Probation Circular

PROBATION AREA ANNUAL REPORTS 2005-06
PURPOSE
To inform areas of the National Directorate's changes of requirements in respect of the content and format of area annual reports for 2005-06.

REFERENCE NO: 14/2006 ISSUE DATE: 11 April 2006 IMPLEMENTATION DATE: 25 April 2006 EXPIRY DATE: April 2007 TO: Chairs of Probation Boards Chief Officers of Probation Secretaries of Probation Boards CC: Board Treasurers Regional Managers Regional Offender Managers Public Relation Officers AUTHORISED BY: Roger Mcgarva Head of Regions & Performance ATTACHED: Annex A – Guidance Annex B – Area Targets Annex C – Report Template

ACTION
Areas should prepare their annual report in accordance with this circular and the guidance on producing the statement of accounts supplied by the NOMS Finance section. The draft annual report and accounts should be forwarded to NOMS Finance (at the address below) by 19th May 2006. The above-mentioned deadline has been chosen to allow auditors sufficient time to review drafts and to comment on necessary remedial action. Areas must submit their audited annual report and accounts in electronic format to NOMS Finance and to Ed Stradling. NPD Regions & Performance, by 21st July 2006

SUMMARY
The format for annual reports for 2005-06 differs from that of previous years in that there is now a requirement to adhere to the principles outlined within the Treasury Financial Reporting Manual for 2005-06. These stipulate that the annual report and accounts should henceforth be prepared as a single document. This will comprise an Operating and Financial Review, together with a Remuneration Report. Details of the requirements in terms of content are attached at Annex A. A report template is attached at Annex C, if needed

RELEVANT PREVIOUS PROBATION CIRCULARS
PC27/2005: Probation Area Annual Reports 2004-05

CONTACT FOR ENQUIRIES
Ed.Stradling@homeoffice.gsi.gov.uk or 020 7217 0758

National Probation Directorate
Horseferry House, Dean Ryle Street, London, SW1P 2AW

Annex A

PROBATION AREA ANNUAL REPORTS AND ACCOUNTS 2005-06 General In accordance with revised Treasury guidelines the annual report for 2005-06 will comprise a single document made up of two parts: • Part 1 will be the report on performance, using the EEM headings and guidance in terms of content as set out below and in the subsequent annexes. As in previous years, the targets are arranged under the EEM results headings, and the emphasis is on reporting against the key targets identified rather than all of the indicators. Part 2 will be the audited statement of accounts, which must be produced using the Statement of Accounts 2005-06 template referred to above and in line with other guidance on the foreword and other written sections provided by NOMS Finance.

In addition to the full report, areas may wish to produce a condensed report with a summary of accounts for circulation to other organisations and stakeholders that might not wish to see the full statement (though areas can make arrangements for the full statement to be made available to those that request it). However, the summary must not replace the full annual report, which must contain the unabridged accounts as required by the Treasury. Areas should send a further copy of their full annual report to each of the following: Kay Wood NOMS Finance 1st Floor, Horseferry House Dean Ryle Street London SW1P 2AW Beverley Folkes HMI Probation 2nd Floor Ashley House 2 Monck Street London SW1P 2BQ The Regional Manager The Regional Offender Manager

Areas are also asked to send a copy of the summary report (or the full report if no summary is produced) to NPD Communications Team, 1st Floor, Horseferry House. To assist in production of the finished document areas can use the electronic template as has been available in previous years.

Revisions to contents of the report Areas should include the following sections in the report: INTRODUCTION Aims of the National Probation Service PART 1: ANNUAL REPORT A. Operational Review Enablers: A report of the operating environment 2005-06 in respect of Leadership, Policy & Strategy, People Management - including actions to comply with the National Health and Safety Policy, Partnerships & Resources and Processes which enabled the aforementioned results to be achieved. In completing this section areas may find it helpful to refer to the examples of 'areas to address' given in the Guide to the Use of the EFQM Excellence Model ® in the National Probation Service. Areas should refer specifically to how they have addressed the improvement priorities identified in their area plan for 2005-06. Please note that a foreword on behalf of the Chief Officer is no longer required.

B. Results A report of what the area has achieved in 2005-06. This should include results for the specific Performance Targets and Performance Measures set out below under each results section plus any local targets from the area plan for 2005-06. Areas are encouraged to be selective in relation to Performance Measures. For ease of reference, individual area targets are shown in Annex B.

Performance Targets and Performance Measures 2005-06:

Customer Results Reference: PT 2 Description of Target/ Measure: Victim contact: victim or victim’s family to be contacted within National Standard of 8 weeks from sentence in 85% of cases involving serious sexual or other violent offence where offender is sentenced to 12 months or more. Achieve area target for basic skills starts and awards (Annex B refers) contributing to national targets of 40,000 starts and 10,000 awards. Achieve area contribution (Annex B refers) to national target for 15,000 unemployed offenders to find and keep employment or vocational training for 4 weeks or more during the course of their supervision.

PT 9 PT 10

PM 3

Percentage of offenders in suitable accommodation at end of order/licence compared to start

People Results

Reference: PT 13

Description of Target/ Measure: Achieve Home Secretary’s race equality employment targets (published in July 1999) or improve current performance where they are already exceeded: (i) Minority Ethnic representation in the area workforce (contribution to regional target) (ii) Retention / Resignation by grade and ethnic group (contribution to national target) (iii) Career progression by grade and ethnic group (contribution to national target)

PT 15

Reduce sickness absence to an average of 9 days per staff year

Society Results

Reference:

Description of Target/ Measure:

Key Performance Results Reference: PT 1 Description of Target/ Measure: Risk assessments, risk management plans and OASys sentence plans are completed on high risk offenders completed within 5 working days of the commencement of the order or release into the community Risk assessments and OASys sentence plans are completed on Prolific and Other Priority Offenders (PPOs) completed within 5 working days of the commencement of the order or release into the community Completions of ICCP (where applicable) contributing to national target of 600 Court reports provided in accordance with the timescale required by the court Breach action in accordance with National Standards

PT 3

PT 4 PT 5 PT 6

PT 7

Level of offender compliance with orders and licences (incl. orders allowed to continue by the court following breach action) Appointments arranged in accordance with National Standards Appointments attended in accordance with National Standards Completions of ECP/unpaid work: achieve area completions target (Annex B refers) contributing to national target of 50,000

PM 1 PM 2 PT 8

PT 11

Achieve area target for DTTO/DRR completions (Annex B refers) contributing to 4,000 nationally Achieve area target for DTTO/DRR commencements (Annex B refers) contributing to 16,000 nationally DTTO first appointments with (a) probation and (b) treatment provider arranged in accordance with National Standards Achieve area target for completions of accredited programmes (Annex B refers) contributing to national target of 15,000 Percentage of offenders starting a programme out of the total number of programme requirements Percentage of offenders completing a programme out of the total who attend the first session 95% of Race and Ethnic Monitoring data on staff and offenders is returned on time and using the correct (Census 2001) classifications Risk assessments, risk management plans and OASys sentence plans are completed on high risk offenders completed within 5 working days of the commencement of the order or release into the community Risk assessments and OASys sentence plans are completed on Prolific and Other Priority Offenders (PPOs) completed within 5 working days of the commencement of the order or release into the community Completions of ICCP (where applicable) contributing to national target of 600 Court reports provided in accordance with the timescale required by the court Breach action in accordance with National Standards Level of offender compliance with orders and licences (incl. orders allowed to continue by the court following breach action) Appointments arranged in accordance with National Standards Appointments attended in accordance with National Standards

PM 4

PM 5

PT 12

PM 6

PM 7

PT 14

PT 1

PT 3

PT 4 PT 5 PT 6 PT 7

PM 1 PM 2

PT 8

Completions of ECP/unpaid work: achieve area completions target (Annex A refers) contributing to national target of 50,000

C. Workload and Activity Statistics • • • • • • Communications by type of order/ licence Caseload at 31.03.06 compared to 31.03.05 by type of order/ licence Reports produced (PSR, SSR) by court type. Community Punishment hours ordered/worked (CPO and CPRO) Victims: the total number contracted within 8 weeks of sentence To include trends over previous five years (where available)

Names of Board Members & Official Contact Address:

PART 2: FINANCIAL REVIEW & REMUNERATION REPORT: 2005-06 (Using the 2005/06 template and guidance forwarded to Boards by NOMS Finance)

Full supplementary guidance as to issues which should be covered when reporting on annual accounts may be found in Chapter 7 of the Treasury Financial Reporting Manual for 2005-06 and maybe accessed via http://www.financial-reporting.gov.uk/manual.htm.

Deadlines for submission: 19th May 2006 – Draft Annual Report and accounts; and 21st July 2006 – Final Audited Annual report and accounts.

Annex B
AREA TARGETS 2005/06

Area

Accredited Programmes

DTTO/DRR Commencements

DTTO/DRR Completions

ECP/Unpaid Work Completions

Basic Skills Starts

Basic Skills Awards

Employment/ Training

Avon & Somerset Bedfordshire Cambridgeshire Cheshire Cumbria Derbyshire Devon & Cornwall Dorset Durham Essex Gloucestershire Greater Manchester Hampshire Hertfordshire Humberside Kent Lancashire Leicestershire Lincolnshire London Merseyside Norfolk North Yorkshire Northamptonshire Northumbria Nottinghamshire South Yorkshire Staffordshire Suffolk Surrey Sussex Teesside Thames Valley Warwickshire West Mercia West Midlands West Yorkshire Wiltshire Dyfed-Powys Gwent North Wales South Wales England & Wales

358 145 167 255 137 261 370 144 207 352 124 928 422 194 296 385 453 262 157 2,226 562 199 163 159 514 343 461 285 148 157 316 239 413 112 272 1,003 733 135 130 198 186 428 15,000

382 155 179 272 147 278 394 153 220 375 132 990 451 206 316 411 483 280 168 2,374 599 213 174 169 548 365 491 304 158 168 337 255 441 119 290 1,070 782 144 138 212 199 457 16,000

95 40 27 50 21 65 63 45 38 78 29 285 73 49 99 88 136 88 41 685 152 43 49 53 112 87 129 72 31 36 96 57 132 28 74 255 238 29 39 66 40 86 4,000

1,194 484 558 851 458 869 1,232 479 689 1,172 412 3,094 1,408 645 986 1,284 1,510 874 524 7,419 1,872 664 544 530 1,714 1,142 1,535 951 495 524 1,053 797 1,377 373 905 3,344 2,444 451 432 661 621 1,427 50,000

955 388 446 681 367 695 986 383 551 938 330 2,475 1,127 516 789 1,027 1,208 699 419 5,936 1,497 531 435 424 1,371 914 1,228 761 396 419 842 638 1,102 298 724 2,675 1,955 360 346 529 497 1,142 40,000

239 97 112 170 92 174 246 96 138 234 82 619 282 129 197 257 302 175 105 1,484 374 133 109 106 343 228 307 190 99 105 211 159 275 75 181 669 489 90 86 132 124 285 10,000

358 145 167 255 137 261 370 144 207 352 124 928 422 194 296 385 453 262 157 2,226 562 199 163 159 514 343 461 285 148 157 316 239 413 112 272 1,003 733 135 130 198 186 428 15,000

Annex C

xxxxxxx Probation Board

ANNUAL REPORT
2005-06

Contents

Introduction
Aims of the National Probation Service

Part 1: Annual Report

A. Operational Review
Enablers
Leadership Policy and Strategy People Management (to include compliance with new Health & Safety Legislation) Partnerships and Resources Processes

B. Results
Achievements by Area in 2005-06 Customer Results People Results Key Performance Results

C. D.

Workload and Activity Statistics Names of Board Members & Official Contact Address

Part 2: Financial Review & Remuneration Report

Statutory Background Accounts Principal Activities Appointments Public Interest Management External Accountability

Statement of Accountable Officer’s Responsibilities Statement of Internal Control Auditor’s Report to the xxx Probation Board
Respective Responsibilities of Accountable Officer and Auditor Basis of Opinion Opinion Certificate

Operating Cost Statement Balance Sheet Cash Flow Statement Notes to the Accounts

Introduction
Aims of the National Probation Service

Part 1: Annual Report
A. Operational Review

Enablers

Leadership

Policy and Strategy

People Management (to include with new Health & Safety Legislation)

Partnerships and Resources

Processes

B. Results

Achievements by Area in 2005-06

Customer Results

People Results

Key Performance Results

C. Workload and Activity Statistics D. Names of Board Members & Official Contact Address

Part 2: Financial Review & Remunerations Report
Statutory Background

Accounts

Principal Activities

Appointments

Public Interest

Management

External Accountability

Statement of Accountable Officer’s Responsibilities

Statement of Internal Control

Auditor’s Report to the xxx Probation Board

Respective Responsibilities of Accountable Officer and Auditor

Basis of Opinion

Opinion

Certificate

Operating Cost Statement
Balance Sheet

Cash Flow Statement

Notes to the Accounts