Regime Monitoring - PSO 7100 - Regime Monitoring - Guidance 2003-4 by pengtt

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									    Prison Service
        Order                         Regime Monitoring -
                                      Guidance Notes
          ORDER
         7100(RM)
                                      February 2007




Date of Issue/ amendment                      22/02/ 07 (Replaces Regime Monitoring Guidance Notes
                                              2003-04)

Issue Number                                  269



Paragraphs in italics are mandatory




Link to Printable version of:

               Suggested reporting point form

               Suggested reporting point input form (for PE / Chaplaincy etc)

               Suggested attendance log / register form, with facility to monitor interruptions

               Suggested interruptions form
PSO 7100 RM                                                                                Page 1




EXECUTIVE SUMMARY


STATEMENT OF PURPOSE


This PSO provides instructions and guidance on the collection of information about regime activity
delivered by prisons and time prisoners spend in purposeful activity.



DESIRED OUTCOME


To provide information and instructions on the Regime Monitoring System, used for complying data
for the Purposeful Activity KPT and for the Prison Service.



MANDATORY ACTIONS


This PSO contains a number of mandatory actions, which are highlighted in italics throughout the
text. Governing governors, Area Managers and Heads of Groups must ensure these are complied
with.


RESOURCE IMPLICATIONS


There are no immediate resource implications with this PSO.



 IMPLEMENTATION DATE:                       Immediate




 Ann Beasley
 Director of Finance                        Area/Operational Manager


FURTHER ADVICE OR INFORMATION ON THIS PSO OR THE SYSTEMS CONTAINED
WITHIN IT CAN BE SOUGHT FROM:
Planning Group: 020 7217 5502 or 020 7217 5536



Issue no. 269                                                                issue date 22/02/07
PSO 7100 RM                                                                      Page 2


Contents

1. INTRODUCTION AND SUMMARY (RMM)
1.1 Purpose (RMM)
1.2 Uses of Regime Monitoring (RMM)
1.3 Summary of principal mandatory elements (RMM RMC)
1.4 Monitoring (RMM)
1.5 Training (RMM)
2. DATA AND TIMING DEFINITIONS (RMM)
2.1 Overview (RMM)
2.2 Activity data and definitions (RMM)
2.3 Other activities monitored (RMM)
2.4 Timing issues and timetable for returns (RMM RMC)
2.5 Supplementary data definitions (RMM)
3. COLLECTING REGIME MONITORING DATA (RMM)
3.1 Data flows (RMM)
3.2 Planning activity levels (RMM)
3.3 Collecting activity data using the Regime Monitoring system (RMM RMC RP)
3.4 Monitoring interruptions to activity time(RMM RP)
3.5 Sampling Regime Activities (RMM)
3.6 Forms (RMM RMC RP)
4. REGIME MONITORING S ystem (RMC)
4.1 Introduction (RMC)
4.2 Input data (RMC)
4.3 Produce Transmission File (RMC)
4.4 Reports (RMC)
4.5 System Maintenance (RMC)
4.6 Year End Changeover (RMC)
4.7 Archive Functions (RMC)
4.8 Password Maintenance
4.9 Suggested weekly procedure (RMC)


4.10 Monitoring the Return of Files


Electronic Reporting Point System


Note:
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RMM = Regime monitoring manager

RMC = regime monitoring clerk

RP = reporting point

Purposeful Activity and Association Definition

(a) Purposeful activity - A time bound, measurable and recordable activity, which is structured
towards national accredited qualifications or where these are not available the activity has been
through the Effective Regimes Intervention process (PSO 4350) and signed off by the Area
Manager.

(b) Association - Encompasses tasks such as domestic routines, games, telephone calls, writing
letters, personal hygiene, canteen, hairdressers etc. Association time cannot be counted where
prisoners are offered association and decline

M 1.    INTRODUCTION AND SUMMARY

RMM 1.1         Purpose

1.1.1   This document provides instructions and guidance on the collection of information about
        regime activity delivered by prisons, including the time prisoners spend in purposeful
        activities. Changes have been made and previous versions should be destroyed. This
        revision provides details regarding the setting up and use of an electronic reporting point
        system in addition to the manual/paper system

RMM 1.2         Uses of Regime Monitoring

1.2.1           The Regime Monitoring system provides:

               Data required to complete results on the Purposeful activity KPT or the Prison
                Service.

               Governors, Local Managers, Area Managers and Directors with information to
                help monitor performance against targets.

               Information required to help evaluate the effectiveness regime activities.

                Information for reviews of allocation of work and activities including a full activity re-
                profiling.




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RMM RMC1.3             Summary of Principal Mandatory Elements

1.3.1       Prisons must collate weekly data about the purposeful activity hours and places that they
            provide for prisoners and enter this onto the Regime Monitoring system. The activities that
            prisons must monitor are listed in section 2.2.11 of this Order. Prisons must also send
            weekly data about association time and other key elements of its regimes, as set out in
            section 2.3 of this order.

1.3.2       Activity time for all prisoners in the prison must be recorded, including any regime ac tivity
            on healthcare, segregation wings or on temporary release. Correspondingly, all prisoners
            must be included and in the population figures entered on to the Regime Monitoring
            system. This includes prisoners on remand and in segregation units.

1.3.3       Prisons must record interruptions to purposeful activity sessions of half an hour or more,
            and ensure that returns sent to Headquarters do not include this time.

1.3.4       Prisons must return data by the weekly deadlines set out in this instruction using the
            Regime Monitoring system provided for the purpose. Planning Group must monitor the
            return of files to Headquarters and provide area offices with details of any files missing by
            deadlines.

1.3.5       Prisons must nominate a member of the senior management team to take overall
            responsibility for ensuring the effective operation of the Regime Monitoring system. A
            nominated Regime Monitoring clerk must be responsible for collating the prison‟s data,
            entering it on to the Regime Monitoring system and submitting the correct data files to
            Headquarters by specified deadlines.

1.3.6       Prisons must review planned activity hours and places at least once a year to ensure that
            all eligible time is recorded.

RMM 1.4            Monitoring

1.4.1       Collection of purposeful activity data will be subject to Standards Audit. The baselines used
            by Standards Audit are subject to regular review and are published in the KPI and KPT
            Data Quality Standard. A copy of the current standard should be available in each
            establishment but it is also available on the intranet. It is recommended that establishments
            conduct a regular self-audit of internal systems for collecting and reporting data against the
            prevailing baselines to give ongoing assurance of the quality of the data submitted.

RMM 1.5     Training
     Training Services run a Regime Monitoring system-training course. The course is intended
     for Regime Monitoring Clerks and managers of Regime Monitoring. Please contact
     Training Group at Newbold Revel for current details and availability.

DAT A AND TIMING DEFINITIONS

RMM 2.1             Overview

2.1.1 There are two types of data on the Regime Monitoring system:

            Activity data: actual and planned
            Supplementary data, including population and receptions
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RMM 2.2      Activity Data and Definition
2.2.1 Prisons should only record activity periods that last for fifteen minutes or more.

2.2.2   Prisons must monitor activity time on the basis of when the activity actually starts to when
        the activity ends. It must not, for example, include time spent transferring prisoners to and
        from the activity location. Where a prisoner is given temporary release to work
        establishments must count the hours worked but not include travel time.

2.2.3   Activities undertaken while on temporary release licence must be monitored. The time must
        be reported on the system against the activity that the prisoner did while on temporary
        release. For example if a prisoner is released on temporary licence to attend a community
        college, the time must be entered against an appropriate “education” heading on the
        Regime Monitoring system. Time on resettlement leave, compassionate licence, earned
        community visits, and other forms of temporary release that did not involve a specific
        activity should be counted against the category "family / social".

2.2.4   Time on resettlement leave, or other temporary releases involving an overnight stay, must
        only be claimed to a maximum of 8 hours per day. This limit is set to avoid instances of
        prisons claiming 24 hours purposeful activity for prisoners on resettlement leave.

2.2.5   Activity time for all prisoners in the prison must be monitored, including any regime activity
        on healthcare or segregation wings. Correspondingly, all prisoners must be included in the
        population figures and entered on to the Regime Monitoring system.

2.2.6   Planned activity hours and places are the levels of activity that prisons aim to provide for
        prisoners.

        The table at section 2.2.11 lists the general activity groups that are regarded as
        “purposeful” and prisons must ensure that, where relevant, the time prisoners spend in any
        of these activities are included in their returns. The table includes examples of the
        particular activities that may fall under the general headings. The list of examples is not
        definitive and may not include all of the specific activities provided at particular prisons.

        Activities are grouped together under four general headings of “Education”, “Work”,
        “Resettlement “ and “Other Purposeful Activity”. Planning Group will use these general
        groupings when responding to Parliamentary Questions or general queries, which ask for
        example, for the total time spent in “work”.

2.2.9   For more detailed instructions about how to enter data on to the Regime Monitoring system,
        see section 4.2.

RMM 2.2.10 Contacts

        Robert Vahey 0207 217 5882 or Sarah Webb 0207 217 5536




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ACTIVITY GROUP               ACTIVITIES INCLUDE:
EDUCATION
Induction Assessment        Basic skills screening assessments, Information Advice & Guidance
                            (IAG), group sessions, individual interviews and induction to the
                            education department
Basic and Key Skills up to Any education categories can include time spent in private study when
Level 2                     linked to an educational course when this can be confirmed and
                            recorded to provide an audit trail.
Education leading to Education activity where prisoners are working towards a Qualification
accreditation               recognised by the Qualification Curriculum Authority (QCA) (but
                            excluding education leading to basic skills qualifications) Can include
                            time spent in private study as above.
Skills training leading to Vocational training courses working towards QCA recognised
recognised         national qualifications. Can include time spent in private study as above. For
accreditation               example: industrial cleaning, catering, motor mechanics, office skills,
                            hairdressing, painting and decorating, electrical installation, plastering,
                            bricklaying, Information & Computer Technology (ICT)
Physical Education          Type 1 - PE where Physical Education Officers teach and supervise
                            prisoners and deliver training QCA recognised qualifications.

                             Type 2 - Physical Education Officers supervise sporting and athletic
                             activities that do not lead to qualifications.
Other education              Education activities not recorded elsewhere, e.g. recreational evening
                             and/or weekend classes, and classes held in the library and library
                             use.
WORK
Prison Maintenance Work      Support to work staff around the prison.
Wing cleaning work           Cleaning work on wings/house blocks (not including cell cleaning)
Other prison cleaning,       Type 1 (paid) - Cleaning and orderly work around the prison other than
orderly work                 on domestic wings/house blocks. e.g. Hospital unit, yard party.

                             Type 2 (non paid) - Cell cleaning only where the activity is timetabled,
                             structured, monitored, supervised, recorded & auditable)
PES Workshops                Employment in production workshops such as engineering, woodwork,
                             plastics, textile, tailors, laundries, assembly work.
Non PES Workshops            Commercial work, contract services etc.
Agricultural Business        Employment on prison farms, including distribution centres and
                             horticultural activities.
Gardens Amenity              Employment on prison gardens.
Kitchen                      Preparation of food in prison kitchens, and staff facilities.
Other occupations            Employment not categorised elsewhere. For example: Orderlies,
                             clothing exchange store workers, administrative clerks, barbers,
                             charity workshops. hotplate / serveries, paid community work and
                             recycling.

RESETTLEMENT
Induction                    Prison induction courses, and interviews
Maintaining safe and         Primary objective of activity relates to institutional behaviour. For
secure environment           example: suicide awareness, anti bullying and prison listeners
Sentence        planning,     Self explanatory
OASys, parole interviews,
other assessments with
the prisoner
Accredited     Offending     KPI accredited courses.
Behaviour Programmes

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(OBPs)
Non accredited Offending Any other programmes not categorised elsewhere.
Behaviour Programmes
(OBPs)
Tackling         substance Interviews, assessments, individual or grouped drug or alcohol
abuse                       programmes. Including CARATS assessments, drug awareness,
                            voluntary drug testing, but NOT mandatory drug testing time.
IDPR                        Prisoner development and pre-release training.
Other             offending Probation, personal officer, PLU officer work. Job club and other
behaviour              and employment advice. Accommodation advice or information. Specialist
resettlement activities not work, including probation or CAB.
covered elsewhere
Family, social              Visits but not including use of pin phones
Resettlement Licence        Paid employment and community work, actual hours worked only as
                            per licence conditions stated in PSO6300.
OTHER PURPOSEFUL ACTIVITY
Health education clinics Including well man / woman clinics, cancer awareness but NOT
and promotion               including medical treatment.
Voluntary Work              Including external agencies not covered elsewhere (eg APEX, CSV).
Other facility licence not Self explanatory.
covered elsewhere
Chaplaincy                  All religious activities including services, classes, pastoral work and
                            organised prayers.
Recreational       sporting Activities organised in addition to the establishment PE programme
activities                  and supervised by non-PE staff.

RMM 2.3      Other Activities Monitored
2.3.1 Prisons must monitor the time that prisoners spend on association and the time that
      prisoners spend at court. This is not counted as purposeful activity.

Association                  Time spent unlocked and able to participate in recreational, domestic
                             or leisure activities, including mealtimes taken in association, but
                             excluding purposeful activities.
Court activity               Time visiting court (external or via video link)


2.3.2   The following activities and events must not be counted as purposeful activity:
                Exercise
                Association and domestic activity
                Medical treatment
                Mandatory drug testing
                Solicitor/legal visits
                Time visiting court (external or via video link)

RMM RMC 2.4            Timing Issues and Timetable for Returns

2.4.1   The Regime Monitoring week begins on a Sunday and runs to the following Saturday.

2.4.2   Each week has a week number associated with it. Each week is identified as "week
        commencing...." and activities should be recorded on the system against the week in which
        they take place, as listed below



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PSO 7100 RM                                                                                 Page 8

       Establishments must collate weekly returns and ensure that all weeks within the month are
       returned to Planning Group by the deadlines specified below.
Regime Monitoring: Timetable of Returns

REPORTING             REGIME MONITORING                  Deadline for PSIMOn and Regime
PERIOD                WEEKS                              Monitoring data (from both
                      REQUIRED (weeks beginning)         establishments and HQ groups) to be
                                                         entered, validated, and received.
APRIL 2006            2 APRIL 2006 (1)                   FRIDAY 5 MAY 2006
                      9 APRIL 2006 (2)
                      16 APRIL 2006 (3)
                      23 APRIL 2006 (4)
                      30 APRIL 2006 (5)
MAY 2006              7 MAY 2006 (6)                     FRIDAY 9 JUNE 2006
                      14 MAY 2006 (7)
                      21 MAY 2006 (8)
                      28 MAY 2003 (9)
JUNE 2006             4 JUNE 2006 (10)                   FRIDAY 07 JULY 2006
                      11 JUNE 2006 (11)
                      18 JUNE 2006 (12)
                      25 JUNE 2006 (13)
JULY 2006             2 JULY 2006 (14)                   FRIDAY 11 A UG 2006
                      9 JULY 2006 (15)
                      16 JULY 2006 (16)
                      23 JULY 2006 (17)
                      30 JULY 2006 (18)
AUGUS T 2006          6 AUGUS T 2006 (19)                FRIDAY 8 SEP T 2006
                      13 AUGUS T 2006 (20)
                      20 AUGUS T 2006 (21)
                      27 AUGUS T 2006 (22)
SEPTEMBER 2006        3 SEPTEMBER 2006 (23)              FRIDAY 6 OCT 2006
                      10 SEPTEMBE R 2006 (24)
                      17 SEPTEMBE R 2006 (25)
                      24 SEPTEMBE R 2006 (26)
OCTOBER 2006          1 OCTOBER 2006 (27)                FRIDAY 10 NOV 2006
                      8 OCTOBER 2006 (28)
                      15 OCTOBE R 2006 (29)
                      22 OCTOBE R 2006 (30)
                      29 OCTOBE R 2006 (31)
NOVEMBER 2006         5 NOVEMBER 2006 (32)               FRIDAY 8 DE C 2006
                      12 NOVEMBER 2006 (33)
                      19 NOVEMBER 2006 (34)
                      26 NOVEMBER 2006 (35)
DECEMBE R 2006        3 DECEMBE R 2006 (36)              FRIDAY 5 JA N 2007
                      10 DE CEMBER 2006 (37)
                      17 DE CEMBER 2006 (38)
                      24 DE CEMBER 2006 (39)
                      31 DE CEMBER 2006 (40)
JANUARY 2007          7 JANUARY 2007 (41)                FRIDAY 9 FEB 2007
                      14 JA NUA RY 2007 (42)
                      21 JA NUA RY 2007 (43)
                      28 JA NUA RY 2007 (44)
FEBRUA RY 2007        4 FEBRUA RY 2007 (45)              FRIDAY 9 MAR 2007
                      11 FEBRUARY 2007 (46)
                      18 FEBRUARY 2007 (47)
                      25 FEBRUARY 2007 (48)
MARCH 2007            4 MARCH 2007 (49)                  FRIDAY 6 APRIL 2007
                      11 MARCH 2007 (50)
                      18 MARCH 2007 (51)
                      25 MARCH 2007 (52)

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RMM 2.5      Supplementary Data Definitions
2.5.1 Prisons must collate the following supplementary data each week so that the data can be
      transmitted to Headquarters:
             Average population
             Highest unlocking
             Number of new prisoners
             Time unlocked weekdays
             Time unlocked weekends.

2.5.2   Average population: The average population across the week for the sub-establishment
        (see section 3.1.2 on sub establishments). Data should be taken from LIDS. Sub-
        establishment population will be equal to the unlocking figure plus authorised absentees
        (the prisoner has a place in prison but is out of the prison overnight). The average
        population figure for the week will be calculated by adding together the daily figures for the
        week, and then dividing by seven. The sum of sub-establishment populations must equal
        the total population for the prison.

2.5.3   Highest unlock: The highest unlock figure recorded on LIDS for that sub-establishment
        during the week.

2.5.4   Number of new prisoners: The number of prisoners that the prison receives during the
        week. This figure must include prisoners that the prison receives from Courts, from the
        Immigration Service and from other prisons. It must not include transfers between sub-
        establishments in the same prison except where a remand prisoner is taken to court,
        receives a sentence, and is taken back for part of their sentence to the prison where s/he
        was on remand. If a prison is unable to identify separately the number of new prisoners /
        receptions to each of their sub-establishments, it is acceptable for the prison to combine all
        receptions data for all sub-establishments under just one of their sub-establishments.

2.5.6   Time unlocked - weekday: The average of the actual number of hours that prisoners in
        the sub-establishment are unlocked on weekdays. Please refer to PSO 7100 Key
        Performance Indicators, Key Performance Targets and additional measures for examples
        of how to calculate the average time unlocked.

2.5.7   Time unlocked - weekend: The average of the actual number of hours that prisoners in
        the sub-establishment are unlocked on weekends.

2.5.8   Prisons may wish to collect additional information for local use, although this is not required
        in Headquarters. Examples of these can be seen in the Other Indicators and Completed
        Routines section in the Supplementary Data screens.

2.5.9   Please note that although it is optional for prisons to collect information as in 2.5.8 above
        under the “Enter supplementary data” section, prisons must ensure that they record any
        time prisoners spend in activities that can be recorded in the “input data” section.

2.5.10 A suggested weekly procedure is set out in section 4.9.




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3.       COLLECTING REGIME MONITORING DAT A

RMM 3.1         Data flows

3.1.1    The tree diagram below shows the reporting structure of the Regime Monitoring system.


                         PLANNING GROUP
                         central collation                                  Headquarters



                                PRISON
                               eg Brixton                                   Prison




          SUB-ESTABLISHMENT             SUB-ESTABLISHMENT                 Sub-establishments
                                                                          ie distinct function
          eg adult sentenced            eg adult remand
                                                                          within prison



                                                                            30 Purposeful
                                        ACTIVITY
                                                                            activity catogories
                                        eg Education                        plus Association and
                                                                            Court visits

                                                Reporting Point 1
                                                eg education class 1
                                                                            Reporting
                                                                            points: up to 99
                                                Reporting Point 2           for every active
                                                eg education class 2        category



                                                Reporting Point 3
                                                eg education class 3




3.1.2.   Prisons can set up separate “sub establishments" on the Regime Monitoring system to
         monitor distinct and exclusive regimes within the main prison, for example sentenced and
         remand wings can be set up as sub-establishments and monitored separately. This might
         be particularly useful for prisons with a mixed juvenile population or remands, VP‟s etc.
         This will provide a more sensitive picture of activity levels in prisons with various and
         distinct functions. If you choose not to set up multiple sub-establishments, the system will
         prompt you to enter only one, which you should call "Main", to capture total volumes and
         activity for the entire site.




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PSO 7100 RM                                                                                       Page 11

RMM 3.2         Planning Activity Levels

3.2.1   The regime monitoring system enables local managers and headquarters to monitor
        delivery of regime activities against baseline plans.

3.2.2   As part of the annual planning system, indicative budgets will be notified and
        establishments will be invited, usually around August / September, to forecast their
        performance against a number of key output targets. These forecasts will be agreed with
        Area Managers and ROMs and refined as part of the business planning process to become
        performance targets agreed in the Service Delivery Agreement for the prison.

3.2.3   In setting a purposeful activity target, establishments should benchmark their current
        performance against that of other, similar establishments. Performance information to
        inform this process is available on the monthly function report, the monthly comparator
        report, or in more detail from Planning Group.

3.2.4   It is good practice to undertake a regular fundamental, bottom-up planning approach to
        determine the level of purposeful activity that could be delivered.

        Using the list of “purposeful” activities at 2.2.11 as a checklist, identify all of the purposeful
        activities delivered in the establishment. Identify the desired and appropriate sub-
        establishments.

        For each sub-establishment, identify and chart all appropriate reporting points, that is any
        area within the chosen sub-establishment that delivers any activity that is regarded as
        “purposeful”.

        Agree with each reporting point the potential number of prisoners and total hours of activity
        that could be accommodated, for example in each workshop or classroom. Volumes and
        activity levels should be set based on expected population and staffing levels, available
        finance, productivity and health and safety regulations to produce a gross weekly figure for
        purposeful activity hours.

        In order to achieve a realistic and achievable figure for of purposeful hours managers will
        need to use their local knowledge to adjust these gross figures to produce a net figure that
        takes account over a fifty two week period non effective time caused by annual leave,
        training etc. The activity profile for the establishment should therefore show both gross and
        net achievable hours.

        Enter the planned gross figures agreed with each reporting point into the Regime
        Monitoring system and use the report facility on the system to monitor performance against
        plan at each level.

        Good management practice would suggest that feedback be given on performance to each
        reporting point. Consider providing monthly charts or graphs to promote greater awareness
        of performance around the establishment.

3.2.5   Planned activity details need only to be entered on to the Regime Monitoring system once,
        at the beginning of each year. If left unchanged, these will act as defaults for each
        subsequent week. Establishments can change the planned activity details at any stage
        during the year, although this should normally only be necessary to reflect a permanent
        change to the regime plan or structural developments in the operating environment, such
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        as population changes, changes in resource, or changes in work priorities. Changes to the
        planned activity figures should be made via the system maintenance menu. These figures
        will then become the new default value for each subsequent week.

RMM RMC RP3.3          Collecting Activity Data using the Regime Monitoring System

3.3.1   Prisons must capture the time that prisoners undertake purposeful activity by setting up
        appropriate reporting points across the prison.

3.3.2   Each reporting point must make a weekly activity data return to the prison Regime
        Monitoring clerk. Using the electronic system or manual system. The electronic reporting
        point system can be obtained from Planning Group. Guidance notes for the installation and
        use of the electronic reporting point system are included in this PSO. (Annex D)

3.3.3   Manual activity returns should be made on official regime monitoring forms only, samples
        can be found at the end of this section. Prisons are free to use alternative sources of
        information to compile data on purposeful activity, i.e. domestic and legal visits.

        Staff who are responsible for collecting data at reporting points should, where they have
        access to I.T. facilities, enter data on a daily basis. Where access to I.T. is not available
        staff should enter data within three working days of the following week.

        Establishments are advised to use the Electronic Reporting Point System available from
        Planning Group.

RMM RP 3.4 Monitoring Interruptions to Activity Time

3.4.1   Failure by prisoners to attend an activity cannot be counted at all in the actual figures.

3.4.2   Interruptions should be recorded by reporting point staff using either the electronic or
        manual systems where a prisoner is absent for a period exceeding thirty minutes. On the
        electronic reporting point system a “drop down” menu is provided to describe the
        interruption. Where manual systems are used staff should record in the same manner.

3.4.3   Establishments should consider how interruptions to purposeful activity could be minimised,
        for example by scheduling activities to reduce prisoner movement around the site and by
        timetabling so that they do not coincide.

3.4.4   Prison managers should be aware of the provisions set out in the National Security
        Framework Document concerning the supervision of prisoners.

RMM 3.5         Sampling Regime Activities

3.5.1   Prisons that achieve an „Acceptable‟ or better assessment from SAU on the most recent
        audit of the KPI and KPT Data Quality Standard may choose to minimise the recording
        burden by sampling purposeful activity time in some regime areas. This would replace the
        requirement to maintain actual attendance records in these specific regime activities.

3.5.2   Where the most recent SAU report has assessed the KPI data quality standard as
        “acceptable” or better, the Governor may choose to calculate appropriate “standard” weekly

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PSO 7100 RM                                                                                      Page 13

        prisoner allowances for time spent in the activity areas listed below. This is intended to
        make data collection easier in areas which although are essential to the overall regime,
        contribute relatively little to overall purposeful activity time and can therefore be particularly
        expensive or burdensome to record fully. The activities that may be sampled are:

               Prisoner basic induction
               Education induction assessment
               Personal Officer work
               Faith Activities
               Library

3.5.3   Establishments must use actual records of previous activity time and interruptions as a
        basis for establishing standard allowances. The analysis and workings used to establish
        standard times must be documented and must cover a period of at least one operational
        year to reflect any seasonal factors in population or staffing levels. Any changed
        circumstances, for example, re-role or changes in core regime must also be factored in.

3.5.4   The “standard” allowance should provide figures for the average number of prisoners per
        week that might reasonably be expected to be involved in the activity and the average
        amount of time per week that each of those prisoners might spend, based on the
        assessment of historic records. This “standard” time can then be used in place of
        information from actual attendance records in the specified activity areas.

3.5.5   For eligible prisons, “standard” interruption times may be deducted from returns in any
        regime activity, not just those listed in 3.5.2, provided the standard interruptions have been
        based upon the actual interruption times recorded in one full operational year.

3.5.6   The flexibility to use sampling as described in this section is optional for eligible prisons but
        it is important that any sampling arrangements are sufficiently robust and can stand
        external scrutiny by, for example, the National Audit Office. As a control to ensure that
        assumptions are realistic and do not inflate reported activity time, the Area Manager, or the
        Area Performance Co-ordinator on his / her behalf must approve any standard times
        proposed by prisons before they are included in Regime Monitoring returns. Planning
        Group can offer further advice to Areas or establishments.

3.5.7   Establishments must carry out and document an annual re-appraisal of the standard times
        to confirm that these remain realistic, but functional managers in the establishment must
        confirm that the standard times used in their activity areas remain in line with actual
        attendance and duration by prisoners. The review must be endorsed in writing by the
        Governing Governor and copies of working papers retained for audit inspection.

        Any sampling arrangements may be subject to scrutiny by Standards Audit Unit.

RMC RP 3.6 Reporting point input form

3.6.1   Planning Group recommend the use of the electronic reporting point forms. These forms
        can be obtained from Planning Group, alternatively the paper forms can be obtained by
        clicking on the links below.




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Link to Printable version of


                Suggested reporting point form

                Suggested reporting point input form (for PE / Chaplaincy etc)

                Suggested attendance log / register form, with facility to monitor interruptions

                Suggested interruptions form




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                                               Suggested reporting point input
         DAY              SESSION           SESSION     NUMBER OF             TOTAL TIME        INTERRUPTIONS            NET TIME
                                         LENGTH (hours) PRISONERS               (hours)          (using separate          (hours)
                                                                                                      form)


     SUNDAY                    1

                               2

    MONDAY                     1

                               2

    TUESDAY                    1

                               2

  WEDNESDAY                    1

                               2

   THURSDAY                    1

                               2

      FRIDAY                   1

                               2

   SATURDAY                    1

                               2


                                              TOTAL                               GROSS              TOTAL    NET HOURS              I
                                           OPERATING                            PRISONER        INTERRUPTIONS
                                            HOURS F                             HOURS G                 H                 (G-H)

 COMMENTS:




 Calculations re ady to e nte r on to re gime monitoring s ys te m:

 "Prisoners involved - Actual" = Total gross hours (G) divided by Total Operating Hours (F) = _________

 "Prisoner hours actual" = Total net hours (I) = _________


                                                                      DATE ..............................................................
 FORM COM PLETED BY ..........................................................................




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Reporting point input form (for PE / Chaplaincy etc)


Regime monitoring reporting point form (for P.E./chaplaincy etc.)

REPORTING POINT: ...............................

WEEK COMMENCING: .........................

                                                   C                        D                    E=C-D
       DAY             SESSION          TOTAL TIME (hours)        INTERRUPTIONS (possibly      NET TIME (hours)
                                       (possibly using separate      using separate form)
                                                 form)



   SUNDAY                 1

                          2

   MONDAY                 1

                          2

   TUESDAY                1

                          2

 WEDNESDAY                1

                          2

  THURSDAY                1

                          2

    FRIDAY                1

                          2

  SATURDAY                1

                          2



                                       TOTAL GROSS TIME G          TOTAL INTERRUPTIONS
                                                                                             TOTAL NET TIME   I
                                                                            H
                                                                                                   (G-H)

COMMENTS:




DATA ENTRY FOR REGIME MONITORING SYSTEM:
Total net time to be entered (I):___________________


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Attendance log / register form, with facility to monitor interruptions

ACTIVITY LOG/REGISTER
Date:
Session:
Name/Number of Workshop/Classroom/Area:
Member of staff in charge
Staff in Workshop/
Classroom/Area


                                        Absent             Movement from activity area

Prisoners on roll for workshop/                                                  Time missing
classroom/ activity area                                                         (if more than
                                                          Time out   Time back    30 minutes)




Total time prisoners missing (for use
in conjunction with regime monitoring
form)                                                                                 X

Tool/equipment/materials check
SESSION START:
SESSION FINISH:
Signature




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Interruptions form

Regime monitoring interruptions form
REPORTING POINT: ...............................
SESSION: ..................................................


    PRISONER                                TIME OUT                        TIME                            TIME ABSENT
    NAME                                                                    RETURNED                        (minutes)




                                                                       TOTAL
                                                                       INTINTERRUPTIONS

                                  Prisoners moving to another purposeful activity, going to exercise, clothing exchange, or other
                                  activities that are not on the "purposeful activity" list; prisoners going sick, completion of
                                  available work; stoppages for searches and other security reasons.




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MM RMC 4.       REGIME MONITORING SYSTEM


Any software problems should be referred to the Quantum Helpdesk.
Training in the use of the Regime Monitoring software is available from Newbold Revel


RMC 4.1         Introduction

4.1.1 When first entering the Regime Monitoring system you will see a menu screen giving you 7
options. Each of these is explained later.

               Input data
               Produce transmission file
               Reports
               System Maintenance
               Year End Changeover
               Archive Functions
               Password Maintenance

RMC 4.2         Input Data

4.2.1 Use this option to enter weekly data. There are two types of data that must be entered on
      to the Regime Monitoring system each week:

               Activity data from the various reporting points at your prison
               Supplementary data such as population and hours out of cell data

4.2.2   Click on the first button from the Main Menu to access the input data screen.

4.2.3   Initially to enter a new week's data you must generate a new week. To do this, click on the
        Add the Next Weeks Data button. You will be asked to confirm it is OK to create data. A
        screen informing you of the week number and the date of the week will appear. When you
        satisfied the dates are correct, click OK.

4.2.4   The first Reporting Point and details of the Activity and Sub Establishment will be shown on
        screen.

4.2.5   The user must enter figures in the following boxes, Actual Prisoners Involved, Actual
        Operating No. of Hrs, and the Prisoner Hours generated. The system will calculate both
        Operating Hrs, and Variance. A comment can be added to an Activity or to a Reporting
        Point by using the comment boxes.

4.2.6   Each Sub Establishment requires the entry of Supplementary Data. To do this click on the
        Enter Supplementary Figures button. Each field should be completed. When all the
        Supplementary details are completed for the Sub Establishment the Ready to Transmit field
        should be completed with Y, this allows the transmission file to be created.




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4.2.7   Once data have been entered for one reporting point click on the red arrows to navigate
        through the reporting points for each sub-establishment. The pointing hand buttons take
        you to the same activity on the next or previous sub-establishment. The plus and minus
        buttons move you the beginning of the next or previous sub-establishment.
4.2.8   There are a number of automatic validation checks on the data entered on to the system.
        The system will prompt you to check and confirm the information you have entered if:

               Planned and actual numbers of prisoners involved exceed the planned and actual
                number of prisoner hours. The system captures attendances of an hour or more but
                we are now concerned with attendances of at least 30 minutes. To overcome this
                known weakness in the system you should reduce the number of prisoners involved
                so that the correct numbers of hours are entered.
               Planned and actual operating hours exceed 70 hours per week, i.e. 10 hours per
                day;
               The current week‟s average population is 50% more or less than the figure entered
                the previous week.

4.2.9   There are a number of controls on the information fields on this screen:

               The figures for "highest unlocking" cannot be lower than the figure for "average
                population". In prisons where there are a large number of authorised absentees,
                the highest unlocking figure may be lower than the average population       figure
                (which includes authorised absentees). It is more important that the average
                population figure is accurate, so in cases   where the highest unlocking figure is
                lower than the average population figure, set the highest unlocking figure to the
                same level as the average population.
               The figures for "Special Sick" cannot exceed the figure for "Complaining Sick"
               The figure for "IMB reports" cannot exceed the figure for "F256 completed".

4.2.10 You now have to enter data relating to the completion of certain prison routines. This
       information is not used in Headquarters, although it may be of use locally. If no data are
       provided leave entry blank.

4.2.11 To indicate whether or not a routine has been completed choose the most appropriate
       comment from the list on the screen and press "Enter".

4.2.12 You must enter the average number of hours that prisoners in the sub-establishment were
       unlocked at weekdays and weekends. Enter the average number of hours to no more than
       1 decimal place.

4.2.13 When you have entered the hours out of cell information you will have completed the entry
       of supplementary data for the sub-establishment.

4.2.14 To amend an existing weeks data, use the Clear Form button if the form is not clear, then
       press Amend Existing Weeks Data button. A new box will appear Select Week Number.
       Choose a week from the pick list (details of the weeks dates are also available on the list).
       The details entered for that week will then be displayed. Use the navigation buttons to
       move between Reporting Points. The data can be amended as required.

4.2.15 On the left hand side of the input screen there are three buttons that can be used to
       activate or create reporting point, activity and sub-establishment details. For more
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        information see the System Maintenance section. It is good practice to amend such
        details through the system maintenance menu rather than through the Input screen.

RMC 4.3      Produce Transmission File
4.3.1 Use this option to prepare a file for transmission to Planning Group. Establishments are
      required to send two transmission files to Planning Group on a weekly basis. All data must
      be completed for the week before the data can be transmitted, including the Supplementary
      Data details (the last field Ready to Transmit must have a value of Y)

4.3.2   When the data is complete choose the menu option Produce Transmission File.

4.3.3   Enter the Week number of the week you wish to transmit and press Return. If the data are
        incomplete, the system will inform you of the missing data.

4.3.4   Most establishments are now Quantum refreshed and the required files will be transmitted
        automatically to Planning Group from the desktop where the Regime Monitoring software is
        installed. In these cases, there is no longer any need to copy files to a disc and send these
        from a Groupwise desktop.

4.3.5   Establishments that are not yet Quantum refreshed should continue to report weekly to
        Planning Group by sending a set of electronic files via the Groupwise e-mail system.
        Follow the steps above up to 4.3.3. If the data is complete, the system will prompt you to
        load a clean, formatted floppy disk. Insert a disk and press Return. The transmission files
        will be created on the floppy disk. They are called RMD (week no). (estab code) and
        RPT(week no).(estab code). If a Reporting Point download is required for Enterprise and
        supply Services (ESS), click on the required button. This file is called ESS(week no). (estab
        code).

4.3.6   The disk should be passed to the person with access to the e-mail system. This is often the
        Governor‟s or Controller‟s Secretary. The two files (i.e. both the .RMD and .RPT file)
        should be attached together in a single e-mail and sent to “Regmon” mailbox set up in
        Planning Group.

        Establishments should include their name and week number in the title of the e-mail
        message, for example, “HMP Slade Week 10”. Prisons should also copy the message to
        the Area Office. The establishment will receive an electronic acknowledgement of receipt if
        the message is successfully transmitted.

RMC 4.4         Reports

4.4.1   Planning Group provide monthly reports to the Governor to show current KPI performance
        against plan. These will be available on PSIMOn. These will include a section on purposeful
        activity. Additional reports are available from local establishment Regime Monitoring
        systems. Click on the „reports‟ button to access the suite of reports. These are detailed
        below:

4.4.2   Governor’s Monitoring Report: This shows totals for Activities and Supplementary Data.
        When this is chosen from the menu, the user will be prompted for a week number. The
        report is displayed with a printer button in the top left-hand corner; simply click on the
        button to print the report. Click on the cross (top right hand corner of the displayed report)
        to close the window.
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4.4.3   Levels of Activity Comparisons (Graphics): This displays a report giving comparisons
        between actual and planned data. When this is chosen from the menu, the user can display
        figures for; the whole establishment by leaving the selection criteria blank; the sub-
        establishment by choosing a sub-establishment from the pick list; or the Activity by
        choosing a sub-establishment and then an activity from the pick list. Three buttons are
        displayed in the top right hand corner, choose the printer button to print the report, the
        magnifying glass button will preview the report on screen, and the door button will close the
        report.

4.4.4   Performance Report: This displays figures entered down to reporting point level. The user
        can display data between any two dates. If data has not been entered between the dates
        chosen the report will return errors. When the selection criteria are displayed, a calendar
        button is displayed, place the cursor is on a date field, press the calendar button and you
        can use the calendar facility to choose a date. The report can be previewed to screen or
        printed directly. When the report is previewed to screen, click on the cross button (top right
        hand corner of the displayed report) to close the window.

4.4.5   Reporting Points Report: This report displays the reporting point information for the whole
        establishment, sub-establishment or activity. The selection criteria screen works in a
        criterion separately. The report can be previewed to screen or printed directly. The
        system will display the following message: "Insert new diskette in drive a: and press
        „Enter‟ when ready". Press „Enter‟ to continue.

4.4.6   ESS Reports: This displays the ESS data down to Activity Level for the whole
        establishment. The selection criterion for this report works in the same way as the
        Performance Report. The calendar button is also available for the date fields. The report
        can be previewed to screen or printed directly. When the report is previewed to screen,
        click on the cross button (top right hand corner of the displayed report) to close the window.


RMC 4.5         System Maintenance

4.5.1   This option is used to add and amend establishment, sub-establishment and reporting point
        details. The system needs to be set-up so that there is an establishment record containing
        the correct establishment code and name.

4.5.2   The sub establishments should then be created as required. Using Update Sub
        Establishments, each sub-establishment should be assigned a unique sub-establishment
        code. The sub-establishment name is not standard and can be named appropriately. The
        Type of Sub Establishment should be picked from the pick list available. The sub-
        establishment should be set active (with „Y‟), if it will be used straight away. Enter „N‟ if the
        sub-establishment is either not to be used immediately or it ceases to be relevant.

4.5.3   Activities: Activities can now be assigned to the sub-establishment. The activity list is
        standard and can only be amended by Planning Group. If the list of eligible categories
        changes, Planning Group will issue a new file for importing onto the local system. To add
        an activity to a sub-establishment, use the option “Add Activity” to Sub Establishment,
        available in the System Maintenance Menu. Choose the sub-establishment, and press the
        Add Activity button. A list of activities will appear, choose the activity required, and set it
        active. It will be attached to the sub-establishment.       DO NOT CREATE ANY NEW
        ACTIVITIES OR CHANGE THE LIST OF ACTIVITIES AVAILABLE.

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4.5.4   Reporting Points: Once an activity has been assigned to a sub-establishment, in order to
        record data against it, you must set up at least one reporting point in each activity assigned
        to a sub establishment. The reporting points can be added to an activity using Update
        Reporting Points, located on the System Maintenance Menu. Click on the Sub-
        Establishment pull down list. This will display each activity and the sub-establishment to
        which it is assigned. Choose the appropriate activity and sub establishment. Then add the
        reporting points as required. The reporting point code should be unique, and the name
        should be named appropriately, set the reporting point active. NEVER DELETE A
        REPORTING POINT THAT CONTAINS HISTORICAL DAT A. ALWAYS SET IT TO
        INACTIVE.

4.5.5   Update Comments Table: If there is a need to update the comments table for local
        management use, click on this button, click on the red arrow with a star and enter the
        required comment. The number must follow in sequence from the previous comment.

4.5.6   Import New Activities Table: There may be occasions when Planning Group will add
        more activities to the list, to cope with new regimes or the need to record regimes in further
        detail. When this occurs Planning Group will send a file and instructions to all prisons. Do
        not use this option without permission.

4.5.7   Update Control File: Use this option to select the normal output drive for exporting the files
        to disk. Once the drive is set, it will remain until changed. You will only need to do this on
        initial set-up.

4.5.8   There are three buttons on the input data screen, which can be used to perform the same
        tasks as the Update Establishments, Activities and Reporting Point functions.

RMC 4.6       Year End Changeover
4.6.1 At the beginning of the new financial year the user is required to clear the database to
      prepare for the new financial year. Planning Group will inform the users of when the New
      Year will begin.
4.6.2 When users have been informed of the appropriate date and have completed the previous
      year‟s data entry and transmission files have been confirmed as being received, you should
      choose the Year End Changeover menu option. The system will inform you that the data
      will be moved into the archive database and the current year‟s database will be ready for
      the creation of the new year‟s first week of data. If a previous year‟s data was available in
      the archive database, this will be overwritten.
      This option is very simple and straight forward, and the user will have two years of data
      available for comparison at all times. This should only be run with Planning Group‟s
      permission and once it is confirmed all data for the year have been received.

RMC 4.7         Archive Functions

4.7.1   When there are two years of data on the databases, this function will enable you to
        compare the figures. When the Year End Changeover is run, it copies the old year‟s data
        into an archive database enabling this function to work.

4.7.2   On Line Comparisons: When this option is chosen the first screen displays figures totalled
        at sub-establishment level. The top section of the screen displays the current year‟s data
        and the bottom section the previous year. To display the figures in further detail move the
        cursor to the grey area on the left hand side of the grid and click on the Sub-Establishment
        you wish to show in more detail. An arrowhead will appear at the beginning of the row.
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        Then click on the Magnifying Glass button. A zoom screen will appear with sub-
        establishment broken down into activities. To display the reporting points for an activity you
        should repeat the process by clicking on the activity required. As this process is only for
        comparisons you can only choose a sub-establishment or activity that is active for the
        current year. The system will only allow you to choose a sub -establishment or activity in
        the current year section. Use the Door button to move back a screen or to exit the option.

4.7.3   Activity Comparison Report: This report shows details of the figures totalled at activity level
        between two dates. When this option is chosen you will be asked to enter the dates of the
        current and previous year you wish to compare. The Calendar button is available to assist
        with this. The report can be previewed to the screen or directly printed. This works in the
        same way as the earlier reports.

4.7.4. Levels of Activity Comparison (Graphics): This works in the same way as the earlier
       graphics reports. You can select figures for the whole establishment, at sub-
       establishment level or activity level. The graph will display the current years and the
       previous year‟s figures for comparison. This report can be previewed to screen or
       directly printed.

RMC 4.8           Password Maintenance

4.8.1   Both the “Admin” and “User” levels of user are able to update passwords. Normal users
        can update their own password, by choosing the Password Maintenance menu and the
        Change Your Password option. Enter your old password, then a new password. You will be
        prompted to enter the new password again for verification.
4.8.2   The Admin user can clear any passwords by choosing the Password Maintenance menu
        and then User Maintenance option. Enter the users name and then choose the Clear
        Password button. This clears that users password.

RMC 4.9           Suggested Weekly Procedure


4.9     Suggested weekly procedure

                Collate completed activity point forms and sort into computer order

                Input activity data

                Input supplementary data

                Print Governor's Weekly Monitoring form.

                Check for errors or omissions. Make amendments if     necessary.

                Establishments with version 3 of the software can now ransmit the files to
                Planning Group, otherwise prepare disk for e-mail

                Ensure the person responsible for e-mailing files to “regmon” mailbox is aware of the
                arrangements outlined in 4.3.5. and 4.3.6 of the guidance notes.

                If there are problems with the e-mail system contact Planning Group and
                arrange for alternative means of getti ng the data to Headquarters.



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                Establishments with version 3 of the software do not need to back up the
                system; else for security purposes back up the entire Regime Monitoring
                system onto a floppy disc and store the disc in a secure location in a different
                part of the site. Contact Planning Group if you need help with the back up
                procedure. A back up is essential if the system crashes. Without it, all lost
                data will have to be re-input.

MM RMC 4.10             Monitoring the Return of Files: Guidance Notes for Headquarters

4.10.1           A prison's Regime Monitoring data should be sent to HQ in a data file on a weekly
                 basis via email.

4.10.2           The data file that a prison sends for a particular week is named according to the
                 following convention:

                 RMDXX.ABC
                 RPTXX.ABC

                 Where "XX" corresponds to the week number of the data. "ABC" corresponds to the
                 prison's unique code within the Regime Monitoring system. For example,
                 Birmingham's unique code is 509, so data for week 10 would be stored in the file
                 RMD10.509 and RPT10.509.

4.10.3           The Regime Monitoring clerk at a prison compiles one week's worth of data at a
                 time on their local system and sends an email message, with all appropriate data
                 files as attachment, to the email address "REGMON" and to the relevant Area
                 Office.

4.10.4           Planning Group transfers files from the REGMON email box to the appropriate file
                 server and runs a routine on the central system that uploads the files from the
                 server to the Regime Monitoring system.

4.10.5           Monitoring the arrival of files and chasing missing files: Planning Group is able
                 to look at the REGMON mailbox to see if emails have arrived and prisons will
                 receive an auto-reply toconfirm the email has been sent. However, this email does
                 not confirm that the data submitted iscorrect and it is possible that the data can be
                 rejected if there are errors.

4.10.6           Once data is imported, Planning Group will provide a report for Area Offices
                 showing any data missing for each establishment. Area offices should use this
                 report to chase prisons that have weeks outstanding, ready for the area office
                 deadline for return of data to Planning Group.

                 If a prison says that missing data has previously been sent, the prison should send
                 an email with the attached file direct to Planning Group. This process enables
                 Planning Group to send the file to REGMON themselves, and also keep a
                 copy of the file in case of further problems.




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                                                                                         Annex A
Regime Monitoring as a Management Tool

Best practice suggests -

1.     Regime monitoring can be used to inform managers on a weekly basis regarding the
       quantity, and efficiency of prisoner activities. Managers should use the Performance
       Reports rather than the Governor‟s weekly summary in order to be better able to identify
       individual activities and their performance.

2.     The manager of regime monitoring and the manager of prisoner activities (allocation) be
       one person and the administration of regime monitoring and activity allocation be organised
       as a single team on the same site. This will enable the manager to use the information
       gathered to good effect in terms of improving performance and provide an administrative
       support system that is cohesive and efficient, as well as supporting the Regime Monitoring
       clerk.

3.     Allocation to activities should be made by a group of managers (Activity Allocation Group)
       with an interest in both the delivery and quality of activities and might include -

                Head of Resettlement
                Head of Security
                Head of Learning & Skills
                Head of PE
                Head of Industries & Land based activity
                Head of Offender Management
                Head of Residence (as necessary. See 4. below).

       The group should base allocation upon the needs of the prisoner as assessed by OASys
       (including risk assessment), Education basic skills testing, Connexions Career Advice /
       Information, Advice & Guidance and any other identified needs. The group will have
       ownership of and responsibility for performance improvement and should report regularly to
       the SMT on problems and progress. Any initial allocation to an activity e.g. work or
       education following induction should be reviewed on completion of the assessments listed
       above.

       In those establishments with a high turnover (Local and Remand centres) allocation
       meetings will need to be held at least twice per week whilst establishments with a small
       turnover (Training prisons) allocations can be made weekly. Activity prisoner rolls need to
       be continuously maintained to achieve maximum attendance.

4.     The Activity Allocation group should also scrutinise performance of activities in order to
       identify both high and low performing providers and take any necessary remedial action.
       The main reasons for loss of prisoner hours are failure to enrol and interruptions. It is
       important therefore for each reporting point to accurately log all interruptions including
       reasons to assist managers in improving efficiency. Removing prisoners from their
       allocated activity to undertake an ad hoc activity elsewhere results in no net gain to
       Purposeful Activity hours and should be avoided where possible. For example, release from
       Industries session to Education session or release from Education session to PE session
       will result in no net gain in prisoner hours unless the losses are consistent across every
       session and over-enrolment to activities is used to make up the deficit. Best use of
       evenings and weekends to deliver Purposeful Activity needs to be made. The Allocation
       Group should also monitor the current effectiveness of the establishment‟s core day.
       Attempts should be made to maximise the prisoner contact time of activities staff. A long
       lunchtime break in activity can result in a significant loss of Instructional Officer contact
       hours with prisoners and thus loss of Purposeful Activity hours. The Head of the Activity
       Allocation Group will need to discuss any proposed alterations to the core day with the
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       Deputy Governor or Governor in charge because of the implications for staff attendance
       systems and trade union issues.

       In some establishments, activity lists are not adhered to so there is a failure to provide
       prisoners. Slippage also occurs with late arrivals and early returns of prisoners. The
       allocation group should include the Head of Residence in resolving these problems.
       Residential staff have a major role to play in achieving target Purposeful Activity hours.




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                                                                                               Annex B

Setting Planned Regime Monitoring Figures

Note: This Annex should be read in conjunction with Annex A.

1.     In order to arrive at Regime Monitoring planned figures establishments need to develop an
       Activity Profile that maps -

       Each purposeful activity
       The planned number of prisoners for each activity in terms of Full Time Equivalent places
       eg a workshop with 10 full-time places and 20 half-time places equals 20 FTE. This will
       allow a comparison between the prisoner population and the number of activity places
       available.
       The operating hours for each activity.
       The maximum Purposeful Activity hours per prisoner per week generated by the Activity
       Profile. A computer spreadsheet will easily calculate this for you.
       The realistic and achievable target of Purposeful Activity hours per prisoner per week after
       allowance has been made for non-effective hours for each activity (see paragraphs 5 and 6
       below).

       Should the Activity Profile not match the Purposeful Activity target set for the establishment
       then plans need to be made to increase either the number of prisoners in activity or the
       operating hours or both. Where there is a continuing shortfall the Governor will need to
       discuss with the Area Manager.

2.     In order to arrive at the number of FTE places generated by the Activity Profile a clear
       distinction needs to be made between core and ad hoc activities. For example a workshop
       or education place are core activities and the planned number of prisoners and operating
       hours can be agreed whereas activity-based recreational PE (type 2) and Chaplaincy
       Groups for example are ad hoc and need only an estimate of prisoner hours per week.
       Many other activities are an interruption to other activity e.g. prisoner interviews and again
       only an estimate of the total prisoner hours per week needs to be placed on the Regime
       Monitoring system.

3.     The Activity Manager should consult with all heads of departments that provide reporting
       points, and as suggested in the PSO, this should occur twice per year.

4.     Planned prisoner numbers should be based upon capacity rather than custom and
       practice. Managers should challenge activity providers in order to improve efficiency.

5.     Planned hours should be congruent with the core working day and movement times.

6.     When overall purposeful activity hours per prisoner per week are calculated, it must be
       remembered that this is a gross figure and will occur rarely, of at all due to known non-
       effective hours e.g. staff leave. In order to arrive at a more realistic and achievable target
       establishment managers will need to use local knowledge to factorise downwards each
       individual activity. For example over a 52 week period a singleton training activity ay
       operate for only 44 weeks whereas kitchens will operate for the whole year.

7.     In addition to 6. above, staff training, staff sickness and operational closures will further
       reduce the target and again local knowledge will be required to set a realistic and
       achievable figure.



Issue no. 269                                                                     issue date 22/02/07
PSO 7100 RM                                                                                   Page 29

                                                                                             Annex C

What Counts as Purposeful Activity

1.     The purpose of this annex is to assist establishments to capture all purposeful hours that
       they are entitled to record. Planning Group now have in place a system by which
       establishment senior managers can request a decision on whether a particular activity can
       be counted as purposeful activity.

2.     Regime Monitoring / Activity managers are invited to e-mail Planning Group with their
       queries. Planning Group will consult with Standards Audit and Area offices and will give a
       written response within 10 working days. Additionally, Planning Group will place on the
       intranet (anonymously) the question and answer in order that all establishments will be
       aware of the response.

3.     Listed below is a resume of the answers that have been given in the last 12 months.

       Counts as Purposeful Activity

       -        Cell Cleaning – provided it is supervised, managed and reported by each area being
                cleaned eg wings, hospital, segregation unit. Actual numbers engaged should be
                reported not simply the wing roll multiplied by the duration. Half an hour per prisoner
                week is acceptable.

       Does Not Count as Purposeful Activity

       -        Canteen
       -        Kit change
       -        Telephone calls




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PSO 7100 RM                                                                                Page 30


                                                                                          Annex D

Electronic Reporting Point System

The electronic reporting system has been created in response to the cross government drive to
reduce bureaucracy. The system has been designed to aid the collection of purposeful activity
data, for both reporting point collators and regime monitoring clerks. The reporting p oint form
generated electronically by the regime monitoring clerk offers an electronic form for each reporting
point, which will automatically calculate the weekly prisoner activity hours achieved, deducting any
interruptions that have been entered. The system then allows the regime monitoring clerk to collate
and combine the weekly data for all reporting points automatically.



Regime Monitoring Data Collection Tool and Clerk Guidance Notes

Index

1.      Before You Start

      Setting up the system
      The Navigational Toolbar


Appendix I: How to set up a folder on the network for pre refresh (NT)

Appendix II: How to set up a folder on the network for post refresh (XP)


2.      Screens in the spreadsheet


2.1     Menu
2.2     Reporting point map
2.3     Generate forms
        Import Data
        Reporting Point Order


3.      Transmitting data to Planning Group




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1.     Before you start


1.1    Setting up the system


Before the system can be run you need to create some folders on your local network (for
guidance on how to create a folder see appendix a and b depending on whether you have
been refreshed.

The folders you require are:

       Firstly a folder needs to be created to store the Regime Monitoring Data
       Collection file, it is not a shared file therefore the folder to store it can be created
       either in your local shared drive or your personal drive.

e.g.
       P:\ …..\ Regime Monitoring \ Regime Monitoring Data Collection.xls
                    (new folder)      (actual spreadsheet)

Sub Establishments: If your establishment is split into sub establishments, a Regime
Monitoring Data Collection file will need to be set up for each sub- establishment.
Suggested storage

e.g.
       P:\ .. \ Regime Monitoring \ Regime Monitoring Data Collection Sub Estab 1.xls
                     (new folder)            (actual spreadsheet)

       P:\ ….. \ Regime Monitoring \ Regime Monitoring Data Collection Sub Estab 2.xls
                     (new folder)            (actual spreadsheet)


                                    etc

       A separate folder will need to be created for the storage of the electronic
       forms for reporting points to access. The recommended storage place is your local
       shared drive, to ensure that all users can access them.

e.g.
       P:\……\ Regmon Forms \ Electronic Reporting Point Form.xls
                  (new folder)        (actual spreadsheet)

Sub Establishments: If your establishment is split into sub establishments it is recommended
that you create an additional storage folder for each sub establishment. This is so the electronic
reporting point forms for each sub establishment can be kept separate from each other so
reporting point users will not be confused about what file applies to them, as they may be carrying
out the same activities.

e.g.                       \ Sub establishment 1 \ Electronic Reporting Point Form.xls
       P:\…..\ Regmon Forms \ Sub establishment 2 \ Electronic Reporting Point Form.xls
                          \ Sub establishment 3 \ Electronic Reporting Point Form.xls


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3)     A final folder will need to created to archive the historic electronic reporting
       point forms, once the data has been extracted from them. Again if your establishment is
       split into sub establishments you may prefer to create archive          folders for each. This
       folder(s) will need to be stored off the folder in which your Regime          Monitoring  Data
       Collection file is stored.

e.g.

       P:\ ….. \ Regime Monitoring \ Archive \ Electronic Reporting point form.xls
                            (new folder)           (actual spreadsheet)


For Sub establishments

      P:\ ….. \ Regime Monitoring \ Archive \ Sub Estab 1 \ Electronic Reporting point form.xls
                \ Sub Estab 2 \ Electronic Reporting point form.xls
               (new folders)     (actual spreadsheet)




1.2     The Navigational toolbar

At the top left of all screens on the spreadsheet (apart from the cover) is a navigational toolbar.
        1          2       3         4        5       6         7



                +        -                                               ?
Key:

       Zoom in
       Zoom out
       Go back a sheet
       Return to Menu
       Go forward a sheet
       Print
       Help




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2. SCREENS IN THE SPREADSHEET



2.1    Menu


The first sheet of the spreadsheet is the menu. The three buttons in the centre of the screen are
arranged in the order they need to be pressed. The fourth button is optional, it is a functionality that
will allow you to personalise the order your reporting points will appear in the Import Data Screen.




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2.2    Reporting Point Map

This screen should replicate the layout of your regime monitoring system with the reporting points
feeding into the fixed list of activities.




         Fill in the yellow cells in each row with the reporting points that make up the activity
         (do not use „\ ‟ in the names of your reporting points as this symbol is recognised code and
will halt the process).

       Each of these yellow cells will generate a reporting point forms

       The reporting point files will be named in the following style:


       “Week Number - Reporting Point Name - Activity Name.xls”

       `The populating of the Reporting Point Map with the reporting point names should
       only be required once, as you should save this file. Amendments will only be
       necessary for new reporting points opened and the closure of old reporting points.



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2.3    Generate Forms

This screen is used to generate the forms from the Reporting Point Map.




                        AA




                                                      BB




                          CC




       Select the commencement date of the week you are generating the forms for from
       the drop-down menu A.

         Enter the path and name of the folder created to store the weekly reporting point forms e.g.
P:\…\Regmon Forms and press Enter. An electronic reporting point form will be generated for
each reporting point that has been entered in the Reporting          Point Map. These files will be
automatically saved in the folder that was created earlier for storing the electronic reporting point
files e.g. P:\…\Regmon Forms. B.

       Press the button C to generate the forms

       Remember!! If there are any forms in the directory with the same date they will be
replaced with blank forms on pressing this button.




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2.4    Import Data

As reporting points access their form from the shared drive e.g. P:\…\Regmon forms and
fill them in, you can import the data from the forms at any time.




                                            A
                                           B
                                                    A
                                                   B




       Type in the name of your establishment or the sub-establishment you are importing
       data for in the yellow box at the top of the screen A.

       Press the import button B

       On pressing the import button B, the open dialogue box will appear. Choose the directory
       the forms are located within from the Look-in: drop down menu at the top the dialogue box




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       Select the files you want to import by holding down the Ctrl key and clicking the left
       mouse button.

       Press the 'open' button to import the data, which can then be printed.

Note if one of these files is open, you will not be able to proceed. You need to ensure that
all the files you are trying to import are closed.




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2.5    Reporting Point Order

This screen allows you to preset the order for which the reporting points are displayed in the import
screen. By clicking on the table header Reporting Point in the Import Screen the data will re order
in the corresponding sequence set out in the Reporting Point Order Screen.

       Click On the „Copy Reporting Points‟ button A

       Manually type in numerical order how you wish the reporting points to be ordered in the
       Import Data Screen (B)

       Click the „Save‟ button C, to ensure the order of the reporting points list is not lost when the
       file is closed down. Note on doing this you will return to the Menu screen automatically.




                           A
                               A
                               A


                                                                            C
       B
                                                                                B
       C




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3.      Transmitting data to Planning Group



The Regime Monitoring System will need to be updated with the reporting point data obtained from
the Import Data Screen once the weekly forms have been updated and the import process carried
out. The weekly files from the Regime Monitoring System will need to be transmitted to Planning
Group in the usual manner of emailing the Rmd and Rpt files to the mailbox Regmon.



Appendix I – For uses on Windows NT



How to set up a folder on the network

Open windows Explorer from the desktop Start Button, in this pop up list choose Programs and in
the next pop up list choose Windows NT Explorer.




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In NT Windows Explorer select the directory you want to put the folder into from the
      left-hand side of Windows Explorer.




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Then from the drop down menu File, choose New and then Folder




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Then on the right side of the screen the new folder will the default name given to it is New
folder, type over this with the name you are giving the folder.




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Appendix II – For uses on Windows XP



How to set up a folder on the network

Click on the Start Button on the desktop and in this pop up list choose Programs and then My
Network Places.




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In Network Places select the directory you want to put the folder into from the
horizontal drop down list Address




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Then from the drop down menu File, choose New and then Folder




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Then on the right side of the screen the new folder will the default name given to it is New
folder, type over this with the name you are giving the folder.




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Regime Monitoring Reporting Users Guidance Notes


Index


1.      Before you begin.


2.      How to access the form?


3.      How to fill in the form?


4.      Once the form is complete?




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1.      Before you begin



When you are asked to „click‟ in this document, press the left mouse button once

When you are asked to „double click‟, press the left mouse button twice in close succession



2.      How to access the form?

The electronic regime monitoring forms will be stored on the local shared drive on your computer
within a folder Regmon Forms, if this is not the case contact your Regime Monitoring Clerk and
they will be able to advise you where it is stored.

To access this folder:

Logon

Lose who have been refreshed to Windows XP the following applies
Click on the Start Button on the desktop and in this pop up list choose
Programs and then My Network Places.




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c.) In Network Places select the directory the electronic reporting point forms
are saved in e.g. P:\ , from the horizontal drop down list Address




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d.) On the right side of the screen all the folders within this directory will be
displayed. Open the folder storing all the electronic reporting point forms for the
prison by double clicking on it. The folder may be stored within a folder so make
sure you are given the full path name from your Regime Monitoring Clerk.




                                  Regmon




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e) A list of files will then be displayed

The naming convention for the forms is:

“Week number - Reporting point name - Activity name.xls”

Find your form and double click on it to open it.




                          1 – Rpt Point 1 - Induction Assessment.xls
                          1 – Rpt Point 2 - Induction Assessment.xls
                          1 – Rpt Point 3 – Education leading to
                          accreditation.xls
                          1 – Rpt Point 4 - Education leading to
                          accreditation.xls
                          1 – Rpt Point 5 - Physical Education.xls
                          1 – Rpt Point 6 – Physical Education.xls




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For those who have not been refreshed and are on Windows NT the following
applies



a)     Double click on the computer icon




b)     A dialogue box will appear displaying your network drives, choose the
       appropriate drive for where the electronic forms are stored by double clicking on it
       (e.g. P:\).




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c.)    Within this drive should be a folder storing all the forms, it may be called
       Regmon, however your Regime Monitoring Clerk will be able to inform you of
       the directory path and folder name.




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d)      Within this folder will be all the reporting point forms for the prison. The
     naming convention for the forms is:



       “Week no - Reporting Point name- Activity name.xls ”




Find your form and double click on it to open




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3.     How to fill in the form

The procedure for filling out the form is:

Check you have opened the correct form.

Enter the planned and actual data for each day of the week into the yellow cells (there are up to 50
sessions available on the form but only use as many rows you need).

If there are multiple interruptions in one session use blank rows to record the additional
interruptions (see worked example).

Close the form and save any changes you have made.

At the end of the week, change the status to complete and ensure that you have typed your name
in the box labelled Reporter.

Worked example:

On Sunday of week 7, the morning session of Induction assessment was carried at reporting point
Wing B. The assessments lasted for 1 hour and 12 prisoners were planned to attend, however 10
prisoners attended. During this session, 1 prisoner had to go to visits for half an hour and 1
prisoner had to go to the Doctors for half an hour. In the afternoon, 2 prisoners were planned to
attend a session for one and a half hours and 2 prisoners did attend and there were no
interruptions.




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Enter the data for the morning session onto the first row of the form.



                                                            Sunday
                         Planned                   Actual                          Interruptions
                               No. of                       No. of                No. of
Sessio Session    No. of                                               No. of
                             Operational No. of Prisoners Operational           Operational   Interruption Type
 n No.   No.     Prisoners                                            Prisoners
                               Hours                        Hours                 Hours
  1      am         12           1              10            1
  2


Enter the first interruption, for visits, into the adjacent column.

                                                            Sunday
                         Planned                   Actual                          Interruptions
                               No. of                       No. of                No. of
Sessio Session    No. of                                               No. of
                             Operational No. of Prisoners Operational           Operational   Interruption Type
 n No.   No.     Prisoners                                            Prisoners
                               Hours                        Hours                 Hours
  1      am         12           1              10            1           1        0.5
  2


Enter the interruption type


                                                            Sunday
                         Planned                   Actual                          Interruptions
                               No. of                       No. of                No. of
Sessio Session    No. of                                               No. of
                             Operational No. of Prisoners Operational           Operational   Interruption Type
 n No.   No.     Prisoners                                            Prisoners
                               Hours                        Hours                 Hours
  1      am         12           1              10            1           1        0.5          Visits Legal
  2



Enter the second interruption, for Medical care, into the next line down on
the adjacent column.


                                                            Sunday
                         Planned                   Actual                          Interruptions
                               No. of                       No. of                No. of
Sessio Session    No. of                                               No. of
                             Operational No. of Prisoners Operational           Operational   Interruption Type
 n No.   No.     Prisoners                                            Prisoners
                               Hours                        Hours                 Hours
  1      am         12           1              10            1           1        0.5          Visits Legal
  2                                                                       1        0.5            Medical
  3


Enter the Afternoon session on row 3. As there were no interruptions we do
not need to put anything into the interruptions column.




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                                                            Sunday
                         Planned                   Actual                          Interruptions
                               No. of                       No. of                No. of
Sessio Session    No. of                                               No. of
                             Operational No. of Prisoners Operational           Operational   Interruption Type
 n No.   No.     Prisoners                                            Prisoners
                               Hours                        Hours                 Hours
     1    1         12           1              10            1           1        0.5          Visits Legal
     2                                                                    1        0.5            Medical
     3    2         2           1.5              2           1.5
     4
All data is now entered so close the form and save the changes.
To do this click on the Save button and then close the file.


4.       Once the form is complete?

Once all data for the week is entered, the status of the form needs to be changed from Incomplete
to Complete:

Go to the „Status‟ section on the form (underneath the headings of Activity, Reporting Point and
Week Commencing).

Click on the arrow to the right of the white box and a dropdown menu will appear.




Click on the complete.

Save the changes and close the form.

The status of the form has now changed to complete, so the Regime Monitoring Clerk knows you
have finished with the form.




Issue no. 269                                                                                       issue date 22/02/07

								
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