providers

We will ensure that we will give a decision on the status of an Approved Provider List application within 28 days upon receipt of a fully completed in-depth application for APL status.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of APL applications that were completed within 28 days of receipt of a fully completed application from the Provider

(KPI 14)

The date that the APL application was initially received; the date that the application was checked and any additional information requested; the date that the application was deemed as being fully complete; and the date that written confirmation was given to the Provider regarding the outcome of the APL application

Contracts Database

Upon receipt of each APL application

Clerical Assistant/ Contracts Assistant and Contracts Officer

Quality Standard 12: Approved Providers

We will ensure that the number of current Service Providers with APL status increases.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of current Service Providers that have APL status

(KPI 15)

Database holds Information on Providers currently delivering a service and the date that they were awarded APL status

Contracts Database

Ongoing

Clerical Assistant/ Contracts Assistant and Contracts Officer

Quality Standard 13: Approved Providers

We will ensure that the APL status of each Provider is reviewed on a 3 year basis.

Key Performance Indicator

Data Capture

Source

Frequency of Data Recording

Responsibility

Baseline

(2008/09)

New Measurement

(2009/10)

% of APL registered Providers who have had a 3 yearly review of their APL status

(KPI 16)

The date that APL status was awarded to the Provider and the date that this status was reviewed

Contracts Database

Ongoing

Clerical Assistant/ Contracts Assistant and Contracts Officer

Other Information: Online Plan Monitoring

Source/Service Area

Type/Theme

Responsibility/Objectives

Last Assessment

Latest Assessment

Social Work Department Service Plan 2007-2011

Finance, Contracts & Welfare Rights

Project

Assets Management

Sandra Culley

Develop and maintain a Contracts Database to improve the quality of management information held in relation to contracted services

24/11/08

Population of database complete. System going live 28/11/08

Social Work Department Service Plan 2007-2011

Finance, Contracts & Welfare Rights

Project

Health Care

Sandra Culley

Develop and maintain a contracting and procurement procedure which fits within the overarching Social Work Department Commissioning Strategy

24/11/08

Initial consultation complete. Performance Standards for Contracts Section developed. To be ratified at directorate February 2009

Social Work Department Service Plan 2007-2011

Finance, Contracts & Welfare Rights

Project

Health Care

Sandra Culley

Increase the number of organisations on the list of Approved Providers of Social Care Services

05/12/08

65% of current service providers still approved

Social Work Department Service Plan 2007-2011

Finance, Contracts & Welfare Rights

Project

Health Care

Sandra Culley

Monitor all Care Home Providers for compliance with the requirements of the National Care Home Contract

02/12/08

Pre-condition - Staff Training Evaluation Tool checked at 30/09/08. Meeting scheduled with Contracts Officers, Care Commission Officers and Review Team to progress roles within monitoring

Other Information: Online Performance Monitoring

Source/Service Area

Definition

Owner/Officer

Last Assessment

Latest Assessment

Social Work Department Service Plan 2007-2011

Finance, Contracts & Welfare Rights

% of current Service Providers assessed against Approved Provider requirements

Sandra Culley

30/09/08 - 65%

Ongoing task which is built into Contracts workplan - to approve all current Providers

Social Work Department Service Plan 2007-2011

Finance, Contracts & Welfare Rights

% of Care Home Providers assessed against National Care Home Contract requirements

Sandra Culley

30/09/08 - 100%

Pre-condition - Staff Training Evaluation Tool checked at 30/09/08. Meeting scheduled with Contracts Officers, Care Commission Officers and Review Team to progress roles within monitoring