Technology Enabled Care Capital Grant Scheme · This document is to outline the creation of a Technology Enabled Care (TEC) Grant Scheme and its terms of reference (TOR). The grant

Technology Enabled Care Capital Grant

Scheme Terms of Reference (TOR)

17th December 2018 V.9 ISSUED

Adult Transformation and Commissioning

TEC Capital Grant Fund Scheme TOR ISSUED Page 2 of 23

December 2018 V0.9

TEC Capital Grant Scheme TOR Document

Section 1 – Scheme Objectives 4

Section 2 – Scheme Outcomes 5

Section 3 – TEC resource approach 5

Section 4 –Themes for the Grants 6

Section 5 – Delivery Requirements 7

Section 6 - Eligibility Criteria 8

Section 7 – Guidelines 11 What can the money be spent on? 11

The information you provide will be used to process and assess your

application for a TEC Grant. 14

Is there anyone else we share your information with? 14

Section 9 – How grant allocations will be decided 17

Section 10 – Monitoring and Evaluation 20

Section 11 – Cycle of review of this TEC Capital Grant Scheme 20 Section 12 – Composition and Roles of the TEC Grant Committee 19

Appendices 20


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Introduction This document is to outline the creation of a Technology Enabled Care (TEC)

Grant Scheme and its terms of reference (TOR). The grant is designed to

create TEC resource in themed areas to develop and/or further extend

solutions for social and health system across Cornwall.

The total amount in the TEC Capital Grant Fund is £100,000. This money is

being made available and is planned to be allocated during 2018 /2019

year.


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Section 1 – Scheme Objectives

Creation of a grant scheme to stimulate TEC- related solutions for new or

existing projects in Adult Social Care and Health in Cornwall.

The Scheme will contribute to addressing the challenges of:

Significant pressure to manage increased demand and complexity

within the resources available;

People’s expectations of public services. We must respond

differently if the people who use our services are to achieve good

outcomes;

The top 5 operational demand pressure themes, which are:

1. Falls and dehydration;

2. Frailty and dementia- related condition management;

3. Social isolation and loneliness;

4. Safeguarding and other risk management and safety at

home;

5. A transition from Children’s to Adults’ services.

With a rationale of:

Creating ‘assets’ to further secure and achieve a sustainable health

and social care ‘marketplace’ through TEC transformation

Further stimulating TEC- driven assets/solutions which support

choice and control for people to achieve their desired goals in their

chosen way.

Because:

An asset- based approach is strategic and will sustainably stimulate

the TEC agenda.


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Section 2 – Scheme Outcomes

Encourage TEC resource outcomes which demonstrate/provide:

1. A secure and sustainable approach

Utilising TEC to support and enhance a secure and sustainable health

and social care marketplace

2. Insight- driven decision making

via TEC-based solutions

3. Scalability

of the TEC solution across the relevant marketplace

Impacts that are demonstrable in the areas including (but not exclusive to)

Utilisation – eg number and nature of uses of the

equipment/software capability

Effectiveness – eg improvements of quality of life, well-being, self-

care and/or carer burden (depending on the type of

equipment/software capability/purpose being applied for)

Cost-effectiveness

Experience of SU – eg How did they find it

Experience of the professionals involved – eg how will they find it

Service delivery success – eg logistics and admin around the TEC

Section 3 – TEC resource approach

Create TEC resources which:

Demonstrates a whole system approach to the issue it is trying to

solve

Has been co-produced with people who will use or are potential users

of the product or service. Do this by placing the person’s goals and

aspirations – as they define them – above those as identified by

others;


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Are designed using evidence- based practice or evidence- based

methodology;

Promotes equality of access and reflects the diverse needs and

requirements of actual and potential service users it may support;

Has effective safeguarding practice built in to its design approach as

appropriate;

Where possible, considers the ‘hardest to reach’ in its project design

and shows how the project could engage with those adults furthest

away from services;

Builds capacity within the community where possible. Include raising

awareness of the service delivery and positive engagements and any

other social (value) outcomes.

Section 4 –Themes for the Grants

Demonstrate focus and impact on one or more of the following themes:

1) Transitions from Children’s to Adults’ Systems of health

and social care

2) ‘In-flight’ work in the local system

Grants which can move forward pilots/’test and learn’ approaches

or substantive work already under development for Adults’ Social

Care and Health projects across the region e.g. Shaping Our

Future – Adults’ based work, adults based transformation pieces.

3) ‘New to Cornwall’ types of TEC

TEC equipment and/or services to further stimulate the continuous

improvement cycle of trailing and evaluating different types of

TEC equipment and/or services. They will demonstrably impact on

demand pressures for the health and social care system in

Cornwall (see section 1 Objectives).


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Section 5 – Delivery Requirements

The successful applicant/s will meet the following requirements:

Deliver against the proposed programme within the timescale

outlined in their application.

Ensure all necessary approvals and consents required by law to

deliver the project are obtained and current.

Ensure the organisation considers access for all, with reference to the

relevant legislation, and any specific measures for accessibility are

incorporated into the project.

Provide regular expenditure listings, a regular activity report on

progress against activities and confirmation that expenditure has

been accounted for as outlined in the application and in accordance

with the funding agreement.

Any assets are to be guaranteed by the vendor, and comply with

current health and safety legislation.

Maintain the assets in good repair and condition and ensure there is

adequate insurance at all times for physical equipment.

Retain copies and produce upon request insurance certification,

evidence of suitable storage facilities, and confirmation of regular

maintenance of the assets of the project

Contribute to learning by actively participating in the process of the

Grant Scheme and its evaluation.


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Section 6 - Eligibility Criteria

General

1) The application and proposed spend aligns to and measures against the

key objectives outlined in section 1 of this document.

2) The application and proposed spend will clearly demonstrate the

outcomes outlined in section 2.

3) The application must clearly address how it is creating a TEC resource as

outlined in Section 3 and one or more of the three main themes in

Section 4.

4) The application must outline how it will meet the minimum delivery

requirements as outlined in section 5.

5) Because the Grant will be coming from the Adult Social Care’s Capital

Funding area, it must be an asset - based spend as per the Public Sector

definition of ‘capital’. This means any Grant spend cannot be on people

or project resource for a Project. Instead, spend must be on the

capability e.g. software or equipment which will become an asset or

resource outcome. Please note this is different to the private sector

accounting approach for ‘capital’. Please also refer to section 7 for

indications on what the money can and can’t be spent on.

6) The amount for an individual application can only be up to £20,000 if it

is to address one theme. This is to maintain the spread of the monies

across a wider remit and stimulate applications across the themes.

7) If however, there is an application which can clearly demonstrate solid

impact in two or more theme areas, then a larger amount being

requested would be considered. This would be on a case-by-case basis

and would also depend on how much of the Scheme had already been

awarded.

8) As the scheme progresses, priority will be given for applications that

address themes that have not had grant funding matched to them to-

date.

9) There is a minimum grant application request of £1,000 for any single

application.


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10) A successful applicant will have an initial communication re their success

and then a formal grant agreement will be provided for their signature.

11) The Grant Payment will be drawn-down retrospectively with evidence of

spend or evidence of a purchase order for the outlined asset/s.

12) The actual method of the monies being awarded will be finalised on a

case by case basis.

13) If the applications received are not complete or do not meet the criteria

outlined in section 6, or the decision making process ends in an

’application not supported’ then a grant will not be awarded. Please

refer to section 8 for more information on how grant applications are

decided.

The Organisation applying

1) The organisation applying must be able to address all of the general

eligibility criteria outlined in Section 6.

2) The benefit of the grant must directly impact on and have positive

outcomes for residents of Cornwall.

3) If it is a consortium of organisations applying, there must be a lead

organisation nominated who is the conduit for the other consortia

members.

4) An ‘organisation’ can be a volunteer organisation. However it would

need to be constituted. A constituted volunteer organisation is one that

is more formal. This means that whilst it is run on a voluntary basis, it is

set up as an organisation with its own steering group/committee, will

have a constitution and its own bank account.

5) Any grant spend can only be on resource- based assets or creation of

those assets to benefit the county of Cornwall and the residents of this

area.

6) Organisations must have a bank account in the organisation’s name into

which the grant award could be paid, which requires at least two

signatories. Depending on the method of the Grant being awarded, we

may also agree to pay the grant award to a sponsoring organisation

instead, providing a suitable Financial Declaration from that

organisation’s Finance Officer or similar is submitted at the point of the

application, declaring that the money for these activities will be ring-


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fenced. Further due diligence may be requested during the evaluation of

the application stage if required.

7) Organisations applying must submit their constitution or similar with

their application.

8) The grant must be spent for the approved purpose and failure to do so

could result in a request for funds to be returned.

9) It is expected that any grant monies will be drawn down retrospectively

with evidence of spend or depending on the financial circumstance of the

organisation, evidence of a purchase order for the outlined asset/s. For

all Grants the nominated outline of expenditure in the approved budget

outline agreed in the final grant agreement will be adhered to and

monitored.

10) If circumstances change the TEC Grant Committee must be notified in

writing detailing the proposed change and await written approval from

the TEC Grant Committee before proceeding with any proposed new

activity.

11) The organisation / each component of a consortium must demonstrate

and continuously comply with the General Data Protection Regulation

(GDPR) for data protection.


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Section 7 – Guidelines

What can the money be spent on?

Please note, this is not an exhaustive list.

Technology Based Equipment, which is the core offering;

Software and/or equipment which enables the core offering to be

delivered;

TEC based resource assets for use/impact in Cornwall which directly

benefits residents of the region;

Spent on the nominated purpose and method of delivery as approved

by the TEC Grant Committee. Failure to do so could result in request

for the Grant funds to be returned.

What can’t the money be spent on?

Please note, this is not an exhaustive list.

Anything normally paid for without Grant support such as overheads

– this includes legal and accountancy fees which would be classed as

an ongoing expense of running a business, e.g. payroll

administration;

Statutory costs, e.g. health and safety;

Wages – for PAYE personnel directly engaged on the project

(including graduate and/or student placements);

Payment for freelancers and/or consultants;

Any wages or payments for any staff from the organisation/s involved

in the project including those performing supporting roles such as

reception, central finance, IT support and organisation management;

Any expenditure which is not related to the project or named in the

final approved budget;

Recoverable VAT;

Dividends; Cash withdrawals; Penalties, e.g. late filing fees;

Retrospective payments, prior to project official commencement;

Spend on refreshments, entertaining;

Spend on travel, printing or venue costs.


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Completing the application form template

You must submit a reference from and provide details of a

professional referee who supports your organisation’s/consortia’s

application.

Only fully completed application forms will be accepted.

Applications must detail information against five main areas:

1. Meeting the brief

Weighting: 40%

Provide a detailed project description:

Describe the project you are asking us to support and the TEC asset- based resource you are looking to create/further develop.

Tell us the work you have completed to date and the stage you have reached with your project planning.

How does this work demonstrate the need for your project within the wider Social

Care and Health System in Cornwall?

Provide the outcomes your project aims to achieve

This should include:

How the project will impact on the quality of life for a recipient of your TEC based

resource;

How the project will support your organisation to achieve the three main grant scheme outcomes as outlined in Section 2 of the TOR;

Outline the focus and impact on one or more of the themes as outlined in section 4 of the TOR;

Anything else you would like us to know about the project.

2. Governance and management of the project

Weighting: 20%

Set out your plans for managing the project, including how you will ensure it is delivered on time and on budget.

Set out how your project will meet standards and address the outcomes and approach outlined in sections 2 and 3 respectively of the TOR.

Outline the plans for the continued use of the asset/s after the end of the project

Set out the monitoring and evaluation for the project. Address this by outlining the Key Performance Indicators (KPIs) and Performance Indicators (PIs) for your project which align to sections 1, 2 and 3 respectively of the TOR. It is expected to

be a minimum quarterly Budget expenditure report to be scheduled. Also include your proposed reporting templates and proposed frequency of those reports to

evidence the delivery requirements (section 5) at regular intervals throughout the project period. It is expected an outcome monitoring framework template would be

part of this. (See appendix 2 for the template).

Outline the monitoring and evaluation measures for the project’s aims and outcomes (via the template in Appendix 2 in the first instance) around the following areas (but


December 2018 V0.9

not limited to):

Utilisation – eg number and nature of uses of the equipment/software

capability Effectiveness – eg improvements of quality of life, well-being, self-care

and/or carer burden (depending on the type of equipment/software

capability/purpose being applied for) Cost-effectiveness – eg what traditional interventions/options would have

been prescribed if this TEC was not available? Experience of SU – eg How did they find it Experience of the professionals involved – eg how will they find it

Service delivery success – eg logistics and admin around the TEC

3. Financial Viability

Weighting: 20%

Provide a project budget outline of how the grant scheme is proposed to be spent

in the context of the wider organisation

Provide a list of all costs for which the grant is required. Check the Eligibility

Criteria and Exclusions to ensure your costs are permitted

4. Equality, diversity and community support

Weighting: 20%

Set out your plans for how the project will address the needs for equality

and diversity for the residents of Cornwall

Address how this project promotes equality of opportunity for all, giving every

individual the chance to achieve their potential, free from prejudice and discrimination.

Set out your plans for how the project’s beneficiary’s and/or geographic communities affected by this project support the activities you are proposing?

Address this by outlining the communication and engagement (would expect both not just communicating about the project) completed to-date and the plans for further

communications and engagement work during the life of the project.

5. Data consent declaration and agreement

Weighting: 0 %

Please acknowledge and accept the data consent statement for this application process: By completing and submitting an application form we will keep your details for

recording/monitoring purposes, e.g. reporting on the TEC Capital Grant Scheme across Cornwall (no personal details).

We will not share your details with third parties; however we may contact you with information that we consider relevant/beneficial to your group. We may also contact

you to confirm the details we hold are correct.

All applications received will be held on Council secure servers for a period of 12 months post being received. If they have been successful, they will be held for the period of the signed Grant Agreement plus the following 12 month period.


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Section 8 - Information and data privacy notice use in order to apply for a TEC Grant

Why do you need my information?

If you decide to apply for the TEC Grant Scheme, we need your name,

address, email address; organisational details and information on your

proposed TEC Project in order to know who you are and what you are

applying for and why. Without them we will not be able to process your

application for the TEC Grant Scheme.

Who will control my data?

Cornwall Council

New County Hall, Treyew Road, Truro TR1 3AY.

Data Protection Registration Number: Z1745294

What if there is something I don’t understand?

If you need help in understanding this document or this information and

privacy data notice, please contact Sarah Scrivener on telephone number

01872 322 095 or by emailing [email protected] during

normal business hours, in the first instance.

How will we use the information about you?

The information you provide will be used to process and assess your

application for a TEC Grant.

It may also be used for recording/monitoring purposes, e.g. reporting on

the TEC Capital Grant Scheme across Cornwall (no personal details).

The overall data from this trial is being anonymised and used for qualitative

evaluation purposes in order to inform and where appropriate develop

future technology enabled care provision.

Is there anyone else we share your information with?

We will not share your details with third parties; however we may contact

you with information that we consider relevant/beneficial to your group.

We may also contact you to confirm the details we hold are correct.

mailto:[email protected]


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Is there any transfer of data outside of the EEA? (European

Economic Area)?

No. Your data will be held within Cornwall Council’s secure network and will

not be processed outside of the EEA. Access to your information will only

be made to authorised members of staff or representatives who are

required to process it for the purposes outlined in this privacy notice.

How long will this information be kept?

All applications received will be held on Council secure servers for a period

of 12 months post being received. If they have been successful, they will

be held for the period of the signed Grant Agreement plus the following 12

month period.

What are my data rights?

Your personal information belongs to you and you have the right to:

be informed of how we will process it

request a copy of what we hold about you and in commonly used

electronic format if you wish (if you provided this to us electronically

for automated processing, we will return it in the same way)

have it amended if it’s incorrect or incomplete

have it deleted (where we do not have a legal requirement to retain

it)

withdraw your consent if you no longer wish us to process the

information

restrict how we process it

object to us using it for marketing or research purposes

object to us using it in relation to a legal task or in the exercise of an

official authority

request that a person reviews an automated decision where it has

had an adverse effect on you

How do I exercise these rights?

If you would like to access any of the information we hold about you or

have concerns regarding the way we have processed your information,


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please contact the Adult Social Care Information Governance Team on

01872 326 640 or via email at [email protected].

To help us satisfy the requirements of the General Data Protection

Regulations, please confirm that you agree/acknowledge these statements

above in the Declaration/Agreement section of your application.



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Section 9 – How grant allocations will be decided

The decision making process

The decision will be based on the information provided in an application and

any further information that is requested. The length of time to decide will

depend on: the amount of funding applied for; the number of applications

being assessed/reviewed at the time of application and also the schedule for

the next TEC Grant Committee meeting.

Each criterion (‘meeting the brief’, ‘governance and management of the

Project’, ‘financial viability’ and ‘equality, diversity and community support’)

will be assessed using a five-point word scoring:

Not met – 1 - The application does not meet the criteria

Potential – 2 - The application does not meet the criteria but shows

potential to do so

Met – 3 - The application meets the criteria

Met (strong) – 4 - The application meets the criteria and shows

strong qualities

Met (outstanding) – 5 - The application meets the criteria and shows

outstanding qualities

An assessment will take place and each criterion answer will have a five-

point word scoring applied. Each criterion area has a weighting (see the

‘Completing your application’ sub-heading in Section 6 for details). Each

criterion’s five-point score will be added together. The points awarded for

the first criterion (meeting the brief) will be doubled in line with its 40%

weighting.

During the review process we may request further information. This could

include other KPI or PI monitoring or evaluation metrics in addition to

information already supplied. If we ask for this information you will have up

to 10 working days to respond.

The final review and assessment will take place via a scheduled TEC Grant

Committee meeting. More information on the composition and roles of this

committee are found in Section 12.

TEC Grant Committee review meetings are planned to be scheduled at

regular intervals and we will advise you at the time the application is


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acknowledged as to likely date for the Committee review of your

application.

The TEC Grant Committee members will have reviewed and assessed the

applications prior to the meeting. At the meeting there will be a verbal

summary of each of the applications. After a period of discussion of the

member’s assessments and scores, if the group feels ready to vote, they

can do so. A member can only vote one of three ways.

1. ‘support and award the Grant’

2. ‘not support and not award Grant’

3. ‘request more information and defer the vote’

A unanimous vote from all 5 members will prevail and be ratified. A vote of

‘defer’ can only be taken once for any application.

If a Grant is offered

A successful applicant will have an initial communication re their success

and then a formal grant agreement will be provided for their signature.

If a Grant is not offered

If the application is unsuccessful, the applicant will be communicated to

with the reasons why based on the criteria.

There is no appeal available against the decision itself. If you have

concerns about any aspect of the application process, Cornwall Council has

a detailed Complaints and Appeals Procedure in place. Details are available

at https://www.cornwall.gov.uk/health-and-social-care/adult-social-

care/complaints/

The TEC Grant Committee is under no obligation to award Grants.

https://www.cornwall.gov.uk/health-and-social-care/adult-social-care/complaints/

https://www.cornwall.gov.uk/health-and-social-care/adult-social-care/complaints/


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Business terms

Any grant offers made to an organisation will remain open for a period of 3

weeks. If a co-signed Grant Agreement is not successfully received during

this period, the Council reserves the right to rescind the grant agreement

and retain the monies.

The grant must be spent for the approved purpose and failure to do so

could result in the funds being returned. It is expected that grants will be

drawn down retrospectively with evidence of spend or depending on the

financial circumstance of the organisation, evidence of a purchase order for

the outlined asset/s. For all Grants the nominated outline of expenditure

agreed in the final grant agreement will be adhered to and monitored.

There is a maximum one year period from the date of the signed Grant

Agreement in which the successful applicant has to drawdown the monies.

If this is not realised, the Council retains the right to rescind the grant

agreement and retain the monies

A copy of the Grant Agreement is attached in Appendix 3 for reference.


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Section 10 – Monitoring and Evaluation

If your application is successful, we will monitor your progress for between

1 and 5 years depending on the level of funding and type of project being

embarked upon. This will be communicated in writing at the time of the

initial grant offer and confirmed in the final grant agreement.

The monitoring of KPIs and PIs will be against your application proposals

and if any others are required, they will be requested during the

assessment process.

The evaluation of each application will be conducted via the Grant decision

making process (section 9) and subsequent monitoring will be based around

the information supplied in the relevant section of the application form and

any extra conditions which may be put in the initial grant offer and final

grant agreement – if the application is successful.

If you agree the Grant Offer, you are signing up for all the tracking and

reporting requirements including Key Performance Indicators and

Performance Indicators as outlined in the Grant Agreement.

If there are any proposed changes to the purpose and/or method of delivery

after the Grant is awarded, these will be considered by the TEC Grant

Committee and no changes can be made to the Project until this agreed in

writing.

Section 11 – Cycle of review of this TEC Capital Grant

Scheme

The TEC Capital Grant Scheme TOR (terms of reference) will be reviewed

every 2 years. This is to stay aligned to the overall Adult Care and Health

Priorities and Budget areas. The TEC Grant Committee can only make

fundamental changes over budget funding decisions with agreement of the

Adult Social Care Director Leadership Team (DLT) and Corporate Finance

sign off.


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Section 12 – Composition and Roles of the TEC Grant Committee

The TEC Grant Committee is made up of five roles within the Health and

Care system in Cornwall. These will be referred to as members and they will include:

Technology Enabled Care – Strategic Lead for Adults (Chairperson)

Corporate Finance – Strategic Lead for Adults

Digital Strategic Lead for Adults – Shaping Our Future

Senior Manager with Adults Transformation and Commissioning

Public facing end-user representative e.g. Health Watch Cornwall or

Citizens Advisory Panel for Shaping Our Future. *

At the beginning of any application review process, each member will be

notified of the organisations applying and the nature of each TEC project –

at this point, if there are any declarations of interest, they will be tabled.

That member would then be ‘replaced’ by an equitable role of that type for

that particular application to be assessed.

All members of the Committee must assess and score an application in

order to vote to enable a decision to be carried. If a member (or their

replacement because of declaration of interest) is absent due to leave they

are able to provide their vote and assessment scores (by proxy) before the

meeting starts for the Chair to bring into play at the appropriate point in the

meeting. Each of the five members’ votes has equal weighting.

After the initial declaration of any interest checks, the Committee will have

that meeting’s applications for review tabled with a minimum 5 day working

period before the actual TEC Grant meeting date. This is to allow suitable

assessment time for each application. If there are a large number of

applications at any given time, this period would be extended as

appropriate.

* who is not a member/employee or other type of stakeholder in an

organisation or consortium who has applied for a TEC Grant in the past,

current or intends in a future period.


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Appendices

Appendix 1 - Summary of known timings and dates for applications

(as at the date of this TOR version)

Applications for First Round open Tues 18th Dec 18

Applications for First Round close Fri 18th Jan 19

Anticipated announcement of first initial Grant offers to be made

Week commencing 11th Feb 2019

Appendix 2 – Outcome Monitoring Framework Template

Specific aims

Outcomes Outcome indicators

Information collection methods

When and by whom

How to report and use

Example of the OMF template to demonstrate how it works. (overall aim in this example

= improve the lives of people who have not had long-term work)

Specific aims

Outcomes Outcome indicators

Information collection methods

When and by whom

How to report and use

Aim 1 To increase users’ skills

- Improved core skills - Improved job specific skills - Improved job-search skills

- Level of numeracy - Level of literacy - Level of interpersonal skills - Numbers starting training/placements - Numbers finishing training - Numbers with a CV - Ability to identify suitable jobs - Ability to complete application form - Reported level of interview skills - Appropriateness of presentation

- Self-assessment form - Staff observation grid - Case work meeting - Job log database - Job log database - Case file Self-assessment form Staff observation grid

Client – monthly Staff - monthly Staff - fortnightly Admin – weekly update Staff – weekly Staff – weekly Client – fortnightly Staff - fortnightly

- Internal staff monthly review meetings - AGM - Internal quarterly report - Annual report - Report to funders - Internal quarterly report - Internal staff monthly review meetings


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Appendix 3 – Grant Agreement document sample

2732276 - Draft TEC Grant Funding Agreement 171218 ISSUED.doc

Appendix 4 – Application Template sample

Technology Enabled Care Capital Grant Scheme Application Template.docx

Prepared by:

Sarah Scrivener

Service Manager – Technology Enabled Care

Adults Transformation and Commissioning

17 December 2018

If you would like this information

in another format please contact:

Cornwall Council

County Hall Treyew Road

Truro TR1 3AY

Telephone: 0300 1234 100

Email: [email protected]

www.cornwall.gov.uk


Documents

Technology Enabled Care Capital Grant Scheme · This document is to outline the creation of a Technology Enabled Care (TEC) Grant Scheme and its terms of reference (TOR). The grant