NAMSS Conference: Additional Learning Support Effective use of information in the planning and delivery of Learning Sup

1. NAMSS Conference: Additional Learning SupportEffective use of information in the planning and delivery of Learning Support Presented by: Carol Miles, Director, Midas Systems • Tracking the student experience • Planning and delivery information • Requirements for 13/14 Funding

2. Why is the data important? • For organising the many records for each INDIVIDUAL learner of an INCLUSIVE provision • For providingmethods to MEASURE IMPACT and providing EVIDENCE of EFFECTIVENESS • For managing complex FUNDING, justifying expenditure and demonstrating VALUE FOR MONEY

3. “Course outcomes for young people aged 16-25 receiving special educational support are improving. However,a lack of understanding of the relationship between needs, costs and outcomes can lead to students not getting the right support, and risks compromising value for money” ‘Oversight of special education for young people aged 16-25’, National Audit Office, Nov. 2011 3

4. What does an LS system need to do? Track management information Provide evidence of support Manage budgets Generate multi-purpose reports Help to demonstrate an understanding of the relationship between needs, outcomes and costs

5. ALS Information Life-Cycle Needs Outcomes Costs 5

6. What systems are available? • Paper • Spreadsheets • MIS system • In-house • SpirALS • In my head!

7. Key benefits of a (good) Learning Support information system • All ALS information in one place • Ownership of data is with ALS staff • EFA and SFA 13/14 funding compliant • Helps to measure effectiveness of provision • Encourages good practice and efficiency • Reports that provide instant answers • Minimises admin effort yet provides comprehensive detail • Supported and maintained by experts in ALS

8. Additional benefits of a system for Support Staff • Reduces support staff paperwork and administrative effort • Provides instant evidence of support and attendance • Improves communication between support staff, managers and administrators • Gathers quality data and has methods to help measure effectiveness and distance travelled • Encourage greater efficiency and best practice in data management • Provides reports for support staff for self and student assessment, progress, attendance and performance

9. Review your systems • How many do you use? • Can the information be accessed and collated easily? • Does duplication of data occur? • Are you prepared for 13/14 information requirements? • System questions exercise 9

10. Planning, delivery & cost effectiveness What information is useful? Current funding guidance Current and historic support data Anticipated needs

11. 1. Current Funding Guidance • Funding agency guidelines • 13/14 allocation for low costs • High need students’ costs • ILR values • Global reconciliation • Assessments and evidence of need • Registers and evidence of support • Total ALS costs 12/13 for comparison • Costs by types of support • Documentation, processes and location/s 11

12. Tracking Funding Information • The ALS funding source • Funding model and other ILR information for each learner • ALS rates for staff , equipment & external providers • ALS cost per learner • ALS budget/s information • Local Authorities?

13. Useful ‘Support Cost Record’ Detail Staff providing the support Times/dates of support Provider name Mode of delivery Internal Cost Centres Departments/Programme Areas Level of course Local Authority

14. Tracking Funding Information plus

15. ALS Funding Information Reporting 12/13 Sorted by categories such as age band of support heading  Estimated and actual costs comparisons  ALS Cost forms  Sorted by funding thresholds for EFA/SFA

16. Audit: It’s all in the evidence Agency Cost Form  Staff attendance  Learner attendance  ILP and assessment  Estimated and actual support costs 

17. Additional information for Local Authorities? What new information may be required?

18. Additional information for Local Authorities? Available and appropriate support? Customised cost forms? Monitoring of top up funding? New funding ‘tiers’ and thresholds Different reports for SFA and EFA? Audit procedures and requirements? Example Local Authority processes

19. ALS Funding Information Reporting 13/14 BRENTFORD LOCAL AUTHORITY pro forma invoice

20. ALS Funding Information Reporting 13/14

21. ALS Funding Information Reporting 13/14

22. ALS Funding Information Reporting 13/14 Probably will require different reports for SFA and EFA

23. Evidence to justify high need costs Agency Cost Form  Staff attendance  Learner attendance  ILP and assessment  Estimated and actual support costs 

24. Planning, delivery & cost effectiveness What information is useful? Current funding guidance Current and historic data Anticipated needs

25. 2. Current and historic data What information is useful? • Learner and support delivery details • Learner achievement • Effectiveness of ALS

26. Information to show …. • How the support is helping the learners achieve the outcomes of their learning programmes • How you ensure that the support is effective • How you monitor learner progress • That your provision is cost effective • How you identify and respond to areas for improvement • All of which also helps to prepare for inspection 26

27. Report on the college’s support provision , resources and successes Pre entry to outcomes; examples of individual learner’s experiences Statistical information demonstrating the outcomes of support Documented evidence of best practice delivery, data management and information processes Action plan to address areas for improvement

29. Tracking the Learner Experience • Pre entry information for preparation • Assessments for appropriate support • Support Plan to detail all support • Learner, staff and provider agency details • Progression and destination information Systems, Processes, Documentation 29

30. Pre entry and assessment Information • How needs are identified • Highlight high cost students • Support needs & plan • Referral processes • Responsiveness • Assessment types • Guidance for programme staff • Staff training recommendations • Budget planning (estimated costs)

31. Pre entry and assessment reports Staff training  Assessment types  Pre entry & referral processes  Support take up after assessment 

32. Support Delivery Information Learner & support details • Learner Attendance • Learner Contact Details • Learner General Details • Learner Hours • Record of Work Details • Reviews • Support Programme Details • Targets and Outcomes • Staff hours 32

33. Support Staff Reports Support sessions  Attendance targets  ALS Outcome Targets  33

34. ALS Learner Reports Learning agreement or ‘contract’  Support Logs  Outcomes  Reviews  Assessments 

35. Identifying successful delivery and areas for improvement • Learner achievement • Effectiveness of ALS • Learning support outcomes • MIS for achievement

36. Support Session Targets Electronic Paper

37. Measuring distance travelled Electronic Paper

38. ALS target achievement reports

39. ALS target achievement reports

40. Investigation of LS delivery where no achievement

41. Investigation of LS delivery where no achievement • 1:1 v groups • Spreading the support too thinly • Ideal time (supporting too late in the year not effective) • Spending more (time and cost) on assessment • Involved at beginning of year – wrong course • Monitoring student progress • Spending more on methods to retain the student • Closer liaison with course tutors

42. Destination & Outcomes Reports Summary of all outcomes  Count of all achievements  Count of soft targets  ‘Take-away’ learner support history & outcomes 

43. Planning, delivery & cost effectiveness What information is useful? Current funding guidance Current and historic data Anticipated needs

44. 3. Anticipated needs What information is useful? • Expected numbers of learners • High needs students • Anticipated types of support • Support costs • Successful delivery • Areas for improvement • Staff hours • Analysis of student achievement

45. Analysis of data for planning and the most efficient use of resources EFA Budget for 12/13 = £200,000 7 additional EFA applicants – projected costs based on averages from the previous years’ file Additional learners for 13/14 and impact on cost based on averages from 12/13 data

46. Summary: To plan effective delivery • Review systems and frameworkfor managing the life cycle of information • Best practice data managementdocument processes • Track learner and staff detailspre entry, assessment, support & outcomes • Analyse quality & cost effectiveness of delivery • Analyse impact on retention & achievement • Prepare for 13/14 changesadditional information for Local Authorities • NEEDS, OUTCOMES, COSTSbalanced relationship • SpirALS ‘Effective use of information’ courses

47. Thank you! Midas Systems (London) Ltd. 020 8847 0214 info@midas-systems.co.uk www.midas-systems.co.uk