Joint Meeting of Cabinet Members – Adult & Housing
Services & Young Peoples’ Services
Part 1
12 October 2004
Item No. 1
Subject
Contract arrangements to upgrade Social Service
Computer system – under auspices of Welsh
Assembly Government - Phase 2 of Special Grant
(2004/05)
Purpose
To confirm agreement for Newport City Council to enter into a new
contract agreement with Anite Social Care to provide additional
software and services, as outlined. This agreement to enable the
electronic capacity to deliver on the Welsh Assembly Government
requirements for Unified Assessment process (adults) and the
Integrated Children’s System (children).
Author
Trefor Newman, Performance Information Manager, SWB&H
Ward
None
Summary The previous report to the Joint Cabinet Member meeting (enclosed
as background paper) in May of this year explained the funding
arrangements which would underpin the agreement with Anite Social
Care.
That meeting confirmed Newport’s commitment to the South – East
Wales Consortium of Local Authorities and supported the bid being
made on its behalf to the Welsh Assembly Government to the (Welsh
Assembly Government) Phase 2 Special Grant Fund (2004/05 2005/06).
New guidance for this funding application from the Welsh Assembly is
consistent with the principles outlined in the 'Informing Social Care'
document and will therefore place the strategic funding emphasis on
the development of the Unified Assessment Process (for Adults) and
the Integrated Children System (for Children).
1
This guidance also stressed the importance of partnership working both between local social service authorities and between their
respective partner agencies (especially Health).
The contractual and funding arrangements in this report reflect this
partnership imperative and Newport's significant contribution to the
proposed project to deliver these major policy initiatives (UAP & ICS),
through the submission of a South-East Wales Consortium 'bid'.
Proposal
To confirm agreement to the proposed contractual arrangements
whereby Newport contracts with Anite Social Care to provide
additional software and services which will enable the electronic
capacity to deliver on the Welsh Assembly Government requirements
for Unified Assessment Process (adults) and the Integrated Children’s
System (children).
Contact
Trefor Newman Ext 3118 [email protected]
Action by Head of Resource & Strategy
Timetable Immediate
Signed
2
1
Background
1.1
See original report in May (enclosed) for background.
2
Options Considered
Contract Arrangements
2.1
As the Consortium, as such, is not a legal entity, it is proposed that Anite Social Care
contract specifically with each Authority individually and obtain signatures etc as
required to meet Newport’s Contract Standing Orders. In practice Authorities will be
provided with a contract common to all 6 Authorities, which has been through the
necessary procurement and legal approval process.
Funding Arrangements
2.2
It is proposed that Caerphilly CBC will act as the Lead Authority and will be
empowered to progress issues on behalf of the Consortium. The Consortium
Management Board intend that the approved funding will be paid to Caerphilly CBC
on behalf of the whole Consortium. Caerphilly will make internal arrangements within
the Consortium to ensure correct financial arrangements are in place.
2.3
It is intended to bid for funds as one Consortium, and these funds will be paid to the
lead Authority (Caerphilly CBC). The project manager will arrange any inter authority
transfers as required. The bid for funding from the PMDF grant will be in line with the
WAG circular (described earlier), using the combined SSA allowance for the whole
Consortium. The whole of this grant will used to pay for the project. Each Authority
will be required to sign off this Consortium PMDF bid.
2.4
A central project team will provide common services to the Consortium and will be
funded from the PMDF grant. This team will be resourced from Consortium
Authorities.
Other Options
2.5
No other options were considered as feasible, given the emphasis placed on
partnership in the Welsh Assembly Government guidance (see background report
enclosed)
3
Sustainability and Environmental Issues
3.1
None.
4
Equalities Impact
4.1
None.
3
5
Crime Prevention Impact
5.1
None.
6
Comments of Monitoring Officer
6.1
I would support the proposed action. The Consortium basis for the contractual and
funding arrangements is the only feasible way of procuring the necessary
developments to the existing computer systems to reflect these policy initiatives.
Although Caerphilly will act as the lead authority for the funding arrangements, the
Consortium is not a distinct legal entity in its own right and therefore, each of the
individual Councils will need to enter into a separate contract with ANITE, in identical
terms. The precise contractual terms will need to be agreed in due course. In the
meantime a decision needs to be taken to proceed with the contractual arrangements
on this basis. A contract of this value would usually have to be exposed to
competitive tendering in accordance with Contract Standing Orders and Financial
Regulations and to comply with the EEC Procurement Directives and the Public
Services Contract Regulations. However, only ANITE are able to develop their
existing system and, therefore, this is a specialist contract which only one supplier
can undertake. As such, it is exempt from the need for other tenders under CSO 3.
It is understood that Caerphilly intend using the negotiated procedure in order to
comply with the Public Services Regulations and, although a contract notice will be
published in the Official Journal on behalf of the consortium, competitive tenders will
not be invited. However, the Council will require written confirmation from their
procurement officers that the contract award procedure is fully compliant with the
EEC rules and that the final negotiated contract price represents value for money.
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Comments of Chief Financial Officer
7.1
The proposals outlined in the report are essential if the Council is to deliver these
major policy initiatives. The submission of a consortium bid is the most cost effective
way of achieving these proposals and was promoted by the Welsh Assembly
Government in their guidance. I can confirm that all of the Council’s share of the
proposals costs will be covered by the grant, though there may be some increase in
the cost of the subsequent maintenance contract.
8
Comments of Head of Human Resources and Policy
8.1
There are no Human Resources implications arising from this report.
9
Consultation with the Overview and Scrutiny Forum for Young
People’s Services and other Non Executive Members
9.1
The proposal itself was supported although concern was expressed at the fact that,
as computer systems become a requirement of working life, this will ultimately have a
detrimental effect on the amount of time that Social Workers can undertake their face
to face contact role with families. This in turn would raise staffing implications within
Social Services in this respect.
Background Papers
4
Formal Joint meeting of Cabinet Member – Adult &
Housing Services & Young Peoples’ Services
Part 1
26th May 2004
Item No. 3
Subject
(Welsh Assembly Government) - Phase 2 of Special
Grant (2004/05) - previously the Performance
Management Development Fund
Purpose
To consider an application, through the South East Wales Consortium, to the
(Welsh Assembly Government) Phase 2 Special Grant (2004/05 - 2005/06)
Author
Trefor Newman, Performance Information Manager, SWB&H
Ward
None
Summary The three-year programme for the Social Services Performance Management
Development Fund Special Grant has concluded on 31st March 2004. The
Minister has approved the continuation of this Special Grant Fund for a further
2 years (to March 2006) and this has been reported to the Plenary Committee
of the Assembly on the 9th March.
New guidance from the Welsh Assembly will be consistent with the principles
outlined in the 'Informing Social Care' document and will therefore place the
strategic funding emphasis on the development of the Unified Assessment
Process (for Adults) and the Integrated Children System (for Children).
This guidance will also stress the importance of partnership working - both
between local social service authorities and between their respective partner
agencies (especially Health). The proposal in this report reflects this
partnership imperative and Newport's significant contribution to the proposed
project to deliver these major policy initiatives (UAP & ICS), through the
submission of a South-East Wales Consortium 'bid'.
Proposal
1 To confirm Newport’s commitment to the South – East
Wales Consortium of Local Authorities.
5
2 To support the bid being made on its behalf to the Welsh
Assembly Government.
Contact
Trefor Newman Ext 3118 [email protected]
Action by Head of Resource & Strategy
Timetable Immediate
Signed
6
Background
1
The three-year programme for the Social Services Performance Management
Development Fund Special Grant concluded on 31st March 2004. Many initiatives under
this previous 3 year scheme included investment in information and systems staff,
computer systems and related equipment (modern PCs for all staff), training and an
improvement in the quality of management information, together with reappraisals of how
information systems can best be provided in social services across Wales.
2
Locally this has led to the formation of a South - East Wales Consortium. This
Consortium consists of those Local Authorities who operate the SWIFT computer system
for its Social Services functions and includes: Newport, Monmouth, Caerphilly, Merthyr,
Rhondda Cynon Taff and Vale of Glamorgan
3
This initiative is now being sustained by our response to the (WAG/SSIW) consultation
document – ‘informing Social Care’ work on which strategy will continue with the analysis
of Readiness Statements prepared by most Local Authorities (including Newport).
4
The recent Welsh Assembly publication – ‘Rights to Action’ restates the policy framework
for partnership, for information sharing and, thus, a common approach to improving the
life chances for children. The proposed new Children Bill will promote wellbeing through
the establishment of statutory partnerships – with Lead Directors and shared budgets.
This grant application can be seen as a precursor which compliments this policy driver.
5
There will be a distinctive Welsh response to the Laming report, following the current
round of Children Services ‘audits’ of Local Authorities; and this bid can be seen as a
significant contribution to the well understood and shared aim of making children safe by
sharing and defining common systems, practice and processes.
Options Considered
6
Proposals for phase 2 of the Special Grant (2004/05 have been reported to the Plenary
Committee of the Assembly on 9th March 2004. These are consistent with the ‘informing
Social Care’ principles and give priority to the implementation of both the Integrated
Children System (for Children) and the Unified Assessment Process (for Adults)
schemes. Other priorities will include efforts to sustain the achievements in performance
management information.
7
Option 1 Newport to submit a single bid on its own.
8

This will not be acceptable to the WAG funding body, as it runs counter to
the guidance issued with the bid invitation letter (see supporting papers).
It would be extremely unlikely that any single specific authority bid would
be acceptable.

If Newport were to bid individually, we could only expect to receive £187k
over 2 years. This sum would prove inadequate for the implementation of
these major changes.
Option 2 Newport to participate in a Consortium bid:-
7

Newport, by itself, would not have the capacity (skills and resources) to
develop the systems needed for an Integrated Children System and
Unified Assessment Process – both very substantial pieces of
development in their own right.

As part of a larger consortium, we should be able to negotiate more
advantageous terms with our (mutual) software supplier (of the SWIFT
system). The contract for this with Anite will be arranged through one of
the Consortium constituent authorities – the Vale of Glamorgan, to which
other Consortium Members would be linked.

Newport has been working successfully, as part of this consortium, for
some years.

To help us meet the WAG Performance Targets, we need access to this
fund.

Since the Welsh Assembly Government is encouraging consortium
working, the South East Wales Consortium, described above, intends to
submit a single bid to this fund. The Consortium ‘pro-rata’ share of this All
Wales fund would approximate to £1.3 million (27.14% of the total fund)
spread over 2 years.

This will be to fund a two year project to provide the systems platform to
deliver both the Integrated Children System and Unified Assessment
Process. This will consist of a high level Project Board, a middle
management Operational Board and a funded Project Implementation
Team which will form a significant part of the Consortium’s bid.
Preferred Option
9
Option 2 for reasons outlined in paragraph 8
Sustainability and Environmental Issues
10 Participating in the Consortium bid is more likely to enable the Council to meet WAG
requirements in future.
Equalities Impact
11 No immediate impact.
Crime Prevention Impact
12 No immediate impact.
Comments of Monitoring Officer
13 The Council's Constitution give Cabinet Members delegated authority to determine
whether to bid for grant aid in consultation with the Leader and subject to confirmation
that any match funding is available to the Council.
8
Comments of Chief Financial Officer
14 I am happy to support the proposal to confirm Newport's commitment to the South-East
Wales Consortium of Local Authorities as it does seem to be the best route to obtaining
the funding necessary to improve information systems as outlined in the report. The
guidance note from the Welsh Assembly Government encourages collaboration between
local authorities and so is likely to lead to a more successful outcome.
15 I understand that it will be Caerphilly County Borough Council who will administer the
scheme and be responsible for the submission and audit of claims."
Comments of Head of Human Resources and Policy
16 Any proposal to create permanent or temporary posts, or any proposal which alters the
existing structure would need to be the subject of further consultation and approval with
the Head of Resources and Strategy and (or) the subject of a further report to the
Cabinet Member Resources.
Other Relevant Consultation
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Background Papers
SOCIAL SERVICES PERFORMANCE MANAGEMENT DEVELOPMENT FUND
SPECIAL GRANT 2004 – 2005 GUIDANCE CIRCULAR NAFWC 20/2004
Directors of Social Services – for action
For information:
Chief Executives
Directors of Finance
Chief Executives – Local Health Boards
Eich cyf . Your ref
Ein cyf . Our ref
1 April 2004
Dear Sir or Madam,
SOCIAL SERVICES PERFORMANCE MANAGEMENT DEVELOPMENT FUND
SPECIAL GRANT 2004 – 2005 GUIDANCE CIRCULAR NAFWC 20/2004
1. Introduction
This Circular draws the attention of local authorities to the Special Grant Report No.3
(Wales) 2004 agreed by the Assembly on 9 March 2004. Details of the application
process and forms are included at Appendix A. A copy of the Special Grant Report
(with Annexes) is included as Appendix B. Guidance is provided there on meeting
the conditions which are attached to the Grant in 2004/05.
2. Policy Intentions
The grant is intended to support the implementation of the National Assembly’s
Performance Management Strategy for Social Services. It is designed to provide
local authorities with the means to enable them to implement continuous
improvements in the delivery of services that are managed, monitored and measured
according to modern principles of performance management and hence deliver ‘best
value’ services. The focus will be on:
 the implementation of strategic information systems for services to children and
adults;
 greater standardisation of information across systems; and
 the information made available to front line workers in local authorities and
partner agencies, managers and those who use the services and their carers.
10
Priority will also be given to information governance arrangements across the social
care and partner services. The main features of the Special Grant are set out at
Annexe B to the Special Grant Report No.3 (Wales) 2004.
3. Grant Available and Conditions
The Grant (totalling 2.35m in 2004/5) will be paid directly to local authorities. A
further £600,000 of this funding is reserved for central initiatives and will be outside
the ‘indicative allocation’ formula outlined in Appendix B. These initiatives will
include allocations to support project management, the development of information
sharing protocols, the extension of the training and development programme and
the costs for the management of the programme as a whole. In due course evidence
will be required that continuous funding is being provided by authorities in related
support activities already budgeted for and a commitment to maintain any revenue
funding that might be required following the end of Phase II of the programme in
March 2006. The Special Grant Report (Appendix B) sets out indicative allocation
percentages to each authority. These have been revised for Phase II of the
Programme. Whilst it is the intention of the Assembly to provide grants broadly in
accordance with this formula over the next two years, individual circumstances
regarding timing, deliverability and costs of projects may mean this cannot be
adhered to precisely.
Phase II of the Special Grant will continue to take account of the impact of
collaborative projects and particular arrangements have been made for applications
for additional funds for project management. These are outlined in Appendix A.
The conditions of Grant are set out in Annex C to Special Grant Report No.3 (Wales)
2004.
4. Making Applications to the Fund
Each local authority must submit a Project Plan to the Fund on the template
enclosed. Electronic copies are available and should be used where possible. Each
Project Plan should give due consideration to the benefits of collaborating with other
sectors of the local authority, other authorities including Health and other agencies
to improve the cost effectiveness or other benefits of their proposed activities. Clear
demonstration will need to be provided that each proposal is presented in the most
cost and resource effective way possible given prevailing conditions.
5. Auditing and Monitoring Compliance
Local authorities are required to provide the National Assembly with audited
information in accordance with paragraph 4, Annex C of the Grant Conditions. An
appropriate form and instruction will be forwarded to each local authority in July
2005.
Local Authorities are required by Special Grant Report No.3 (Wales) 2004 to provide
the Welsh Assembly Government with a report setting out the uses and progress
11
they have made with the Fund in accordance with paragraph 3, Annex C of the Grant
Conditions on or before 31 May 2005. Service and informal information
management inspections will also be used to confirm progress being made by
authorities against the proposals set out in the Project Plan for the use of the Fund.
Local Authorities in receipt of grant support will also be required to take part in any
evaluation programmes undertaken by the Assembly with regard to the use and
effectiveness of this Fund.
6. Recovery of Grant
If a local authority fails to comply with the conditions set out in the Special Grant
Report No.3 (Wales) 2004 and the National Assembly is satisfied that the local
authority has done so without sufficient excuse, the National Assembly may require
the repayment of all or any part of the grant monies. Any such sum shall, upon
written notification to the local authority, immediately become repayable to the
National Assembly.
The grant monies shall be payable against an agreed payment schedule relating the
needs for funding in order to implement proposed developments. Where funding is
required to fund long term staffing costs these will be paid in quarterly instalments.
Any payments will be subject to the receipt by the National Assembly of a properly
completed claim form.
7. Enquiries
If you would like to discuss the preparation of your authority’s bid with someone from
SSIW, please contact Jo Olsen on 029 2082 5401 in the first instance or by e-mail to
[email protected].
Signed Project Proposal Plans (see Appendix A) should be sent to:
Jo Olsen
Room 4-101C
Social Services Inspectorate for Wales
Welsh Assembly Government
Cathays Park
CARDIFF
CF10 3NQ.
Yours faithfully,
GRAHAM WILLIAMS
Chief Social Services Inspector
Social Services Inspectorate for Wales.
This circular may be freely reproduced, or further copies may be obtained from the above
address.
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