To request areas to provide a proposed profile for programme delivery for accredited offender behaviour programmes during 2005/06. To advise areas that national reporting of programmes performance will be through Interim Accredited Programme Software (IAPS) with effect from April 2005. To advise areas of grant payments available in recognition of IAPS usage.

Probation Circular
REFERENCE NO: 06/2005 ISSUE DATE: 19 January 2005 IMPLEMENTATION DATE: Immediate EXPIRY DATE: March 2006 TO: Chairs of Probation Boards Chief Officers of Probation Secretaries of Probation Boards CC: Board Treasurers Regional Managers Regional What Works Managers AUTHORISED BY: Meg Blumsom, Head of OBPT Roger McGarva, Head of Regions and Performance Management ATTACHED: Annex A (electronic only) Annex B – Planning for targets Annex C – Data entry on IAPS Annex D – Claim for back entry

• • • Complete the spreadsheet (provided electronically only) and return to the Performance and Monitoring Team by 28 February 2005. Areas to ensure that IAPS is in place and sufficient data is entered to allow for reporting from 1 April 2005. Areas to make claims for grant payments as per Annex D.

Areas are asked to profile how they will achieve their completion target by providing a breakdown by programme name of estimated delivery. The breakdown is required by profile of delivery i.e. broken down to estimates of the monthly figures. Areas will be monitored against this profile. Areas are advised that from 1 April 2005 reports on completions will be drawn from IAPS.

PCs: 59/2003, 16/2004, 36/2004

Alison Sims, IAPS Project Manager (for Annex C) Paris Mikkides, Head of Monitoring and Information (for Annex 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

Achievement of targets Areas are asked to complete the spreadsheet at Annex A to collate the profile of achievement of the accredited programme target. This seeks more information than was required in 2004/05, as areas are asked to identify by month and by programme how they will achieve the target. The information from areas will be collated to demonstrate how the national target will be achieved. Progress against this profile will be reported to the Commissioner for Correctional Services as part of the monthly performance report. Enquiries about the use of Annex A should be addressed to Paris Mikkides ( Annex B provides a checklist that may be used by areas to ensure that they have considered the major factors that may form barriers to completion. Reports on Performance With the deployment of IAPS 3.3 national reporting on IAPS is now possible. From 1 April 2005 all national reporting on programmes will be via IAPS. NPD plans to generate reports from the IAPS database without areas needing to submit them. All areas will use IAPS thus freeing up resources both in areas and in the performance unit of the NPD. All completions to be counted from April 2005 will be reported via IAPS and not on reports generated on locally owned area systems. Areas may have to complete back data entry in order to achieve this. Back data entry for completions since October 2003 has been mandatory. Annex C provides advice to areas about minimum data entry requirements, use of the reporting PC and back data entry. Enquiries about Annex C should be addressed to Alison Sims or Liz Calvert or Payment for Data entry NPD will pay a grant to areas commensurate with the amount of data entered into IAPS (discounted by previous payment or support provided). Payments of £2 per programme referral and £10 per completion from April 2004 will be available. In addition a further payment of £5 per paired evaluation measure (pre and post psychometric tests) entered into IAPS since October 2004 will be provided, in recognition of the recent evaluation measures re-launch. Areas should make a claim in 2 parts to NPD under each of the payment headings as shown in Annex D, by email to Alison Sims (IAPS Project Manager). A separate reimbursement form needs to be raised for data entered before end of January and for that entered to end of March 2005 (based on estimated data entry). Claims for data entered to the end of January which are received before 21 February 2005 will be validated against the shadow software and will be paid in March. Claims for the end of year data will be paid in the next financial year. Enquiries about Annex D should be addressed to Alison Sims or Liz Calvert

PC06/2005 – Offending Behaviour Programmes: Profile of Delivery & Data Collection Requirements


Annex B PC06/2005 Offending Behaviour Programmes - Planning for targets checklist This is a checklist for area use, (it need not be returned to NPD), to identify the key factors which support achievement of targets. Its completion may help to provide areas with information which can be used as part of the Self Assessment of Quality exercises. Has the profile of need been assessed using OASys (or other tool?) (Has the profile been balanced to meet the needs of all offenders, e.g. sex offenders, DV?) Does the scheduling of programmes enable your area to meet the targeted profile? Is IAPS in place to ensure timely and efficient data collection? .

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What resources such as rooms are available; do other contingency plans have to be made? If voluntary sector partnerships are delivering the programmes can their premises be used to ease pressure? Has provision been made to run programmes at weekends and/or evenings? Where there are small volume needs for programmes, (e.g. violence, women, cog skills booster, OTO) have regional arrangements been considered?

Is provision being made to address diversity issues, e.g. to avoid singleton placements, or provision where group work is not the appropriate tool (e.g. use of regional provision, individual programmes)? Have referral processes been reviewed to ensure they operate efficiently? Is a staffing and training plan in place to ensure there are sufficient tutors, and to allow for replacement of tutors?

Annex C to PC06/2005 National reporting from IAPS will be mandatory from April 2005. Data entry into IAPS will be required for all current offenders referred to Programmes and all completions from 1st April 2005. Areas are therefore advised to put processes in place to enter minimum data for all current offenders in readiness for national reporting from IAPS. NPD will run the NPD monthly and quarterly reports for all areas from the centre. Data from local area systems will not be acceptable (The only exceptions to this will be Greater Manchester and Norfolk who have pre-existing agreements with NPD). Areas should ensure that their data has been entered into IAPS 3.3 so that the information is available for these reports. The NPD reports are: IRL0035 Monthly Throughput Report IRL0036 Quarterly OGRS Scores Report IRL0037 Quarterly Psychometric Tests Report Note: A new monthly throughput report has been specified but is not yet available, which will include data on drop-out. It is planned this will replace Areas submitting a paper- based quarterly throughput report from June 2005

To ensure correct reporting of data through IAPS areas will need to have completed the actions listed below:
1. Minimum data entry requirements 1.1. Areas may decide how much data they wish to record over and above the mandatory fields required for data entry e.g. address details may be recorded in case management systems and excluded from IAPS. 1.2. The minimum information requirement is as follows:Offender, case and referral details (16 mandatory fields) Course scheduled and at least first and last main session. Enrolment – i.e. details of instruction to attend a specific course All phases completed on the referral document (this varies from programme to programme) Session attendances – 1st and last sessions: NOTE: Where a current offender has been transferred or restarted on a programme it is important that enrolment onto the original course takes place and if applicable attendance at the first main session is recorded before the current course details are entered. Failure to do this will result in inaccurate reporting. Areas should contact IAPS project team or i2n for clarification if required.

2. Reporting PC 2.1. Areas are reminded that the Reporting PC must continue to be left running at all times and inform Darren Faulkner of any problems experienced e.g. power cut occurs, disc drive fails. 2.2. Phase llc reporting is currently being released to Areas. This release resolves issues raised by areas and improves processing performance. This will be followed by the release of IIc on Windows 2000 and Access XP by the end of February 2005 (currently being piloted) which will significantly improve the performance of the reports. 2.3. Areas can run the NPD reports locally to check data content prior to NPD collection. To check the individual offenders that are summarised in the NPD Monthly throughput report: 3. Open the reports database 4. Select and run the monthly throughput report for the required month from the Reports dialogue box. 5. Once the report has been produced, click on the Database button (bottom left of Reports dialogue box) 6. Open the ORACLE views that named with a prefix of “PROBATION_NPD_CORE_” and end with “_D.xls” The views can be saved to MS Excel spreadsheets and filtered to display the individual offenders that are contained in the relevant reporting month. 7. Further validation can be achieved by running report IRL0012 Courses: Main Sessions Complete (by offender) for the same reporting period. Contact the IAPS project team or i2n for clarification if required. 7.1. Areas should note that the reporting PC runs a processing cycle that ensures that the data in IAPS is correctly updated on the reports PC. This process is both cyclical and iterative and can take from a few hours to a number of days to complete one cycle, depending on the quantity of data in the local area archive. Therefore changes to IAPS may not get picked up immediately as they occur and data may not appear on a report until the reports cycle has been completed. Note: This issue is being addressed as part of national reporting solution. 8. Back data entry 8.1. PC59/2003 and PC36/2004 outlined the requirement to back enter referrals and programme details for all offenders who were current on a programme as at 1st October 2003. Note: This is still a requirement, however, Areas may opt to enter the minimum amount of data to enable NPD returns and data extract files to be submitted through the Reporting PC. As soon as the Area is up to date, all attendance details, showing levels of understanding and engagement should be entered. 8.2. The definition of a referral as outlined in PC 50/2002 and the IAPS 3.3 Best Practice Guidelines is:“Where an offender has been assessed as both eligible and suitable for a programme, using the targeting matrix or other assessment tool and that information has been received by the programme centre/provider.”

8.3. The definition still applies at this time. However until the interface that enables data to be pulled from eOASYs into IAPS is available Areas may choose to enter referral details once an order has been made or the Case Manager has decided that the offender should undertake a programme as part of the supervision plan or attendance at an accredited programme is part of the licence conditions 8.4. I2n may be able to assist areas with back data entry. The data has to be provided to them on spreadsheets containing all information to meet minimum data entry requirements for Referrals and Courses, areas will be required to enter course attendances. Further information can be obtained from Alison Sims.

CONTACTS Alison Sims, IAPS Project Manager, IMTU, Horseferry House, LONDON SW1P 2AW Tel: 020 7217 8559 Mobile: 07776484089 Email: Liz Calvert Software Business Support Manager/Co Chair to the IAPS User Group Offending Behaviour Programmes Team, Room 223, Horseferry House LONDON SW1P 2AW Tel: 020 7217 0674 Email: Darren Faulkner Notes Administrator IMTU, Horseferry House, LONDON SW1P 2AW Mobile: 07775594919 Email: I2n helpdesk Tel: 0870 444 0574

Annex D PC06/2005 Area Name: Valid Date range April 2004 – January 2005 (Actual) February and March 2005 (estimate) Valid Date range October 2004 – January 2005 (Actual) February and March 2005 (estimate) Area Contact details: Referrals Completions

Pre-Evaluation Measures

Post-Evaluation Measures

Enquiries about Annex D should be addressed to Alison Sims or Liz Calvert