Contract Review Checklist Template

W
Description

Contract Review Checklist Template document sample

Document Sample
scope of work template
							                                          Glasgow City Council
                                          Social Work Services
                                                 Procedures

                                             Ref no:
                                      GCOM-030-04 (Template 2)

                                            Title:
                          Service Review Process Checklist Template



     Purpose
     To assist with the process of carrying out service reviews across
     Social Work Services.
     This document should be read in conjunction with
     Service Review Procedure – GCOM-030-04
     Service Review Preparation Plan – GCOM-030-04 (Template 1)
     Service Review Report Template – GCOM-030-04 (Template 3)

    Status:                             Active
    Issue Date:                         July 2005
    Implementation Date: July 2005
    Supersedes:
    Last updated:                       July 2005
    Contact for further
    information:                        Contract Support Team
    Circulation:
    Notes:
                                                                            Issued by –
                                                                  Contract Support Team
                                       Check validity before use
Document Ref No:     GCOM-030-04 (Template 2)    Version:   1    Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                    Pages:           1 of 23
   Service Provider Details

   Service I.D. Number

   Service Name

   Service Address

   Name of Service Contact

   Designation

   Contract Manager?                               Yes

   Name of Provider

   Name of Provider Contact

   Designation

   Contract Manager?                               Yes


   Review Team Details

   Name of Lead Reviewing
   Officer

   Designation

   Contract Manager?                               Yes

   Name of Lead Client Section                     Addiction

   Name of Principal Officer




Document Ref No:     GCOM-030-04 (Template 1)   Version:   1   Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                  Pages:           2 of 23
   Review Details

   Date of Review
   Commenced

   Date of Review
   Completed

   Review Type                                  Supporting People Service Review

   Review Stage                                 Stage 1




Document Ref No:     GCOM-030-04 (Template 1)     Version:   1     Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                      Pages:           3 of 23
  1        First Stage Assessment ........................................................................ 5
  1.1      Strategic Relevance.............................................................................. 5
  1.2      Additional Information on Startegic Relevance ..................................... 6
  1.3      Demand for the Service         ................................................................... 6
  1.4      Additional Information on Demand for the Service ............................... 7
  1.5      Cost of the Service .............................................................................. 9
  1.6      Additional Information on Cost for the Service.................................... 11
  1.7      Quality and Effectiveness ................................................................ 11
  1.8      Feedback from Service Users and other Stakeholders ................... 12
  1.9      Additional Information on Quality and Effectiveness of Service.......... 13
  1.10     Provider Capacity ............................................................................ 13
  1.11     Additional Information on Capacity ..................................................... 14
  1.12     Moving to Second Stage..................................................................... 14
  2        Second Stage Assessment ............................................................. 15
  2.1      Strategic Relevance ......................................................................... 15
  2.2      Demand for the Service ................................................................... 16
  2.3      Cost of the Service .......................................................................... 17
  2.4      Quality and Effectiveness ............................................................... 18
  2.5      Provider Capacity ........................................................................... 19
  2.6      Moving to Third Stage ..................................................................... 19
  3        Third Stage Assessment ................................................................. 21
  3.1      Decision to Withdraw Funding                .................................................... 21
  3.2      Who makes Decision ...................................................................... 21
  3.3      Cross Authority Services ................................................................. 21
  3.4      Risk Assessment ............................................................................ 21
  3.5      Challenge to the Decision ............................................................... 22
  3.6      Action Planning ............................................................................... 22
  3.7      Communications ............................................................................. 22
  3.8      Seeking Alternative Revenue Funding ............................................ 23
  3.9      Remodelling/Reprovisioning/Reshaping Service ............................ 23
  3.10     Service Closure ............................................................................... 23
  3.11     Compensation for Home Loss and Disturbance ............................. 23




Document Ref No:     GCOM-030-04 (Template 1)   Version:   1            Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                           Pages:           4 of 23
                                       First Stage Assessment
   Strategic Relevance
   In assessing strategic relevance the following questions should be
   asked.


   A: Plan                                      B:              C: Evidence
                                                Assessment
                                                of Service
   Strategic Relevance                          Choose from     Enter information and
   Examples of criteria:                        the drop        documentation viewed.
                                                down list in
                                                this column:
   To what extent do the                        Fully Met       Check what is
   needs being met by the                                       commissioned against
   service reflect those                                        what is being delivered.
   prioritised for the relevant
   Client Sections funding?
   To what extent does the                      Fully Met       Local and national
   service type reflect those                                   strategy documents.
   prioritised for the relevant
   Client Sections funding?
   Do the access                                Fully Met       Check access
   arrangements to the service                                  arrangements
   meet with the authority’s
   strategic objectives?
   Is the service catering for                  Fully Met       Aims and objectives of
   people from all sections of                                  service.
   the community (where
   relevant)?
   Is the service in a suitable                 Fully Met       Check.
   location in relation to need,
   other support services,
   transport etc.?
   Does the service contribute                  Fully Met       Check all relevant
   to the authority’s agenda on                                 strategies.
   area Regeneration;
   employment & education;
   crime reduction; health
   improvement; social
   inclusion; equality of
   opportunity etc.?


Document Ref No:     GCOM-030-04 (Template 1)    Version:   1      Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                      Pages:           5 of 23
   Does the service contribute Fully Met                       Check against relevant
   to the authority’s                                          strategies.
   preventative agenda (i.e. by
   reducing or delaying need
   for more costly or intensive
   services)?
   To what extent are service   Fully Met                      Evidence from provider.
   users consulted on the
   service?
   To what extent does the      Fully Met                      Provider’s policies and
   service promote                                             procedures.
   independence and choice
   for its service users?

       If the service does not match GCC strategies then discussions with
       the provider are required to consider whether appropriate changes
       can be made.

   Additional Information on Strategic Relevance
   Capture any additional relevant information on Strategic Relevance in
   this section.


   Demand for the Service
   In assessing the demand for a particular service, the relevant factors are
   set out below:
      • Any statements in the Strategic Plan(s) regarding supply and
         demand, including:
            o Available needs analysis studies
            o Projected growth or contraction in demand
      • Quantitative and qualitative indicators, including:
            o Void level over the last 12 months
            o Trend in voids over the last 4 years
            o Refusal rates and reasons for refusal
            o Characteristics of service users refused or subsequently
               excluded from the service
            o Reasons for service users leaving the service
      • Known or forecasted changes in supply (such as pipeline services,
         planned closures)
      • Feedback from stakeholders, including (where relevant):
            o Service users
            o Other funders


Document Ref No:     GCOM-030-04 (Template 1)   Version:   1      Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                     Pages:           6 of 23
               Referral sources
                 o
               Support and care managers
                 o
               Other local authority staff
                 o
               Others (such as housing providers) with an interest in the
                 o
               service
       • Any additional information that the Provider or GCC thinks
         particularly relevant, such as:
            o Demand issues relating to particular sections of the
               community
            o Condition of the building/accommodation in which the service
               is provided
            o Impact of current referral arrangements on performance
            o Any cross authority arrangements

   Using all relevant information, an assessment is made to determine if
   there is a current imbalance of supply and demand.

   Where there is over demand, or decreasing demand and future trends
   indicate that this is unlikely to be rectified, the matrix should be used to
   decide whether to move to a second stage review:

   Additional Information on Demand for the Service
   Capture any additional relevant information on Demand for the service in
   this section.




Document Ref No:     GCOM-030-04 (Template 1)   Version:   1   Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                  Pages:           7 of 23
   Action Matrix
                                          Future Demand
                                          Increasing  Stable                        Decreasing
                       Severe over demand No further  No further                    No further
                                          review      review                        review
                       Moderate over      No further  No further                    2nd stage review
                       demand             review      review                        advised
                       In balance         No further  No further                    2nd stage review
                                          review      review                        required
    Current position




                       Moderate over      No further  2nd stage                     2nd stage review
                       supply             review      review                        required
                                                      advised
                                            nd
                       Severe over supply 2 stage     2nd stage                     2nd stage review
                                          review      review                        required
                                          advised     required



   A: Plan                                             B:              C: Evidence
                                                       Assessment
                                                       of Service
   Demand for the service                              Choose from     Enter information and
   Examples of criteria:                               the drop        documentation viewed.
                                                       down list in
                                                       this column:
   To what extent does the                             Fully Met       Local and other relevant
   service reflect demand at a                                         strategies.
   strategic level?
   To what extent do current     Fully Met                             Monthly return.
   statistical records match the
   strategic demand?
   To what extent is the         Fully Met                             Strategies.
   service suited to
   future/predicted levels of
   demand?
   Does the service meet the     Fully Met                             User and provider
   demands of the following?                                           questionnaires.

   Service Users
   Other funders
   Referral sources


Document Ref No:            GCOM-030-04 (Template 1)    Version:   1      Document Type:   Procedure
CS Local Filename:          GCOM-030-04 (Template 2)                      Pages:           8 of 23
   Support and Care
   Managers
   Housing providers
   Others
   Does the service meet the                    Fully Met       Profile of service users.
   demands of all sections of
   the community?
   If the service is focused on                 Fully Met       Provider’s aims and
   one particular section does                                  objectives statement,
   it fully meet their                                          support plans, user
   requirements?                                                feedback.

   If accommodation is part of Fully Met                        Check.
   service is it fit for the
   demands of the client
   group?
   Are current referral         Fully Met                       Referrer’s feedback,
   arrangements suitable for                                    provider’s feedback.
   maximising service usage?
   Does the service offer cross Fully Met
   authority services?



   Cost of the Service

   To consider proposed cost of service, if a full contract were to be entered
   into. (This will not be necessary if, for another reason, it has already
   been decided that a null contract will not be entered into).

   Service           Outcome(s)           Unit of Annual          Total             Average
                     Intended             Service Number          Cost in           Cost per
                                                  of Units        Year              Unit
                                                  Delivered



       Cost analysis is primarily concerned with costs to GCC but should
       also have regard to the overall costs to the public purse.
       Where costs are unreasonably high, the second stage may be
       invoked. Where costs are low, this may warrant further
       investigation.


Document Ref No:     GCOM-030-04 (Template 1)    Version:   1      Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                      Pages:           9 of 23
   A: Plan                                      B:           C: Evidence
                                                Assessment
                                                of Service
   Cost of the service                          Choose from Enter information and
   Examples of criteria:                        the drop     documentation viewed.
                                                down list in
                                                this column:
   Does the service have a                      Fully Met
   clear income/expenditure
   breakdown that reflects the
   current level of charging in
   place?
   Is the cost reflective of the                Fully Met
   size and infrastructure
   required to deliver this
   particular service?
   Do the unit costs and                        Fully Met
   annual costs reflect Best
   Value?
   Do the costs compare                         Fully Met
   reasonably to similar
   services?
   Is the relevant client                       Fully Met
   section element of funding
   commensurate with other
   sources?
   Is there a process of                        Fully Met
   regular review by the
   provider to see if service
   continues to operate at
   maximum cost
   effectiveness?
   Does the service offer a                     Fully Met
   cost-effective alternative to
   other routes open to users
   (e.g. Hospital)?




Document Ref No:     GCOM-030-04 (Template 1)     Version:   1   Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                    Pages:           10 of 23
   Additional Information on Cost for the Service
   Capture any additional relevant information on Cost for the service in this
   section.


   Quality and Effectiveness

   • Quality Standards and Performance

   Obtain quarterly performance returns that report on the performance of
   each Provider, including their ability to respond to the needs of individual
   service users.

   Service Review Team to liase with the Care Commission and consider
   copies of relevant reports on the service being reviewed.

   A: Quality Standards                         B:               C: Comments by the
                                                Assessment       Service Review Team
                                                of Service
   Quality and                                  Choose from      Enter information and
   effectiveness                                the drop         documentation viewed.
   Examples of criteria:                        down list in
                                                this column:
   There is a process of                        Fully Met        Example: Provider has
   regular review by the                                         demonstrated activity in this
   Provider to see if needs                                      area.
   have changed and
   consequently, services
   need to change.
   There is an effective co-    Fully Met                        Example: although fully
   ordination with other                                         meeting this area at
   agencies involved in                                          present, this will require
   providing support for each                                    improvements in future
   service user (including co-                                   years as the needs of
   ordination in respect of any                                  service users change over
   other individual plans                                        time.
   developed by other
   agencies).
   Support Plans:               Fully Met
   • How many users
      receive the service?


Document Ref No:     GCOM-030-04 (Template 1)     Version:   1       Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                        Pages:           11 of 23
   • How many users have a
       support plan in place?
   Support Complaints:        Fully Met
   • How many users have
       complained?
   • How many complaints
       have been received?
   • How many complaints
       have been resolved?
   Is the accreditation       Fully Met
   certificate current/valid?


   Feedback from Service Users and Other Stakeholders

   • Quality Standards and Performance

   Providers will be required to involve users appropriately in the course of
   service delivery and consult with them and other stakeholders over
   service provision.


   A: Quality Standards                         B:               C: Comments by the
                                                Assessment       Service Review Team
                                                of Service
   Quality and                                  Choose from      Enter information and
   effectiveness                                the drop         documentation viewed.
   Examples of criteria:                        down list in
                                                this column:
   GCC and Provider to                          Fully Met        Example: Provider has
   identify issues for                                           demonstrated activity in this
   feedback.                                                     area.

   Providers to demonstrate                     Fully Met        Example: Provider policies,
   how feedback has been                                         service user feedback, staff
   used to improve services.                                     feedback.
   GCC to gather information                    Fully Met
   using quarterly
   performance returns from
   Providers on the
   approaches they have
   taken to involving and


Document Ref No:     GCOM-030-04 (Template 1)     Version:   1       Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                        Pages:           12 of 23
   consulting users and by
   focusing on how Providers
   have used these
   opportunities to improve
   the experiences of service
   users.
   GCC to use service user                      Fully Met
   surveys that include
   standard questions, which
   should be included in any
   user consultation.


   Additional Information on Quality and Effectiveness of Service
   Capture any additional relevant information on Quality and Effectiveness
   of the service in this section.



   Provider Capacity

   GCC to comment on findings of Care Commission (or other regulatory
   body) before agreeing the terms of a full contract.

   A: Plan                                      B:               C: Evidence
                                                Assessment
                                                of Service
   Provider Capacity                            Choose from      Enter information and
   Examples of criteria:                        the drop         documentation viewed.
                                                down list in
                                                this column:
   Has capacity been                            Fully Met        Monthly returns, records of
   managed to optimum level                                      service use over previous
   over last 12 months?                                          year.

   Has unused capacity been                     Fully Met        Details of how unused
   utilised appropriately?                                       capacity was used.

   Has capacity been              Fully Met                      Monthly returns.
   monitored and is it still at a                                Comparison with relevant
   level that is of strategic                                    strategies.
   relevance?


Document Ref No:     GCOM-030-04 (Template 1)     Version:   1       Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                        Pages:           13 of 23
   Is capacity of the service                   Fully Met        Provider information on
   reflected with appropriate                                    staffing levels.
   level of staffing?
   Does the service maintain                    Fully Met        Provider’s records of staff
   agreed staffing levels with                                   qualifications and training.
   appropriate
   qualifications/training?
   Do Care Commission                           Fully Met        Care Commission report.
   reports reflect that the
   service is capable of
   maintaining the agreed
   level of capacity?
   Does capacity appear to                      Fully Met        Trends analysis and
   be appropriate to future                                      Strategies.
   demand?
   Is all staff employed                        Fully Met        Confirmation from provider.
   directly by the provider?
   Is staff matched to Service                  Fully Met        Provider policies, service
   Users based on suitability?                                   user feedback, staff
                                                                 feedback.


   Additional Information on Capacity
   Capture any additional relevant information on Capacity in this section.



   Moving to Second Stage

   Results and recommendation following completion of first stage review
   should be detailed in the Service Review Report. The report should also
   detail whether the outcome is acceptable or if there is a need to move to
   the stage two review process. The Service Review Team should advise
   the provider in writing of the intention to move to a second stage review,
   stating reasons for the decision.




Document Ref No:     GCOM-030-04 (Template 1)     Version:   1       Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                        Pages:           14 of 23
                         Second Stage Assessment
   2.1 Strategic Relevance
   GCC should record the changes required and their importance on a
   scale of 1 to 5, before exploring the Provider’s ability and willingness to
   make changes.

   Change                         Importance               Ability of       Willingness of
   Required                       (1 = high and            Current          Current Service
                                  5 = low)                 Service          Provider to
                                                           Provider to      Change
                                                           Change
   Examples:
   Change in         1
   operational
   policies
   Current Provider  1
   to enter new
   partnership with
   another Provider
   Change to service 1
   users served

       GCC to record the outcomes of the discussions with the Provider
       and any actions agreed.

   Area of strategy:
   Summary assessment of Provider performance by GCC
   All statements should be evidenced (i.e. by identifying the source of
   information which has led to view of strategic relevance being recorded)
   or otherwise, identified as based upon supposition. This will be
   particularly important if assessments are going to be shared between
   authorities.
   Action required by Provider.

   Example: Provider to begin exploring the need for and feasibility of
   providing warden call system and related support to people in
   surrounding community.
   Action required by GCC.

   Example: the need to enter into a contract/SLA for wider number of
   service users to be considered at discussions relating to the full
   contract/SLA.


Document Ref No:     GCOM-030-04 (Template 1)   Version:   1         Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                        Pages:           15 of 23
   Demand for the Service

   GCC to analyse the following:
   • Feedback from current service users on reasons for taking up a
     service or place in a service
   • Whether voids relate to particular units or unit types (for residential
     services)
   • Waiting lists
   • Reasons for refusal
   • Re-let periods and reasons for delay in letting (or equivalent for non-
     residential services)
   • The range of referral sources used and their efficiency
   • Follow up comments from stakeholders from first stage assessment

   Checklist for considering reasons for apparent lack of demand.
   • Overly restrictive criteria for service users
   • Poor performance by referral sources
   • Delays elsewhere in process of selecting new service users
   • Demand exists but poor reputation
   • Demographic changes
   • Expectation changes on the part of service users
   • Changes in needs of potential service users
   • Service or criteria for new services inadequately described
   • Demand exists but service is located in the wrong place

   If significant changes to the service are required and their importance on
   a scale of 1 to 5. GCC with the Provider should evaluate the Provider’s
   ability and willingness to change.


   Change                         Importance (1 Ability of            Willingness of
   Required                       = high and 5 = Current              Current Service
                                  low)           Service              Provider to
                                                 Provider to          Change
                                                 Change
   Examples:
   Change in                      1
   operational
   policies
   Current Provider               1

Document Ref No:     GCOM-030-04 (Template 1)   Version:   1   Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                  Pages:           16 of 23
   to enter new
   partnership with
   another Provider
   Change to service 1
   users served

       GCC to record the outcomes of the discussions with the Provider
       and any actions agreed.

   Demand
   Summary assessment of Provider performance by GCC
   All statements should be evidenced (i.e. by identifying the source of
   information which has led to view of strategic relevance being recorded)
   or otherwise, identified as based upon supposition. This will be
   particularly important if assessments are going to be shared between
   authorities.
   Action required by Provider.

   Example: referrals to come from Homelessness Service in accordance
   with agreed set of criteria.
   Action required by GCC.

   Example: Homelessness service to ensure that referrals provided within
   2 weeks of notification of vacancy, beyond which, the cost of void will be
   met or the Provider may seek referral elsewhere.

   Cost of the Service

   GCC should work with the Provider to document its assessment and
   agree the action required.

   Cost Effectiveness
   Summary assessment of Provider performance by GCC
   All statements should be evidenced (i.e. by identifying the source of
   information which has led to view of strategic relevance being recorded)
   or otherwise, identified as based upon supposition. This will be
   particularly important if assessments are going to be shared between
   authorities.
   Action required by Provider.

   Example: in house team to reduce costs in line with other projects
   serving comparable needs.


Document Ref No:     GCOM-030-04 (Template 1)   Version:   1   Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                  Pages:           17 of 23
   Action required by GCC.

   Example: needs of residents and implications for staff cover/costs to be
   reviewed again in 3 years time.
   Impact upon service operation and quality.

   Example: the agreed reductions to funding level will mean a reduction in
   staff cover for the project to 25 hours per week, in line with the
   decreasing needs of current residents.


   Quality and Effectiveness

   GCC may need further information, such as:
   • Asking the Provider for evidence of performance in particular areas
   • Following up on the initial feedback provided by stakeholders
   • Auditing the Provider’s self assessments in particular areas
   • Visiting the service
   • Conducting interviews with a selection of service users
   • Reports from other regulators, where available

   If significant changes to the service are required, GCC with the Provider
   should evaluate the Provider’s ability and willingness to change.


   Change                         Importance               Ability of           Willingness of
   Required                       (1-5)                    Current              Current Service
                                                           Service              Provider to
                                                           Provider to          Change
                                                           Change
   Examples:
   Change in
   operational
   policies
   Current Provider
   to enter new
   partnership with
   another Provider
   Change to
   service users
   served



Document Ref No:     GCOM-030-04 (Template 1)   Version:   1             Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                            Pages:           18 of 23
       GCC to record the outcomes of the discussions with the Provider
       and any actions agreed.

   Regular Review
   Summary assessment of Provider performance by GCC
   All statements should be evidenced (i.e. by identifying the source of
   information which has led o view of strategic relevance being recorded)
   or otherwise, identified as based upon supposition. This will be
   particularly important if assessments are going to be shared between
   authorities.

   Action required by Provider.

   Example: introduce a process of regular review to see if needs have
   changed by a specified date.
   Action required by GCC.

   Examples:
   Full contract/SLA to be conditional upon achievement of set targets;
   Service to be reviewed again at an early stage to assess general
   progress in this area.


   Provider Capacity

   This stage identifies the reasons for inadequate capacity and will
   establish targets for remedying this and identifies resources that may be
   required in order to achieve targets.

   GCC should encourage and support Providers, particularly small,
   specialist or new providers, to assist them in meeting the requirements
   of this section.


   Moving to Third Stage

   GCC will invoke the third stage in the following circumstances:
   • The service does not meet the strategic aims of the relevant client
     sections and the Provider and is unwilling and unable to make the
     changes necessary for the service to meet the strategic aims
   • Demand for the service is low and likely to remain low, and the
     Provider is unwilling or unable to make changes to bring the service


Document Ref No:     GCOM-030-04 (Template 1)   Version:   1   Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                  Pages:           19 of 23
     to an acceptable standard
   • The quality of the service may not be acceptable to GCC
   • The cost of the service is unreasonably high and the Provider is
     unwilling or unable to reduce costs to a reasonable amount


      The following factors will assist in deciding whether to move to the
      third stage:
   Issues to be Addressed            Relevance and Proposals
   What will the impact of the
   changes be on current service
   users?
   Are there satisfactory
   alternative Providers?
   What will the impact of the
   changes be on linked
   services?
   What will the impact of the
   changes be for any publicly
   funded capital assets
   employed in the service?
   What will be the impact of the
   changes on the viability of the
   current Provider?
   Will new capital funds be
   required and available?
   Will new revenue funding be
   required and available?

   Recommendation following completion of second stage review should
   be detailed in the Service Review Report. The provider should review
   the report containing the proposed changes and submit a response to
   GCC.




Document Ref No:     GCOM-030-04 (Template 1)   Version:   1   Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                  Pages:           20 of 23
                    Third Stage Assessment
   DECISION TO WITHDRAW FUNDING

   Stage one and two must firstly be completed and any appeal made,
   considered.


   Who Makes Decision


   Decision to withdraw ratified by elected members/agreed designated
   officer.

   Reasons for withdrawal to be recorded.

   Cross Authority Services
   All affected authorities to be involved in review process and consulted on
   closure of service.


   Risk Assessment

   Prior to withdrawal, a risk assessment should be carried out to consider
   the impact of the decision on:
   • Service users (what will be the impact on the withdrawal of funding?)
   • The wider community
   • The effect on other Providers and their ability to meet increased
      demand for services
   • Other strategies (how will the decision impact on other strategies?)
   • Other statutory agencies (will the decision have an impact on other
      agencies?)
   • The closure of a service for people with mental health problems may
      impact upon the health service (even if the only revenue is from
      Social Work Services)
   • Elected members (if members are not the final decision makers on
      service closure, they should be advised and consulted prior to
      closure)
   • The financial viability of the Provider must be considered, particularly
      if the local authority wishes them to continue to provide other services
      in their area



Document Ref No:     GCOM-030-04 (Template 1)   Version:   1   Document Type:   Procedure
CS Local Filename:   GCOM-030-04 (Template 2)                  Pages:           21 of 23
   Challenge to the Decision

   Providers, to whom stage three applies, have the right to challenge any
   decision to withdraw funding.




   Action Planning

   Following notification to the Provider that funding will cease; GCC and
   the Provider to agree an action plan for the service.


       The action plan will include:

   Action                           Lead Officer                      Timescale
   Communications strategy (to
   include press, service users,
   members and other
   stakeholders).
   Notifying and involving service
   users and potential users of the
   service.
   Liaison with other relevant
   stakeholders, including
   statutory bodies, voluntary
   organisations and other
   providers who will be affected.
   Seeking alternative revenue
   streams, where appropriate.
   Alternative service provider,
   where appropriate.
   Decanting procedure, where
   appropriate.

   Communications

   Changes to a service need to be appropriately communicated.




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   Seeking Alternative Revenue Funding


   The provider may source alternative revenue funding in order to
   continue providing the service.


   Remodelling/Reprovisioning/Reshaping Service

   In certain circumstances Housing Support service can continue with no
   Supporting People funding. This would only be viable if the service
   provided consisted of intensive Housing Management and Care instead
   of Housing Support. The service may also choose to provide support to
   a client group with minimal service needs.



   Service Closure

   The temporary or permanent closure of the service may require
   decanting tenants from the property, either temporarily or permanently,
   whilst a service is remodelled or re-provisioned.

   Each decant requires a plan specific to that service, which takes into
   account, the following factors:
   Security of tenure of the service users
   The service user’s vulnerability/dependency and the effect of decanting
   on their welfare;
   The service user’s length of stay in a service
   Alternative arrangements for provision of the service are in place
   Consideration should be given to what assistance can be given to the
   service user in securing alternative accommodation and in resettlement
   Service users views of the proposed changes


   Compensation for Home Loss and Disturbance

   Tenants who are decanted may be entitled to compensation under the
   Land Compensation (Scotland) Act 1973, amended by the Planning and
   Compensation Act 1991.




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