Project Initiation Document

Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 PROJECT INITIATION DOCUMENT Meaningful Short Break Opportunities for Disabled Children and their Families Draft: Yes Approved:Yes Author:Joyce Berry File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 1 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 Senior Users: Geraldine Greene – Hurdles Debbie Newall – Friends of Portage Project Director:Trish Dawson Project Number: Revision History Revision date Summary of Changes File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 2 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 19 AUG 05 21 OCT 05 First issue Second Issue Approvals This document requires the following approvals. (This will normally be the members of the Project Steering Group) Name Eleni Ioannides Signature Title Executive Director Children’s Services Date of Issue 05/09/05 Management Board Evan Boucher PCT / PEC Cllr Maggie Gibb Trish Dawson Geraldine Greene Jackie Stewart PCT Paul Cooke Member Sponsor Project Director Senior User Senior Supplier Project Assurance 05/09/05 05/09/05 05/09/05 05/09/05 05/09/05 Chief Executive PCT 05/09/05 Distribution This document has been distributed for information to: (This will normally be members of the project team or other interested parties) File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 3 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 Name Sue Earnshaw Title and Department Date of Issue/Revision Team Manager Children’s DisabilityTeam ( 21/ 10 / 05 CDT) Short Break Co-ordinator ( CDT) Manager Cambeck Close- PCT Business Support Manager (CDT) Project Manager Re:d Centre Bury Parent Partnership Informe EYDCP Bernie Garner Stuart Richardson Janice Cameron Karen Berry Liz Dyer Karen Robinson Sue Sykes Janice Eastwood Debbie Newall Gavin Emberton Kathy Hoyle Sarah Janusz Alan Darnell Friends of Portage Contracts Officer/ Children’s Services Consultation Liaison Officer Head of Procurement Policy and Research Officer File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 4 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 Project Initiation Document Purpose of Document The purpose of this document is to define the project, to form the basis for its management and the assessment of overall success. Background/Context The number of children with significant disability is increasing nationally and the subsequent rise in requests for support is putting pressure on existing services. Despite the implementation of several strategies in the past two years the demand for social care services for disabled children and their families continues to grow. It is important at this juncture that:  We review the services which Children’s Services and its partner agencies commission and provide for disabled children. We identify and describe the volume and level of need in Bury. We engage in full consultation with service users, disabled young people and their families, to redesign our services for the future.   Project Definition Project Objectives  To consult with service users, young people and parent/carers about the things that make most difference to their lives, the services that work for them and the ones that don’t and the types of service that would make a difference but aren’t available. To identify local need and publish up to date information. To raise awareness with service users and stakeholders of best national practice in the delivery of services for disabled children. To consult with specialist and mainstream service providers on alternative ways in which they could deliver new and innovative services in Bury based on local need.    File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 5 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document  Issue 2 Date: 21/10/05 To consult with families and stakeholders to produce revised and agreed criteria to enable fair access to services. To redesign services for disabled children in Bury involving families and young people in the design and in the final options selected . To agree locations for service delivery including services to be delivered from the Re:d Centre.. To promote clarity and understanding between users and providers of services for disabled children.    Project Scope  Short break/ leisure opportunity services for disabled children commissioned by Children’s Services, Bury MBC and by Bury Primary Care Trust ( PCT) to include the Voucher Scheme, Cambeck Close, Home from Home and the Re:d Centre. The capacity of local voluntary groups, external providers and local leisure and social opportunity providers to deliver services in partnership.   The policies and practices of Children’s Services as they relate to disabled children and young people to include assessment, eligibility and decision making. Project Deliverables and/or Desired Outcomes  Services for disabled children which meet the range of identified need in Bury, are approved of by service users and families and deliver quality with cost efficiency. Revised Commissioning Strategy for disabled children and their families. A published document which defines local need and describes the services we want to commission to meet those needs. Summary of national best practice short break services for disabled children. Analysis of quality services preferred by young people and families. Appraisal of options preferred by service users which meet needs. Revised service specifications and contracts.      File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 6 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document     Issue 2 Date: 21/10/05 A process by which service providers are selected as appropriate. Revised eligibility criteria. Transparent system for the allocation of resources eg a Panel Revised Short Break Opportunity Development Strategy. Constraints  Proposals must be formulated which can be funded from within the budgets allocated for the social care of disabled children ( Bury MBC/ Bury PCT) , Carers Grant (direct government grant) and any additional bid funding attracted by partner agencies. There is limited additional resource to support the project which will be run by prioritising staff time. The project aims to complete within six to nine months to enable contracts for newly configured services to be issued as soon after 1st April 2006 as is possible.   Interfaces   Disabled children and young people in Bury and their families. Council Departments/ Sections eg Leisure, Lifelong Learning ( Youth), Contracts & Commissioning, Procurement, Consultation Liaison, Legal. Early Years Development & Childcare Trust. Bury Primary Care Trust and Pennine Acute Hospital Trust. External agencies eg NCH, Brookvale, Crossroads, Reed, Easycare, Scotcare Local voluntary groups eg Hurdles, Friends of Portage, Bury Autism Parents Group, Gateway, Jigsaw etc.     File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 7 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 Initial Business Case In this service where demand continues to increase and pressure available resources we must:   Ensure that all services delivered match current local demand. Commission a range of cost efficient services for the future which provide the maximum number of short breaks possible. Ensure that services are of high quality and represent best practice. Stimulate innovative partnership practice in the voluntary and provider sector to further increase the volume of service available.   Quality Assurance The project team will refer to a range of professionals within the Council’s services to ensure quality in all the project’s processes and procedures.        Paul Cooke – Schools Organisation and Planning – Project planning procedure. Kathy Hoyle – Consultation Liaison Officer. Rebecca Heap – Performance Review Officer. Chief Execs. Sarah Janusz – Procurement Gavin Emberton – Contracts & Commissioning. Alan Darnell – Policy and Research Kevin Delaney – Publicity Project Organisation Structure e.g. Reporting to: File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 8 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05   Bury MBC Management Board/ Executive Bury PCT Management Team/ PEC Executive Director : Children’s Services – Eleni Ioannides. Chief Executive : PCT – Evan Boucher.   Project Steering Group:      Cllr. Maggie Gibb ( Member Sponsor) Director of Inclusion & Healthcare – Trish Dawson ( Project Director) Geraldine Greene ( Senior User) Service Director Learning Disabilities - Jackie Stewart( Senior Provider) Head of School Organisation/ Planning – Paul Cooke (Project Assurance) Project Team:            Head of SEN/ Disability – Joyce Berry ( Project Manager) Team Manager Children’s Disability Team ( CDT)– Sue Earnshaw Short Break Co-ordinator( CDT) – Bernie Garner Manager Cambeck Close- Stuart Richardson Manager Re:d Centre Project – Karen Berry Business Support Manager SEN/ Disability Service – Janice Cameron. Research Assistant – Dimitra Nikoloudaki Karen Robinson – Informe Disability Database Co-ordinator Liz Dyer – Bury Parent Partnership Geraldine Greene – Parent Rep. Debbie Newall- Parent Rep. File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 9 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document  Issue 2 Date: 21/10/05 Sue Sykes/ Lynn Rigby/ Janice Eastwood - EYDCP See Bury’s Project Management Handbook for a description of the roles. Communications Plan Project Monitoring reports will be produced every 6 weeks. 21st October, 28th November 2005, 9th January, 20th February 2006. Project closure report 3rd April 2006. Circulation to all individuals and groups referenced in this document. Information online at www.bury.gov.uk Information in Re:d Centre and Informe newsletters. Local press. Meetings Sept – Mid October 2005 Project Team and Parent group - 2 weekly. Project Steering Group 4 weekly Meetings Mid October 2005– March 2006 All groups – 4 weekly Consultation groups as per plan. File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 10 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 Initial Project Plan Detailed Microsoft Project Plan to be developed in the first phase of the project. Outline Plan 5/9/05 Key Milestone 1- Approval of Initial PID. 19/9/05 Consultation events planned and venues booked. 17/10/05 Commissioning Information Produced Project Plan produced on Microsoft Project 2002 21/10/05 Monitoring Report Key Milestone 2 –Parent/ Carer consultation commences. 7/11/05 28/11/05 5/12/05 Summary of best practice completed. Monitoring report. Consultation with families, young people and stakeholders to develop options completed. 19/12/05 17/01/06 Key Milestone 3 - Report presenting outcomes of consultation. Option Menus developed 13/2/06 Consultation on Option Menus with families and stakeholders completed. 27/2/06 Key Milestone 4 – Report for approval. Preferred options with reasons. Draft service specifications drawn up. Procurement strategy agreed. File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 11 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 20/3/06 Short Break Opportunity Strategy- Action Plan revised. 3/4/06 Key Milestone 5 .Project closure report. Initial Risk Log This information is normally best represented in a table for ease of reference. It should be kept up to date for the life of the project. Log Number Descripti on Likelihood Impact Countermeasure (s) Responsibility Assigned to Date last reviewed 1 Time slippage Possible. Proposed timeframe is tight. All staff involved in project will carry usual roles and resps. As well as project work. Not in a position to issue all new contracts on 1/4/06 Cost to the Council of continuing existing service contracts into 2006/07 Some services will have existing contracts which can be extended. Additional research and admin staff in first 4 months a possibility. Project Manager File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 12 of 13 Meaningful Short Break Opportunities for Disabled Children and their Families. Project Initiation Document Issue 2 Date: 21/10/05 Once this PID has been approved is becomes the ongoing project plan. It may need to be reissued at the beginning of the next major stage to give more detailed information about The Project Steering Group will advise you about the need to produce an updated PID. File/path name: D:\Docstoc\Working\pdf\74752978-ad93-4818-9e05-ffdc30d22bab.rtf Page 13 of 13