Provider memo 46: RTE issue - WHP Core to WHP JETs (England and Wales) and vice versa
Updated 4 April 2024
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This memo is for Work and Health Programme (WHP) providers.
Issued by: Work and Health Programme Operational Policy Team
Action: For information
Timing: Immediate
Background
1. The purpose of this memo is to inform you of an issue that has been identified when a customer moves from either WHP JETS E&W to the WHP Core programme or vice versa, either during time on programme (via the alternative provision process for JETS) or the tracking period for WHP Core. This memo outlines the action that the department will be taking to address the issue and the steps that Providers are required to take to avoid the loss of performance.
Summary and action
2. The Department has identified that when a Provider and work coach have identified that a JETS customer would be better suited to alternative provision i.e. WHP core, in some circumstances, the alternative provision process has not been correctly followed. This results in the new provision not having a Real Time Earnings (RTE) line in place. As such, any performance associated with the new provision will not be attributed to the Provider. In addition to this, where a participant has started on the JETS or Core provision, during the tracking period of the previous provision, no tracking is in place (or vice versa).
3. This issue also has an impact on European Social Fund (ESF) requirements because ESF participants can only be linked to one Provision at a time.
Actions
4. To ensure that the RTE line is in place for the new provision, it is important that when it has been agreed and confirmed by the work coach, that a customer can be transferred to an alternative provision (for the JETS programme) the process which is outlined in Chapter 10: Change of Circumstances and notifications, Work and Health Programme (Covid 19) including JETS provider guidance must be followed and Code 46 “exceptional circumstances” must be input to PRaP to ensure that the RTE line is closed down correctly. If this action is not undertaken, the RTE line will not close down and tracking on the new provision will not start, meaning no performance will be attributed.
5. In order for the performance to be attributed for those referrals that currently don’t have a RTE line in place, the department will undertake a management correction exercise for the JETS programme in addition to the end of cohort process for the WHP core Programme. This will ensure that any performance is correctly attributed where the alternative provision process hasn’t been followed and the RTE line has not been closed down correctly.
6. For ESF, to ensure we do not inadvertently claim results twice for the same customer, where that customer has previously been on WHP Core programme and the ESF forms have been sent in, the forms associated with the new WHP JETS programme will not be accepted. This action will ensure that the department and you (the Provider) do not fail any ESF audit requirements. If it is established that the referral has been closed down correctly for the first provision, and there is a RTE line in place for the second referral, then the form will not be rejected.
7. The above steps will ensure that any performance is attributed to you correctly and ensures that both you and the department are compliant with ESF Requirements.
Please note: This memo refers to the WHP JETS E&W and WHP Core programme and the process outlines the steps that should be taken for these programmes only. DWP are currently discussing with LGPs how this will be applied in their contract package areas.
Further Information
If you have any queries about this memo, please contact your Performance Manager in the first instance or alternatively contact the Work and Health Programme Operational Policy team at the following email address: WHP.ENQUIRIES@DWP.GOV.UK