Probation Circular

MONITORING OF PPO AND HIGH/VERY HIGH RISK OF HARM CASES
PURPOSE
To introduce revised arrangements for the monitoring of Prolific and other Priority offenders (PPOs) and those assessed as high or very high risk of harm. REFERENCE NO: 77/2005 ISSUE DATE: 12 October 2005 IMPLEMENTATION DATE: Immediate EXPIRY DATE: October 2010 TO: Chairs of Probation Boards Chief Officers of Probation Secretaries of Probation Boards CC: Board Treasurers Regional Managers AUTHORISED BY: Roger McGarva, Head of Regions & Performance Management ATTACHED: Annexe A: High/Very High Risk and PPO Monitoring Returns 2005-06 (Revised)

ACTION
Areas are to make monthly returns in the revised format attached at annexe A for the monitoring of Performance Targets 1 and 3. The first returns, relating to August and September commencements, are to reach NPD by the end of October.

SUMMARY
It is vital that areas submit regular and complete information to enable reporting against the Performance Targets 1 and 3 on high/very high risk of harm cases and PPOs respectively. For a variety of reasons, this has not been achieved to date. Ministers expect the absence of data to be addressed and they have asked to be informed of any areas failing to make a return. The Director of Probation and the Head of Public Protection in NPD are also concerned about the quality of sentence plan and risk management plan reviews on high/very high risk of harm cases. NPD are therefore proposing to introduce quarterly monitoring of these. Further details will be provided in the near future.

RELEVANT PREVIOUS PROBATION CIRCULARS
PC24/2005: National Probation Service Business Plan 2005-06 PC49/2005: Assessment and Management of Risk of Harm Action Plan

CONTACT FOR ENQUIRIES
Ed.Stradling@homeoffice.gsi.gov.uk or telephone: (020) 7217 0758.

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

BACKGROUND
Performance Targets 1 and 3 The NPS Business Plan 2005-06 includes the following two Performance Targets (PTs): PT 1: 90% of risk of harm assessments, risk management plans and OASys sentence plans on high risk offenders are completed within 5 working days of the commencement of the order or release into the community PT 3: 90% of risk of harm assessments and OASys sentence plans are completed on Prolific and other Priority Offenders within 5 working days of commencement of the order or release into the community Initial attempts to monitor areas’ performance against these two targets have met with varied levels of success. Whilst some useful information has been obtained, NPD does not consider it to be of sufficient completeness or robustness to use for national performance reporting or the Weighted Scorecard. NPD appreciates the efforts that areas have made in monitoring the targets so far and we hope that the work done in areas will place them in a position to implement the revised monitoring return. Revised Monitoring Return for PTs 1 & 3 The layout of the return is different from the previous version. The Excel workbook now consists of two worksheets (one for high/very high risk, the other for PPOs), with columns for the months August 2005 to March 2006. Each sheet automatically calculates the cumulative performance against target. It also provides further guidance on definitions. The key points are: • In order to meet the high/very high risk target (PT1), the risk of harm full analysis including the risk management plan and the OASys sentence plan must be completed within 5 working days of order commencement or release on licence. In order to meet the PPO target (PT 3), both the risk of harm assessment (i.e. the risk of harm screening and, if appropriate, the full risk of harm analysis) and the OASys sentence plan must be completed within 5 working days of order commencement or release on licence. Most areas are allocating most PPOs to offender management Tier 4, but there are some exceptions. It should be noted that the target applies to all PPOs regardless of which offender management tier they are allocated to. PT 3 applies to PPOs who have been identified by local CDRP schemes at the point of release or at commencement of the community order. Cases which are identified as PPOs at a later date should be excluded from the count of commencements/releases in the return (and hence from the calculation for PT 3). However, such cases should be counted in the caseload at the end of the month. The target for high/very high risk of harm cases (PT 1) applies to offenders at the commencement of a community order or at the point of release into the community. Any cases that are subsequently reassessed from low or medium risk of harm to high/very high risk of harm during the course of supervision should be excluded from the count of commencements/releases in the return (and hence from the calculation for PT 1). However, such cases should be counted in the caseload at the end of the month. By completion of the sentence plan we mean the detailed plan and not the outline plan done at PSR stage. 'Completed' in this context means that the plan or assessment has been written, but not necessarily countersigned. Countersigning is still required, but will not be measured within 5 working days for PT 1. In licence cases the documentation, where already in place, should be reviewed and updated within 5 working days of release in order to support the significant change of circumstances of release from prison.

• •

The first returns are to cover commencements and releases in August and September separately and are to reach NPD via e-mail to NPD.DATA@homeoffice.gsi.gov.uk by the end of October. The subsequent return will relate to October commencements and releases and is to be submitted by the end of November, a return covering November’s commencements and releases is to be returned by the end of December and so on. Areas will not be required to resubmit any data for the months April to July 2005.

PC77/2005 – Monitoring of PPO and High/Very High Risk of Harm Cases

2

High/Very High Risk of Harm Monitoring Return 2005-06 (Revised)
Probation Area

Annexe A

Aug
Licences Orders Orders

Sep
Licences Orders

Oct
Licences Orders

Nov
Licences Orders

Dec
Licences Orders

Jan
Licences Orders

Feb
Licences Orders

Mar
Licences

Timeliness of Risk of Harm Analysis, Risk Management Plan & Sentence Plan at Commencement/Release (Performance Target 1) A Number of high/very high risk of harm cases on the caseload at the end of the reporting month Number of cases in the reporting period where at the point of commencement/release the offender was assessed as posing a high or very high risk of harm1 In how many of those in 'B' was the full risk of harm analysis, including the risk management plan, and the OASys sentence plan completed2 within 5 working days of order commencement/release on licence3? Area performance against Performance Target 1

B

C

D

Notes on completion The Risk Management Plan (summary of further action and, where appropriate, management issues) is to be found in the OASys Risk of Harm Summary section and is numbered R11.12.
1

Any cases that are subsequently reassessed from low or medium risk of harm to high/very high risk of harm during the course of supervision should be excluded from the count of commencements/releases at item ‘B’ in the return (and hence from the calculation for PT 1). However, such cases should be counted in the caseload at the end of the month (item ‘A’). 2 By completion of the sentence plan we mean the detailed plan and not the outline plan done at PSR stage. For the purposes of meeting the targets 'completed' means that the plan or assessment has been written, but not necessarily countersigned, within 5 working days. Countersigning is still required, but will not be measured within 5 working days for PT1.
3

The documentation, where already in place, should be updated within 5 working days of release in order to support the significant change of circumstances of release from prison.

Total

Prolific & Other Priority Offenders (PPOs) Monitoring Return 2005-06 (Revised)
Probation Area

Aug
Licences Orders Orders

Sep
Licences Orders

Oct
Licences Orders

Nov
Licences Orders

Dec
Licences Orders

Jan
Licences Orders

Feb
Licences Orders

Mar
Licences

Timeliness of Risk of Harm Screening/Analysis & Sentence Plan at Commencement/Release (Performance Target 3) A Number of cases on the caseload at the end of the reporting month who are on the list Prolific or other Priority Offenders (PPOs) maintained by the local Crime & Disorder Reduction Partnership (CDRP) scheme Number of cases in the reporting period where at the point of commencement/release the offender was on the list of PPOs maintained by the local CDRP scheme1 In how many of those in 'B' was the risk of harm screening / full analysis (as appropriate) and the OASys sentence plan completed2 within 5 working days of order commencement/release on licence3? Area Performance against Performance Target 3

B

C

D

Notes on Completion
1

Cases which are identified as PPOs at a later date should be excluded from the count of commencements/releases at item ‘B’ in the return (and hence from the calculation for PT 3). However, such cases should be counted in the caseload at the end of the month (item ‘A’) 2 By completion of the sentence plan we mean the detailed plan and not the outline plan done at PSR stage. For the purposes of meeting the targets 'completed' means that the plan or assessment has been written, but not necessarily countersigned, within 5 working days. Countersigning is still required, but will not be measured within 5 working days for PT 3. 3 The documentation, where already in place, should be updated within 5 working days of release in order to support the significant change of circumstances of release from prison.

Total