Supply Chain Fees and Charges Policy

Bedfordshire Adult Skills and Community Learning

Supply Chain Fees and Charges Policy

Version 1.1

Document Control

Document released: 30/07/2014

Version Control

Version 1 Effective Date: 01 March 2014 Version 1.1 Effective Date: 01 August 2014

Document Location and Access

This document is located in BASS\06 Key Documents\BASCL Operational Guidelines and on the Central Bedfordshire Council website http://www.centralbedfordshire.gov.uk/learning/adult-learning

1.0 Purpose and Scope of Policy

The policy specifies the responsibilities of direct delivery and provider programme managers in supporting and promoting attendance and provides guidance on processes for monitoring and reviewing attendance, withdrawals and retention.

This policy applies to all supply chain activity supported by funds supplied by the Skills Funding Agency.

2.0 Mission Statement

To provide learners with an outstanding learning experience that enables them to make positive changes to their lives.

3.0 Service Background

The Bedfordshire Adult Skills and Community Learning Service (the Service) has a long and successful tradition of contracting out the delivery of its Skills Funding Agency (SFA) funded Community Learning activity and more recently it’s Adult Skills Budget. At the last Ofsted inspection the Service was awarded an overall Grade 2.

Sub-contracting allows the Service to work with an extensive number of delivery partners and stakeholders to reach into communities and respond to local needs. The Service’s model allows both larger skills providers as well as smaller voluntary and community organisations, whose main purpose may not be the delivery of learning, to access the resources to deliver learning

opportunities to their client group. This model of working is a key component to the Service’s aspiration to widen participation and enhance our work with partners.

The Service targets the majority of its resources on those who are unemployed or with low skills and of low confidence and consequently seeks to work with delivery partners who can deliver high quality learning opportunities to these priority groups.

The Service arranges regular Continuous Professional Development (CPD) activities for all providers through Provider Network Meetings, Task and Finish Groups and at 1:1 Quality and Audit Review meetings. The opportunity to meet people from different organisations but with similar and /or complementary aims is always favourably commented upon and throughout 2014/15 we will seek to expand these peer support and networking opportunities to facilitate learning pathways and to fully support work and learning progression opportunities for learners.

4.0 Support Provided to Sub Contractors

The Service seeks to ensure that all learners participating in activities funded by the Service receive a high quality learning experience. To ensure consistency of approach, improve

progression routes and quality the Service requires all Providers to use standard paperwork and adhere to all processes and procedures that are monitored through the BASCL Quality Framework. To this end the following have been put in place for 2014/15:

4.1

Paperwork

Standard paperwork is provided to all sub-contractors either on a mandatory basis or with examples provided where requested.

4.2

Guidance

For new and existing providers a pre-contracting meeting will be held with the Services’

Commissioning and Contracts Team to work through the processes, procedures and expectations of both the Provider and the Service. A Provider Manual, TERMS (Management Information System MIS) Manual and a range of policies are available for all aspects of programme delivery including safeguarding, equality & diversity through to monitoring arrangements, return of data and payments.

4.3

Contract Management

All providers are allocated a named contract management officer (CMO) who is responsible for day to day management of the contract. The frequency of the visits and BASCL representatives

attending the visits is detailed below. A risk assessment of provider performance in addition to the size of contract values determines the urgency of meetings with providers.

BASCL works closely with new and smaller providers to support the development of their systems and approach to quality in line with Ofsted expectations.

Contract Management Cycle

Annual

Contract

Review

Action Frequency Purpose Responsibility Spot Checks Monthly Primary audit of learner eligibility/

course information, completion of paperwork in accordance with data input of learner information and compliance with SFA funding rules. (Sample 10% of learners on

programme)

Contract Management Officer

Spot Checks Termly (August- December, January to April, June to July)

a) Monitor progress towards quality actions identified at the Quality Performance Review

b) Review MLP and KPIs at programme, course and tutor level

Quality Manager Contract/ Quality Performance Review Termly (August- December, January to April, June to July)

a) Secondary compliance audit of learner/ course information to date. (Sample of 5% of learners on programme)

b) Contractual performance review forecast against actual

c) Quality performance review against MLP and KPIs

d) Review outcomes for learners and quality of teaching and learning Commissioning and Contract Manager Quality Manager Contract Review Annual (July)

a) Annual performance review of contract

b) Next academic year budget allocation

c) Curriculum offer

d)Provider Self Assessment Report

Adult Skills Manager Commissioning and Contract Manager

4.4

Website

All manuals, policies, paperwork and procedures are available via the BASCL area of the Council website which can be found at http://www.centralbedfordshire.gov.uk/learning/adult-learning. BASCL uses the website area to share information, resources, updates and best practice and to support the wider provider network.

4.5

Targets

Clear targets are set for each contract in regard of numbers of starters, completers and a range of other outputs related to progression and destinations. Minimum Levels of Performance (MLP) are also set for attendance, retention, achievement and success rates along with Key Performance Indicators (KPI) so providers know at the outset what quality standards are expected. Targets, MLP and KPI are collated following each monthly Skills Funding Agency return and summaries sent out to each provider along with key areas that need to be reviewed and actioned at overall programme level. Specific areas that require improvement will be raised by the appropriate manager or CMO with individual providers.

4.6

Quality of Teaching and Learning

Subcontracted providers will be expected to meet BASCL’s quality assurance standards. The quality of the provision will be monitored and managed through BASCL's quality framework with the Self Assessment Report and Quality Improvement Plan processes ensuring continuous improvement.

Providers are responsible for undertaking observations of teaching and learning adhering to requirements set out in the Observation of Teaching and Learning Policy.

4.7

CPD

The service arranges a number of CPD events throughout the year to share best practice, address common quality issues identified and to ensure providers are aware of key developments in

relation to the Services’ drive for continuous improvement through the Quality Improvement Plan.

5.0 Tuition Fee Policy

All Providers are required to operate the Services’ Fees policy to ensure learners receive an equitable experience in relation to payment for their classes.

6.0 List of Sub Contractors

This list is provided to the SFA via the “Subcontractor Declaration Form” in line with the SFA agreed timelines. The aggregated Subcontracting Register is published on the SFA website. Updates are provided by the Service as required.

7.0 Payment Timelines

Central Bedfordshire Council endeavours to pay all invoices within 30 days of their receipt. The Service contract outlines what information is required from each delivery partner to enable invoices to be paid promptly. Where a provider may experience cash flow problems with this timeline then alternative arrangements are negotiated on a case by case basis.

8.0 Retained Funding

The funding the Service receives from the Skills Funding Agency is deemed to be a “contribution” to the overall costs. The SFA funding retained centrally by the Service contributes to:

• Contract Management

• Quality Assurance and Improvement • Data Management

• Claim management

• Professional Development (Providers and Tutors) • Provider capacity building and peer support • Enhancement of progression for learners These services are provided for all delivery partners.

The service endeavours to establish a level playing field for both learners and providers and as such the retained fee element of the SFA funding is common to all contracted providers with set rates for Adult Skills Budget and Community Learning provision.

9.0 Policy Review

The Adult Skills Service Supply Chain Fees and Charges Policy will be reviewed in July 2015.

10.0 Publication

The Adult Skills Service Supply Chain Fees and Charges Policy will be published on the Services website area http://www.centralbedfordshire.gov.uk/learning/adult-learning.