PROBATION AREA ANNUAL REPORTS 2004-05

PURPOSE
To inform areas of the National Directorate's requirements in respect of the content and format of area annual reports for 2004-05.

Probation Circular
REFERENCE NO: 27/2005 ISSUE DATE: 14 April 2005 IMPLEMENTATION DATE: Immediate EXPIRY DATE: April 2006 TO: Chairs of Probation Boards Chief Officers of Probation Secretaries of Probation Boards CC: Board Treasurers Regional Managers Regional Offender Managers Public Relations Officers AUTHORISED BY: Roger McGarva, Head of Regions & Performance ATTACHED: Annexes A and B (included as part of PC Word file) 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 NPD Finance section. The final document should be forwarded to Ed Stradling, National Probation Directorate (at the address below) by 30thJune 2005. The deadline for the report has been brought forward to enable auditors to see the report prior to the accounts. Areas should continue to work to a deadline of 29thJuly 2005 for submission of their audited accounts in electronic format to Janet Dowding in the NPD Finance Section.

SUMMARY
The format for annual reports for 2004-05 will once again be that of the EFQM Excellence Model® in line with the approach used for area plans. 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
PC44/2003: Probation Area Annual Reports 2002-03

CONTACT FOR ENQUIRIES
Via e-mail to Ed.Stradling@homeoffice.gsi.gov.uk or by telephone on (020) 7217 0758

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

ANNEX A PROBATION AREA ANNUAL REPORTS AND ACCOUNTS 2004-05 General The annual report for 2004-05 will again be 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 2004-05 template referred to above and in line with other guidance on the foreword and other written sections provided by NPD Finance Section.

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: Janet Dowding NPD (Finance Section) 1st Floor, Horseferry House Dean Ryle Street London SW1P 2AW Nick Read 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.

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Contents of the Report Areas should include the following sections in the report: INTRODUCTION Aims of the National Probation Service Foreword by Chair/Chief Officer

PART 1: ANNUAL REPORT A. Enablers A report of the actions during 2004-05 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 2004-05.

B. Results A report of what the area has achieved in 2004-05. This should include results for the specific SDAs set out below under each results section plus any local targets from the area plan for 2004-05. Areas are encouraged to be selective in relation to SPMs. For ease of reference, individual area targets are shown in Annex B.

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Customer Results Relevant SDAs & SPMs for 2004-05:

SDA III SDA VIII

Level of educational and vocational qualifications attained by offenders under supervision: achieve area target for starts and completions of basic skills awards. Level of compliance with National Standard for contact with victims or their families: contact to be made 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. To achieve positive difference in proportion of offenders in settled accommodation at end of supervision compared to proportion at start. For Licences also measure change between start of period in custody and release Quality of PSRs from National Standards monitoring Stakeholder satisfaction with the work of the Service: (a) 90% of magistrates satisfied with: (i) the work of the service overall (ii) the overall usefulness of PSRs (iii) the objectivity of SSRs (b) 90% of judges satisfied with: (i) the work of the service overall (ii) the overall usefulness of PSRs (iii) the objectivity of SSRs (c) 90% of Victims satisfied (d) Other CJS Partners

SPM 5

SPM 7 SPM 23

People Results Relevant SDAs & SPMs for 2004-05: SPM 15 (a) 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) (b) Achieve 5% of minority ethnic staff at senior management level nationally by 2005 and 7% by 2009 Increase existing Asian representation (250) by 20% (52) nationally by December 2004 By 2007 achieve representation of Asian people in the NPS to match current representation in the population (4.04% according to Census 2001) Ratio of male/female representation: to increase male representation in 2004-05 to 50% of workforce and to 40% of trainee probation officers Meeting legislative responsibilities under Disability Discrimination Act: achieve 80% of the most critical reasonable adjustments to the NPS estate by October 2004

(c) (d)

SPM 16 SPM 17

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SPM 25

Levels of sickness absence: to reduce sickness absence in the National Probation Service to an average of 9.0 days per staff year Wastage of staff as percentage of workforce (excluding death, retirement and in service transfers)

SPM 26

Key Performance Results Relevant SDAs & SPMs for 2004-05 SDA I SDA II SDA IV *Breach action in accordance with National Standards (Target = 90%) *Level of offender compliance with orders and licences (Target = 70%) * Number of offenders going through offending behaviour programmes: achieve area completions target (Annex B refers) contributing to national target of 15,000 i. Orders made: ii. Completions: iii. IQR: SDA target (Completions x IQR): * Number of offenders going through ECP: achieve area completions target (Annex B refers) contributing to national target of 30,000 * (a) Number of DTTO commencements: achieve area target (and sub-target for low intensity orders where applicable) contributing to 13,000 nationally (including 1,000 low intensity) (Annex B refers) * (b) DTTO completion rate (Target = 35%) SPM 1(a) SPM 1(b) SPM 2 SPM 3 SPM 4 SPM 6 Average level of NPS compliance with basket of National Standards requirements for first and subsequent contact (CRO, CPO, CPRO and licences). (Target = 90%) * Level of NPS compliance with National Standards requirements for first and subsequent contact (DTTOs) (Target = 90%) Timely completion and review of supervision plans in accordance with National Standards, i.e. completed in 15 days and reviews carried out every 4 months Average weekly hours worked on Community Punishment Orders (Target = 5 hours) Proportion of bed spaces in approved premises which are occupied (Target = 90%) Timeliness of reports to the courts (a) Increasing the proportion of PSRs completed in magistrates' courts within the 15 day National Standards to 90% (b) Increasing the proportion of reports that are SSRs to 25% Level of use of recognised drug interventions for those for whom drug misuse is a criminogenic factor Level of use of accredited programmes for those within the OASys target band Timely preparation of risk management plan in accordance with National Standards in cases assessed as High or Very High risk of harm on any of the four such OASys measures, i.e. plan to be prepared within 5 days of order or release, or the date at which a previously lesser risk was identified as having risen to High or Very High.

SPM 12

SDA V

SDA VI

SPM 10 SPM 11 SPM 13

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SPM 14

SPM 18 SPM 19 SPM 20 SPM 21 SPM 22 SPM 27

Level of compliance with National Standards requirements for first and subsequent contacts, across all order and licence types, in cases assessed as High or Very High risk of harm on any of the four such OASys measures (Target = 90%) * 95% accurate and timely ethnic monitoring returns on offenders *Clear proposals in 95% all reports to the court for the purposes of sentencing minority ethnic offenders Programme completion rates for minority ethnic and white offenders Contact rates for minority ethnic and white victims # Efficiency savings: achieve area target (set out in resource budget allocation information) contributing to national target of 3% Timeliness and completeness of information returns to the centre (Target = 95%)

C. Workload and Activity Statistics

• • • • • •

Communications by type of order/ licence Caseload at 3103.05 compared to 31.03.04 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: STATEMENT OF ACCOUNTS 2004-05 (Using the template forwarded to Boards on 6t April 2005 by Janet Dowding, NPD)

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ANNEX B

Area Targets 2004-05 (1)
Offending Behaviour Programme ECP Completions Completions 370 740 141 283 161 323 260 519 134 269 257 513 367 735 150 300 205 411 355 709 128 256 423 845 186 373 292 583 384 767 452 905 256 513 154 309 194 389 155 310 160 320 340 679 283 567 144 287 160 320 307 614 235 470 432 863 109 218 267 534 133 266 946 1,891 559 1,119 514 1,027 468 936 974 1,949 751 1,502 2,266 4,532 127 254 198 395 184 368 419 837 15,000 30,000 Higher Intensity DTTO Starts 296 113 129 208 108 205 294 120 164 284 102 338 149 233 307 362 205 124 155 124 128 272 227 115 128 246 188 345 87 214 106 756 447 411 374 779 601 1,813 102 158 147 335 12,000 Lower Intensity DTTO Starts 25 9 11 17 9 17 24 10 14 24 9 28 12 19 26 30 17 10 13 10 11 23 19 10 11 20 16 29 7 18 9 63 37 34 31 65 50 151 8 13 12 28 1,000

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

% Share 2.47 0.94 1.08 1.73 0.90 1.71 2.45 1.00 1.37 2.36 0.85 2.82 1.24 1.94 2.56 3.02 1.71 1.03 1.30 1.03 1.07 2.26 1.89 0.96 1.07 2.05 1.57 2.88 0.73 1.78 0.89 6.30 3.73 3.42 3.12 6.50 5.01 15.11 0.85 1.32 1.23 2.79 100

Total DTTO Basic Skills Basic Skills Starts Starts Awards 321 789 197 123 302 75 140 344 86 225 554 138 116 287 72 222 548 137 318 784 196 130 320 80 178 438 110 307 757 189 111 273 68 366 902 225 162 398 99 253 622 156 332 818 205 392 965 241 222 547 137 134 329 82 168 414 104 134 331 83 139 341 85 294 724 181 246 604 151 125 307 77 139 341 85 266 655 164 204 501 125 374 921 230 95 233 58 232 570 142 115 283 71 819 2,017 504 485 1,193 298 445 1,096 274 405 998 250 844 2,079 520 651 1,602 401 1,964 4,834 1,209 110 271 68 171 421 105 159 392 98 363 893 223 13,000 32,000 8,000

(1) Figures have been calculated using the basic funding formula.

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xxxxxxx Probation Board

ANNUAL REPORT
2004-05

Contents

Introduction
Aims of the National Probation Service Foreword

Part 1: Annual Report
A. 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 2004-05 Customer Results People Results Key Performance Results

C. D.

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

Part 2: Statement of Accounts
Foreword to the Accounts for the Year Ended 2005
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

Foreword

Part 1: Annual Report
A. Enablers

Leadership

Policy and Strategy

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

Partnerships and Resources

Processes

B. Results

Achievements by Area in 2004-05

Customer Results

People Results

Key Performance Results

C. Workload and Activity Statistics

D. Names of Board Members & Official Contact Address

Part 2: Statement of Accounts
Foreword to the Accounts for the Year Ended 2005

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