Guidance

Chapter 11: Management information

Updated 10 May 2023

Applies to England and Wales

© Crown copyright 2023

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Introduction

11.01. Along with the standard MI information recorded through the DWP IT System (PRaP), you must send a monthly clerical return that DWP will use to inform analyses and reports to evaluate IPES provision and performance.

Product Characteristics

11.02. The Monthly Activities Report (MAR) is the product that you will use to record IPES activities and resources on a monthly basis, at individual level, or as aggregated statistics. Format and content of this product has been chosen to make the information collected through the MAR complementary and compatible with other data held by or available to the DWP.

11.03. The copies of the MARs that you send into DWP will be held for up to three months and then cancelled.

11.04. The MAR is a product developed by the analysts of the Data, Analytics and Controls Division of the Contract Management and Partner Delivery (CMPD) Directorate, and agreed with a group of stakeholders within the DWP and with each provider delivering IPES.

The Monthly Activities Report (MAR) Spreadsheet

The MAR is released as an excel file and contains the following spreadsheets (tabs):

11.05. Instructions – a summary of all the information reported in this User Guide.

11.06. Cover – a command button that user has to press in order to prepare the file to record the monthly updates.

11.07. Keyworker – information about the Keyworkers (KW) delivering IPES. The user will ensure that all information in this tab is updated on a monthly basis. The information recorded in the KW tab will help to evaluate the impact of the one-to-one relationship with the dedicated KW. This section records the FTE of each keyworker and main area of intervention/expertise. It also tracks the status of each KW to validate the information relative to each operator recorded in the Participants tab.

11.08. Participants – information at individual level about each participant’s experience on IPES. It is divided in 4 sections and participants should be entered in this spreadsheet when a referral number is available and only if they started IPES.

  • Section A – Participants Details records information to map IPES participants into the DWP IT system. This section also records the stage of provision for each IPES customer, enabling tracking the participant through an active (pre-work support or in-work support) or inactive (disengagement or completion) phases; how quickly they progress through provision; and how often the journey is interrupted (disengagement).

  • Section B – Contacts with dedicated keyworker (dKW) records information about the relationship between participant and the dedicated KW. This section records the number of face to face meetings that participant has to review, plan and participate in activities and interventions, separately with the dKW and with any other operator (internal or external to the Provider). Providers are also asked to report the date of the Case Conference, when it takes place in the reporting month.

  • Section C – Number of Interventions to help individual’s specific needs. This section is designed to collect information about the personalised support that each participant receives monthly. It contains 3 main aspects of participant’s life that might require specialist support: work; health; and financial, plus a fourth generic category in which the user should record the number of interventions and the type of intervention.

  • Section D records the number of hours that each participant has spent monthly as unpaid work experience during Pre-work support and the number of interventions delivered to participant’s employer during the in-work support phase. These are 2 requirements of the IPES offer, but the extent of this support may vary between participants, therefore, this section aims to record information to quantify their impact on Participant’s future outcomes.

11.09. Monthly Performance Return (MPR) – information about the provider’s compliance with:

  • Customer Service Standard (CSS) 4 - 97% of Action Plans agreed and signed by both the Contractor and Participant on the day of the initial meeting, must be developed over the next 20 Working Days after the initial meeting.

  • CSS 8 - Providers must complete an IPES Progress Report and IPES Exit Activity Plan for 100% of participants where required. The reports must be produced within 10 working days of IPES provision ending.

  • CSS 10 - Warm Handback Case Conference with the Jobcentre must be arranged and facilitated by the Contractor for 100% of Participants, where required

11.10. For all the 3 CSSs, the user needs to report the total number of eligible cases and the number of cases where the CSS requirement was met.

Instructions for Completion

11.11. The MAR must be completed by the 3rd working day of each month.

11.12. Full user guidance, including access to the MAR, is available to providers via JAGGAER.

11.13. In the event of any concerns, please contact your DWP Performance Manager.

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