Agenda item

Case File Audit

a)         Report of the Corporate Director of Children and Young People’s     Services

b)         Presentation by Julie Scurfield, Strategic Manager Children’s Services        Reform

Minutes:

The Committee received a report of the Corporate Director of Children and Young People’s Services that provided an overview of the Audit Programme being delivered in Children’s Services (for copy see file of Minutes).  Members were advised that following the Ofsted Inspection in 2016 Ofsted had recommended the improvements were required in case file auditing and that a quality improvement framework had been established which aimed for excellence with high expectations, high challenge and high support.  The improvement framework had drawn on research from Ofsted and reports from other local authorities that were judged good or outstanding by Ofsted.

 

The revised audit programme would bring a culture of quality where only good was good enough.  Random audits and moderation would be carried out and clear feedback would be given, there would be escalation for inadequate and requires improvement cases.  The group auditing process would be led by senior managers to calibrate standards.  However the case file audit was not a standalone tool and part of a much larger quality improvement activity.

 

Members were advised of the quality improvement activity, which included quality improvement champions, training and development workshops and Head of Service quality clinics.  Members learned that each quarter 5% of open cases were audited which included case file audits and moderation and thematic audits. Members were given performance information for audits on Early Help cases, which had seen 65% of good or better cases in quarter 2, however, statutory services cases that were good or better had fallen to 43%.

 

 

The Children’s Services Strategic Manager gave a presentation that highlighted:-

 

·         Audit Programme

·         Quality Improvement Framework

·         Ofsted Recommendation

·         Revised Audit Programme

·         Audit Tool & Practice Standards

·         Quality Improvement Activity

·         Annual Audit Programme

·         Outcomes to Date – Early Help

·         Outcomes to Date – Statutory Services

·         By Service

·         External Validation

·         Next Steps

·         Additional Factors

 

Referring to the Implication Appendix of the report Councillor Blakey noted that there were no disability issues and was advised that this area was supported by the disability team and was dealt with.

 

Councillor Brookes was advised that the previous LAC service had one assessment tool and a progress record.  When audited previously the assessment and record were looked at and the service had taken the decision to remove the assessment part so that everything was in one place.  This was in line with other authorities and had led to a reduction. 

 

Councillor Brookes was concerned about the amount of time staff had to record information especially with staff shortages and the volume of case loads to deal with.  He asked if the same staff come under audit as being inadequate and if these things were taken on board.  The Strategic Manager explained that the was a clear HR process with regards to competency and capability and actions would be put in place when required.  The Children’s Services Service Improvement Manager confirmed that this was effective and some staff did have actions plans in place.  The Strategic Manager added that when anything was identified below a good standard there would be an action for each manager and the practitioner would be held to account.  The Heads of Service also held quality clinics to work with all managers.  She added that there were issues with agency workers and this sometimes affected the stability of the service.  The service were attracting staff through a university programme to the social worker academy.  The Strategic Manager assured members that the service would continue to strive to improve quality.

 

With regards to the audit inspection Councillor Jewell asked about the independent inspection and what expertise the auditors had and how consistent the inspections were.  The Strategic Manager advised that the service was commissioned following a rigorous process to identify external validators and extensive research had been carried out and that the process was robust.  Members were informed that an audit carried out in December 2016 reported that none of the cases were good however significant improvements had been made during the year.  The Children’s Services Service Improvement Manager reported that the external auditors carried out two audits a year and the service had recently discussed using a further external auditor to provide additional assurances.

 

Councillor Kennedy on referring to early help asked if there was training offered to pastoral staff in schools.  She was aware of the work that they carried out and the relationship with the One Point Service but that they often were the first port of call.  The Strategic Manager advised that training was available and the service were in the process of developing an e-learning package around the single assessment.  The expectation was that safeguarding children was everybody’s business and to become involved,  She added that primary schools had set up case clinics whereby staff could meet with other staff to share the ownership of families as it did not have to be the One Point Service taking the lead.  Councillor Kennedy said that training was a requirement for all pastoral staff and she was assured that a programme for local level information sharing was in place.

 

Councillor Maddison asked if there were tools in place to ensure that everyone received training and was assured that a record of attendance was kept.  She went on to ask how cases were selected for auditing purposes and was informed that the performance team select the case files and ensure that they did not re-audit the same child.  More cases than were needed were selected to ensure a rotation of staff.

 

Referring to agency worker staff, Councillor Maddison asked how we ensured that they were up to DCC standards.  The Strategic Manager explained that there was a good induction process in place and that agency workers would be familiar with practice standards and would have an understanding of the framework.  They also receive feedback when their cases were audited.

 

Moving on Councillor Maddison enquired about the transfer of cases from one local authority to another and asked at what stage did they become part of an audit process.  She was informed that there was a transfer protocol for handing over cases especially with issues which we were required to know.  She added that this was one of the thematic audits.

 

Councillor Maddison’s final point was about the delays created when partners did not have the same computer systems when transfer occurred and was advised that managers were aware when a transfer was being made and the case would be risk managed.

 

The Chairman thanked officers for their presentation and asked that an update be brought to a future meeting.

 

Resolved:

That the report and presentation be received.

Supporting documents: