Key Performance Indicators and Key Performance …a1538.g.akamai.net/7/1538/13355/v001/homeoffice.dow… · · 2006-06-25Key Performance Indicators and Key Performance Targets Sources

PSO 7100 Executive Summary

Key Performance Indicators and

Key Performance Targets

Sources and Calculations GuidanceNotes

2004- 2005

EXECUTIVE SUMM ARY

This PSO is issued to update the previous PSO 7100. It provides a reference to explain how KeyPerformance Indicators, Key Performance Targets and other Prison Service performancemeasures are defined.

To provide KPI information that explains the sources of data and calculations used by the PrisonService Information for Managers Online (PSlMOn) to compile KPI & KPT for the Prison Service.

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

There are no immediate resource implications with this PSO.

Issue No. 203 Issue date 31/07/0z_0 52 4

PSO 7100 Executive Summary

14_ JUNE 2004

(signed)

Director Ann Beasley Area/Operational Manager

Further advice or information on this PSO or the systems contained within it can be sought from:

Planning Group: --

10525Issue No. 203 Issue date 31107104,

PSO 7100

Contents

Executive Summary

TABLE OF CONTENTS

•Introduction

1. _Deadlines - ....

2. Key Performance indicators :

3. KPI Audit Baseline._

4. _Collectin,qdata throu.qhPSIMOI_I

5. _onventions. of Reports ....

6.. .Key Performance Tar.qets :('KPTsJ

DEFINTION OF MEASURES :. ... --_

7. Accidents- . , . . . ....

8. Accommodation ....

9. Au6it Scores. - " -. - •

!0. BalancedHours = .

11. BasicSkiiisEducation . "

12. CARATS • !.... :. . . . . : . . . . . . ....... . -" . . .

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Ac omm n " "13. Certified Normal c odatio .. " .... ...... . -. : . • ....

14. classroomEfficiency :. :..."" " " ' . :''" " • • " "." i "

15. ClinicalMana,qementof SubstanceAbuse : :•...- . • ..".- . . .... . .

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:i 6. Corresp0ndenceResponse-l-ime_. : .::, " -i " " " : ..........- :. ". -.., "

_.: 17. C &R Trainin,q,& Tornad0,Commitmenl : " " ..... •: ..........•

. 18.. Dischar,qe,toCourt -: :.- _:: " '-"- } !:_:::ii _ i i. . . : . ". .. ". ....- . ._ . - . : ": _ . . ." _ - . . " . . ., .

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PSO 7100 Contents

20. Finance

21. Incidents (includinq serious assaults)

22. Mandatory Druq Testin.q

23. NVQ in CustOdial Care

24. OASYS Completions

25. Offendinq Behaviour ProRfamines

26. Overcrowdinq

27. Parole & Lifer Dossiers

28. Planned Preventative Maintenance

29. Population

30. Prison staffinq Levels

31. PurposefulActivity

•32. Race Equa.lity-. ... . .

33. Receptions:. . , . .

34. Re.qime Numbers

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35. Rehabilitation Proqrammes (Includinq Theraputic Communities).

36. Prisoner Complaints. . - . ..

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37. Resettlement " ...-. ...

38. SPDR Completions " ..... ". - .: . .. . . . .. . .. . • .,-. ..

39. Searchinq" " " " " - -i • • -...:

40. Staff Sickness•Rates " ....p

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41. Staff Traini .... - .. " " ' .-j ", . . -

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PSO 7100 Contents

44. Voluntary Dru.q Testinq

45. Summary of KPTs

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Order Ref: 7100 Page I

Introduction

This document provides a reference to explain how Key Performance Indicators (KPIs), KeyPerformance Targets (KPTs) and other Prison Service performance measures are defined andconstructed.

The instruction includes deadlines for the submission of key management information fromestablishments and HQ Groups. The attached PSO 7100 explains the sources of data andcalculations used by the Prison Service Information for Managers Online system (PSIMOn) tocompile KPIs and KPTs for the prison Service.

The Prison Service Trade Union Side (PSTUS) has been consulted about the terms of this ..instruction and accompanying material.

KPI and KPT data will continue to be collated through the PSIMOn (Prison Service Informationfor

Managers Online) database.:PSIMOn is now in operation in all establishments and area offices,and has proved a very effective system for collating, validating and reporting performance.information.

The PSIMOn database is accessible by anyone with a Quantum network ID and is housed on thePrison Service Intranet. There are distinct levels of user functionality within the system andindividual user options will depend on the user's role within the performance monitoring, proces s . _and will be linked to their network ID..... . .

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.Data validation

The PSIMOn database is maintained by Planning Group and isused to compile KPI andKPTresults for the Prison System. Data is collated from one or more points within their establishmentsand aggregated at overall establishment level. Planning. Group uses these data to report - ..performance against KPI and KPT targets to Ministers, the Prison Service Management Board,Area Managers and Governors. - •

-The PSIMOn system incorporates a structure of validation andapproval. As PSIMOn is online,establishments are able to.validate the information instantaneously, and have the ability to, .;. "

scrutinise data imported from central systems. Until the data has been validated and approved by " ._-..'an. SMT Member the m.onthly KPI results are labelled 'Not approved'. It .is important that " i "

•establishments validate, the information to confirm that the data are accurate. - . - :- .-- . . --..

•_ The PSIMON system'collects information in three ways: " -

1) Entered directly from prisons., i J . " ....... . . "" 2) Imported data centrally in electronic, format extracted from other central operational

systems.(e.g: PERSONNEL, FOCUS/PHOENIXand LIDS). " -: " '._. --3) Regime monitoring returns. " -- - ..... :.. ,--. .... .

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The.majority of the data are inputted directly on PSIMOn by establishment staff. This helps ensure : .i J . -the inforrnationheld on PSIMOn .and reported on performance .reports is the same-as the data .....: ....:-.-entered ontoany Iocalsystems, but establishments,must check regularly to make sure that afl.data " _!-/- .

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Order Ref: 7100 Page 2

Summary. of Mandatory Actions

Establishments must update PS/MOn with each months data, approve the data and submitRegime Monitoring returns to Planning Group, in line with the monthly deadlines listed in chapter 1of the guidance attached to this instruction.

Headquarters groups and central services units must send the appropriate monthly data toPlanning Group by the deadlines in chapter I of the guidance attached to this instruction.

EStablishments will be given until the next reporting deadline in chapter 1 of the guidance attachedto this instruction, to validate all data including imported data as shown in the monthly monitoring

reports. The PSIMOn System will then be "locked" so that the data is "read-only." The "read-only"state can only be switched off by making a request to Planning Group.

: Monitoring

KPI and KPT data quality is subject to compliance audit by the Standards Audit Unit and by self-audit managers .in establishments and HQ Groups. The Prison Service Management Board, AreaManagers and Planning Group also •monitorperformance. The audit baselines Used by StandardsAudit Unit to assess data quality are subject to review and change.

It is recommended that all establishments carry out regular self-assessment bf their internalSystemsagainst the current baselines to provide on-going quality assurance.

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1. Deadlines for data entry

- i- "." ' --_May-2004 02 May 2004 (5) Friday ! 1 June 2004

09 May 2004 (6)• 16 May 2004 (7) . .

- • 23 May 2004 (8)30 May 2004 (9)

Jun-2004 . 06 June 2004 (1.0) Friday 09 July 2004.13June 2004 (11)20 June 2004 (12)27 June 2004 (13)

Jul-2004 04 July 2004 (14) • . . Friday 06 August -.1-1July 2004 (15) 2004 ....18 July 2004 (16)25 July 2004 (17)

Aug-2004 01August2004 (18) Friday 10 September 2004." 08 August2004 (19) - -

" 15 August 2004 (20).22 August2004 (21)29 August 2004 (22)

Sep_2004 05 September 2004 (23) Friday 8 October 2004 "12 September 2004 (24). .... • .19 September 2004 (25) . .

.- - 26September 2004 (26) • " • "Oct-2004 • 03 October 2004 (27) Wednesday 10 November 2q04"

. . 10 October 2004 .(28) : • •• 17 October 2004 (29) " • "

24 October 2004 (30)I 31 October 2004 (31) " " ... •

Nov-2004 07 November 2004 (32) Friday 10 December: 14 November 2004 (33). •2004 .. . .

• • : • 21 November 2004 (34) " . . "" " " .. 28 November 2004 (35) " ......

Dec-2004 05 December 2004 (36) Friday 07 January 2005" . ..- . 12December2004 (37) . " "

" 19 December 2004 (38)26 December 2004 (39) • • _ .

• - Jan-20015 02 January 2005 (40) Friday 11 February 2005. " •• 09 January2005 (41).. ... .... :

" 16 January2005 (42) . .- : : 23 January2005(43) .... . ' " • • .:. " - • .... :

30 January.2005(44) . - . " - "- Feb-2005 " 06 February.2005 (45) . -. Friday 11 March 2005 -

• - 13 February 2005 (46) -. . " " " .. •: .. 20 February 2005 (47) " ,.

27 February 2005 (48) - • . " - -_• " Mar-2005 ' : 06 March2005 (49) Friday08 April2005 " : :

- • " 13March2005(50). " - " ' : : : ,. •" 20 March 2005 (51) " " : " . . . • . ..-

' - - - - 27March2005(52). • ' .... • -• - * The deadline forOctober's:Reports has been brought forward duethe PSMB requirements... . - •

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2. Key Performance Indicators for 2004-2005

The Prison Service has two objectives:

Protect the public by holding those Committed by the courts in a safe, decent and healthyenvironmentReduce crime by providing constructive regimes which address offending behaviour, improveeducational and work skills and promote law abiding behaviour in custody and after release

KPIs for 2004:2005

• To ensure no escapes of Category A prisoners.

• To ensure that the number of escapes from prisons and from escorts undertaken byPrison Service staff, expressed as a proportion of the average prison population, islower than 0.05%.

.... • To ensure that the number of escapes from contracted out escorts is no more than 1per 20,000 prisoners handled.

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• To ensure that the number of serious assaults, expressed as a proportion of theaverage prison population, does not exceed the level recorded in 2003-2004.

• To ensure the rate of self-inflicted deaths in 2004-2005 does not exceed 112.8 per100,000 of the prison population.

• To ensure that the average rate of positive results from random mandatory drugtests islower than 10% by April 2005.

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• To ensure that the number of minority ethnic staff in the Prison Service, expressedas a proportion of the totaiworkforce, is at least 6.0% by April 2005.

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: • To improve the proportion of prisoners escorted within the contractor area that• : arrives at court before the court sitting time.

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• To deliver 7000 accredited offending behaviour programme completions in 2004-2005, including 1180 sex offender treatment programmes plus 3,900 drugprogrammes" . " . _ . .

• To ensure that the percentage of the prison populationthat.iS above the Uncrowded, capacity, expressed as a percentage of the average population, does not exceed

24%.Prisoners to achieve:

- 56,000 basic skills awards of which i i. 16;970 • are at entry level :.- -:

23,430 are at level-1 : _ :: " "

: _;:' - _ i I , , _ 15,600 are at leve12 . _ " " '• -120,000 key skills awards. ," .

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•. T0 ensure that 38,000 prisoners have a job training or education outcome on release- in-;- : :

-2004-2005: i::ii::-i :: .. ::i:.i::-i ::i: : i i:: - :':: " .:i:::ii.. i;-:' : . i;:' : • To ensure that average Staff sickness in 2004-2005 does not exceed 12.5 working daysper. ;; :: :: 'person. ...... ..... .... : • " ;; ":- "

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3. KP! Audit Baselines (Planning Group)

3.1 Requirements are set out in the KPI and KPT data quality standard contained within theStandards Manual. Audit worksheets are subject to review throughout the year dependingupon audit priorities and changing mandatory requirements.

3.2 Prisons are required to conduct a regular self-assessment of internal Systems for collectingand reporting these data against the prevailing baselines to give on-going assurance of thequality of the data submitted.

3.3 Standards Audit reports continue to show that the arrangements for collecting and reportingdata are deficient in many establishments. There are a number of common weaknesses:

• Regime Monitoring returns are often incomplete with elements of the regime notincluded in weekly returns. Purposeful Activity hours are thought to be under-reported as a result.

• interruptions to Purposeful Activity are not deducted from Regime Monitoring returns

-. •. Errors or delays entering staffing details into the Personnel •database

• 'Fights" wrongly coded in LIDs as 'assaults', overstating assault figures

• Data validation in prisons does not always: detect and :correct errors, hence the datarecorded on the PSIMOn system is incorrect

:.3.4 GovernorS may wish to direct self-auditors to pay particular attention to these areas. Adviceand guidance on this or any other data collection issue is available from Planning Group.

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4. Collecting and Reporting data with PSIMOn

Data Validation

The PSIMOn (Prison Service Information for Managers Online ) database is to compile KPI andKPT results for the Prison Service. This database collects together establishment level data takenfrom a range of-sources. PSIMOn uses these data to show performance against KPI and KPTtargets for Ministers, the Prison Service Management Board, Area Managers and Governors. It isalso the source .of the data used to •populate the Weig hted Scorecard every quarter.

The PSIMOn system introduces a structure of validation and .approval. As PSIMOn is an online •system, establishments are able to validate data instantaneously. Until the data has been validatedand approved by an SMT member the monthly KPI results are labelled 'Not approved'. It isim portant that establishments validate the information to confirm that the data is accurate, and alsocheckthat data imported from HQ groups is also correct.

The PSIMON system collectsinformation in three ways:

1) Entered directly •from prisons.2) Imported data centrally in electronic format extracted from other central operational

systems (e.g. PERSONNEL, FOCUS/PHOENIX and LIDS).3) Regime monitoring returns.

The majority of the data are-inputted directly on PSIMOn by establishment staff. This Shouldensure the information held on PSIMOn and reported on performance reports is the same as thedata entered into systems at establishment level. Perceived errors between the PSIMOn reportsand the establishment local _records could be due to the following:

• Errors inputting the data into the relevant system at establishment level

° A misunderstanding about how the .particular KPI or KPT is calculated

° Timing differences between the PSIMOn report and operationalsystems

It is important to note that Planning Group does not enter the data reported on the performance.reports. Experience shows that errors on the validation report are generally due to--data being "recorded incorrectly in the establishment. _.

Establishments should be aware that figures sourced from operationai systemS, such as •LIDS, are .subject to time differences, which will make it impossible to reconcile data precisely.. Theestablishment should use these elements of the report as a 'reasonableness' test on the data, suchas "Is the _urrent number of s,taff in post about350?" This should detect any-obvious errors, eitherin the input or elsewhere in the processing. Any timing differences will be corrected in the year todate •data.... : " _ .-

If the establishment is concerned-thatthe data. reported by •Planning Group•on the PSiMOn reports - -appears to be incorrect, the establishment must investigate the discrepancy locally. The suggested. " " .< -

- - •procedure is:: " ..... _ _ " ..... " • " -

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• Review the appropriate: section in this Prison Service Order. to confirm .: .._

.- ...... understanding about how the KPI is calculated,• • This can sometimes explain ". apparent discrepancies in the data, especially wherethe dataare compiled outside

- -- .- . of the establishment...For example in Mandatory Drug Testing, • it is often difficult to .... " " ".. - . L . . , .

-. . reconcile results reportedbythe testing laboratory back to establishment records. ....

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• Confirm with the appropriate-person in the prison that the data was input correctlyinto the source system, e.g. FOCUS, PERSONNEL or LIDS.

• If the discrepancies cannot be identified locally, call the Planning Group contacts foradvice.

To protect the audit trail, Planning Group does not.have authority to change any figures that arefound to be incorrect. Therefore, any errors must be corrected locally. The named policy contact forthe data item listed in the PSO can advise on this for any measures that are not inputted directlyonto PSIMOn by the establishment.

•Contact

The Information Team in Planning •Group isavailable for advice and guidance. Contact Robert

Vahey 020 7217 5882 or Jenny Femandes 020 7217 5854.

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5. Conventions of the Reports

5.1 All references to years are to financial years. The Prison Service's financial year runs fromthe beginning of April to the end of the following March.

5.2 Year to date totals headings (usually abbreviated to "YTD total") refer to the total itemsduring the period from the beginning of thecurrent financial year to the end of the reportingmonth.. For example, for September 2004, "YTD total" refers to the total items during theperiod the beginning of April 2004 to the end of September 2004.

5.3 Year to date average headings (usually abbreviated to "YTD avg.") refer to the averageitems per month in the months between the beginning of the current financial year to theend of the reporting month. For example, for September 2004 reports, "YTD avg." refers tothe average items per month across the period from the beginning of April 2004 to the endof September 2004.

5.4 "YTD 03/04" refers to the period in the previous financial year that is equivalent to theperiod covered for the current financial year. For example, for June 2003 reports, "YTD

! 03/04, refers to the period April 2003 to June 2003.

5.6 "Outturn" is the final performance figure for the last financial year.

5.7 Within fields, "n/a" indicatesdata are normally available but are currently missing for thatperiod. The symbol "-, indicates that data are never available for that period or category.

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6. Key Performance Targets (KPTs).. . . .,. . :

6.1 Business Plans for establishments and HQ Groups include a series of Key PerformanceTargets (KPTs) to measure performance against planned activities.,.The list of. KPTs for2003-04 is reproduced in this section along with outline definitions.

6.2 Area Managers will agree bespoke KPT targets for each prison based onan assessmentof "current and past :performance, benchmarked against that of other similar, prisons._ -.:. •

Establishments must provide monthly information on KPTs using the PSIMOn system ' i i _according to the timetable set out in section 1 of this instruction.

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6.3 Some data to are already availableto HQ such as assaults, temporary release movements,and expenditure. This data will be imported directly into the PSIMOn'system, .andestablishments will not be able to change these figuresdirectly. If a figure appears to beincorrect, establishments should consult the appropriate section of this guidance to confirmthe source and definition of any of these measur_es,and contact the policy holder directly..

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6.4 A user guide issued at the PSIMOn system training provides detailed operator instructions• . for users. Areas must ensure that the KPT targets agreed with Area Managers are entered "

into the PSIMOn system in Apr#. Once agreed, targets should only be changed with the... written authority of the Area Manager. - ......... -

- i, /i ..... " . KPTs will be referred nationally.by the short name attached to each KPT,for example KPT ':_..-_.':"

.Staff Sickness, KPT Voluntary Drug Testing. This is to avoid.confusion with previous;numbering systems when KPTs .were deleted or : added;-., in. subsequent ,..years: ' ": _i :; :. . - .

Establishments are free to develop any appropriate local numbering system but should note. . _. that these numbers willnot be _recognised outside;that establishment. Specific guidance

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and clarifications on particular KPTs, which respond to queries raised by prisons, isincluded in the •following sections.

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7. Accidents

7.1 Area Managers will agree a target with each prison not to exceed a maximum number ofaccidents per year. Performance will be expressed as a percentage of all persons in theestablishment, comprising average population plus average staff in post figures. Visitors arenot counted within the population but an accident affecting a visitor• should count as anaccident.

7.2 As a general•rule, an accident should be counted if the establishment has completed anAccident and Near Miss form for the incident. PSI 11/2002 includes full details.

7:3 Area Managers will no longer need to agree a separate target for the maximum number ofRIDDOR incidents i.e. major injuries, dangerous occurrences and diseases reported-to the

Health and Safety Executive.

7.4 Each month the prison should use the PSIMOn system to record the number of accidentsand RIDDOR occurrences within the prison during the month. Planning Group will calculateperformance as a proportion of all PeOPle in the prison.

Contacts

For further information, contact Robert Vahey, Planning Group, 020 7217 5882.

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8. Accommodation (Shadow KPT)

8.1 As a contribution to reducing-reoffending, the Prison Service is seeking to .increase thenumber of prisoners with accommodation arranged on release.

Pr'sonsenter0r'sooert JOataconso"0ate0I fP'ann'n0Orou0rece'ves]accommodation status at electronically into IIS in monthly extract from IISdischarge into lids HQ and imports into PSIMOn

8.2 Custody to WorkUnit (C2WU) als0 feeds into Planning Group for entry into PSIMON c.atch-up data from establishments, submitted to and checked by C2WU, on accommodationplaces at discharge which were not entered locally into LIDS before local access closed.

8.3 PSi 39/2000 required •prisons to enter into LIDS prisoners' employment / •training /education (ETE) and accommodation status both at reception and .discharge. This iscontinued in force by Chapter 2 of PSO 2300 on resettlement.

8.4 The data entered into lIDS at prison level about prisoner accommodation status atdischarge is used to record achievement against this shadow KPI.

8.5 Area .targets for thenumber of prisoners with accommodation arranged on release will beagreed with Area Managers. Area Manager s will wish to cascade these targets to prisonlevel. Full details of what may be counted as accommodation is given in the PSO or onrequest from Custody to Work Unit •.

8.6 Accommodation includes: • _:

-. .. (i) Permanent independent housing, such as:

• Householder. For example: owner occupier; tenant of local authority housingassociation or registered social landlord; private sector lease; assured

: _ tenancy; assUred shorthold tenancy; travelle[ wit h own caravan or boat;static caravan or boat .....

..... ° In istable relationship with householder, including family, co-habitation or: friendship ' • !

(ii) Probation/bail hostel.

(iii) Supported housing. This applies to housing where there is an element of.supportprovided as well as accommodation, for example for mental illness or drugtreatment. It is likely to be provided by a specialist housing association

. .= . . . . . . ..... . . .. _" ,. . '. . "_. .. . " .: ... • .. -- -

i _ : (iv) TranSient L short-term accommodation. This includes •staying with family or.friends ".... - " as a short-term guest; night or winter shelter; direct access sh0rt-stay hostel; bed &

breakfast or other hotel. "....

.... • • .,i . 4i _. ...8_8 All final discharges of sentenced prisoners from establishments •.are included. These include" "

foreign nationals, with,the exception of.deportation cases..-Many foreign•national• prisoners . .......... are EU nationals or have indefinite leaveto remain in the UK. .... .. .... . - ....

: .....• _ _ i . :. " _: • ! ....' _ _ :i _ '_::: _ :_i : i .i '_: :_8.9 Remand prisoners discharged from courtareexcluded becaLise, although ••beginning Work .....

• . . . .

-...: -_ ... ..... ..... -: -. ._.;.:: _i .. - ..:....: i .... -".. .. -:. - " " 1053-9. Issue No. 203.._ .. .." . •.... . . .... : .. .. - . ."- - Issue date 31107104- .. " "


on remand will be important in helping short-sentence prisoners keep or findaccommodation, it would be very cumbersome to record the expected accommodation

status of every remand prisoner on each court appearance should they be discharged.

Contacts

For further information contact Granville Taylor, Custody to Work Unit,

10540 "Issue No. 203 Issue date 31/07/04


9. Audit Scores

Data Flow

9.1 Prisons must report at the end of each month their current scores in the following audits:

• Security (Standard 54)• Standards Audit (Standard 59)• Self harm (Standard 60)

Prisons enter data on I SMT Member approves t Reports are then available IPSIMOn system data from PSIMOn system

9.2 For the 2004-05 financial year, establishments must enter percentage scores (eg 83%)rather than ratings (eg "Good'_.

9.3 If a prison has a self-audit score of 80% or over they may, with Area Manager approval,enter a self-audit score for Standard 60, provided at least six months has elapsed since theoriginal SAU audit However, only SAU scores can be entered for the Security or StandardsAudit standards (54 and 59 respectively).

Contacts

For further information contact Janos Suto or Sarah Webb, Planning Group

10541 :"

Issue No. 203 " Issue date 31/07/04 . "


10. Balanced Hours

Data Flow

10.1 This is not a KPT, but prisons must .report at the end of each month the total year to datebalanced hours using the data entry screen in PSIMOn system.

I Prisons enter data on 'I SMT Member approves I Reports are thenPSIMOn •system -•data available from PSIMOn

system

Definition

10.2 Balance of hours is calculated by dividing the cumulative balance of hours owed at theend of the month by the unified staff in post figure at the end of the month. The cumulative

- balance of hours figure is shown on the SPAR-F and CAMMS forms.

For example: :

HMP Slade has a cumulative balance of hours of 1,500 hours and200 unified grades1,500 divided by 200 =7.5 hours

Contacts

Prisons should contact their Area Office for further support or information.. .. ....

-- . . ..- -

-11. Basic Skills- Education . . . .....

11.1 The Prison Service is committed to reducing the proportion of prisoners who leave prisonwith poor basic skills. 'Targets agreed in .SR2000 challenge the Service to further increase .......the number of educational .and vocational awards to be achieved by prisoners.: ;..: .... :....

" ' " .... ".... . ":i"_-_:). ....: " "

Data Flow . . :...-. - • " . . . . ... • . .

11.2 Establishments must report the education awards achieved by prisoners using PSIMOn. system. . . .. .

" I Memberappr°ves t:' [ " PlanningGr°up I " """ :consolidatesdata.; .: Il ':": --

: . Prison enters awards I SMT ..ida i.: -: i rep0rtsarethen .<i :.:. :

I" " ... at entry ievel, level I or.I "

• level 2 for basic skills :1 ta ' i: ::!iiand any work skills on I available from PSIMOn I - " _ '

- PSIMOn " .I ..... i"i":". _i .... System: , : il _ :/: .i :.

46. :: i 1.3 Achievemenis that count towards basic skills targets are giver_belowJ : . ! : .:;: -::: :,::. :/-". "These have been accredited, by the Qualificationsand Curriculum Auth0dty(QCA)and approved:/-... : ".by the Secretary of State. These qualifications are mapped to the nationa/standards .for literacy ... '-

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and numeracy and will replace all existing awarding body qualifications in Basic Skills.

11.4 Qualifications in ESOL also contribute to targets. National standards in ESOL are currentlybeing developed, and a list o[ accepted q ualifications will be found on the QCA Website.

Qualification Awarding Body Levels Assessment methodKey Skills OCR, City andGuilds, 1, 2 - .. . End test .andcommunications Edexcel and any other portfolio of work

• accredited by QCA .......Key Skills - Application OCR, City and Guilds, !, 2 _ End .test• and

of Number Edexcel and any other portfolio of work:: - accredited by QCA " - .... - "

English for Speakers of Any award approved All levels . , , As•specified - ..Other Languages- by QCA: /. , - . -ESOL • .... .. .... • " .

GCSE Maths Any awarding body A - C (2) Examination. . accredited tooffer • " D - G (1) : " - " :

• " " " " " " " " '_ " " '_ i " " " "' GCSEs :" : " -.. .

GCSE English Any awarding body. A- C.(2). Examination :accredited.to offer D - G (1) .... " "

.... GCSEs " " " " I

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I Qualification Awarding Body Levels Assessment method

National Literacy Test OCR, City and Guilds, 1, 2 ' TestEdexcel and any otheraccredited by .QCA

National Numeracy OCR, City and Guilds, 1, 2 TestTest Edexcel and any other

accredited by QCALiteracy OCR, City and Guilds, Entry, Level 1, Level 2, Varied according to

Edexcel and any other Level 3 qualificationsaccredited by QCA

Numeracy OCR, City and Guilds, Entry, Level 1, Level 2, varied according toEdexcel and anyother Level 3 qualificationsaccredited by .Q.CA .

Guidelines for acceptable Work skills accreditation are available from the Prisoners'Learning and Skills Unit, and will be sent to each establishment.

Contacts

For further information, contact the Prisoner Learning and Skills Unit,_tAll_ localeducation advisers or Robert Vahey, Planning Group, _]_][T_-_-.,__

• • • ..

10544

Issue No. 203 Issue date 31/07/04


12. CARATs

Data Flow

12.1 Prisons must report data on the number of Initial Assessments completed by CARATworkers each month.

Establishment records Establishment enters SMT approves data.the number of data to PSIMOn system PSIMOn performance

prisoners who undergo reports availableCARATS assessments

Definitions and Calculations

12.2 The KPT for CARATs is defined as the number of prisoners for whom a CARATs caseworkrecord is opened and the relevant information is gathered to allow an assessment of needto take place. This is satisfied in the revised Casework File introduced by PSO 3630 and bythe completion of an Initial Assessment. The Initial Assessment is designed so that itgathers the minimum level of information required to make an assessment of need.

12.3 For 2004/05, the KPT is to maintain delivery of 47,000 Initial Assessments by March 2005(as achieved by March 2004).

12.4 Prisoners involved in the CARATs process must not be counted twice during anycontinuous period in custody (remand / sentenced), or on transfer between prisons. Oncethe Initial Assessment has been completed, no re- assessment should count towards theKPT during a prisoner's sentence. Initial Assessments following any subsequent periods incustody may, however, be counted.

Contacts

For further information, contact Chris Kottler, Drugs Strategy Unit, _or RobertVahey, Planning Group,

1@5 45



13. Certified Normal Accommodation

Data Flow

13.1 Planning Group take Certified Normal Accommodation (CNA) information from the StrategicPlanning Section CNA database.

Prison submits new or Area manager signs Planning Group takes aamended cell new or amended cell download of data from

certificates for area certificate and sends to SPS and im ports intomanager signature strategic planning PSIMOn

section (SPS) whoupdate their database

Definitions

13.2 Baseline CNA is the sum total of all certified accommodation in an establishment exceptcells in punishment or segregation units or health care cells or rooms in training prisons and

YOIs which are not routinely used to house long stay patients

13.3 In-Use CNA is the baseline CNA minus those places which are not available for immediateuse, For example; damaged cells, cells affected by building works and cells not being usedbecause of shortage of staff.

13.4 Operational Capacity is the total number of prisoners which an establishment can h01dwithout serious risk to good order, security and the proper running of the planned regime.

13.5 Common causes of inconsistencies between prison and HQ reporting of CNA:

• Strategic Planning Section update their database at the end of each month,incorporating information from any new or amended certificates that have been sentto them during that month. New cell certificates cannot come into force unlessauthorised by the area manager or director.

• if a new cell certificate is submitted to SPS during the course of the month, the newCNA levels will only apply to the establishment on PSIMOn from the beginning of thefollowing month.

• Prisons send new cell certificates to Area Manager, but the Area Manager does notreturn.signed certificate to SPS before the end of the month in which the new oramended certificate was submitted by the prison. The SPS database thereforecontinues to show the old CNA levels.

Contacts

For further information contact Rachel Washington, Strategic Planning,_

• • • • . .



14. Classroom Efficiency

14.1 The classroom efficiency measure records the percentage of planned education hourswhich are actually delivered each month in each establishment. The aim of this target is tomaximise delivery and improve efficiency. Area Managers will agree targets with theirestablishment (minimum 80%).

14.2 The education contract/schedule in each prison sets out the planned level of educationdelivery (teaching hours x planned no. students). The contract is costed on this basis.Where delivery falls short of the planned level (due to either contractor failure to meetteaching hours, or establishment failure to maintain agreed numbers) there is an impact onboth regime and value for money.

The classroom efficiency target measures the impact of both these components on deliveryof hours and thus vfm.

14.3 Although there will inevitably be some unavoidable disruption to student attendance due tooverriding operational constraints (such as searching incidents etc), Governors must aim tominimise the impact of disruption on the total defivery of education hours.

14.4 To determine the level of efficiency/vfm aft reductions in planned defivery hours (forwhatever reason) must be recorded and included within the calculation. The efficiencytarget (minimum 80%) reflects the fact that there will be some unavoidable disruptions butis set to focus attention on the requirement to make best use of the education resourcesavailable.

The formula for calculating classroom efficiency is:

(a) Actual Teachinq Hours x (b) Actual No Students(c) Planned Teaching Hours x (d) Planned No. Students

14.5 Prisons must use the PSimon system to report the planned number of hours (c x d) and theactual number hours defivered (a x b) each month.

Contacts

For further information, contact the Prisoner Learning and Skills Unit,

__t, local education advisers or Robert Vahey, Planning Groupi_

. • .- .

Issue No. 203Issue date 31/07/04


15. Detoxification Programmes (Clinical Management of Substance-Misuse).

Data flow

15.1 Prisons must report data on the number of prisoners receiving clinical managementservices for their substance misuse needs during each month.

Establishments record the Establishments.enters SMT approve data.numbers of prisoners data to PSIMOn system PSIMOn performance

entering a) detoxification reports availableprogrammes separating

those programmes ofunder 14 days

duration(from those of 14-21 days duration) and b)

extended prescribing(including maintenance) ..

• programmes

Definitions and calculations

15.2 The formal target remains to have 27,000 prisoners annually entering prescribedsubstance-misuse management programmes by 31 March 200& Clinical drug treatment_services for prisoners, including detoxification and maintenance prescribing, arenow theresponsibility of the Department of Health, and commissioning of these services will•bedevolved to NHS Primary Care Trusts between April 2004 and April 2006. In the medium

. term, it is likely that the Prison Service KPT on •this issue will be discontinued, and that• - performance monitoring of these services will shift to the NHS along with other prison .... . ..

health issues. Activity data on clinical drug treatment services for prisoners will, however,need• to be collected for the foreseeable future. - " . . - - "

. . . . .

.•15.3 Whilethe formal KPT in this area remains-unchanged from the.2002-03 level of 27,000, thedefinition of activities to be includedwithin this total has been broadened to includeprescribed, interventions other than detoxification. In addition establishments must record

:- . •separately the numbers of prisoners entering detoxificaUon programme s of up to 13 days •.duration and those of 14 to 21 days •duration. In practice, it is expected that the volume of

. activity in this area will continue significantly to exceed the formal KPT leveL " "....- . . . _. •

. - . . _. . .

15.4 The..data submitted on clinical drug treatment services must be divided between _.detoxificaUon and presoribed interventions other than detoxification, •including•maintenance..

Detoxification is defined as 'the use of prescribed medication for the clinical-management ofdrug withdrawal in accordance with PSO 3550, ClinicalServices for Substance-Misusers' "

.and can be of up to-2i •-days duration. Extended prescribing (including maintenance) is " "..., - .....

- defined as _he prescribed management of drug-dependence by the use ofmethadoneor . ......

buprenorphine {'subutex)" and must be-at least 20 days duration. Areaand. Operational lManagers will agree with establishments the local targets to be.achieved.. - . -- ...

15.5 Each month.prisons must report on PSIMOn thenumber of prisoners who have.en.tered'(a) . , "• .. detoxification programmes and (b). extended prescribing programmes, .Extended,.. .-:....• ... prescribing programmes should be recorded only at.the point•at . which treatment, is . -.---_.-

c0ncluded,on transfer to another establishment or on release from pds0n. ....... ;--_.-".-. ..-: --:

-.. " .'. .... ....1'05416 _Issue No.203, - .. • - ..-.... • ..... .,. ..... _" . Issuedate 31107104.- -.. . .:

" : " ' _. .. - , _.i-. " _ ....


Contacts

For further information contact local AreaDrug Co-ordinators; David Marteau, Prison Health0207.972 4515; David Hillier, Prison Health 0207 972 4781;' or Robert Vahey, PlanningGroup, 0207 217 5882.

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•16. Corres pondence Response Times

Data Flows

16.1 Performance data are collected monthly from all establishments and HQ Groups.

Establishments and I Prisons enter data to f PSIMOn performance

HQ groups collect local PSIMOn system and - reports availabledata using appropriate SMT. member approves

local systems data

Data Definitions

16.2 The Modernising Government agendaaims to improve the quality of the service provided tothe public by governmentdepartments. As a part of this the Prison Service has a target toimprove how efficiently we respond to correspondence from the public.

16.3 The target for the Service is to respond to 95% of corresponden(;e within 20 working daysof receipt.

16.4 Each Establishment, Area Office and HQ Group must set up and maintain a system forrecording information on the dates of receipt of and response to correspondence. Thesystem can reflect the expected volume of correspondence, but as a minimum, all incoming.mail must be endorsed with the date of receipt, and a local log must record:"

... • . ...

• The date of receipt of each item of con'espondence falling within the agreed ldefinition

, The final due date for response, which will normally be 20 working days from thedate of receipt

• • The actual date of response

•16.5 For the purposes of this indicator, i"corresP0ndence" includes correspondence frommembers of the public, including Treat Officially (T ° ) cases; former staff; and any externalagencies or organisati0ns that are not part of Government or the wider Cdmina!Justice ....Service. "Correspondence" includes faxes and e-mails received from these groups. -

16.6 The measure excludes any internai:Pdson Service correspondencel Correspondence with "tradeunions, current staff, the Home Office or other Government departments, and anymailshots or advertising correspondence. There are separatearrangements for dealing Withprisoner casework, Director General (DG) cases and ParliamentaryQuestions. These

" _should also be excluded from this count. If you are unclear about whether a particular pieceof correspondence should be recorded, you should ring thecontactsbelow for guidance. .... "

. • ..-

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16.7 The "date of receipt" should be the date the correspondence was first received by thePrison Service or Home Office. Where correspondence is referred from a different partof the organisation, the due date for reply reckons from the initial date of receipt. Thenext working day after the date of receipt counts as day 1.

16.8 A simple acknowledgement of receipt, advising correspondents that their letter is beingdealt with does not constitute a reply under this standard and should not be counted.

16.9 An interim reply will count where this broadly provides the information requested. Wherethis reply explains that additional points require further investigation, the 20-day clockshould start again for the same piece of correspondence pending the final reply.Responses to correspondents via e-mail or fax can be legitimate and should be recorded.

The date of reply should be counted as the date on the reply or the date of posting,whichever is the later.

16.10 Establishments must provide the following data as part of the PSIMOn requirement in linewith the monthly timetable set out in this instruction:

• The number of pieces of correspondence which were due a reply within the period

• Of these, the number replied to on or before the due date

16.11 Area Offices and HQ Groups must provide the following data monthly to Planning Group.NIL returns must be sent if no eligible correspondence was due a reply in the period.Returns from HQ Groups should be sent via e-mail to the e-mail address "CorrespondenceKPI" set up in Planning Group for this purpose.

• The number of pieces of correspondence which were due a reply within the period

• Of these, the number replied to, on or before the due date

16.12 The monthly deadline for returns is set out in this instruction. Planning Group has designeda simple database to help establishments and HQ Groups record correspondence receivedand provide the information needed.

Contacts

For further information on this or the KPI generally, contact Robert Vahey, Planning Group,

1054 9Issue No. 203

. Issue date 31/07/04


17. C & R Training and Tornado Commitment

17.1 Establishments must ensure that operational staff have up to date C & R training. Theexpectation is that all unified staff (i.e. operational staff in the pdson) should have attendedinitial or refresher C & R training within the last 12 months. Area Managers will agree arealistic target with each establishment (eg 95%) to reflect the coverage that can realisticallybe achieved given operational circumstances, such asthe number of officers on light duties,pregnant officers, sickness, levels of recruitment etc.

. , . , . , - . .

17.2 Pnsons should provide data each month using the PSIMOn system to show the proportion- - of staff that are C & R trained ('in ticket'), as of the last day of. each month. Note that. prisons

should not report the number of officers that have received training withinthe month, as onlythe total staff who have received training at anytime in the last 12 months is required.

. . . ..

17.3-Similarly, areas will agree a targettohave a fixed number ofofficers with up to dateadvanced. C & R (Tornado). training,-ready to respond to incidents. Pdsons should reporteach month the total number of staff who are currentlytrained in advanced C & R

techniques using the PSIMOn system ..... - , ,..

. -. . . .

Contacts

For further information contact Robert Vahey, Planning Group, _ .

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18. Discharge to Court and Timely Delivery to Court

18.1 A working party examined a range of issues contributing to timely delivery to court. Onerecommendation was that the measurement of this KPT should focus on the time prisonersleave prison. The actual time the escort vehicle leaves the establishment is to be recordedat the gate including details of the court destination(s). The contractor will record-the timethe prisoners arrive at court. This will provide a consistent means of measur:ement acrossall establishments and should focus the attention of both prison and contractor staff onprompt handover, discharge and delivery of prisoners to court.

18.2 All local establishments have been provided with the specific latest discharge times for alltheir catchment Courts. This should enable contractors to achieve-timely defivery to court. Itis against this latest discharge time that performance must be measured. In order forcontractors to meet their responsibilities they are required to have.vehicles available atestablishment receptions .at least half an hour before the specified discharge time: Thisprovides an appropriate time window for hand over and loading of prisoners prior todischarge to .court.

I, 18.3 Each month, establishments should use the PSIMOn system to report the .number ofprisoners discharged to court, as recorded in the gate book on or before the specifieddischarge time agreed with Prisoner Escortand Custody Services (PECS) for that court.

18.4 _ It is the establishment's responsibility to ensure that all prisoners are presented at the gatein good time for discharge. However, it is alsovital that contractors fulfil their role and. 'ensure vehicles are available in good time. Should any vehicle arrive late, prisons shouldnotify the local Prisoner Escort and Custody Services contract manager in order that anyremedial action can be instigated and where appropriate sanctions have been. applied

against the contractor ..... " .....

18.5 It is the escort contractors' responsibility to ensure that all prisoners are delivered to courts,within the contract area, on time. Escort contractors will report the number of prisoners dueto go to court and the numberof prisoners arriving on or before the delivery time agreed forthat court each month to PECS.

18.6 Prisoner Escorts and Custody Services will provide Planning Group withthe monthly data;so that PSIMOn can be updated.

f.

. Contacts

For further information on .this or the KPI generally, contact Robert Vahey, Planning Group,

- . , . .

. - . .. . .

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Issue NO.203 - _:.: . : : - Issue date 3II07/04 "


19 Energy •Efficiency

19.1 This KPT combines all energy usage by an establishment into a •single performance target.The KPT, with bespoke local targets to suit each prison, includes all forms of buildingenergy use, i.e. electricity, gas, oil, coal and liquid petroleum gas (LPG). Energy used bytransport is excluded. -

19.2 Targets will .be set as Carbon Dioxide (CO2) emission. Performance will be expressed as'tonnes of CO2'. To take account of seasonal .variations the performance will be shown as a12 month rolling average. . "

19.3 The CO2 is calculated using a conversion.factor that is appropriate to each fuel-type.Prisons should not convert consumption figures into CO2 locally. Adjustments will be made "centrally using the following conversion factors, which are shown here for information only.

Kg CO2/ Kg CO2/(UK) Kg CO2/ Kg CO2./• " " ' t0nne kWh " therm . litre"

Average UK grid " - 0.44- -. • _. . . . • • . ".. .. : • • .... .: . .- .

electdcity . .. - ._ . '} _latural gas " . ,. 0.19 ' 5.5 _ _ . .

Gas oil / diesel 3142 • 0.25 2.68

Heavy fueloil • 31.1.7 " 0.26 "Coal 2419 0.30 " .... -.LPG 0,23 6.87- 1.65

. . ._: ._ .- - -.' . • "

" ' 19.4: The annual targetset for each prison will be based on benchmarks developed for prisons. . :by the Building Research Establishment (BRE) andthe most recent energy, usage dataavailable.for each establishment. The annual target will be reviewed quarterly and adjusted- .in line with the last quarters degree day data for the region and any other factors affecting.

" the benchmark as set. The benchmarks and other data areto be published soon by Action.Energyas, Energy Consumption Guide 084 - EnergyUse in Prisons. -.

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19.5 Monthly energy consumption information should be sent by the Head of Works in each " - i "prison to: The Facilities Manager Data, Property Services Group, Room 518, Abell House.Ideally returns should be attached to an e-mail, or sent by "export disc' from Enertra.k, the.Pdson Service's energy monitoring and targeting software. If it isnot possible to send anexport disc o_"e-maU the Enertrak files, then.a completed copyof the "Monthly EnergyReport' form (appendix A of Section 13, Sub-section E of PSO 5900) should be senL PSO " _ - : _-5900 calls for returns to reach Construction Unit by the given deadline. Any data received -.,.

. - . ...

after the deadline will show as "missing' and will. not be included in the monthly .. -..

._ performance reports provided to Establishments and Area. Managers. . ..... " " " " " "-':i'- "

Contacts . . . . .: . .... . .-" :. .....

.. For further information-contact Peter Windsor, Senior Facilities Manage_,_l_m, or- _'J :.

Richard Richardson, Energy Manager,_,PropertyServices Group. i i:' :i- _?.i i"ii

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Order Ref: 7100 Page 27_

20. Finance

Data Flows

20.1 Net resource-based current expenditure and budget data is taken from the FOCUS /PHOENIX consolidation system:

Prisons enter FC& A runs procedure Planning Group takes aexpenditure and to consolidate all net download of data from

budget information current expenditure and FC& A and imports intoonto focus/phoenix budget data from the PSIMOn

and send extract file to extra ct file

hq each month '1

. . . . - - =

20.2 Information relating to consumption and production of goods for the internal market is takenfrom a number of sources:

• Movements in out of store, recorded on the Stock management control system atBranston

• Central produce delivery system flows recorded on Farmplan at the fivedistribution centres

• Existing laundry data information flows collated by Prison Enterprise-Services'(PES) . . "....

• Engineering woodwork, printing, plastic and concrete sales figures collated by PES

• Sewing machine repair costs collated by PES .... "

Prisoner Enterprise Services Planning Group takes data: .... and Supply and Trans port downloads and imports into " , :

section collate.data relating to - PSIMOn ........the consumption and .... .

production of goods forintemalmarket " :- .... ' : " " .-

..... .. . ..

Definitions and Calculations. . . -. .- . .

20.3 Net RAB-based current expenditure is extracted .ceotra!ly frorn FOCUS / PHOENIX. Thetimetable for establishments to return finance data to. FC&A is issued monthly toestablishmentS.. Expenditure not entered onto:the finance system bythe deadline willnot be .:..included in theextract and will therefore be excluded from the cost place calculation.• ......... per 'Cumulative exPenditure will be corrected .with the next m0nthly extract, " " - ..

20.4 For the purposes of calculating cost per place; capital, repayment .elements from Private .Finance Initiative contracts are excluded.: - . : - • .:....... .": - -..

20.5 Cost per place is calculated by dividing the net RAB_base_i Current_expenditurefora pedod? :by the .average baseline CNA across that period: :Cost per prisoner is calculated by dividing " -. i.the net RAB-based current expenditure for a period .by the average population .across that .-

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period. Cost per place and cost per prisoner are always expressed on an annualised basisto promote comparability.

20.6 Shadow cost per place and shadow cost per prisoner are calculate d in the same way, butthe balance of a prison's consumption and production of goods for the internal •market isadded or taken away after annualising net current expenditure for the year to date. Theresult is expressed on an annualised basis following the example.

For example:

HMP Slade spent £430,000 in April and £435,000 in May 2002. It producedgoods worth £10,000 for the internal market and consumed goods:worth£6,000 in April. In May it produced goods worth £5,000 and consumed goodsworth £3,000. In April its CNA was 300 and its population 310. In May its CNAwas 310 and its population 316.

Cost per prisoner

Total net (RAB-based) current expenditure: £430,000 =•£865,000

Average population across period: (3"i0+316) divided by 2 = 313

Annualised .average (RAB-based) cost per prisoner: 865,000 divided by 2(months)

Multiplied by 12 (months in year) divided by 313=£i6,581 per prisoner peryear

Shadow cost perplace

Shadow net (RAB-based) expenditure: £865,000 (standard net currentexpenditure) divided by 2 (months) multiplied by 12 (months in year) + £6;000+ £3,000 (goods consumed) -£10,000-£5,000 (goods produced) = £5,184,000

Average CNA across perio d (300+310) divided by 2= 305

Average population across period: (310+316) divided by 2 = 313

Shadow cost per place: £5,184,000 divided by 305= £16,996 per place

Shadow cost per prisoner: £5,184,000 divided by 313 = £16,562 perprisoner

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. Profiled Budget Targets

20.7 Profiled Budget targets are updated each month to take into account periodic changes inbudget allocation. Targets are calculated automatically by taking the prevailing net RAB-based current expenditurebudget allocaUon as entered on FOCUS/PHOENIX, However, ffmust be noted that, due to time constraints, the budge t extract is taken before the deadlinefor budget extracts to be submitted therefore, only budget extracts submitted before thedeadline for the Actuals extracts will be reflected in the cost per place targets (otherwise,

the previous month's data will be used).

20.8 The forecast average baseline CNA figure is used to'set targets throughout the yearbecause any deviations from .the forecast .should be balanced by changes in actual cost perplace performance. For example if a new houseblock programme slips, the forecastaverage baseline CNA will be higher than actual average baseline CNA because the newplaces are late coming on stream.. This will make the target •cost per place lower than if-itwas calculated using actual average baseline CNA. The late introduction of;new placeshowever will also mean that actual spend is likely to be lower thananticipated, leading tea

correspondingly lower cost per place outtum. _

_on_a r_^_-"-c'- ":. . - .

For further-information on net current expenditure figures, contact Paul Herbert, Financial

Control and Accountancy, _: ." .. .. .

For further information on data relating to production and consumption of goods for the

internal market, contact Norman :Yates, Prisoner Enterprise Services, _ orrefer to Pdson Service Instruction 49/1997.

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21. Incidents

Data Flow

21.1 PSIMOn collects incidents data from the local Incident Reporting System at prisons.

I Data °n incident I IMSU run m0nthly [

Prison enters data on reporting system is routine that generates

to local incident uploaded each nightto download for PSiMOnreporting system (IRS) central system

Definitions

21.2 Prison Service Order 1300 provides further definitions for the Incident Reporting System

Anescape is counted as a "KPI escape" if;

• A prisoner escapes and is not recapturedwithin fifteen minutes.

• A prisoner escapes and is charged with another criminal offenc e.

21.3 When an escaping prisoner is provisionally categorised as category•A, the,escape shouldbe counted as a category A escape even if the prisoner is subsequently reclassified to alower security category.

-: . ..,

21.4 Common causes of inconsistencies between prison and HQ reporting of incidents:

• Using a manual system to monitor incidents data and not entering all incidents _t0IRS

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• Entering incidents data on to LIDS but not answering all the questions on screenrelating to the incident: This means that the incident record is only given a "notified"-or "in assessment, status and is not transmitted to Headquarters as part of then!ghtly download

Contacts ' i _

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For further information contact Julie MalletL National operations Unit, _• . . -

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Serious Assaults

Data Flow

21.5 Incidents data is collated frorn the local Incident Reporting System at prisons.

Prison enters data on Data on incident reporting I IMSU runs monthly routine

the local Incident system is up!oaded each night I thatgenerateS downloadReporting System. to central system for PSIMOn

(IRS)

Definitions .

21.6 The current definition of serious assault categorised on IRSis as follows:

• Assault on any person, including fights (if resulting in detention in outside hospitalas an inpatient, medical treatment for concussion or internal injury, fractures, scaldsand burns, stabbing, crushing, extensive or multiple bruising, black eye, brokennose, lost orbroken tooth, cuts requiring suturing,bites, temporary or permanentblindness or sexualassaults).

21.7 The Serious Assaults KPI measures the number of victims sustaining seriousinjury as aresult of offences against the person, expressed as a percentage proportion of the averageprisoner population.

2i.8 Serious Assaults must be reported by telephone toNOU and recorded on IRS Assaults- field questions 15 and 16 .

21.9 :Assaults on "staff and others" will be monitored separately and include assaults on visitors,private contractor employees and non Prison Service staff.

Calculations

21.10 The assault rate is generally reported as an annualised percentage:to help comparisonacross establishments.

• Annualise the number of assaults in a given number of months, that isi estimating.how many assaults would occur in a year if the trend to date was to COntinue.

• Express the annualised number as a percentage :of the average population for that- " " period:

for example ...... ..A prison has 5 serious assaults in the period April toJune. The average population during those three months "

• was 100 pdsoners

To annualise: " . - -.:- : . • " _.-". " : . .'-i' :-" " ' - " ...... ".. . ..

, 5 divided by 3•(the number0f m0nths)imultip!ied by 12 :..... (months in a year) = 20 .. " ".... ' - .

.- To express as a rate Of the population: . . "i =ii ii i". " . • .. - . . .

. . .. ..

" 20 (annualised no. of assaults.) divided by100:(average : •-•- • _ ...population) • - : ..ij :':.:' _.i .....

_ _ , = 0.2, expressed as a percen{age = assault rate of 20% -

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21.!1 Common causes of inconsistencies between prison and HQ reporting

Inconsistent use of definition of serious assault, resulting in some incidents initially beingwrongly classified.

Centrally annualise( figures do not match with local records, unless these are reconciled

Contact. , • • .

For further information, contact Gill Brigden, Safer Custody Group, 020 7217 2174.

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Issue "'_o.203 :, : . . _v__v. ...., ......... Issue date 31/07104-. . . .


22. Mandatory Drug Testing

Data Flow

22.1 Planning Group takes mandatory drug testing (MDT) information from the Drug StrategyUnit (DSU) MDT database.

Prison sends Laboratory tests DSU uploads test DSU sends

samples to samples and results onto monthlylaboratory sends results central MDT download of data

weekly to both database to planning groupDSU and prison which imports

into PSIMOndatabase


22.2 The Prison Service's national target is to achieve an average random MDT level of 10%(originally by March 2003). Area Managers and Operational Managers will agree withestablishments' local targetsto be achieved by the end of March 2005. The KPI for the rateof drug-misuse is based on the rate of positive drug tests under the random MDT "programme. This provides the most accurate indication of the level of drug-misuse inprisons. Random samples are those where a prisoner has been selected for testing using arandom prisoner selector on LIDS. The programme produces a list :of prisoner numbers in _the required sample, plus a reserve list. All prisoners, including unconvicted and newreceptions, can be selected by LIDS for random MDT.

22.3 The rate of positive testing across a period for any of the testing categories is calculated bydividing the number of positive tests in the period by the number of tests in the period:

22.4 A sample is positive when the screening test is positive andthere has been no confirmation

test (for whatever reason), or a confirmation test was positive. A sample that tests positivefor more than one drug counts as one positive sample, Furthermore, some positivesamples will be mitigated and declared negative due to prescribed medication. The numberof tests does not include spoilt samples or refusals, in the case of transferred prisoners,results for a sample are recorded against the establishment where the sample wastaken. '

22.5 The minimum target rates of random testing set on an annual basis are 5% forestablishments with an average Of 4Q0 pdsonersor more, or: 10% for establishments withan average of less than 400 prisoners. The rates are based on theaverage population 'during the previous financial year, except where Operational Capacity is being rapidly andsignificantly increased to cater for population pressures, If in doubt, please contact DSU.The maximum allowable target or actual rate of random testing is 15%. :

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22.6 The actual rate of random testing for any .period.iS calculated by dividing the number of--tests by the total :prison population during that pedod. The random MDT positive rate.is :calculated as the total number of random drug tests that prove positive, expressed as aproportion of thetotal number of random drug .tests carried out .... ._ . _

For Example: / _ ':

1HMP Slade collects thi -:rty-tWo random samples in April and _ ::";twenty random samples in May. In April, three: of the samples _ : "

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tested positive and in May four of the samples tested positive.

Two of the April samples were spoilt. The population average in :the previous financial year was 300.

April: Total Positive 3 x 100 = 10%Total Tested 30

(10% of 300 = 30; therefore, correct level of testingachieved)

May: Total Positive 4 x 100 = 20%Total Tested 20

(10% of 300 = 30; therefore, correct level of testing notachieved)

22.7 Common causes of inconsistencies between prison and HQ reporting of mandatorydrug testing data

If, following a positive screen test for methadone,-benzodiazepines or barbiturates,disclosure of medical information suggests that the positive result was due to prescribedmedication, the establishment :must, by faxing back the screening report, notify thelaboratory that no confirmation test is required and state that th e drug concerned wasdeclared negative due to prescribed medication. Section 6 of the MDT Manual provides "further information, on those drugs for which this may be the case. Table 7.1 in the manual

..... provides information regarding waitingperiods for these drugs. The testing laboratory willthenregister the positive sample as being due. to medication and not misuse of drugs.Where establishments fail to do this, then the statistics produced by the laboratorywill beincluded in KPI figures on drug-misuse. ,

: -_ , .- . .

22.8 Where a sample tests positive for a drug at screen and disclosure of medical informationshows that the positive result may have been due to prescribed medication (this is the casewith opiates and amphetamines), a confirmation test must be requested to distinguish ....

-, - - between prescribed medication and misuse. Where the subsequent confirmation reports •that the positive result is. consistent with prescribed medication, .the testing laboratory will - ....automatically change the positive result to one of 'mitigated' for statistical purposes.

22.9 There is always a time delay in completing the testing process and. reporting theresults.This is particularly the case when a.sample screens positive for drugs and is subsequently : _subject to a confirmation test, when delays may occurin .updating the central database.

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- " " " ...... i .:.".-.-. ..- . .: - : -_- .• 22.10 A positive drug test' recorded against a prisoner who ha_ recently arrived in custody mig ht-

• " not result .in a guilty adjudication, due to the time period over which itis possible to detect " :drugs in body flUids (the 'waiting periods', which vary: bydrug type). It is impossible duringthe early days in custody to determine beyond doubt whether the drug was taken whilst in

:, :...:.. custody and is therefore within the scope of the Prison Rules. : . .. :-"."" : i" :.,, .. . ,. _ .

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22,11 The positive drug. test is still'counted for KPi purposes and for that reason the number:ofpositive drug tests willnot always match the number of proven adjudications.-in addition,establishments shou Id.take especial careto use correctly marked documentation-and forms

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to ensure that non-random samples are not submitted and reported incorrectly as randomsamples. However, guidance on optimising elapsed time for sampling should, as far as ispracticable, ensure that the random MDT rate remains an accurate measure of drug-misuse in custody. "

Contacts • .. -.

For .further information:on MDT, please initially refer to PS03601 or the MDT Manual(Version 5. Version 6 is in preparation at the time of going to pdnt) and all extant MDT

Bulletins. Thereafter, contact Deborah Aniyeloye, Drugs Strategy Unit,

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23. NVQ in custodial care (Shadow KPT)

Data Flow

Establishments record Prisons enter data.to I Reports are.available

the number of Level 2 PSIMOn system and I " from PSIMOnand Level 3 SMT member approvescompletions data

. - . . .

23..1 The Area Manager will agree a target for NVQ completions with each establishment

23.2 Prisons will record the number of level 2 and level 3 NVQ completions per month for allstaff. NVQ completions of prisoners mustnot be included

23.3 An NVQ completion is awarded when an individual has finished their NVQ and has beenawarded their certificate. Therefore, the completions recorded must be for the whole

qualification, and not individual units, andmust onlybe recorded Once a certificate hasbeen given

23.4 The training manager, or NVQ co-ordinator will normally keep a record of.NVQcompletions. A record of these completions should be made using the PSI MOn System _

23.5 An NVQis a National Vocational Qualification. It is a work-based qualification, which ....assesses an individual's competence andabilityin their job role. NVQs are available in awide range of areas; such as Custodial Care, Health Care, Youth Justice, Administration ....andFinance.

23.6 In January 2004, the Prison Service Management Board made a decision to place theCustodial Care NVQ at the heart of training for Prison Officers and announced that itintended that:

. . - .- . . - . - . . .

• From mid 2005_ all new officers joining the Service will need to register forandcomplete the Custodial Care NVQ at Level •3within their first 18 months in Service

• From 2007, aft officers seeking promotion to Senior officer must have the NVQ ......... Level 3 in Custodial Care to be considered eligible • .... -

ii'. " - " " ...... '- - :. . :

-. • Although the. NMQ policy relates to NVQs in custodial care, Training and . ,. _-:Development Group are encouraging all members of staff to undertake NVQs, as i• :

_ part of their own career development and therefore, all NVQ completions which are.... relevant to an individual in their job roleshouid be recorded for the KPT '

: • . . . - .

Contact " • - - " .....

Further information can be obtained from Stephanie Verdon, Training& DeveloPment _- : -_ :-_ Group on_.. - - -

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24. OASYS Completions (Shadow KPT) . , " "

Definition

"24.1 To Complete x number of OASys initial assessments and reviewS.

24.2 This KPTsetsa numeric annual target for each Area and establishment to complete OASysinitial-assessments and. reviews. -.Itis recognised that the implementation roll .out of. OASyscontinues until the end of 2004 so establishments' targets will be weighted totake intoaccount their OASys go live date. This will remain a shadow KPT in 2004 - 05.

24.3 Information about each establishment's performance on OASys will be collected from theOASys system .each month by.the OASys central team in What Works in Prison •Unit.Theywill providemonthly and cumulative reporting information on the numberof assessmentsinitiated and reviewed each month by establishment and. send that information to the

Director of Operations, the relevant Area Manager and Governing Govemors.. . . . . .

_...

Contact: "

For further information, please contact Adrian Scott, Pdson Service OASys ImplementationManager on _

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25. Offending Behaviour Programmes and Integrated Systems.

Data Flows

25.1 Performance data is collated by counting the number of Product Packs (SOTP) or PostProgramme Reports (Living Skills Programmes). received by the Offending BehaviourProgramme Unit (OBPU)from prisons

Prisons complete a OBPU collates product Planning Group takes aproduct Pack l PPR pack / PPU received download of data from -

after a prisoner from prisons OBPU and importscompletes an data into PSIMOn

Accredited Offending• Behaviour Programme

By year end, IQR score applied toestablishments will the number of .

have been audited on offenders put throughquality of delivery and programme duringawarded an IQR score financial year to give

final KPI for prison

Data Definitions:

25.2 These instructions relate to the following (either fully or partially) accredited offendingbehaviour programmes: . .

The SexOffender Treatment Proqrammes: " "

• Sex Offender Treatment Core Programme (full). "-• Sex Offender Treatment Extended Programme (full)• Sex Offender Treatment Adapted Programme (full) ....• Sex OffenderTreatment Booster Programme (full) .• Sex Offender Treatment Rolling Programme (full) ......

• . - - .

The Livin,qSkills Proqrammes- . i _ , _i _:.

• Reasoning and Rehabilitation (R&R) (full) : . -• Enhanced Thinking Skills (ETS). (full)• Problem Solving aka Think First Inside (TFI) (full) • - '. . ,. "• Cognotive Self Change Programme (CSCP) (full). .... " - -• Cognitive Skills •Booster Programme (provisional) • _. •• CQntrolling Anger• and Learning to Manage it (CALM).(fu!l) : i • _._ :• Healthy Relationships programme (aka •Domestic Violence) (full)

25.3 " " ': .... " " __ _ -In-year, an-offender who goes through an accredited offendina behaviour: ro famm .....c , . .. - . . . ..... -P g . eis ,.

. . . lassed as a completion only when a certain, document relating to.their attendance on the" • ::.- ._ _..programme is received in OBPU, Performancedata. for prisons:is reported-by OBPU to:-" .: ',• ...

. Planning Group monthly. An establishment will.get no-Credit.for the work done in putting an ._....".. _i:.:_.offender through an OBP course until the appropriate paperwork has been receivedby ,- .. -OBPU.: ......

. . -: "

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Issue No..203 . " " -- . _ :- :i._ " :J: :IssUedate31i07/04 :. i-i:::-


25.4 For the SOTP family of programmes, the document is called a "product pack". For theLiving Skills programmes, the document .iscalled a "Post Programme Report" (PPR).

25.5 These documents should only be completed and submitted to OBPU for offenders whocomplete the programme and excludes those who start a programme, but drop out beforethe end. Although OBPU do not provide the support for TFI, the PPRs for any completionsof this programme need to be submitted to OBPU so that the completions can be reported.

Audit of Programmes

25.6 For an "in year" completion to be counted against the year-end KPI, the defivery of theprogramme at the prison must have been audited and assessed as running thatprogramme properly.

25.7 Every calendar year, each prison delivering an accredited OBP is audited to assess thequality of that delivery. Following that audit, each programme delivered by the prison will beawarded an Implementation Quality Rating(IQR) score. This score is on a scale from 0% to100%. A 100% IQR means that the programme is being delivered to the standards defined.in the audit document. A 90% score-means that the delivery meets the most importantstandards. A 0% IQR means that the deliveryof the programme is so bad that it is judgedto be ineffective or counter-productive. An IQR score below 60% in any element of the auditwill be automatically regraded to0%.

Calculations . --

25.8 At the end of each financial year, the IQR score is applied to the numbersof product packsl PPRs that have been received and reported during the year. This will calculate the.finalend-year figure of OBP completions for each establishment. For- example: a ,pdson thatsubmits 20 product pack / PPR completions to OBPU and. has been awardedan IQR scoreof 90% would achieve 18 completions for the year,

25.9 Each establishment's KPT takes account of the slight reduction in numbers that is broughtabout by applying the IQR score to the numbers (ie, the target is post-IQR). In-yearreporting is done. on the gross (ie pre-IQR) figures and HQ will, when making reports to

: senior management, reduce the in-year figures to take accountof a nominal IQR factorso . .that the Prison Service can have an estimate of the progression towards the national KPI .: . :

. figure. "..... " " . :. .., . . . -

-. . .

Profiling of Delivery.

25.10 Establishments will be-asked to provide •at the start Of the •.year a cumulative profile(milestones) to show the expected quarterly pattern of delivery.towards their annual OBP.target. These four. quarterly milestones should be gross figures, i.e. before any adjustment ..

" .due .to IQR scores. The milestonesshould also:reflect an-assumed drop .out rate of 1 ..... person per course (for Living Skills programmes)and 1 drop.out every two:courses for the

SOTP family of programmes. The milestones should also reflect when the documentatioh is:submitted to OBPU and not when a prisoner completes the course work_ In planning the.number., of courses thatan establishment will be run, it is strongly recommended that .

.. establishments assume thatthe IQR score will be 90%. Thisis because serviceJevel ." " " agreements-established between areas,. OBPU and theDirector :General for. SR2000

" .. - • :.

outputs assumed a 90% IQR. Score and drop-out.rates mentioned. Generally prisons .should. _ :..." " be .profiling more gross completions than.their target., in order .to allow for a reduction...... Caused. by the end-of.-year IQR adjustment.A prison's,target is set as a-net (ie post=lQR)

• figure_ It is important to .remember that the..4 th quarter milestone is hOt-.used for the0.5.65 .." .: '. "" . . . . • ... '--_'•..'.-. -, • . " ,..... - .

" :.. Issue No.203 ":"- .' " .., ". ..-:" :; ..... : ' .". " -i. : .- Issue date31107/04

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scorecard and will be automatically:replaced by the (IQR adjusted) target when the 4thquarter scorecard is issued.

25.11 For example, if a prison has a target of 50, the 4_ quarter milestone should be 55 or 56 sothat an IQR score of 90% would mean that the target was achieved.. If an establishmentruns their courses with 9 group members starting the course, it should be assumed that 8group members will finish, and so the establishment would need to run 7 groupsto properlyplan for meeting the target (56 divided by 8). If an establishment generally runs courseswith 10 group members starting, it would be assumed that 9 will finish each group and thiswould mean running 6.22 groups. As this is impossible, the establishment will need todecide whether to run 6 or 7 groups. 6 groups of 10 Starters would mean a 4th quartermilestone of 54, which, with an assumed 90% IQR score, would mean that the target wouldnot be achieved.

25.12 The decision is an operational matter and may be influenced by previous years' IQRscores. Some establishments may prefer to take a high risk strategy, especially if theyhave previously scored 100% IQR and had very few drop outs from the courses. Both theassumed drop-out rate and IQR score are very cOnservative assumptions. Over the lastfew years, drop out rates have been less than the assumptions used and the IQR scoreshave been greater than the assumptions. It therefore follows that in general establishmentsshould easily exceed their KPT if they plan using these assumptions.

25.13 It is important that the profile is realistic to assist the Board in tracking performancetowards the KPI target. The establishment profile should reflect the submission of therelevant paperwork to OBPU, not the expected date that an offender will complete thetutorial aspect of the programme.

25.14 Historically, prisons'actual delivery of OBPsis not.a steady growth during the year. Ratherthere is a steady delivery during the first three quarters, which if projected into the fourthquarter, would indicate that the national KPI would not be met by quite some distance. Inthe fourth quarter, there has always been:a surge in delivery to meet such a Shortfall. It isimportant therefore that quarterly profiles reflect the realistic assessment of the delivery.

(.

25.15 It is not good practice to backload delivery of OBPs and prisons should be working to evenout the rate of delivery. The backloading places greatstrain on both pr.isons and OBPU.

25.16 The quarterly milestones will be fixedat the start of the year. However, operational issuesduring the year will affect ithose milestones and;they may require changing: If: an

" establishment wishes to Change any milestones during the year, this must be done throughPlanning Group who will take advice from OBPU.

Other Information

25.17 Establishments may be delivering a programme at the start of theyear thatis neither fullynor partially,accredited but which will go before the CSAP at some point in the year. TheCSAP meets twice yeady, usually in September and March.

• . - . . . " . ..

25.18 If a programme is then either fully or partially accredited in-year by the CSAP, programmeCompletions for the entire financial year canbe counted against the KPi. Establishmentsshould submit the appropriatec0mpletions documents (i.e, PPR/Product Pack)to OBPU ,as normal throughout the year but OBPU will report them for KPI purposes:only after theCSAP has awarded the accreditation.

. - . " . _... . . . . . .-. . •

25.19 Prisons canseek advice on how to get programmes accredited in :the Course of a financialyear by contacting OBPU or referring to PSO 4360 Correctional Services AccreditationPanel (CSAP) (see contacts section below). ........... --- , . - • ,....... . .

... . . . .. - . " . : . ... .._ . - . . . • .

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: ., . .. • ..

".... i0.566Issue date 31107104

Issue No; 203 , . , :


I Contacts "

More detailed guidance on accredited offending behaviour programmes is contained inPSO 4360 Correctional: Services Accreditation Panel. For further information, contact

Richard Child, Offending Behaviour Programmes Unit, _ or your: regularOBPU contact.

Democratic Therapeutic Communities

Data Flow •

-25.20 Performance Data are collated by counting the number of completed Interim and End OfTherapy Assessments reported to the TC Policy Manager. Verification is by a visualinspection of reports as partof a site visitduring the annual audit process. :

.- - . .. .'.

Establishments Estabfishments report _ WWPU passes : •complete interim performance data peformance data

therapy assessments [monthly/quarterly] to [month!y/quarterly]t0every 6 months andan WWPU Pl&nning group

end of therapy

assessment atthe end " "of therapy• " " "

.: Planning Group . ... By.year end, IQR score•applied toimports performance " establishments will be l the number of

data into PSIMOn • " audited and awarded . - offenders •completing .... :- " an IQRscore. between 12 and 36 - ".... '-

. . .... .

. . months in therapy . --.•" du ing ye gi e final: r arto v ' . .

. • -. -. ... :

- _ ..--

Definitions ° .... .... ' ' ...... . - . .. " .. " . .. . ..... . .....-..

. .- . ".

25.21 These instructionsrelatet0 Democratic Therapeutic Communities operating the core model :-• -. accredited by the Correctional. ServicesAccreditation Panel (CSAP) .... - . " " . i. :

. . . . . . • - .

25.22- A prisoner who participates in a Therapeutic Community is counted as a "completion;'. only. " :.•:..when. the appropriate Therapy Assessment has been completed.• _ln-year, grosscompletions will be reported to WWPU and Planning Group [monthly/quarterly]. Verification -.

: byaudit and application of the ImplementationQuality Rating (IQR) score will producethe " .:: '-- - net completions countedofinal!y for KP! purposes. - - _:. -_..... .:.... : - -. .: . ..:

" : :i_.'..:"-/- ..... ...... ., :_:::__._ _ ,::_, _i _II:;_I.:./.:.25.23 :.Once a prisoner has-been in treatment.for-12 months • (from. entrydate into the TC..or " " "

. - . '. .... AssessmentUnit).and the-required• Therapy Assessments:have been completed, •the prison -.. .. ":...... will report 0.5 of a completion,. After 18 months and..all required Assessments •have •been - _ ..

...... completed, another 0.5ofa .completion will be counted. 18 months is counted asawhole -_-!:.::.• . completion, because current research -evidence ishows: that•'th[s is -normally the minimum- ;.-.- ." :-.:.. .- . ..

. : . period for effective andsustained 'impact. The appropriate pedod spent in a democratic . .:::: _.:: therapeuUc Community is determined clinically and.will, vary between individuals..To ensure ....

.. :: " impact ;is optimised-for each individual and-that duration " in a democratic therapeutic i. :. '..: .-: . --_:.":.:. . ; " _..:-- _.:i- _ :i :.:..- " _."" '. :,-: -: ': ::-_-:i:-i _. -. _osG7'-.:.:..:.i_'..:-:._• Is•sueNo. 203 " .... " .".- ' : -"-: . " . '... -" :: " -.-: . - Issue date31107104 : .- .-- " :.

Order Ref: 7100 Page.42

community is determined on therapeutic grounds alone, 0.5 is counted after each furthercomplete 6-month block, up to a normal maximum of 36 months in total. After this time, theDirector of Therapy or equivalent may decide, exceptionally, that an individual shouldcontinue in the democratic therapeutic communityand further 6-month blocks of completiontime may be counted, where the TC policy manager has been notified in advance of theexpiry of 36 •months.

Audit of Programmes

25.24 For "in year" completions to be •counted towards the year-end KPi,: the delivery of theDemocratic Therapeutic Community at the establishment must have been audited andassessed as satisfactory. This requires a minimum IQR of 60% and a minimum Score of60%on each section of the audit.

. . . "

25.25 Each establishment delivering an accredited democratic TC is audited annually. Followingthat audit, each establishment will be awarded an IQR score, on a scale from 0% to 100%.

Cal culations. . . ..

25.26 Above the satisfactory threshold, the verified gross completions will be multiplied by the iIQIR score to produce net completions. For-example, 40 verified gross completions and IQRof 90% produces 36 net completions.

. . - . .

Profiling of Delivery

• 25.27 Establishments' KPTs take account of the expected difference-between gross and netcompletions. In:year reporting is based on the gross figures. An establishment's KPT is set

- as a net figure.- . - . . . .

At the start of the year, establishments will be asked to provide a cumulative profile to showthe expected pattern of delivery towards their annual KPT. This profile should, be a gross _

• figure. Establishments will, therefore, be profiling more gross completions than their KPT in-: order to allow forthe end-of-year !QR adjustment. ".- •-

25.28 In preparing their profile, establishments' estimates will take account of." "; . . " . .

The number of places in their democratic therapeutiC community/ies " " " " : '' The "maturity" of their democratic therapeutic com munity/ies, ie. how-long current prisoners

have been thereat the start of the year .... - ....

• - " - Their experience of the timeliness Of referral, selection and assessment processes" '- " -.

. Any _existing patterns of attrition (ie. drop-out or exclusion before clinically-assessed. • . " . . "...... • completion of thera py) and duratiod of therapy - • -.

Any expectations of auditoutcomes_ " .-.

:i " '" - _ : %: .:. • i i. :-'i. .... :liis:impor:tantthattheprofile isirealistic: . " " i = " -.:. :. -.-.

. - . ... .. ." . . .. _" . ..

Contacts " - " " - . • " " :": " " ....= ". . o . • . . . "

i: : -.- : ". . . . - . -.. :.- •

:" .,. " .'_:" .. • . ". -:....', . ".'': .'.'." .. _ -. .. :" ". "...'. . ". : • . • . . ,." .'" - . . .

" " " :: More detaiied"guidance .on accreditation and audit is in PSO 4360 Correctional Services'

-..'; " ' .- Accreditation .PaneL..._ For. further information, please., contact Gina Pearce, TC. policy " " -- manager,_ :_-.:..-:- _.:.- ..... ,- ...:,.-...- : .- .... • . ... . . " -,. " • . .

....... " .; .:." ;-":.": :.i:". " " ....... ' ' "L: .: _ .:- "

Issue No. 203 -- '- " ...... . . • " • - " . ...... -.....- - . .._.. .,.." .:-- ..::".-i'_- " , -- . Issue date 31107/04 : .


26. Overcrowding

Data Flow

26.1 Prisons must report the number of prisoners hem overcrowded each month using the dataentry screen in PSlMON system;

I Pds°ns enter data°nPSlMOnsystem [ SMT member appr°ves 11.i I ' Rep°rts are thenI.. . data •available.systemfr°mPSIMOn

Definitions

26.2 Doubling: Prisons must count the number of prisoners who, at-unlock on the last day of themonth,_ are held two to a cell with a CNA of.one. If a prisoner normally shares a celldesigned for one with another prisoner, and one prisoner is away from the cell overnight,neither prisoner should be counted as doubled. •The doubling return can only be zero or amultiple of two.

26,3 Trebling: Prisons must count the number of prisoners who, at unlock on the last day of themonth, are held three to a cell with a CNA of one. The •trebling return should only. ever bezero or a multiple of three.: .. " "

26.4 Overcrowding: Prisons must count the total number of prisoners who, at unlock on the lastday of :the month, are held in a cell, cubicle or room•where the number of occupantsexceeds the uncrowded capacity of the cell, cubicle or room. This includes the number ofprisoners held two toa single cell, three prisoners inacell designed for one or two and any. - -prisoners held overcrowded in larger cells or dormitories. For example; if twelve prisonersoccupy a dormitory, with an uncrowded• capacity •of ten, then the twelve prisoners must be

•. ' - -counted as overcrowding, ffthe prisonhas reported a numberofprisoners 'doubled" then- at least this numbermust bereported as overcrowded. " " . " " . " " : i ....

- . . . "._

Calculations

26.5 /fan establishment's population exceeds its total in-use CNA at the end Of the month, thenthat establishment must provide an overcrowding figure for that month.

26.6 Doubling, trebling and overcrowding rates for a given period, as shown on various reports,. are. calculated by dividing the number of prisoners doubling, trebling or.overcrowding by the

average population for the period, and expressing the result as a percentage., ". . _ - .

For example: - " " "" . " . .- " . . ., .'_ "... -

. . , . _" . ,"- . . .. . . . - . - . . -

. . " ' ' , HMe:Slade has"60 prisoners overcrowding on April 30th 2002. of.those,.30 .-." . .... prisoners. are •doubled (i.e...there are..15 cells.which are designed for:one

pds0ner but which are currently holding two pdsoners).:. The population at that " " ....time Was300. - "..... _:.. -.." ..... .:

. . . . . .

..... : ....... : . I0569

!... :iI , ........ Issue date 31/07104--Issue No. 203..-i_.- i_ ...... .- :. -•- . . - .

Order Ref: 7100 - Page 44.

Overcrowding rate = 60 divided by 300 = 0.2, which is 20% when expressedas a percentage

Doubling rate = 30 divided by 300 = 0.1, which is 10% when expressed as apercentage.


27. Parole and LiferDossiers -

27.1 Area Managers will agree a target (e.g. 80%) to ensure prompt submission of lifer andparole dossiers to HQ.

27.2 Prisons should aim toreturn Parole dossiers(excluding lifer dossiers) within 9 weeks of

Parole Eligibility Date (PED). Prison Service Order 6000 provides full details. Each month,prisons should report the number of dossiers (excluding lifers) that were due to be sent toHQ during the month and the numbdr of dossiers actually sent on time in that month.

27.3 The timescales for disclosing Parole Board review dossiers for lifer cases are as follows:" . -. - . -

• or all non-tariff expired lifers reviewed by paper panels. . . . .

Pdsons-to .disclose 80% of dossiers-to the prisoner by week .0 of the pre-tariff review . . .

timetable contained in Prison Service Order 4700. Each month, prisons must report theh.m,,numberof dossiers due to be disclosed by week O.and the. actual number disclosed on

• or all tariff expired lifers reviewed on, or after, tariff exPirY by oral hearing panels

Prisons to disclose 80% .of dossiers to the prisoner, Parole Boardand Lifer Review andRecall Section by week 8 of the oral hearing, processtimetable contained in Parole• Board.

Rules 2004. Each month prisons,must report the number of dossiers due to be disclosed by " - " .week 8 and the actual number disclosed on time. .....

•-..... , .-.. . - .

27:4 Similarly, prisons •should use the PSIMOn system to report the total number Of lifer dossiers ::that were due to be sent to HQ dunng the month and the number of dossiers that were.sent ......on time.

Contacts i i .....- . . . ---

For further information contact Paul Jackson, Lifer Review & Recall Sectionl _ .... ' _i- . . .

. _ . . . . ."

. _ ".. . :-

.. ,. ..

, _ .-:. .... _- .. . .. . . .." .

. . :. . . - . . - . _. "_ , -m _

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4- " - "4

... . :- :. - . ,

• . . :- : • .. _.. , . . .. , • . .

. - . . .. ,,.. "..:_ " - . - . -.

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• . . . - . " . . . .- . ... . .'.-.. • . .-.: . _ . .

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.... : i:i) :., : : ::' :ii:" i:055 a':' i:- . .'. :.- :. : . "" -.

Issue No. 203. " " " " " : ' : '.iSsue"date31/07/04: ;-._::..;i :":: "


28. Planned Preventative Maintenance

28.1 Prisons will agree a maintenance schedule with the Area Manager to reflect the range ofpreventative maintenance of all equipment (i.e. not just security equipment)•that must beconducted across the establishment. • .....

28.2 The strategy should be translated locally to provide a planned number of maintenance jobsthat the establishment intends to carry out in each calendar month. This will include therequirements of the PPM system but can also be expanded to include any other scheduledmaintenance that the Governor wishes to see included. ......

28.3 Each month, the prison should report the proportion of planned jobs completed by enteringthe number of jobs planned for the month against the number actually carded out onPSIMOno it is possible to report more than 100% for a given •month,.if forexample a greaternumber of Jobs than planned were carried out in order to recover an eadier backlog.

Contacts

For further information contact Planning Group,, Robert Vahey, _0r JennyFemandes,

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D " :: ; :!, i-.IssueNo. 203 ." -i.. •..-:i- .;..., ...: . ::j.:..:".:..-; ::;i:-.:i'i...::Issue.date31/07i04" ,".. . ill.

Order Ref: 7100 Page 47 _

29. Population

Data Flow

29.1 Planning Group• takes population data from the. Home Office Offenders and CorrectionsUnit (OCU). OCU collect population data from the,F1032 reports that prisons generate eachmonth.

Pdson enters pdsoner J OCU download f1032 [ t Planning Group takes a I

data on to LIDS data from lids and download of data from tvalidate data, referring OCU and imports into Iqueries back to prisons PSIMOn I

29.2 Because PSIMOn reports are available before the OCU population data for the most recentmonth is available, Planning Group uses population data from Strategic Planning Sectionfor the previous month.

.. _ , - , . ,.

PFiS°B enters prisoner [ Strategic Planning [ Planning Group takes a 1

data on to LIDS Section get data download of data from ldownload from LIDS SPS and imports into I

L PSIMOn I

29.3 OCU carry out more stringent quality checks on its population data, and so OCU populationdata is used as the definitive source of population data. Strategic Planning Section

_ population data is used until OCU data is available.

Definitions- . ..

29.4 The F1032 report is generated automatically by the local LIDSsystem. It records prison" population at unlocking on the last day of the month andgroups pdsoners into various

remand and sentenced bands. Part 1 of the F1032 report records pdson populationunlocked at the month end. Part 2 of the F1032 report records prisoners on rule 45 or YOUrule 46 atthe month end. If the F1032 report has not recorded inmates correctly theprison

, can send a hand-amended F1032 to OCU. :• . : . .. ..,

: . . .. ....-.. . , . -

29.5 The population figure quoted on Planning Group's monitoring reports is equivalent to row=.

22 of the F1032 report. That is_ it includes authorised absentees. It-is not equivalent to the-_.... total unlocked figure.

Contact

For further information contact Offending and Criminal Justice Group via email:

i [email protected]_uk _ : _/:: : :.. . . . , ,

. . . , , -. .. . , ., , .-

. . • . , . . - .

.. - , , . ,,. .

. " .... ._ ". ,i , " " " " "-- " " . " " . , • _, , -. - , , . .,...

.. ,, ,-..- . ,, .. .-.. :,.... . . -.' , , .. - ,, . , . . .

.... j. _ , . , . . .

• ' " ."_". ::-.: 'i " " " " . . .--- : -


30. Prison Staffing Levels

Data Flows

30.1 Headcount staffing data is taken from the PERSONNEL system. The PERSONNELdatabase isthe principal source of data on staffing levels in the Prison Service.

I Prisons update staffing [ HQ Pers°nnel I Planning Group takes a

data on their local Directorate take download of headcountpersonnel system overnight downloads of data from Personnel

data from local and imports to PSIMOnpersonnel systems

30.2 The headcount of staff employed by each establishment and HQ Group on the last workingday of each month is taken from the PERSONNEL database and downloaded intoPSIMOn. It is important that any staffing changes are input promptly into PERSONNEL.The HR Planning Standard requires establishments to input any changes to_ thePERSONNEL system within five working days.

Definitions

30.3 PSIMOn reports show the headcount staff in post at each establishment (i.e. partltime staffare shown as one unit). This figure is used to calculate the KPI on staff sickness..Thereports include a breakdown of the total headcount figure by functional grades. A moredetailed breakdown of staff by grade is available from the local PERSONNEL database orfrom HQ Human Resource Planning Unit, Personnel Management Group.

30.4 The PERSONNEL system qenerallY records •headcount on the basis of location. There aresome exceptions to this, most notably officer detached duty (see below), where the officercontinues to be counted against the home establishment.

30.5 All current staff who are on the establishment personnel database are counted, including:. + . "

• Casual staff+++.

. +.+ .+ + . , + + ,

• Intensive Development Scheme (IDS)staff, who are counted against the establishment_where they are posted +

; • . + . .

• Staff who are on maternity leave or long-term Sick, and those staff who are suspended

• Accountants. If a number of prisons share an accountant, the officer should be recorded:against his / her home location. -

• + . . +- .

: • - .' " . +., ++ "+-. , -.. . + . + . . .... 7-++ +-+ .

• Staff on detached duty, who sh0uid be counted against their home establishment, withthe exception of officers on detached duty to Training Development Group. In this case,

• they are counted against Training Development Group. ..... -

_.. ++ + +, . +.+ "... :

• = Staff:on temporary Promotion are counted against the grade that theyhave;been• temporarily promoted to:Any periods, of temporary promoUon must be .input into the

. , , . . . . . +

PERSONNEL database..: ..... " + - _ • +.. .. ,..

" " "': "'+" i "" :_ " _' " "" ' "+" " -" : +" " +: "" :

• + -+ • +. • : ...+_ ,_ ._ + _ + . , + :. " +.

Issue No 203 < - ' Issue date31/07104. + .+

+ . . + : _ .+ + ++ . . .. • - .+ .< - .. + +: . + .


Contacts

For further information contact Paul Le Faye, HQ Personnel, 020.7217 6684 or PlanningGroup, Robert Vahey, 020 7217 5882 or Jenny Fernandes, 020 7217 5854.

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- Issue No. 203 , :---..::: ':. -: .: " .--"":: ': • _. . .... -: .-:.:: Issuedate31)07104": :-", : :--.:.


31. Purposeful Activity

Data Flow

31.1 Planning Group takes purposeful activity data from theregimemonitoring system.

Prison enters data on ] Planning Group import, ii Performance Reports 1

to local Regime Regime data into now available in -Monitoring system and PSIMOn i • PSIMOnsends Offweekly data " _

file to HQ

Definitions and •Calculations

3i.2 Monthly summary calculations are based on the week numbers listed for each month insection 1 of this instruction.

31.3 Purposeful activity includes the categories of activity listed on the table overleaf.

31.4 A comprehensive set of guidance notes and instructions relating to the regime monitodngsystem can be found in PSO 7100 Regime Mon!toring 2004-05. which should be read • in •conjunction with this section. Templates to record purposeful Activity data at:reporting point ::level are available in the Regime Monitoring PSO. Establishments are encouraged to makeuse of these forms when collating data internally. This will ensurethat methods ofrecording remain consistent across the estate.

31.5 During the course of the year we will be undertaking a pilot exercise to reduce the burden ....for establishments of collecting purposeful activity data, which will involve the use ofsampling. We are currently making plans to implement this and hope to begin this pilot inJuly 04. Additionally, in line with proposals by the Home Affairs Select Committee, we will _be pushing ahead with the trial of a "prisoners dairy" using •asample

• of 1000 prisoners. _ .... ,

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Contacts , ..... "; " . . '

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For further_information contact Gary Jackson, Planning Group, _

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31.5 PURPOSEFUL ACTIVITIES

I

Induction Assessment Basic skills screening assessmentsBasic and Key Skills up All education categories can include private study or 'homework' "to Level 2 .by prisoners where this can be validated and an audit trail

• maintained "

Education leading to Education activity where prisoners are working towards aaccreditation . recognised qualification (but excluding education leading to basic "

• ' skills qualifications categorised above) • " "Skills training leading to Vocational construction and industrial training courses eg industrial.recognised national cleaning, catering, motor mechanics; office skills, hairdressing,accreditation painting, construction, electrical " . .Physical Education PE where Physical Education Officers teach.and.supervise

• prisoners .. • .Other education Not categorised elsewhere, including library use of more than 30

mins . • • ' _.

Prison maintenance..Support toworksand maintenance staff around the priso n - .work • .. " • -

Wing cleaning work Cleaning work on wingsOther prison •cleaning Cleaning and orderly work around the prison other than.• onand orderly work. .- . domesticwin0s . . • - •Industries/.: production Employment in production.or industriel.workshops such as textiles "workshops(PES . tailors, laundries, plastics,woodwork contract services etc : ' •Workshops on Regime (Any workshop that is predominateiy production based) •Monitoring System) ': • " " ' " - " - " "Non-VT workshops .Employment in non PES WOrkshopsAgricultural business . Employment in prison farms, market gardensGardens amenity . Employment on prison gardens .Kitchen. Preparation •or serving of food in prison kitchens, hotplate/serveries" " ormesses . " . " " " . -

Other occupations .... -. Employment not categorised elsewhere, (e.g. clothing exchange..store workers, administrative clerks, •barbers, paid community...

,=... . .... work) _ . • . ... .....

Induction Prison induction courses . - . "

Maintaining safe and Primary objective of •activity relatesto:institutional behaviour eg..., -.. •secure environment •sUicide awareness, anti bullying " • .: " " _ . _Sentence planning •, • . . " • .. - . "parole interviews,, other - •_ ' ' . ....... .. " :assessments with.the • " .... _prisoner not Categorised ' • " " ."elsewhere " ..: • . . i . . :: .... . . -

Accredited Offending KPI accredited courses . . . . . -- ...... .:.....-_. .-Behaviour Programmes ....... " -(OBPs) " " .: .." " " " "- " ......... ....: ..: -.

Non accredited.OBPs. " Any other programmes not categorisedlelsewhere-Tackling substance Interviews, ..assessments,. individual .or .grouped drug, or alcohol.abuse .. '1 programmes ' including CARATSa.ssessments • . " ...IDPR . - Inmate Development and Pre-Release training.i - • .

Other resettlement, and .. Probation, personal officer, PI_U officer work. Job club and other .... . .offending behaviour • ; employment advice, Accommodation advice or information_ .. " : :-activity not covered " " - Specialist work, including probation.or CAB-. " • : : ....." " " "

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Issue No. 203 . Issue date31/07/0]40577 " ..

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Family, social •Visits,earned communityvisits,compassionatelicenceTemporary •release on Countupto 8 hoursperday if the timehas not been categorised_resettlementlicence elsewhere.• :

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Health education clinics Including for example, well-man clinics and cancer awarenessand promotion sessions but excluding medical treatment.Voluntary work Including sessions with external agencies not covered elsewhere'Other facility licence not .covered elsewhere "

Chaplaincy All faith religious activities including services, classes, pastoral• . visits and organised prayers.

Recreational sporting Activities organised in addition to the establishment PEactivities programme and supervised by non-PE staff. "

Purposeful activity and association hours performance across a number of weeks must beweighted by population levels in those weeks. If your establishment has only one sub-establishment set up on the regime monitoring system the calculation is as follows:

For Example:

Week Purposeful activity Association hours per Average •no. in •hours per prisoner (I) prisoner (11) " populationmonth •" •1. 22 43 . 400

2 .. 23 .45 410

3 24 .48 . -420• • . - . • . ,

4 _ 21 46 -. " 430

To calculate weighted averages for the above month:.

Activity hours X average population, foreach week, added up for themonth Average

-- = hours . '

Average• population• for each.week added up for the month

To calculate a weighted average for purposeful activity for the above prison forweeks 1 to 4:

(22 x 400) + (23 x 410) + (24x 420)+ (21 x 430) "- = 22.5 HOURS

..... 400+410+420+430 .... " " " -:

31.6 ifyour establishment hasmore than one subcestablishment set up-on the Regime Monitoring •" " system," then you need to calculate an average for .all functions and all weeks in the PUMIS : " "

month, weighted•for population. -:- . . . . .. _. . .

" " " " 9_" .... : :i " .... " . " 10.57. -Issue.No. 203 .-.. ........ Issue date 31107/04


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For "xample:

Sub-establishment #! :

Week Activity ' hours per Activity hours • per .Averageno. in prisoner (I) [404, prisoner (11) [406, populationmonth Excluding association] Including association]1 22 43 400 -

• . . . .

2 23 45 410• • . • - .

3 24 48 420. ." ... . .

4 21 46 430

Sub-establishment #2 "

. Week Activity hours per Activity hours per Averageno. in prisoner (I) [404,' prisone r (11) [406, populationmonth Excluding association] Including association] " " :

) 1= 12 _ 23..... _ _-: 100.

2 13 : 25 110 ,

3 14 - 28 _ 120• .. . • _.. • . • , • ..

4" 11 " 26 130"'" " " " ": : " " "'" ' I. - , . . -.. . . . .

Overall• regime hours excluding association for the above :establishment: : •

. " .- . .. • . . -

• ' (22x400) �(23X410) + (24 x 420)+ (21 x 430) + :-: .(12x 100)+ (13x 110)+ (14x 120) + (11 x130) .....

= 20.3 hours

1400+410+420 100+110 +12_. - ...... . . . .. . .

Possible causes of inconsistencies between prison and HQ reporting of purposefulactivity ...... -

- . . .. . . . - ; . . : :.. . - ..t " "" " " • . "" .

• 31.7 Prisons .sent in data flies after the: deadline, so that Planning Group are;using fewer weeks-than the prison to calculate performance. .... • - :.. - . . - - . . • .

• " . .:, . . - " . .... "." . - . .

• - 31.8 Prisons are not using weighted averageswhen calculating performance across a number ofweeks or different sectionsofthe prison-(see note on calculations above).

; " Contacts .. . :.. - -• . . . . .. . .

. • . .'" ;. """_'" " . , :" . . ":'. "" , . -.. . ... . ." . ." -

• For further information, contact Custody to Work section; "y Jackson,' *:: _Planning Group,:_l_Bm" ! : : ' _ . ..........

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32. Race Equality

32.1 The Prison Service aims to have the same staffing mix as there is in the wider workingpopulation. The target is to have 7% of our staff.from ethnic minorities by 2009.

32.2 The KPi target islto have 6 % minorityethnic staff by April 2005 . This is a milestonetowards the longer-term .aim. Establishmentsand HQ Groups will be asked to agree localtargets based on information showing the ethnic mix of the local working population.

Prisons update staffing I HP Planning extracts I I Planning Group takes a [

data on their local data monthly, showing download of data fromPersonnel System ethnicityclassifications Personnel System and •

imports into PSIMOn

32.3 Performance information will be extracted centrally based on the •personal information on..staff held on .the -PERSONNEL database. The representation rate will be reported as the-number of minority: ethnic staff as a proportion of the total workforce. ....

32.4 It is important thatthe data held on the PERSONNEL database is up. to date and -complete.Staff whose ethn!city is not stated ornot known will not be-counted as being from a minoritybackground: All staff should be encouraged to ensure that their personal details are

properly recorded and establishments should ensure that records are entered into the i::database within three working days. : •

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Contacts :_ • .....

For further information contact WillEvans, _ or Paul Le-Faye, III_P• .,- .

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33. Receptions

Data Flow

33.1 Planning Group obtains receptions •data .from the regime monitoring system:

.sonsenter0ata,n,o1, ,ann, GrouIregime monitoring Regime Monitoring I consolidate datasystem and sends off data into PSIMOn - I reports arethenweekly data file to HQ I available from PSIMOn

I system- ....


33.2 Establishments report the number Of receptions as one of the "supplementary data" items•on the regime monitoring system. This.is the number of new pdsoners that the pdsonreceives, including prisoners received from other prisons, from Courts and from ImmigrationServices. Prisoners moved within the prison do not count as new receptions. .... . _

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33.3 A.remand pdsoner who is taken to court, receives a sentence, and is taken back for-part oftheir sentence to the prison where s/he :was on remand, should be treated .as a newreception by the pdson; -

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For further information contact Gary Jackson, Planning Group, _ ,, ": . . . . " . - : . . . . .. . . ". :

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34 Regime Numbers

34.1 Prisons must enter the regime numbers using the data entry screen-in PSIMOn.

34.2 Prisons report details through the PSIMOn system to show the number of prisoners oneach of the following types of regime: basic, standard and enhanced. Data entered should -be •based on the population on the last day of the month:

34.3 Where a prison runs "super-enhanced" regimes, the number of prisoners on this levelshould be included under "enhanced".

34.4 Prisons •should ensure thatthe sum of prisoners under each category of regime agrees withthe total population figure at that point.

Contacts _

For further information, contact your Area office or Gary Jackson, Planning Group,, (_


35. Rehabilitation Programmes, including Therapeutic-Communities (TCs)

Data Flow

Prisons must report data on the number of prisoners entering and completing drugrehabilitation programmes, including TCs, each month.

Prisons complete a I National Drug Planning Group takes aPre/Post Treatment I Programme Delivery download of data from

Return when a prisoner _1 Unit collates Pre/Post National DrugI

starts/completes a Treatment Returns Programme DeliveryDrug Rehabilitation I received from prisons Unit and imports data

Programme, including 1 onto PSIMOnTCs i1

Data Definitions- . . ". , • . .

These instructions relate to the following: Drug Rehabilitation Programmes:

CSAP Accredited: Non CSAP Accredited

RAPT 12 Steps " SDPPdson Partnership 12 Steps Area Manager validated programmesPASRO Programmes developing towards •STOP- accreditation .

Dr (AOD)-Action on ugs. _-- . . _ -Prison .National Drugs TC ProgrammeFOCUS '.. -

Definitions •and Calculations - ". . . . .. . _

35.2 The•targets are:- ". . . " ..

-- To have 6,500 prisoners entering treatment programmes by 31 March 2005.(rising -to 9,000 by March 2006); • - ' - : -. " " .

. . " . -. . . ... . . :

• Year-on-year, to sustain and improve upon the numbers of prisoners Successfullycompleting treatment programmes and TCs. - . ..-

. 35.3. Area and operational:Managerslwill agree with-establishments the local targets to beachieved by. the end of March 2005, both for programme entrants and programme. .completions. Programme entry is defined :as entry onto the core programme or. entry onto- •

• " the pre-admisSion/induction phase where such a phase is in place. Entry.of an individual.. . :into drug treatmentmust be counted only once Le. at preadmission or •core. Successful.

• programme corn pletions are defined from the point of entry (whether pre-admission.or core) -.- "to the-point.where:the care treatment course concludes. This does not include graduation -

_.. .from any-subsequent phase such asthe post programme or aftercare phase. •Programme _. completion targets should be defined by-setting a maximum .attdtion rate (calculated as the.

.... _ . percentage number of entrants who, for _whatever, reason, fail tocomplete). Failures to: . - :... • - . . ,..

complete must include transfers! toother orisonS, release; resignationand.expulsion; from

-- • _" the;point at which entry was counted, whether.from pre-admission or core. ._ -.i : -?. - .-.-..... I L • i

-IsSue"No. 20:3 . : • -_ " "_'_ " _ "" " _ "'.."_"'_._"."" _: "_'. r [" :-_ .-. ""'''. • "_:. " -_ _ _. • " _- [ _ssu e date 3i/07104 :: . ' :.


35.4 The definition for the KPT is 'the number of prisoners entering and the number completing aformal drug treatment programme or TC, accredited as such or being considered foraccreditation, by the Correctional Services Panel (formerly the Joint Accreditation Panel), orany other validated programme developed within the Framework set by DSU and supportedby the Area or Operational Manager that is approved by the Deputy Director General orDirector of Operations.'

Contacts

For further information contactlocal Area Drug Co-ordinators; Theresa Breuilly, NationalDrugs Strategy Delivery Unit, qll_', or Robert Vahey, Planning Group, I_II!F.

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36. Prisoner Complaints... ' .

36.1 Area Managers will agree a target with each prison to ensure that prisoner complaints areresponded to pi'omptly.

36_2 Each month, the prisOn should usethe PSIMOn-system to report the total number of prisonercomplaints received and the number that received a reply withinthe target number ofworking days. (3 days first stage; 7 days second stage). Only completed replies, and notinterim replies, count for the purposeof measuring replies.

36.3For more inlormation.contact Prisoner.Administratio n Group in .HQ on _

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37. Resettlement - Prisoners into jobs or training or education outcomes on release.

37.1 As a contribution to reducing re-offending, the Prison Service is seeking to increase thenumber of prisoners getting a job, training or education outcome on release.

Prisons enter prisoner Data consolidated Planning Group l

employment training or electronically into IIS in receives monthly I

education status at HQ extract from IIS and

discharge into LIDS imports into PSIMOn

37.2- Custody to Work Unit also feeds the following data to •Planning Group for entry ontoPSIMOn:

• Data from Jobcentre Plus HQ on prisoners' post-release attendance at a bookedFRESHSTART interview at their local Jobcentre. Such attendance, scores for the

purpose of the KPI as a half outcome.

• Catch-up data from establishments, submitted to and checked. by C2WU, on-employment, training or.education places at discharge "which "were not entered -locally into LIDS before local access closed.

37.3 PSI 39/2000 required prisons to enter into•LIDS prisoners' employment/training/educationand accommodation status at reception and discharge. This is continued• in force byChapter 2 of PSO .2300 on resettlement.

37.4 The data entered into LIDS at prison level about pdsoner employment / training / education(ETE) status at discharge is used to.help.record achievement against the KPI target.

37.5 Area targets for the number of employment, training or education outcomes on release.to "be achieved •by prisoners will be agreed with Area Managers. Area Managers will wish to :cascade these targets to prison level. Full •details of what may be counted asa job,.education or training outcome is given in the PSO or on request from Custody to Work Unit.However establishments •should note:

(i) EduCation or training places are included as well as employment, because they will be amore appropriate outcome than employment for some prisoners, particularly juveniles and ....young offenders. Such:•places to count when, because of term dates, they cannot be takenup immediately after.release. " " • " "

. (ii) Full or part-time outcomes count.

(iii) Jobcentre Plus interviews arranged for release under FRESHSTART which are then .-attended by the prisoner count, as a means of incentivising work with harder-to-helpprisoners. These outcomes will be scored at half a point for KPI purposes. This. supports " . ..the joint work withJobcentre Plus-under FRESHSTART on New-Jobseeker Interviews for .- --all released prisoners who need them.. Attendance at a job interview other than• .

• FRESHSTART.does not count •because ofdifficulty confirming this. .. • • . .. .. . . . .

(iv) Allfinal discharges of sentenced "prisoners from establishments are included. These. " .include foreign nationals, with the exception of deportation cases. Many foreign national., ......prisoners are EU nationals or have indefinite leave to remain and work in. the UK.

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(v) Remand pdsoners discharged from Court are excluded because, althoughi:beginning " " , :..work on remand will be important in helping short-sentence prisoners, it wouldbe .very

" " " - cumbersome to record the expected employment status of.every remand prisoner on each . - . i .. . .. -. •

" " : " :. :. , :.: -: i .... -:: . - - 10588,!!.:..Issue No. 203 " ...." Issue date 31107104,-..... - . .- " ..! . . . . . -. - . -

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court appearance should they be discharged:

Contacts

For further information contact Granville Taylor, •Custody to Work Unit,


38. SPDR Operations

38.1 The mandatory requirements of the staff performance management processes for thePrison Service are contained in PSO 8450 and explained more fully in thedocument'Guidance on Staff Performance Management Processes'.

38.2 Area Managers will agree targets with prisons to ensure effective completion and review ofStaff Performance and Development Records (SPDR). Targets will be set (e.g. at 95%) torecognise that due to operational circumstances full completion for all staff (for examplebecause of long term sickness) will not always be possible.

38.3 Each month prisons should enter the data into PSIMOn to show the cumulative number:ofSP DRs opened, reviewed and closed.

38.4 •For opening SPDRs, figures Should show the total number of staff in the establishment thatare due to have an SPDR opened for the current year. That number will normally equate tothe total number of permanent staff inthe prison and should not change significantly fromone month to the next, subject of course to some staff who leave the prison and new

.arrivals. Separately, the prison should show the cumulative total (running total) of those..... staff who have an SPDR opened for the current year_ HQ is not concerned about the

number of SPDRs opened during the month, simply the runnihg total:

38.5: All SPDRs are due for review at the mid year point and prisons have agreed a target for theminimum percentage of reviews to be carried out. Prisons should ireport that zero reviews ' " -are due to be completed for each month up to September. From November's return, the :: • ; i -target is t° complete the agreed percentage of reviews.Prisons should enter the number Of

: documents for the current year that are due to be reviewed and also the Cumulative number.... . of reviews that have been completed up to that point in the year. _

.- -. - . " " i" . "

. . . ".

38.6 •The target to close off SPDRs should workin exactly the same way as opening the : :documents, but should reflect the number of SPDRs closed within the deadline in the

. . • -..- .

current financial year. This is likely to be zero in the eady part of the year. " " " .....,. . , . , . -..- .

: . ... -..-.. " ./ .. " .

38.7 It is expected that all documents will be opened I reviewedor closed within 3 months of the-

due date. Prisons should continue to report figures each month using the PSIMOn systemeven if the i00% target hasbeen achieved. Central figures are overwritten by the mostrecent prison return.. ....

- - " -.-i " - -. -.. . -.i... : ': /" " " - :. .. • :

Contacts • • % : " ; ....... - . -: , . ? " .... - . .. ._ ."

" " " . . " . " i " ":. " _" ii . .;:. " " " . - _:..'.."-:i ":. .. ..

For further information contact Kathy Bryan, Discipline and Performance Team, _ :- 4_llPor Sarah Webb, Planning Group, I_L/F - :_ • , : - .... ...

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" _" "" " .... : _:-_ " ' "" "- " " " ' "_" ..iiii....i

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: IsSueNo: 203.:_. :.- :- ' ; " : i,..:..-:.:.. :--.:'-_. :.- '- -IsSuedate :_':'_-:-: ' 0--./..-.-. ".--- .. -, -. " • - :..i -... _ , ', " " . . .... :.:"" .- . • Z:..- " " . ,.$11UilU4. ': .. .- ."..'


39. Searching

39.1 Prisons will agree a searching strategy with the Area Manager to reflect the risk

assessment and security classification Of the establishment. The strategy will specify theplanned level of non-targeted searching to be conducted across the establishment. ,

39.2 The strategy should be translated Iocally:.to provide a planned number of searches the

establishment intends to carrY out in each calendar month. Where the strategy includes athree-monthly programme of searches, the establishment should be able.to provide anindicator of the estimated number of searches that should be carried out each month to•comply with the rolling three-monthly programme.

• . - .

39.3 Each month the prison should report the proportion of .planned searches completed byentering the number of searches planned for the month againstthe number of searchesactually carried.out on-PSIMOn. It is possible t0report more than 100% for a given month, " ....if for example a greater number of searches than planned were carried out to recover anearlier backlog.

Contact:

.... . ." :".._..

For further information, contact Robert Vahey, Planning Group, _1,

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.., - ::!: .. " :: :_ i : : =- Issue date31/07104, .... -" _ " ' " : i." "::!_ " .-- i- " " / . : .:::.. ,... .. _'. -/, -.. :.i _:_..


40. Staff Sickness Rates

Data Flow

40.1 Performance data is extracted monthly from the PERSONNEL system by HR Planning and

provided monthly to Planning Group.

Prisons update sick HR Planning extract Planning Group takes adata on their local data monthly showing download of data from

Personnel Database total staff in post and personnel system andtotal working days lost imports into PSIMOnto staff sickness in the

_ period

Data Definitions

• 40.2 In line with all Government departments, the Prison Service has been asked toreduce thetotal time lost to staff sickness. The KPI for the Service is 'to ensure that the averageworking days lost to staff sickness across the Service does not exceed 12.5 days by March2005'. Targets will be agreed for each establishment.

40.3 Detailsare entered locally onto the PERSONNEL database and data extracted centrally toshow, separately for each establishment and HQ Group; ....

• A headcount ofthe total number •of staff employed on the last day of the pedod. Aheadcount counts any part time staff member as one individual.

- " • The total number of days recorded as sickness in-the period .... " " ._" .. - -

40.4 The PERSONNEL system records sickness absence in calendar days (including weekendsand rest days). To arrive at a figure for the average days sickness per member of Staff thatis comparable with external organisations, the number of actual days sickness must beconverted into workingdays by multiplying total sick days by :5/7. This generates a notionaltotal working days lost to•staff sickness. . . - "

KPi performance:is calculated as: " .

Total working days lost in the period

Total headcount at end of month (averaged for longer periods) :. . . " -

40.5 Year-to-date performance is based on the average of each monthly headcount and. _-- performance is annualised to forecast performance for the year based on the year-to-date _ "

.... " position ". . , -. -

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- . . . • -.... • . . • . . " . . '

• . . . - . . .. • ,, . . .

- -. • . . . .--...., : .. .- _,.

: i; i i

• " - issue date 31/0.7/0_1,Issue No..203.

. -. . -.. . _ .. ..: i:i'. ., i . " . • . : : . i._]. -. " . .. S " " - " " ?- " . ' " " " _


40.6 it is important that any staffing changes are input promptly into the PERSONNEL database.Establishments •must ensure .•that any changes are input locally within five working days.Failure to do so.may result in an inconsistency between reported data and that drawnsubsequently from PERSONNEL database. Similarly, HQ Groups .should notify changes toHQ Personnel Management-Group-within 3 working days. "

For example: ... .. '.- - . .. :..... :.

HMP Slade recorded the following.sickness absence and headcount foriI, May and June. .. " ' " • •.... :-"-. ,

Month• - . Total sick days -.. Headcount -

' 500 " " •April " . i. .- 650:. :.:.. ..., .. ... :

May. . . 600• : 510.. . ' ." . . .. .

June " 594 . 520 .. -- ..• . . • . •

To convert total sick days to total working days

650 + 600 + 594 =1844 sick days . .

1844 x 5/7 = -1317 working days lost . . .- .

To annualise . "" " L " " "

:13i7 working days x 12-months :- .= 5268 ••annualised working days...... lost ' . . ...:...: . --.

3months....: . . - . =. :- .. -.. .. -.. . . . .

. .- . .f . : . :." . : ..- . . -

.. . Foraverageworking days lost : : " " " " " " ......

. - - 5268 - = 5268 = -;10.3 average working' days 10st . . . :.- . . - . . .

-. . . .. . . .

' :- [ Average Headcount " _510 . ..- . ." ..=..- .

": ' Contact•" : " : _":::: ' :":"":"; '": "": ::" '." - ':: ":: " " " :"._:":.:: ":: :--:".'-:[" :i _::: i-:-i

:. .... . :" '. For .further information contact HUman.Resource Strategic: Pianning"Unit, RalphHatt0niJi_ : - ':":

WillEvans_ Or Paul Le-Faye.l__w : :---" .L . " ,- - • " . . : " : . - • . -" .".: . .. ' . '.

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. :".:- .... " . "- - .": - ::..":....:..:_.:.!-:.-.-:_:.:..:..-:-.!'.:: ::.::.-- : :-.,-.- .. ;-.. '.:.:::--:-...i0:_:-9_:..-: -IssueNo. 203:"- " ];-- ::. - - • . ........ .. . .• - ...... .... _ . .-, . " :: .., "..: Issue date.31/07104 .. - ...-..: . . :. .: ..."-._ ..:.... .- ... ::.: :.,, .:.... ..::."-.:." :. :. :.: . ,. :,-:.: :...--.-.: . -:. ::. - . . .....- . .,


41. Staff Training

Data Flow

41.1 Data is supplied monthly by establishments using the PSIMOn system

Prison record nature I Pdsons enter data on ] Reports are then made

and amount of staff 1 to PSlMOn and SMT I available on PSlMOntraining by staff member approves it

41,2 Establishments must base their monitoring arrangements, including their recording andcalculation of training hours, on the instructions contained in PSO 8200.

41.3 Area Managers will agree a target for the average number of days staff training to bedelivered to staff in each establishment. This will reflect operational requirement andrecognise the mandatory training requirements set outin current instructions. Each monthprisons must coflect the total number of hours of training received by staff in that period andreport the figure to HQ using the PSlMOn system. The data must be entered monthly onPSlMOn in line with the deadlines set out in chapter 1 of this instruction.

41.4 The activities listed below should be included in the count of total training hours:

• Formal classroom training organised by Training Services, other parts of PrisonService Headquarters! Central Services or by an external organisat!on

• Training designed centrally but delivered locally

• Formal• training organised locally by the prison, group or unit

• Approved absences.from work to attend further education or external trainingcourses and study •days

• Any hours engaged in on-the-job training. . L

• Attendance at conferences,workshops or briefings where the central aim•is training

. A full training day is defined as7.8 hours, Training periods.lasting less.than one full day. "should be recorded as an appropriate number of hours. --

• :. . . . .._ .i•.• •...; .-•. ....., .• ;. - .

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• " • " - - " " " " .,l_L/J_'_ltir'(3./l: ".

. Issue No. 203_ - :i -i • ' " . . _: : . " . . .. Issue date 31107104


42. Temporary Release Movements

Data Flow

42_1 All temporary release movements information is taken by Offenders and Corrections Unitfrom a monthly snapshot of the data held on the LIDS machines at prisons.

I Data entered into LIDS OCU obtains monthly I Planning Group getsby prisons is extract of IIS containing / download from OCUsubsequently data on temporary and imports into

transmitted to IIS releases PSIMOn

Definitions

42.2 OCU define a temporary.release movement as an unescorted movement on licence, andtherefore select for their extract file all those temporary release movements which aremarked as unescorted, .that is they have a-"U" against escort type. In some cases anofficer .may accompany a prisoner in order.to provide general support .rather.thanto act asan official escort. In those cases the temporary release movement should be marked as

"unescorted". The prison should enter one temporary release movement for each day oftemporary release. For example, a prisoner temporarily released to work outside theprison for one week should .show as five separate temporary release movements.

42.3 The following-codes.must be used to record on LIDS release movements on temporary _ . -.licence: IG 36/1995 remains current and gives further guidance.

Compassionate -

C1 • Primary carer _ ...... •....C2 Urgent domestic or family needs i:

E. - -,J •

C3 Funerals and deaths

C,4 Marriage or family occasions " "C5 • Medical or dental appointments

_ C6 Hospital/hospice in-patient " : _C7 Visit to dying relative - i

..... C8 Other compassionate reasons _ " _ _ '..... C9 Attend religious service

. - . ._ " .. . . . : • -.-

" acility • . ..:

F1 Training ....: _ " "F2 Education • _ : _:

F3 Reparation projects " : :-i-: _ :F4 CoUrt appearance, unescorted - : .... .-: :. : _ .-

. .. . .- . ... -

F6 Visit legal adviser, unescorted ..... :i .... ". F7 Working out scheme ....... . _ •-_ _

. -... . . . _-.

F8 Job interview (under 12 months) ....... : " __: .... " • ': •

• - F9 interview for hostel accommodation - _' " :.II :_":. : _ i "FA seeking other accommodation (under 12 months)FB Resolve urgent.housing needs " i i--=-i ii _ _ !::.'_-

FC Adventure training !' i i i i '-FD Externalteam sports • " •" .."• . ...:

• . Z ..- ] . , .-- . . . _ .

._- . -- . . . _ ".. .. . ". • _ . "" - " " " " - "''.Z " _ - : "'" "- "- " " " • " " "' "

i ii ! : i i i ! :Issue No. 203 . .---.,: : -:i,ii_ i : : :: issue date31/07/04 :i-:i-. :,i I " :

Ref: 7100 Page 70

Resettlement

R1 Job interview (12 months and over)R2 EmploymentR3 Maintaining family tiesR4 Interview for hostel •accommodation

R5 Seeking other accommodation (12 months and over)R6 Pre-parole releaseR7 Community service volunteerR8 Probation Service workshopR9 Overnight resettlement unit/PRES hostel

Earned Community Visit

I1 Local visit

The following codes should only be used together with an unescorted "U" code for escorttype. In these cases they are counted as a release by Offenders and Corrections Unit.

01 Visit to dying relative 15 Terminal home leave02 Funeral 16 Short termhome leave03 Visit to children 17 Pre-parole leave04 Other compassionate leave 18 Marriage05 Outside hospital attendance 19 Police production:order06 External sporting activity 20 Resettlement release07 External education class 21 Other

08 Community service volunteer 22 Unescorted court appearance09 Probation service workshop AV Accumulated visits10 Adventure and social •welfare • CA CoUrt appearance

11 Interview for halfwayhouse TA Temporary absence .__ : .12 Outside hostel assessment TI Transfer to other prison _.13 " Employment interview YC Discharge to court14 Long home leave YT Temporary release

Calculations-

The rateof temporary release failures for a prison is calculated by dividing the number oftemporary release failures for a given period by the number • of temporary releasemovements for the same period, and expressing the result as a percentage. Temporaryrelease failure information is taken from the Incident Reporting System, as outlinedelsewhere in these •notes.

For exam pie:

For the period April 2002 to September 2002,HMP Slade has 46 - .temporary releasemovements and 4 temporary release failures. "

. " . . - • . " -. . . •" • • " " - :i

4 divided by 46 = 0.087 " - -Expressed as a percentage = 8.7%. " _ _ -

. - =. . .- . ..

H : "

Contacts- ..... - ..... -:.-.. i _. .:. . . _ • -: • . : .. .

..... -- .- . .- . .- .. " - 105.96No. 203 . . : Issue date.31107104_: :


For further information contact Karl Chads, Offenders and Corrections Unit,

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43. Time Unlocked

Data Flow

43.1 Time unlocked.data is taken from the PSIMOn system.

Prisons enter data to I SMT member approves I I PSIMOn performance JPSIMOn system data reports available


43.2 Three pieces of information are collected about the time that prisons unlock prisoners:

• Did the establishment plan to unlock all prisoners on standard or enhanced regimesfor at least 10 hours on a weekday, based on the current prison routine. This waspreviously the time unlocked KPI. The answer can be yes or no.

-• The actual average time unlocked for all prisoners on weekdays

• The actual average time unlocked for all prisoners at weekends

Time unlocked

43.3 Ministers agreed to remove this KPI for the Prison Service in favour of increasing focus onconstructive regimes and the activities that prisoners engage in whilst out of their •cells.

Information on time unlocked is still required to monitor performa nce.intemally.

43.4 Prisons must report whether they planned to unlock•all prisoners on standard andenhanced regimes for at /east ten hours on weekdays. This assessment should be madeagainst the prison •routine current at the end of the month. Compliance should only alterduring the year when there is a change to planned routines, for example on a change from

" summer towinter routine. Compliance should not change to reflect unplanned operationaldisruptions for example lock dowr searches.

AverageTime Unlocked " . " " "

43.5 Prisons must return the average number of hOurs that prisoners, were actually unlocked on ".weekdays and weekends in the pen'od. All categories of prisoner shouldbe included.

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..... " " " " " '.' '." L :"....- . - - - . • ...- ..._..._.. . .:." .'-.". i_.... -i , " _ .

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" " " ' " .. -:- ._ . :._: - • 1.059.8

Issue.No.._ .- 203 = . ..- ....i ..._ • • . •- :: Issue date 31/07104 .......

Order Ref: 7100Page 73

43.6 In prisons where there are a number of routines, an average time unlocked figure should becalculated. Prisoners on segregation and healthcare wing must be included. The averagefigure must be weighted according to the.number of prisoners on each routine.

For example t

HMP Slade has two wings; wing A and wing B. There are i00 prisonersin wing A. and the average time unlocked is 12 hours. There are 50prisoners in wing B and the average time unlocked is 10 hours,

To calculate the average time unlocked acr£ss the prison:

(Prisoners in wing A x hours unlocked wing A) +(Prisoners wing B x hours unlocked wing B) _

Average = Weighted '

Wing A prisoners + wing Bpdsoners

(100 x 12) + (50 x 10) '--- 11.33 hours

.... 100 +50 -

•.- " . -

. "..

43.7 Time Unlocked in OPen PdSons ,. . - ".. . : . . - ..

." .. .

Open. prisons should only report 24 hours '.'unlocked" if none of the following circumstances-..... apply during a 24-hourcycle: ....

, . . . . .

.... • Prisoners lose the right to associate freely. ' - '. . . . .. -':,.

.. - :.- .. . . . -

• Prisoners are restricted to their rooms or dormitories; For example prisonersare• only allowed to leave rooms or dormitories to use toilet or telephone facilities.

" . - - . . .'. - . . ."

43.8 Open prisons must make a return Of 24 hours if prisoners have the right to associate freely iat all times, and have broad freedom of movement within the prison.

. - ..- . -

43.9 In thosecases where an open-pdson has to reduce the level of its average time unlocked i

return .becaUse it applies the above cdteria, the IPP business plan target should be.similadY .i -i:reduced. ........ . . . . . ..... . . . • . .

ContaCts " .... , .: _ _-:::. : :! ,i:-!iii: _. - . . . - . '.

For further information .contact " " " " " : " " " ' -": :", ::-: ". i.... Planning Group; Robert Vahey; _:or Jenny :: :::

Femandes, _.: : - . . .. . "...:. • . . - ... •, .:

. . . "- " - " .... " " '-" - -'-i. . .... : " ". . . . • .-2 _ ;.' • _ .

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i _i ii_:: i: i / _ :: i:: <!__ ii:_ : {_;99i ?. Issue No, 203 " : '"-- " - " ' " :"- .... . . .- . .- ,. ..... " ..i: ."- -- .i " .... " ".....: " " " Issue date 31i07/04 i: -" _ ' : : .... ' : _ _/i.... _ . ': ::. i _, ii:i_ ! ;.i_i:::_:/i.:i _-:


44. Voluntary Drug Testing

Data Flow

44.1 Planning Group collects data on the number of prisoners on a voluntary drug testing (VDT)compact at unlock on the last day of each month.

Establishment records Establishment enters J PSIMOn performance

the number of data on to PSIMOn / reports available

prisoners on a system and SMTvoluntary drug testing" approve data

compact


44.2 The Prison Service has successfully introduced access to VDT for all prisoners. TheService has agreed to maintain the 2003/04 !argets for the caseload of prisoners on acompact.

44.3 The national target for 2003-04 was to maintain 28,000 prisoners on compact. Area andOperational Managers• will agree with establishments the local targets to be achieved by the

• end of March 2005.

. . . . .

44.4 Each month, prisons must report the number of prisoners on Compact (ie the caseload) atunlock on the last day of the calendar month using the PSIMOn system: Please note thatprisons .are no longer required to report the number of new Compacts signed during themonth. - .

44.5 Establishment KPTs are .based on average yearly performance with figures reported asend-of-month snapshot totals at establishment level and, in addition, calculated by PSIMOn

. as a .year-to-date average and reported as .such. Therefore, establishments are 'notnecessarily expected to have their target number of compacts in place at the end of eachmonth, although a persiStently-low reported figure could indicate that further action isneeded to ensure that targets are met, Where Area or Operational• •Managers have settargets to increase numbers on compact, it is reasonable to expect a steady month-on-month increase towards achieving the target.

44.6 A prisoner •'on compact' is defined as any prisoner who has signed a compact to remain ....drug-free and who is-subject to a programme• of drug itesting, and who is tested at the

• minimum level of 1,5 times per calendar month. • "

44:7 This includes prisoners who. have signed a compact to remain drug-free and who aresubject to a programme of drug testing; whether they are: "

. .. .. , .

• Resident on a Voluntary Tesl_ingUnit; _ . := '-• A compact prisoner held on normal location; ....• A compact prisoner on a Drug-Free wing linked to IEPS, or otherwise linked to

" - IEPS_termed compliance testing; or "

• A compact prisoner within-a treatment programme (rehabilitation programmes ....and/ortherapeutic communities).: :- -_- __ : ii.: : :-:_: _i ::

" _ T". . - " " - _ - " " - ". :. -, - ..,

:i " i: i, : i i i

.... -: : .... :: ii i. . .- . . . " . ... • . .

- : • - - _ .... . , - 10600Issue No. 203 - -.- . _:: -.. _ - : . ::-_ " _.... :- .:_

: .. - ..:. _.- . • Issue date31/07/04 .....] .. .


44.8 DSU can provide guidance and best practice on offering a VDT regime, including a modelVDT Compact.

Contacts

For further information contact• Carlo Azzopardi, Drugs Strategy Unit, or

Planning Group, Robert Vahey, __LI_ or Jenny Femandes,


45. Key Performance Targets 2004-05

KPT DefinitionAbsconds To ensure that there are fewer than [x] absconds from the

establishment

_Accident_k .. T,° ensure !ha!_thtre ar_e,fewerthan [X] acciden_ts_.i_,_ ._,_,! _,_e_;._

Basic Skills at To achieve [x] awards in basic skills at entry levelEntry LevelBasic Skills at To achieve [x] awards in basic skills at level 1Level 1

Basic Skills at To achieve [x] awards in basic skills at level 2level 2

CARATS To complete [x] full CARATs assessmentsClassroom To ensure that at least [x]% of planned education hours are

Efficiency de liveredContingency To run at least [x] tests of contingency plans a year; one of whichExercises must be a hostage exerciseCorrespondence To ensure thal [x]% of public correspondence receives a reply

within 20 working daysC & R Training To ensure that Ix]% of unified grades have been fully refreshed in C

& R basic techniques during the past 12 monthsDischarge for To ensure that [x]% of prisoners are ready for discharge for courtCourt appearance in compliance with escort contractDoubling To ensure that [he average numbers of prisoners held two to a cell

with a CNA of one does not exceed [x]% of the average populationDrug To ensure that [x] prisoners enter a detoxification programme .Detoxification

ProgrammesDrug To have [x] prisoners enter a formal drug rehabilitation programme

• Rehabilitation(Entrants)Drug To have [x] prisoners complete a formal drug rehabilitationRehabilitation programme(Completions)Energy To achieve the agreed energy consumption targetsEfficiencyEscapes To ensure that there are no Category A escapes(Category A)Escapes From To ensure that there are no escapes from escortsEscorts

Escapes From To ensure that there are no escapes from prisonsPrisons

ETE Outcomes To ensure that [x] prisoners enter Employment, Training orEducation within one month of release.

Lifer To ensure that [x]% of lifer dossiers reach.HQ within the specifiedManagement deadlineKey Work Skills To achieve [x] awards in key work skillsMandatory Drug To ensure that the average rate of positive results from random

Test!rig mandatory drug tests is lower than Ix]% " |

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OBP To ensure that there are Ix] total completions of accreditedCompletions Offending Behaviour Programmes (OBPs)Operational To achieve [x]% of operational capacityCapacityOvercrowding To ensure that the average number of prisoners held in cells where

prisoners exceed uncrowded capacity does not exceed Ix]% of theaverage population.

Parole Dossiers To ensure that [x]% of parole dossiers (excluding lifers) reach HQwithin the specified number of weeks of parole eligibility date.

Planned To ensure [x]% compliance with the local monthly PPM programmePreventative (all equipment)Maintenance

(PPM)Profiled Budget To ensure that actual expenditure is between [x]% and 100% ofand Expenditure profiled budgetPurposeful To ensure that prisoners spend an average of [x] hours per week inActivity .purposeful activityRace Equality To ensure that the number of minority ethnic staff in the

establishment, expressed as a proportion of the total workforce is atleast [x] %

Prisoner To ensure that [x]% of local complaints are dealt with withinComplaints specified timescalesROTL To ensure that [)<]% of ROTLs successfully return to the

establishment

Score 3 Inmates To ensure that the percentage of score 3 inmates is less than [x]% "of the population

Searches To achieve Ix]% of agreed non-targeted cell searching targetsSecurity Audit To achieve an I[x]% or better compliance rate in the annual security ,

audit

Standards Audit To achieve an [)(]% or better compliance rate in self auditRating ,Self Harm Audit To achieve an [X]% or better compliance rate in the self-harm auditSerious To have fewer than [x] % serious assaults on staff, prisoners andAssaults others

SOTP To ensure that there are [x] completions of Sex Offender Treatment ,Programmes (SOTPs)

SPDR To ensure that [x]% of SPDRs are opened, reviewed andOperations completed on time

Staff Sickness To ensure that the number of working days lost to staff sicknessdoes not exceed [x] working days per member of.staff

, Staff Training To ensure the number of staff training days per year is at least [x]J days per memberof staff

Time Locked-up To ensure that the average hours locked up does not exceed [x]J hours per day (24 hour period) per prisoner/ Tornado To have [x] Tornado trained staff

ICommitmentVoluntary Drug:, To have a caseload of [x] prisoners on a voluntary drug testingTestin_ I compact

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Documents

Key Performance Indicators and Key Performance …a1538.g.akamai.net/7/1538/13355/v001/homeoffice.dow… · · 2006-06-25Key Performance Indicators and Key Performance Targets Sources