Getting ready for a Welfare to Work inspection
Introduction
The notification letter or e-mail for an inspection directs you to this part of the HMIE website. Here you will find all the information and documents you need to help you to prepare. The key documents are summarised here.
1. The ‘Inspection Handbook’ – HMIE handbook for the inspection of employability programmes – July 2010.
2. An outline of what the managing inspector wants to discuss at the planning meetings:
• Outline agenda for the initial briefing meeting.
• Outline agenda for the final planning meeting.
In addition, there is a sample poster that should be displayed to advise participants of the inspection, and a questionnaire which should be made available to participants.
3. An information list of documents to be provided to the inspection team.
4. Timetable advice – timetable advice and proforma, interview list.
5. A proforma about safeguarding that will need completed prior to the final planning meeting – safeguarding proforma.
This brief paper outlines what you need to do with each of these documents. For most of these documents, you will need to insert your specific information where it says ‘provider’, Managing Inspector or where it refers to the date of inspection. Both our Inspection Administrator and the Managing Inspector (MI) will, of course, be happy to advise and assist in the run up to the inspection.
1. The Inspection Handbook
This provides information about the purpose of this inspection, and how it will be carried out. It gives more detail about each of the documents discussed in this paper and about the inspection process in general. This is the key document guiding inspectors and providers in the process, and it outlines the key activities before, during and after inspection. You should ensure that managers and staff central to the organisation of the inspection have the opportunity to read this handbook, and that the Nominee reads the whole document.
2. Guidance on the planning meetings
HMIE will want to meet key members of staff and plan the inspection so that it provides a full and accurate picture of activity and gives the greatest benefit. With this in mind there are normally two planning meetings:
• an initial briefing meeting about five weeks before inspection; and
• a planning meeting about two weeks before inspection.
The initial briefing meeting aims to brief the Nominee and whatever senior staff you would want in attendance about the inspection process. There is an outline agenda (outline agenda for briefing meeting) indicating what would normally be discussed. You may want to consider this in advance to think about whether you have any items you would want to have on that agenda, for example, any activities that you would want to highlight and would want to ensure are fully considered, or any issues around performance data.
The briefing meeting is also an opportunity to raise awareness of the inspection and to begin the process of inviting participant feedback. There is a poster (inspection of provider led pathways) to be put up in all your premises, and a questionnaire (HMIE questionnaire for participants on Department for Work and Pensions programmes) which should be made available to all current participants. Participants should be encouraged to complete and return the questionnaire.
At the initial briefing meeting, you will also discuss and agree a process for passing over the necessary documentation needed for the inspection. Typically, most documents are passed over to HMIE at the planning meeting a few weeks later.
The planning meeting will pick up on items raised at the briefing meeting, and there is an outline agenda (outline agenda for planning meeting) setting out the main points for discussion or finalisation. Again, you would want to reflect on whether there are any items you would want to add to this agenda, for example any issues of opening hours of buildings.
In summary, there is a briefing meeting five weeks before the inspection when you will be talked through the process, and can start preparations. About two weeks before inspection, there is a more detailed planning meeting where the inspection activity is agreed in outline, and arrangements made for key documents to be provided. The nominee shuld be at both these meetings, and will be central in helping prepare for the inspection.
3. Documents to be provided to inspection team
The inspection team is looking for only the most important key documents: quality is better than quantity. It is helpful for some documents to be provided in advance. Other documents can be made available at the start of the inspection week. There is an information list of the key documents HMIE will be looking for which will help you plan this. Please look at the list of documentation and only send us what is required in advance. A date and process for passing over these documents will be agreed at the briefing meeting. The Managing Inspector will be happy to discuss this with you.
4. Inspection timetable of inspector activities
Putting together an inspection timetable of inspector activities should be a process that involves both the provider and the Managing Inspector. The important thing here is for you to help us put together a programme of activities that reflect what you do for participants. We have included some activities that we would wish you to programme for us in advance of our arrival. These include interviews with staff and managers, focus groups of staff and participants, and visits to delivery sites. The attached timetable indicates when team members are available for you to programme. Please advise groups and individuals that we are likely to amend our programme during the week in response to what we have learned. Remember, each inspector will need a separate programme. There is also an outline interview list of the typical interviews that will be needed with managers/staff/stakeholders. This may allow you to plan staff time and activities to help make them available with least disruption to normal working. It is also important that you let stakeholders (such as employers who offer placements) know about the inspection, and that they may be contacted with regard to the inspection.
5. Safeguarding proforma
This important safeguarding proforma enables HMIE to fulfil its duties in relation to the protection of vulnerable adults and young people. The Managing Inspector or another inspector will discuss the completed form with you early in the inspection week. However, it is important to ensure this has been completed early, as HMIE will want to know if there are any issues or areas of sensitivity to ensure the inspection process does not cause any difficulty. A date for completion of the safeguarding proforma will be agreed at the briefing meeting, but would typically involve having it completed and ready for handover at the planning meeting.
6. Other matters to consider
Base for the inspection team: we would appreciate if a room could be made available for the inspection team to base itself in over the course of the week. Often this base room may be needed later than normal opening (perhaps until 7.00 pm). It would be useful to consider this early in case inspectors need to look for alternative arrangements for meetings.
Briefing for the inspection team on the first day of inspection: more information on this is found within the inspection handbook. The idea here is that this briefing is a short presentation to, and discussion with, the inspection team. This is typically 15 – 30 minutes. It should be succinct and focus on providing the team with a clear outline of your view of the provision. It need not repeat detail in the documents provided, but is intended to ensure the inspection team have a clear picture of the key elements you would want them to know about and consider.