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									ANNEX A TO HOME OFFICE CIRCULAR 14/2002

FUNDING TO CRIME AND DISORDER REDUCTION PARTNERSHIPS

PROGRAMME MANAGEMENT GUIDANCE Communities Against Drugs Programme, Safer Communities Initiative and Small Retailers Scheme

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Introduction
What is the purpose of this guidance? This provides administrative guidance for Crime and Disorder Partnerships and Drug Action Teams on the Safer Communities Initiative (SCI), the Communities Against Drugs programme (CAD),and the Small Retailers in Deprived Areas (SRDA) initiative. This will be developed in the future to include other crime reduction programmes. The guidance is intended to provide a single coherent framework for Home Office crime reduction funding streams. It outlines a single administrative and reporting structure to allow Partnerships to maximise the cross cutting nature of funding streams, when planning activity and delivering programmes of work . Partnerships should read this guidance alongside the Home Office circulars and other documentation relating to the above programmes. Both Communities Against Drugs and the Safer Communities Initiative share the same outcomes, but the Home Office Circulars set out the purposes of the funding streams and the delivery objectives associated with individual programmes. What is expected of Partnerships? This guidance marks a shift away from the bidding focused, individual project based approach of the Crime Reduction Programme. Communities Against Drugs and the Safer Communities Initiative expect Partnerships to develop a coherent plan of activity which will embrace a number of complementary interventions meeting the outcomes listed below. Partnerships will be expected to deliver, and manage, a programme of interventions. The Small Retailers in Deprived Areas initiative is more specific in that funding provided in this initiative is to enable small retailers and businesses providing essential services to improve their security and so provide safe and attractive local shopping amenities particularly to those people who cannot travel. These programmes will also complement mainstream activity, and other funding strategies including Neighbourhood Renewal, as well as mainstream activity delivered by the Local Authorities, the Police, DATs etc.

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Are you merging the Communities Against Drugs and Safer Communities funding streams? No, funding will remain ring fenced for Communities Against Drugs. This guidance is designed to help to align Partnerships’ funding more closely so that the complementary nature of funding to Partnerships can be better exploited through joint planning, programme delivery and reporting so that we can deliver on our outcomes. We also want to simplify reporting procedures for Partnerships across programmes. What about the Small Retailers in Deprived Areas funding? This funding is also ringfenced. Regional allocations for 2002/03 and 2003/04 have already been announced and Regional Crime Reduction Directors have discretion to allocate this to participating Partnerships. How is the guidance organised? The guidance takes Partnerships through the programme process: Stage 1: Developing a Plan – Partnerships plan a programme of activity Stage 2: Quality Assuring Partnerships’ plans – The Home Office Team in the government offices (Crime Reduction Teams and DPAS) check the quality of Partnerships’ plans and release funds to Partnerships. Where appropriate Project Boards are also consulted. Stage 3: Delivery – in year programme monitoring and reporting by Partnerships Stage 4: Delivery – Partnerships provide an end of year report on activity. This is a new requirement for Partnerships taking part in the SDRA activity, and was not mandatory for year one of the scheme.

Does the guidance also provide technical and professional advice? No, the focus of this guidance note is more administrative. Technical advice can be found on the Crime Reduction Website (www crimereduction.gov.uk) and the Drugs Website at (www.drugs.gov.uk), as well as the Home Office Teams in the Government Offices and the National Assembly in Wales.

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Stage One – Planning Activity What do we expect from Partnerships at this stage? We are asking Partnerships to develop a costed plan setting out their programmes of funded activity. We see these as programmes of work as representing a number of complementary interventions (projects) working to achieve a set of clearly defined outcomes. These programmes will also complement and supplement other spending plans like Neighbourhood Renewal and the DAT plan, and will share the same outcomes. The activity will also work alongside mainstream activity, for example police operations. Partnerships will need to consider the activity going on in neighbouring areas and across the region to assess the potential for cross border or regional projects and to prevent duplication and the implementation of projects which undermine each other at a local level. How do we expect Partnerships to build their activity plans? There are a number of building blocks, at different levels, which Partnerships will need to put in place for their programmes. It may be helpful to set these out. Outcomes: A focus on the overall results, which the funding is seeking to achieve, through Crime and Disorder Reduction Partnerships. The relevant outcomes will be related to the Government’s Crime Reduction Strategy, may also include the Anti-Drugs Strategy and Neighbourhood Renewal Strategy. The outcomes that apply to the individual programmes are set out in the relevant Home Office Circular. Objectives: Having considered the desired outcomes, Partnerships translate these into clear objectives for their strategy. These may be set for Partnerships as part of the funding stream. For example, Communities Against Drugs sets Partnerships three objectives: to disrupt drugs markets, tackle drug related crime and strengthen communities to resist drugs problems. Interventions: These are the projects or actions which translate the desired outcomes and objectives into action on the ground. Typically, Partnerships’ plans will embrace a number of complementary projects all working towards achieving the desired outcomes. Partnerships will be considering the resources and time being put into the individual projects (the inputs) and what gets done (the outputs), as well as the impact that they would expect individual projects to have (the outcomes). Partnerships must also consider the necessary project management support required to deliver both the programme of activity and individual projects.

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What will the role of the Home Office Team in the Government Offices (DPAS and Crime Reduction Teams), and the National Assembly of Wales, be during this process? The Teams will be available to assist Partnerships undertake this process and can provide support in the production of their plans. Crime Reduction Teams (CRT) in government offices and the National Assembly of Wales are responsible for the overall management, monitoring, finance and administration of CAD, SCI and SRDA. Any queries regarding these areas including claiming funding, altering plans etc should be addressed in the first instance to the regional CRT. DPAS work closely with the CRT in the government office and will be providing expert technical advice and expertise to Partnerships particularly with regard to CAD, but also where necessary on other programmes. They will similarly be quality assuring plans from a technical viewpoint and assisting the CRT with monitoring drugs interventions within programmes of work. What are the key areas Partnerships’ plans must cover? Partnerships must undertake a strategic problem solving analysis of the problems in their area, and identify an appropriate set out of interventions based on best practice, consulting with the community and other key stakeholders as necessary. What information is required from Partnerships? Partnerships will complete the planning template attached at Appendix 1. We have tried to keep the paperwork to a minimum. The planning document sets out the expected outcomes from the programme of activity together with details of the interventions which Partnerships will be managing. This needs to be accompanied by some text explaining the process and rationale behind the plan. This should set out what the problem is that the interventions will address, how they will achieve the predicted outcome, what the evidence base is for the choice of interventions and how they will work alongside existing programmes/services. It is good practice to set out which agency or individual will be responsible for delivering on a particular intervention, enabling considerations of organisational and individual capacity to be considered at the same time.

Will deadlines be set? The Crime Reduction Team in the Government Office and the National Assembly for Wales will be in contact with you separately to agree a deadline for the completion of a draft plan and a final agreed plan.

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Stage Two – Quality Assurance of Partnerships’ Plans

What does this stage cover? The Home Office Team will make a formal assessment of the quality of the Partnership’s activity plan (although of course the Home Office Team will have been working alongside, supporting, the Partnership in the production of the plan). Once this check has been completed satisfactorily, activity can get underway and funding can be claimed. How will this check work? The Partnership will produce a draft plan which the Home Office Team will check before the final plan is developed. More detail on the stages of the check is set out in the relevant Home Office circular. Why the need for this check, if the Home Office Team have seen the plan before? The team will have been working alongside the Partnership and we anticipate that in the vast majority of cases the plans will have been seen in draft form. The advice and support the Home Office team provides should ensure that few changes need to be suggested following the quality assurance process. Importantly, the quality assurance check should function as a constructive process of support and negotiation, not a hurdle for Partnerships to surmount. What will the quality assurance check comprise? The quality assurance is a check on the overall standard of Partnerships’ plans. The check focuses more on process rather than content based on the following checklist: previous year’s activity (where applicable) – progress and effectiveness. a systematic problem solving process has been adopted. consultation with stakeholders, including the community, in drawing up proposals. interventions have an evidence base. inputs, outputs and outcomes are clearly defined. performance measures and targets are set for activity. a robust framework for delivery exists (e.g. project and programme management capacity).

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programmes have data collection frameworks in place that can evidence outcomes and objectives. displays strong links to other crime reduction, and government, funding streams e.g. neighbourhood renewal. displays strong links to other local strategies eg, DAT plan For SRDA the procedure is slightly different. Regional Crime Reduction Teams make a qualitative check of proposals and submit a regional summary to the Home Office. The Project Board examines regional returns and makes a recommendation to Ministers. Partnerships should, however, still make use of the checklist above.

What happens if the Partnerships disagree with the quality assurance check? Should Partnerships disagree with any suggestions made there is a negotiation stage during which the Home Office Team will reassess the quality assured version of the plan and discuss areas of disagreement with those involved in an attempt to reach an agreement. What happens if no agreement can be reached? Should there still be no agreement the Home Office Team will refer the case to the Secretary of State. The areas of disagreement will be set out to the Secretary of State who will either approve the original plan and release the funding or confirm the decision made by the Home Office Team and withhold funding until agreement can be reached. Will the quality assurance process apply to SCI and CAD? The process will apply to SCI. Partnerships will be notified about the precise arrangements for the quality assurance of CAD plans separately. What if we need to alter our plan during the year? It is good practice to regularly review your plan with a view to addressing any areas which are not delivering. Should this review require you to make major strategic changes to the plan, you should discuss and agree any proposed changes with key partners before contacting the Crime Reduction Team setting our your proposals and the reason for the change. The team will consider the proposal and confirm if funding can be used in this way

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Stage 3 Delivery: Reporting and Monitoring What is the role of the Partnerships in managing and monitoring the programme? Partnerships, as a whole, are responsible for the overall management, implementation and effectiveness of the CAD/SCI/SRDA programme of activity in their area. As part of the planning process Partnerships will need to have identified both project and programme management structures. Does the Partnership need to undertake programme and project management itself? The Partnership remains accountable for the overall delivery of the programme. However, on a day to day basis the Partnership may delegate the project management to another organisation, as long as they retain oversight and the organisation reports regularly to the Partnership with regard to progress. What will the Home Office be monitoring? Largely, the Home Office will not be monitoring detailed progress on individual projects. Rather, the Home Office will be monitoring the overall CAD/SCI/SRDA programme to ensure that progress is being made and that it is delivering the intended outcomes. How will the programme be monitored by the Home Office? The reporting template attached at Appendix 2 sets out the format for the Partnership to report their progress against the plan. This form will be completed once a quarter and forwarded to the Crime Reduction Team. The report should reflect the Partnership’s progress in implementing the overall plan and its effectiveness. Significant detail on individual projects should be included by exception. The Crime Reduction Team will provide a separate Excel spreadsheet on which Partnerships can record their present and forecast expenditure. This should be submitted at the same time as the report form. CAD will also be monitored by the DAT and reported on to the Home Office through the normal DAT reporting template. The aim of the monitoring process is to identify where difficulties have arisen so that support can be provided to Partnerships in order to deliver their plan. Not a test for Partnerships to pass or fail. How will the Partnership claim the funding? Funding will be claimed by ‘in time’ for the quarter about to begin (or for the rest of the relevant quarter when funding is released). The reporting template at appendix 2 is also the claim form. Partnerships will need to attach a breakdown of the previous quarters expenditure and the forecast expenditure

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for the next quarter. The Crime Reduction Team reconcile the funding spent and claimed each quarter and issue the payment as required. What will happen if we need more funding/cannot spend the whole year’s allocation? If problems arise regarding the funding, the Partnership (or their nominated representative) should contact the Crime Reduction Team as quickly as possible, not wait for the end of the quarter report. The Team will consider how best to manage the situation and provide appropriate guidance. Who will be responsible for producing the report/monitoring how funding is spent? The Partnership are responsible for ensuring that appropriate monitoring and reporting mechanisms are put in place for their own purposes and for the production of the quarterly report to the Home Office. The Partnership can nominate an individual or organisation to produce the Home Office quarterly report, but they still retain the responsibility for its production, quality and timeliness.

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Frequently Asked Questions Can CAD funding be used to address problems associated with alcohol or other substance misuse? No, CAD is specifically designed to address the problems associated with the misuse of illicit drugs. However, some projects such as education programmes for example, have significant cross over into other substance misuse areas. This is admissible as long as projects are significantly weighted towards addressing illicit drug use. The CAD circular gives more detailed advice. What can SRDA funding be used for? Under SRDA, the justification for any particular scheme needs to be tied to retail crime, not to general undifferentiated crime reduction. Again the guidance on the SRDA gives more detailed advice. What is the difference between capital and revenue? Capital is usually spent on tangible assets such as IT equipment or office furniture, whilst revenue is usually spent on consumables and staff costs. Local authority finance officers will be able to give advice on specific cases. Why are you paying the money to the local authority? The local authority acts as the CDRP banker for CAD and the SCI. This does not mean that it is responsible for the use the funding. The Partnership must agree the plan and is responsible for the overall monitoring of the programme. Year one of SRDA demonstrated that the local authority also acts as banker under this scheme. Can we use the funding to keep an existing project going? CAD, SCI and SRDA funding is not intended to replace other mainstream or programme funding, but to provide an additional resource. However, there is nothing to prevent a project, which has been proven to be successful, from being continued or expanded. Do we need to provide evidence of spend when we submit our claim form? There is no need for Partnerships to produce receipts or copy invoices when claiming funding. The signature on the form is your assurance to the Home Office that the funding has been spent appropriately. The district auditor will also audit the scheme in due course.

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APPENDIX 1 Blanktown CAD Plan Breakdown: 2002-2003 a. Intervention
Supply/Demand 1. Community Policing Supply

b. Inputs
Fund one new police officer post - £30,000

c. Outputs
X days patrols 6 residents meetings attended 6 School talks completed Weekly visits made to schools to work with identified individuals

d. Revenue Cost
£25,000

e. Capital Cost
£5,000

f. Performance Measure/s
Increased resident satisfaction

g. Outcome
Reduction in fear of crime 5% Reduction in burglary 5% Reduction in drug users under 16

h. Timetable
April 2002-March 2003

2.

Youth Work Demand

Fund ½ LA youth worker - £15,000

£15,000

£0

Positive School/Youth Feedback Reduction in exclusions

Pilot: April 2002 – Oct 2002

3.

CCTV Supply Distraction Burglary Demand

4.

TOTALS

£40,000

£5,000

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Blanktown CAD Plan Breakdown: 2002-2003 a. Intervention
Supply/Demand 5. Community Policing Supply

b. Inputs
Fund one new police officer post - £30,000

c. Outputs
X days patrols 6 residents meetings attended 6 School talks completed Weekly visits made to schools to work with identified individuals

d. Revenue Cost
£25,000

e. Capital Cost
£5,000

f. Performance Measure/s
Increased resident satisfaction

g. Outcome
Reduction in fear of crime 5% Reduction in burglary 5% Reduction in drug users under 16

h. Timetable
April 2002-March 2003

6.

Youth Work Demand

Fund ½ LA youth worker - £15,000

£15,000

£0

Positive School/Youth Feedback Reduction in exclusions

Pilot: April 2002 – Oct 2002

7.

CCTV Supply Distraction Burglary Demand

8.

TOTALS

£40,000

£5,000

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APPENDIX 2

Communities Against Drugs & Safer Communities Initiative & Small Retailers in Deprived Areas Progress Report & Quarterly Grant Claim
A hard copy of the completed form should be sent to the Crime Reduction Team, Government Office within seven days of the end of the quarter.

Please complete alongside Excel spreadsheet, recording detailed financial information
Name of Partnership: Bristol

Name of Local Authority: Address: Name of person to whom enquiries about this form can be made: Name: : E-mail:

Report for period: (mark one box)

Q1 April to June

Q2 July to Sept

Q3 Oct to Dec

Q4 Jan to March

Part 1 - Quarterly Summary Activity Report

Report on progress against initiative plan as agreed by the Home Office in the current quarter. The report should be concise and respond to issues detailed below. Any additional material should be attached as Appendices and referred to in the report. Detailed financial information should be recorded on the Excel spreadsheet provided and e-mailed as indicated.

Summary Report on SCI/CAD/SRDA Outcomes
PERFORMANCE MEASURE Reduction in Burglary Reduction in Robbery Overall Reduction in crime TARGET 5% by April 04 2.5% by April 03 5% by April 04 STATUS Green Amber Green Robbery rates are rising. Reassessing project plan Other crime is falling COMMENT

Status should be indicated as follows: Red – Is unlikely to be being achieved Amber - In some danger, requires remedial action Green – On course to be achieved

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Summary Report on SCI/CAD/SRDA Plan
Action taken against Plan
(Provide bullet points of overall progress of plan)

Checks and Problems
(detail any unplanned issues or emerging problems, their possible impact and explain what action is being taken to resolve):

Part 2 - SCI/CAD/SRDA 14

Status Report Partnership: Bristol KEY MILESTONE Project: Car Crime in City Centre Hold first team meeting Set up project office Fifty cars recovered following theft 1/05/01 5/07/01 10/11/01 Green Amber Green Has been set up for 26/4/01 Having problems finding appropriate accommodation DUE DATE STATUS COMMENT

Project: Domestic Violence Project

Status should be indicated as follows: Red – Is unlikely to be being achieved Amber - In some danger, requires remedial action Green – On course to be achieved

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Part 3 - Quarterly Grant Claim
Partnership: Bristol Bank details
Name of Bank: Account Number: Sort Code: Please indicate if these are different from previous claims Address:

Claim Details Claim for Period: (mark one box):
A B Q1 April to June Q2 July to Sept Q3 Oct to Dec £ £ Capital £ CURRENT CLAIM for expenditure during this period: Revenue £ D Home Office grant still outstanding (a less b+c) £ Q4 Jan to March

Total Home Office grant allocated under initiative: Sum of Home Office grant already claimed in previous periods:

C

Certificate of Agreed Partnership Representative
I hereby make application on behalf of the Crime and Disorder Reduction Partnership for an exchequer contribution towards the expenditure detailed above. I certify that to the best of my knowledge and belief: a the information given on this form is correct; and that no other Exchequer specific grants or contributions have been or will be payable towards the expenditure in respect of which this claim is made; the expenditure has been incurred on the above initiative in accordance with the Home Office Conditions of Grant and agreed initiative plan; the grant claimed is within the expenditure limits for the initiative as described in the initiative plan agreed by the Home Office.

b c

Signature: Name:

Date: Position:

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