Mobilisation!

As things start getting serious, the Ministry has begun invoking the language of the military and occupation by issuing 'mobilisation' orders to all Trusts. We know this because Joe Kuipers has kindly published the document on his blogsite, presumably because someone down at the Ministry forgot to protectively mark it. 

Joe has not passed comment, beyond observing that 'it places a lot of implementation risks with Trust Boards'. I shall comment and say that things are getting critical in some Trusts with distinct signs that the wheels are beginning to come off, so much so that I hear the MoJ are offering inducement payments to Senior Managers to make sure the cracks can be papered over and the TR timetable achieved. Here is the MoJ mobilisation order in full:-

MOBILISATION ACTIVITY

Following the decision to give notice of termination letters we thought it would be helpful to write to:

• clarify the mobilisation activity that still needs to be undertaken to ensure that when the National Probation Service (NPS) and the Community Rehabilitation Companies (CRC) assume their service delivery responsibilities the new systems are to the fullest extent possible already operating effectively; and

• invite you to up-date your exit management plans accordingly.

A number of you have welcomed the certainty that the decision on termination has brought, as it is now clear that the Trust service contracts will formally end on 31 May 2014 with the new CRC and NPS services commencing on 1 June 2014. In order to be ready for the new operating structures to be switched on, we will be looking to work closely with you to undertake activities that will give you and your staff further clarity about, and confidence in, the systems that will be operating from 1 June.

We think that the best way of doing this is to continue to work to current plans so that by April:

   The imperative work to have given staff certainty about their organisation destination has been completed and they have clarity about the future team structures, including the name of their manager.

·   

     The operational processes have been finalised and how the interface between the NPS and CRCs will operate is clear – including having worked through the details of your feedback on local variations to central processes and whether these can be accommodated.

·    There is clarity about the overall Operating Model which will operate on 1 June 2014 and, where it does, how this will differ from the Operating Model at end state.

     The technical aspects of the set up of CRCs and the NPS are well advanced. This includes the articulation and commencement of activity relating to the Property Transfer Scheme, treatment of local contracts, and clarity on both statutory and non-statutory relationships.

·    Aspects of the IT package which were due for completion by April are completed and that we have clearly articulated what these are as well as any additional work we intend to do to assist steady state operations into the summer.

The activity that is already in train will ensure that we make best possible use of April and May to mobilise structures and processes in a meaningful way, providing staff with the confidence and clarity they require to make transition on 31 May/1 June as smooth as possible.

We want to facilitate the adoption of new core processes from April and to work with you on creating plans to do this within existing Trust governance. We are clear that authority for service delivery rests with Trusts until 31 May, but would ask that in creating the plans outlined below you work closely with the new NPS and CRC leadership teams, in line with the expectations in Schedule 11 of your Contracts, to ensure there is a strategic join up between existing and future delivery structures.

Our clear expectation is that Trusts will begin operating the new allocation process with effect from 1 April.

In addition, we know that a number of Trusts are already looking to restructure teams to mirror future arrangements and that others are now looking to do work in this area. Clearly, the wholesale adoption of new structures cannot take place until 1 June and any work to progress local restructuring prior to this does not amount to delivering mergers in the same way as was originally envisaged for April.

However, we see considerable value in all Trusts starting, by April, the reconfiguration of their team structures and their front line managers into the new CRC and NPS structures to the fullest extent that is feasible within the existing Trust governance and boundaries. Doing so will enable staff to begin to familiarise themselves in real time with how the new processes work and how the CRCs and NPS will work together to manage offenders. This reconfiguration should be done in accordance with your local policies and procedures.  In addition, we would expect too that during May ACOs will be convening their new management teams during May, whilst remaining fully accountable to the Trust Chief Executive and Boards until 31 May. 

In line with the above, please will you confirm by 21^st February how you intend to up-date your exit management plans to begin mobilisation of the new services as we have outlined. A number of Trusts have already made clear that they intend to implement as much as they can. This is an approach which we strongly support, not least because it will provide all staff with the very best basis for full implementation. 

To assist you in planning your activity we will do the following:

• Issue a template to help you up-date your exit management plans.
• In the bulletin this week we will issue the latest versions of the RSR tool and the associated guidance documents.
• In the bulletin on the 10 February we will issue a draft of the interim state Target Operating Model covering the period from June to new provider contract commencement.
• In the bulletin on 10 February we will also set out the terms of reference for a support structure to operations covering tiered support from advice points through sharing of best practice to targeted intervention.
• In the bulletin on 10 February we will also issue guidance setting out how to make the local changes within nDelius to support the reconfiguration of your teams. You will need to undertake this activity once you are clear on the team structures. 
• On 14 February we will be reissuing the Batch 1 and 2 operational processes and the RSR tool and guidance. You have seen most of these documents before and therefore this should confirm rather than change your emerging plans. We will also, by 17 February, issue any additional training products about the operational processes that are required to support you in ensuring that staff are clear about these by the end of March. As you will be aware, your nominated trainers are already attending events to begin to familiarise themselves with the core changes in order to cascade this information within your Trusts. It is our expectation that the core principles of the processes will not change. Therefore planned activity to ensure that prior to 1 April the right staff are aware of the changes in processes that impact on their work should continue.
• During the week of 24 – 28 February we will be facilitating a series of scenario tests in order to stress test elements of case management and process and understand better where pressure points may exist. This will help us set out further support or guidance where it is needed.
• At the beginning of March we will also issue some desktop manuals to Trusts for key staff who will be covering new processes to use once the new processes are in operation.
• We have also established that by the end of March we will have been able to upload forms required for new processes and have switched on the field in nDelius where the RSR score can be captured. It is our intention to free up the field required for recording the new RSR tool result, and to ensure that new referral forms and templates are incorporated into the system before 1 April so that the tools to support the new operating processes are available to staff.
• Information regarding the contract arrangements for the beginning of 2014/15 will also be included in the bulletin.

We appreciate that the work to restructure teams, introduce the new operating processes, and ensure the technical set-up of the CRCs and NPS is being undertaken alongside maintaining business as usual and with you and your Board and Executive colleagues holding the ring on the extent to which this is progressed.

Ensuring that the time between now and April is used effectively to prepare for the introduction of new structures and processes will mean that the period between April and June can be used to embed these changes so that the transition on 1 June to the full interim operating model is as successful as it can be. 

Armed with all of this information and as stated above we are asking that you confirm what you will be able to implement from 1 April by 21 February

Thank you.