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INTERIM ACCREDITED Probation

PROGRAMME SOFTWARE (IAPS)


PURPOSE
Circular
• Reminds Areas of the importance of IAPS and the requirement to input REFERENCE NO:
data.
36/2004
• Gives advance notice that use of IAPS will become mandatory.
• Details the requirement to submit NPD monthly and quarterly returns
electronically. ISSUE DATE:
• Describes the process required to ensure completions show on reports 16 June 2004
from the reporting PC.
• Provides a list of assessments by type of Programme and how the data IMPLEMENTATION DATE:
will be collected.
Immediate
ACTION
EXPIRY DATE:
Chief Officers (with the exception of the non NPSISS areas i.e. Norfolk,
Cambridgeshire, Bedfordshire and Suffolk) are asked to ensure that: 1 December 2005
• Areas provide monthly and quarterly returns electronically to the NPD
• Appropriate selection instruments and assessments are entered into TO:
IAPS 3.3 in line with Appendix A of this circular. Chairs of Probation Boards
Chief Officers of Probation
SUMMARY Secretaries of Probation Boards
IAPS 3.3 is able to provide detailed information about delivery and best Effective Practice Training
practice in relation to accredited programmes. Reporting facilities have been Managers
improved and provide management information and assessment data that Information Managers
can be analysed nationally and within Areas – essential in demonstrating that Regional What Works Manager
accredited programmes are an effective intervention. This circular provides IAPS Contacts
guidance to help areas ensure that their completions are counted in the NPD
monthly and quarterly returns. Details are provided of the critical selection CC:
instruments and assessments to be used and where the results should be Board Treasurers
recorded. Regional Managers

RELEVANT PREVIOUS PROBATION CIRCULARS AUTHORISED BY:


PC25/2004, PC59/2003, PC 92/2001
Meg Blumsom, Head of OBPU
Paul Duffin, Head of Corporate
CONTACT FOR ENQUIRIES Applications Unit
IT & project management issues - Email: alison.sims@homeoffice.gsi.gov.uk
Business issues - Email: liz.calvert@hull24.com ATTACHED:
Administrative queries - Email: melodie.daminar@homeoffice.gsi.gov.uk
Appendix A

National Probation Directorate


Horseferry House, Dean Ryle Street, London, SW1P 2AW General Enquiries: 020 7217 0659 Fax: 020 7217 0660

Enforcement, rehabilitation and public protection


1. Introduction

IAPS is a critical national IT application for the management of accredited programmes which records offender
attendance, completions and reasons for non-completion. It will have a key role to play in the National Offender
Management Service (NOMS). As a result a lot of work over the last two years IAPS is now a very useful and
effective tool. It will continue to be developed so that its contribution to the management of interventions and to
our understanding of their performance may be further improved.

A positive ergonomic assessment recently undertaken by Loughborough University for the National Probation
Directorate recorded that the main benefits of IAPS 3.3, as stated by users, are:

• It is simpler than earlier versions, requiring the user to go through fewer screens, or to complete fewer
mandatory fields.
• It has a better navigation structure which makes access to different parts of the system easier.
• The Smart facility which provides assistance to the user when s/he is entering course schedules is
appreciated.
• The more modular data structures work well, requiring less information to be collected to create cases and
referrals.
• There is more flexibility in entering information.
• There are useful facilities to define course sessions and enrol offenders.

IAPS is compliant with Assistive Technology (AT) packages.

The importance of IAPS is such that its use is set to become mandatory. A further PC will be issued about this.

Requirement to submit NPD monthly and quarterly returns electronically

Instructions were issued to Areas in December 2003 about submitting the NPD monthly and quarterly returns
electronically to the Directorate. Areas have now had time to evaluate the reports from IAPS and raise any issues
or concerns with NPD or with the developers, i2n limited.

Areas that have IAPS 3.3 should be ready to submit IAPS NPD returns with effect from the end of July 2004.
These reports should be run from the Area IAPS Reporting PC and submitted in accordance with the guidelines
for reports. Data for June 2004 should be submitted to NPD by the last week in July 2004. Where there are
believed to be discrepancies in data between local and IAPS returns, areas may continue to submit paper returns
IN ADDITION to the IAPS reports.

Submission of Reports from IAPS 3.3 to NPD

♦ Step by step instructions are provided in the NPD user manual (IMTU-IAPS-Reports User
Manual) sent out with the phase IIb reports CD. Additional information can be found in Section
4 of the IAPS reporting guide v1.5 which is on the Phase IIb reports disc. Copies of the CD can
be obtained from Melodie Daminar at the NPD (see end of this PC for details)

♦ Monthly throughput and quarterly reports for NPD produced on the reports PC should be copied
to floppy disc and emailed to the Performance and Planning Unit email address as follows:
NPD.DATA@homeoffice.gsi.gov.uk (Please note that this address is case sensitive). Emails
should be marked for the attention of Ed Stradling.

♦ Monthly throughput reports produced from IAPS data should be submitted by the end of the
month following the month to which the data refers, in line with current reporting instructions,
For example May’s data should be sent to the NPD by the end of June.

♦ Quarterly reports should be submitted by the end of the month which follows the quarter end.
For example reports for the October to December quarter should be submitted by the end of
January.

Assessment data extracts

Areas should submit assessment data extracts (formerly referred to as the psychometric data extracts)
to NPD for analysis

PC36/2004 - Interim Accredited Programme Softward (IAPS) 2


♦ Step by step instructions are provided in the NPD user manual (IMTU-IAPS-Reports User
Manual) sent out with the phase IIb reports CD. Additional information can be found in Section
4 of the IAPS reporting guide v1.5 which is on the Phase IIb reports disc. Copies of the CD can
be obtained from Melodie Daminar at the NPD (see end of this PC for details)

♦ Where there is a large amount of existing assessment data, the data extract should be divided
into at least three collection periods.

¾ Start of data entry into IAPS to December 2002 (2002/12)

¾ January 2003 (2003/01) to September 2003 (2003/09)

¾ October 2003 (2003/10) to the current month.(2004/06)

These extracts should be saved to disc, password protected and sent to NPD as soon as possible
(in a double envelope) to Wendy Smith-Yau, Room 223, Horseferry House, Dean Ryle Street,
London SW1P 2AW.

Note: Passwords used to protect the CD should be sent to Wendy Smith-Yau by email
wendy.smith-yau@homeoffice.gsi.gov.uk

3. Completions in IAPS

In order for completions to be displayed in reports the referral document status must be set to ‘Completed’.

Areas must ensure that:-

a) The attendance at the first session (i.e. the commencement) of a course and the completing session (for
the offender’s programme) is recorded in IAPS. For a sequential programme e.g. Think First, this would
be sessions 1 and 22. For a modular rolling or mixed programme it would be the last session attended
that shows the offender has completed his/her programme.

b) The check box against the main phase of the referral is checked and the date of the last session entered
into the date field.

In order to complete the programme and transfer offender details into the ‘Completed’ status category, ALL
phases identified in the referral document should be set to complete.

PC36/2004 - Interim Accredited Programme Softward (IAPS) 3


Phase llb reports will provide management information including the following:

‰ Order analysis by course


‰ Pre sessions complete
‰ Main sessions complete
‰ Post sessions complete
‰ Treatment delays
‰ Attendances by course
‰ Improvements to the layout of the Referrals by OGRS score

It is strongly recommended that Areas mark all phases complete in the referral document because this helps to
validate the reports against what is recorded in IAPS and helps non-frequent users of IAPS to make sense of the
data.

The new rules with regard to restarts, as outlined in PC25/2004, are accommodated within IAPS 3.3 and are also
reflected in Phase llb Reports.

4. Mandatory Use of IAPS

Prior to the implementation of IAPS 3.3 Areas were allowed to use locally developed systems as an alternative to
IAPS to track programmes and collect data for the NPD monthly returns. This was to compensate for
performance difficulties with IAPS and the lack of a suitable reporting tool.

Performance and usability has greatly improved with the implementation of IAPS 3.3 and the Technology
Upgrade. Reporting in IAPS has also greatly improved and further work will be undertaken to support Areas with
ad hoc reporting during June 2004.

It is very important that the Service is able to demonstrate the impact of programmes on reconviction rates.
Analysis of data from IAPS will provide us with the ability to do this. An interface to pull data into IAPS from e-
OASys will reduce duplicate data entry. This facility is expected to be available at the end of July 2004.

We are looking at making the use of IAPS mandatory for all Areas together with the ability of transferring Area
data to a central oracle database for reporting purposes. An announcement about this is expected in the near
future.

Areas are reminded that the requirement, stated in PC59/2003, to back-fill data regarding all offenders
who were current on a programme on 1 October 2003 still applies. This will give us a full year of data by Oct
2004. The exception to this is the non NPSISS areas i.e. Norfolk, Cambridgeshire, Bedfordshire and Essex.
Further guidance will be given to them once they have their data centres in place.

5. Assessments and Tests

There has been some confusion about entering assessments and tests in IAPS. The basic principle is that where
information is collected in OASys there is no requirement to duplicate entry in IAPS. For example the fact that
offending information, including details of previous convictions, is entered in OASys means that the Offending
Information Form under Assessments in IAPS does not need to be completed. Data from assessments which are

PC36/2004 - Interim Accredited Programme Softward (IAPS) 4


being piloted (for example ART and CALM) should not be entered in IAPS but should instead be returned to NPD.
The table in Appendix A shows the assessments and tests that need to be completed for each type of programme
and how the data should be collected.

A set of three questionnaires will be included in IAPS 3.3 for the General Offending Behaviour Programmes. The
assessments will apply following their re-launch in each region at a date agreed between the region and OBPT.
Areas should continue to use the current assessments until informed otherwise.

Areas are requested to enter ALL applicable assessments into IAPS 3.3 from 1 October 2003. Prior to that date
assessments for offenders who have completed both the pre course AND post course booklets should be
entered.

Following requests from Areas, the assessments in IAPS will be amended to enable users to enter numeric
values instead of a combination of alpha characters by the end of July 2004.

Enquiries about this circular should be made to the following staff: -

IT and Project Management issues


Alison Sims
IAPS Project Manager
2nd floor ITMU
Horseferry House
Dean Ryle Street
LONDON
SW1P 2AW
Tel: 020 7217
Mobile: 07776484089
Email: alison.sims@homeoffice.gsi.gov.uk

Business issues
Liz Calvert
Software Business Support Manager/Co Chair to the IAPS User Group
Offending Behaviour Programmes Team
Room 223, 2nd floor
Horseferry House
Dean Ryle Street
LONDON
SW1P 2AW
Tel: 020 7217 0674
Email: liz.calvert@hull24.com

Administrative queries
Melodie Daminar
Project Office Support, IMTU
2nd Floor, Open Plan
Horseferry House
Dean Ryle Street
London
SW1P 2AW
Email: melodie.daminar@homeoffice.gsi.gov.uk

PC36/2004 - Interim Accredited Programme Softward (IAPS) 5


Appendix A
Programme Assessments - where to record

Selection Matrix and Data Collection Method


Type of Programme
Assessments

General Offending Behaviour Current Assessments; OASys/IAPS


Programmes; including General Offending Matrix IAPS 3.3
Enhanced Thinking Skills Crime Pics IAPS 3.3
(ETS); Think First; Reasoning LCB Scale: Locus of Control IAPS 3.3
and Rehabilitation (R&R); PICTS IAPS 3.3
Priestley (one to one); BIS II Social Problem Solving
Women's Acquisitive Crime Inventory IAPS 3.3
Programme (The Women's SPSI: Social Problem Solving
Programme) Inventory
New Assessment Post Rollout OASys
General Offending Matrix IAPS 3.3
Questionnaire 1 IAPS 3.3
Querstionnaire 2 IAPS 3.3
Questionnaire 3

Substance Misuse: including Substance Misuse Related IAPS 3.3 Case/Referral documents -
Addressing Substance Related Offending Behaviour Programme to be included by the end of June
Offending (ASRO); Offender Selection Matrix 2004
Substance Abuse Programme DAST: Drug Abuse Screening Test
(OSAP); Programme for SDS: Severity of Dependence IAPS 3.3
Reducing Individual Substance SADD: Short Alcohol Dependence IAPS 3.3
Misuse (PRISM One to One) CAGE IAPS 3.3
BIS II Barratt Impulsivity Scale IAPS 3.3
SOC; Stages of Change IAPS 3.3
LCB Scale; Locus of Control IAPS 3.3
SPSI; Social Problem Solving IAPS 3.3
Inventory IAPS 3.3

Sex Offender Programmes: RM2000 All data to be entered in V3 SOTP


including Community Sex Paulus Deception Scale Excel spreadsheet provided by
Offender Group Programme (C- Emotional Loneliness Scale Rebecca Mandeville Nordon, and
SOGP), Northumbria Sex LCB Scale: Locus of Control completed sheets sent to Rebecca at
Offender Programme (N- General Empathy Questionnaire NPS Deveon and Cornwall, Queens
SOGP), Thames Valley Sex (IRI) House, Little Street, Exeter.
Offender Programme (TV- Self Esteem Questionnaire
SOGP) Victim Empathy Scale
Victim Empathy Vignettes
Children and Sex Questionnaire
Hanson Empathy for Women
BIS II Barratt Impulsivity Scale
MSI
Assertiveness Questionnaire
Group Environment Scale

Enforcement, rehabilitation and public protection 1 16/06/2004


Appendix A
Programme Assessments - where to record

Cognitive Skills Booster LCB Scale: Locus of Control IAPS 3.3


Programme (CSB) BIS II: Barratt Impulsivity Scale IAPS 3.3
Questionnaire 3 IAPS 3.3
Observation Checklist IAPS 3.3

Enforcement, rehabilitation and public protection 2 16/06/2004


Appendix A
Programme Assessments - where to record

Drink Impaired Drivers DIDs Matrix IAPS 3.3 Case/Referral documents -


Programme (DID) to be included May/June
Alcohol Knowledge Quiz IAPS 3.3
Alcohol Use Questionnaire IAPS 3.3
Safe Driving Questionnaire IAPS 3.3
SPSI: Social Problem Solving IAPS 3.3
Inventory
ATA Quest: Attitudes to Alcohol IAPS 3.3
BIS II: Barratt Impulsivity Scale IAPS 3.3
LCB Scale: Locus of Control IAPS 3.3
ECQ2: Emotional Control IAPS 3.3

Domestic Violence Offender Selection Matrix IAPS 3.3


Programmes: including IDAP Spousal Abuse Risk Assessment OASys
and CDVP Quality of life interview IAPS 3.3 to be included by the end of
VAI Violence Assessment Index June 2004
CBI Controlling Behaviour Index ditto
IAI Injury Assessment Index ditto
RATOS Revised Attitudes of ditto
Offence Scale ditto
IBWB Inventory of beliefs that
support wife beating ditto
LCB Scale: Locus of Control
Paulhus Deception Scale ditto
NPD to complete using spreadsheet
and gathered from assessments
recorded in IAPS
Violent Offender
Programmes ##
Aggressive Replacement ART Selection Matrix Pilot test battery - forms to be
Training (ART) Buss-Durkee Hostility Inventory returned to OBPT
Crime Pics
Skill Streaming Checklist
Moral Judgement Test
Novaco Anger Scale

Controlling Anger and Learning CALM Selection Matrix Pilot test battery - forms to be
to Manage it (CALM) BIS II Barratt Impulsivity Scale returned to OBPT
STAXI-2
Vengeance Scale
Community Questionnaire
WY-SOGP Nothing listed

## the assessment data for the violence programme is still being piloted there are different assessment
materials for the two programmes

The Evaluation & Monitoring Assessment, General Offending Matrix and Offending information are linked to
the Case document. These are NOT mandatory in IAPS. Areas using OASys DO NOT have to complete
them in IAPS

Assessments not already included in IAPS will be available by the end of June 2004

Enforcement, rehabilitation and public protection 3 16/06/2004