SUPPLEMENTARY GUIDANCE

FOR

COMPLETING THE ADDITIONAL QUARTER PAGES IN THE HAMPSHIRE SUPPORTING PEOPLEPERFORMANCE WORKBOOK

Information on the Additional Performance Indicators and Information Gathering Questions in Quarterly Performance Indicator Workbooks and the Annual Return in Respect of Outcomes for Long Term Services

from April 2012

Hampshire Supporting People Team

May 2012

Introduction

This guide provides details of the Local Performance Indicators (LPI) and serves as a guide to the:

Additional Quarter Pages in the Quarterly Performance Indicator Workbooks

and also to the

Annual Return in Respect of Outcomes from Long Term Services.

If you are completing a quarterly Performance Indicator Workbook, this guide should be read in conjunction with the Guidance for Completing the Hampshire Supporting People Performance Workbook. The whole of this guide is relevant to you if you are completing your Performance Indicator Workbook in respect of a short term service but only LPIs 1 – 35 are relevant to you if you are completing the Performance Indicator Workbook in respect of a long term service.

If you are completing the annual return sent to you in respect of outcomes from long term services only LPIs 36 – 57 are relevant to you.

It is essential that the performance workbook (or long term outcomes form) is completed accurately and that there is a clear understanding of the type of data required so this guide provides detail of the information required in the additional quarter pages in the performance workbook. For LPIs 36 – 57 some of this information has been taken from the old outcomes guidance issued by the Client Record Data Office at St Andrew’s University.The appendix at the end of this document (named Appendix F)has been produced by Sitra and provides some examples of what might be looked at in respect of needs and outcomes (the outcome numbers referred to are the SP Outcome Framework numbers rather than our LPI numbers but as the names are very similar it should be possible for you to determine what advice goes with which indicator).

We have shown in the workbooks who each indicator should be completed in respect of (shown in green in each section).

There are also embedded error messages in the workbook that will only appear if something is entered incorrectly. For example, if you have stated that only 12 clients have a need in respect of maximising their income and you attempted to enter 13 clients having that need met, an error message will appear in red type to warn you that you have entered an incorrect number.

This guide includes an explanation for each indicator to show why we in the Supporting People (SP) team are collecting the data.

It should be remembered that from time to time SP will need to audit the data submitted and it is essential that good records are kept and that all the relevant evidence is available.

When completing the LPIs in respect of the outcomes for clients it should be remembered that the support plans used during the client’s time with the service should be clear as to the progress and outcomes achieved in relation to each identified support need and the outcome reported needs to be reflective of those support plans, the views of the user and the provider as to whether that support need was met.

If you are completing the quarterly Performance Indicator Workbook, some of the information in the additional quarter page will auto fill from data you have entered in the main quarter page so it is important to complete the main quarter page prior to the additional quarter page.

When you look at the additional quarter page you will only see the indicators that are applicable to the main client group of your service and you will need to enter data as detailed below into each of the yellow fields shown.

You will note that you can select to view the page with all indicators showing or just relevant indicators showing. This guide has been written to describe what the page will look like with all indicators showing.

If you select the option to just see relevant indicators you will still be able to use this guide to find out what you need to enter as the guide details carefully which fields are auto filled and which need to have a value entered into them.

It should be noted that if you select the option to see all indicators, you need to scroll down through the page as there may be some blank parts as not all indicators will be applicable to your service. When you reach a line that has PI Summary printed in blue you have reached the end of the page.

If you are completing the annual return in respect of outcomes from long term services the only thing that will have auto filled is the number of clients that your sample of clients should be including. Details of how to establish your sample are set out below:

Sampling Approach

Hampshire County Council will use a sampling approach which will collect outcomes information from a sample of alllong term service users once a year on a snapshot basis.

The sample will be 10%of service users who are older people and 50% of all other service users.

The SP team will send the annual form to you at the beginning of quarter 4 (after you have submitted your quarter 3 Performance Indicator Workbook and you will be advised of the date by which it has to be returned (this will be shortly before the end of the fourth quarter).

You can collect the information about your sample at any point during the year that is convenient for you (eg. to fit in with your support plans if necessary) but you will be asked to submit the information to us during the fourth quarter of the year.

To select your sample

For older person services:

Make a list or print off a list of all your household units in your service. Mark the first household unit on the list and then every 10thhousehold unit after that on the list. So, for example, where a service has a capacity of 25household units, you would include unit 1, unit 11 and unit 21. Where a household unit includedin the sample list has more than one service user in it (in the case of families or couples), thenyou should include the outcomes data for only one of the adult service users in the annual return.

Please note ‘household unit’ does not refer to households where various unrelated people share accommodation, i.e. shared housing, each individual should be treated as a ‘household unit’.

If you have fewer than 10 household units then you should complete the annual Outcomes Form in respect of thefirst household unit on the list.

This is your sample for the period 1st April 2011 –31st March 2012.

For all other services:

Make a list or print off a list of all your household units in the service.Mark the first household unit and then every 2nd householdunit after that on the list. So, for example, where a service has a capacity of 10 household units,you would include unit 1, unit 3, unit 5, unit 7 and unit 9.

Where a household unit includedin the sample list has more than one service user in it (in the case of families or couples), thenyou should include the outcomes data for only one of the adult service users in the annual return.

Please note ‘household unit’ does not refer to households where various unrelated people shareaccommodation, i.e. shared housing, each individual should be treated as a ‘household unit’.

If you have only one household unit then you should complete the annual Outcomes Form in respect of that service user.

This is your sample for the period 1st April 2012–31st March 2013.

The Indicators

LPI 1 / Count of new clients during quarter
Complete in respect of / New clients
What is needed / All that needs to be entered into this field is the actual number of new clients that have commenced with your service during this quarter. If there are no new clients you need to leave the field blank.
Make sure all new clients are counted. If a client has started and left within the quarter, they must still be counted here as a new client.
Please note that even if the client has been with you before they must still be counted as new if they have left the service and then returned
Reason for collecting / Several other indicators will be measured as a percentage of new clients rather than all clients so by asking for the number of new clients here, the number can be auto filled to other indicators.
LPI 2 – LPI 4 - Not currently in use
LPI 5 / Details of referrals to short term floating support services
Complete in respect of / All referrals to service during quarter
What is needed / In the first field you should enter the total number of referrals that were received to the short term floating support service during the quarter.
The second, third and fourth fields are in respect of the referrals that were unsuccessful (ie. The client did not start with your service)
In the second field the number of referrals that were unsuccessful due to your service being full at the time of referral should be entered.
In the third field the number of referrals that were unsuccessful due to them being inappropriate referrals should be entered.
In the fourth field enter the number of referrals that were unsuccessful due to your service not being able to support that particular individual.
Reason for collecting / To enable monitoring of demand for services, appropriateness of referrals to services and access to services.
LPI 6 / How many new clients are currently members of the armed forces community?
Complete in respect of / New clients
What is needed / The number of new clients in the quarter will auto fill into the field at the top from information you have provided for LPI 1. (If there were no new clients shown in LPI1 a hyphen will appear instead of a number.)
If any of these clients are currently members of the armed forces you need to enter them into the correct fields labelled Army, Navy and Air Force. (Eg if there are 10 new clients and one is currently serving in the Navy and two are in the Air Force, you would leave the Army field blank and enter 1 next to Navy and 2 next to Air Force. The 7 clients not currently in the armed forces do not get recorded in any of the fields.
(If there were no new clients shown in the first field you must leave these fields blank.)
Reason for collecting / Hampshire County Council is working closely with the Armed Forces and Ministry of Defence on projects which are aimed at improving the lives of those service personnel, their families and veterans who live in Hampshire.
In order to assess the need for Supporting People services and the effectiveness of referral routes we wish to monitor the number people in each of these groups accessing services. This will give us a greater understanding of the needs of the armed forces community and veterans, inform us of any improvements we need to make in our partnership working and very importantly provide an evidence base to inform the effective planning, prioritisation and delivery of better services to the Armed Forces Community.
LPI 7 / How many new clients were previously members of the armed forces community?
Complete in respect of / New clients
What is needed / The number of new clients in the quarter will auto fill into the field at the top from information you have provided for LPI 1. (If there were no new clients shown in LPI1 a hyphen will appear instead of a number.)
If any of these clients were previously members of the armed forces you need to enter them into the correct fields labelled Army, Navy and Air Force. (Eg if there are 10 new clients and one used to serve in the Navy and two used to serve in the Air Force, you would leave the Army field blank and enter 1 next to Navy and 2 next to Air Force. The 7 clients that have never been in the armed forces do not get recorded in any of the fields.
(If there were no new clients shown in the first field you must leave these fields blank.)
Reason for collecting / Hampshire County Council is working closely with the Armed Forces and Ministry of Defence on projects which are aimed at improving the lives of those service personnel, their families and veterans who live in Hampshire.
In order to assess the need for Supporting People services and the effectiveness of referral routes we wish to monitor the number people in each of these groups accessing services. This will give us a greater understanding of the needs of the armed forces community and veterans, inform us of any improvements we need to make in our partnership working and very importantly provide an evidence base to inform the effective planning, prioritisation and delivery of better services to the Armed Forces Community.
LPI 8 / How many new clients are spouse/partner/widow(er) of current members of the armed forces community?
Complete in respect of / New clients
What is needed / The number of new clients in the quarter will auto fill into the field at the top from information you have provided for LPI 1. (If there were no new clients shown in LPI1 a hyphen will appear instead of a number.)
If any of these clients are the spouse, partner or widow(er) of a current member of the armed forces you need to enter them into the correct fields labelled Army, Navy and Air Force. (Eg if there are 10 new clients and one is the spouse of someone currently service in the Army you would enter 1 next to Army and leave the Navy and Air Force fields blank. The 9 clients that are not the spouse, partner or widow(er) of a current member of the armed forces do not get recorded in any of the fields. (If there were no new clients shown in the first field you must leave these fields blank.)
Reason for collecting / Hampshire County Council is working closely with the Armed Forces and Ministry of Defence on projects which are aimed at improving the lives of those service personnel, their families and veterans who live in Hampshire.
In order to assess the need for Supporting People services and the effectiveness of referral routes we wish to monitor the number people in each of these groups accessing services. This will give us a greater understanding of the needs of the armed forces community and veterans, inform us of any improvements we need to make in our partnership working and very importantly provide an evidence base to inform the effective planning, prioritisation and delivery of better services to the Armed Forces Community.
LPI 9 / How many new clients are a son or daughter of current members of the armed forces community?
Complete in respect of / New clients
What is needed / The number of new clients in the quarter will auto fill into the field at the top from information you have provided for LPI 1. (If there were no new clients shown in LPI1 a hyphen will appear instead of a number.)
If any of these clients are the son or daughter of a current member of the armed forces you need to enter them into the correct fields labelled Army, Navy and Air Force. (Eg if there are 10 new clients and one is the son of someone currently service in the Army you would enter 1 next to Army and leave the Navy and Air Force fields blank. The 9 clients that are not the son or daughter of a current member of the armed forces do not get recorded in any of the fields. (If there were no new clients shown in the first field you must leave these fields blank.)
Please note that a client can only be classified as a son or daughter if they are under 25 years of age.
Reason for collecting / Hampshire County Council is working closely with the Armed Forces and Ministry of Defence on projects which are aimed at improving the lives of those service personnel, their families and veterans who live in Hampshire.
In order to assess the need for Supporting People services and the effectiveness of referral routes we wish to monitor the number people in each of these groups accessing services. This will give us a greater understanding of the needs of the armed forces community and veterans, inform us of any improvements we need to make in our partnership working and very importantly provide an evidence base to inform the effective planning, prioritisation and delivery of better services to the Armed Forces Community.
LPI 10 – LPI 13 Not currently in use
LPI 14 / Number of clients with an identified need in respect of drug problems
Complete in respect of / New clients
What is needed / The number of new clients in the quarter will auto fill into the field at the top from information you have provided for LPI 1. (If there were no new clients shown in LPI1 a hyphen will appear instead of a number.)