Common use of Management Information and Reporting Clause in Contracts

Management Information and Reporting. 4.1 DECC will manage the Contract. An internal agreement will be put in place between DECC and DCLG to ensure EPBD interests are fully represented. 4.2 We would expect the Contractor to appoint a single point of contact for DECC. This point of contact will need to provide a name, telephone number and e-mail address as a minimum. For urgent information, or for Freedom of Information Requests, this nominated person will be directly responsible on behalf of the Contractor for ensuring deadlines are met and all legal requirements are complied with. 4.3 DECC will hold a quarterly meeting to discuss performance over the previous 3 months and demand projections for the next quarter. The Contractor will be expected to submit a quarterly report to DECC ahead of these meetings summarising performance in the previous quarter, the contents and format of this report will be agreed with DECC. 4.4 The Contractor will attend an annual performance meeting to discuss the previous year and the year ahead. This might also include the Contractor producing a short business plan for the year ahead to be approved by DECC (who will consult with other Government Departments). 4.5 The Contractor will be responsible for the collection and presentation of data to satisfy DECC & DCLG’s reporting objectives. This information will need to be supplied to DECC, and may need to be supplied to wider Government and the Devolved Administrations, and other referral partners. 4.6 For the EPBD functions, the Contractor will be required to submit an annual report covering all the tasks set out in the specification and with a particular focus on compliance with the EPBD operating requirements for accreditation schemes, actions taken as a result of weekly reports from accreditation schemes and working with auditors for the purpose of quality assurance, in line with the outputs in the specification. 4.7 Below are examples of management reports which could be requested, however this is not an exhaustive list. The exact level of management information required will be established during the set-up phase in consultation with DECC & DCLG. The type of reports required will centre on service efficiency, customer satisfaction, and management information. • Efficiency reports (including total Advisers, Installers, Providers registered, average waiting time during registration etc.) will be required at regular intervals • Breakdown of monitoring undertaken (including number of site visits, total ex post site evaluations on installations) • Quality of service as measured through customer satisfaction surveys • Level of complaints received about the service • Further information on contents of management reporting can be found in Section 3 and 7 of the Specification. • Management information will need to be provided through regular, pre-scheduled monitoring reports. 4.8 Exact reporting requirements will be agreed with the Contractor during the set up of the service. It is likely that separate reporting will need to be made available to Devolved Administrations.

Management Information and Reporting. 4.1 DECC will manage the Contract. An internal agreement will be put in place between DECC and DCLG to ensure EPBD interests are fully represented. 4.2 We would expect the Contractor to appoint 1.12.1 The Supplier shall produce a single point report which comprises a sales mix analysis or 'basket of contact for DECCgoods' comparison of HMPPS sale price against 'convenience stores' retail price. This point report shall be produced quarterly or at such frequency as the Authority specifies. This shall be a cost comparison of contact will need to provide a name, telephone number and e-mail address as a minimum. For urgent information, or for Freedom range of Information Requests, this nominated person will be directly responsible on behalf of the Contractor for ensuring deadlines are met and all legal requirements are complied with. 4.3 DECC will hold a quarterly meeting to discuss performance over the previous 3 months and demand projections for the next quarterpopular Products. The Contractor will Products used shall be expected to submit a quarterly report to DECC ahead agreed in advance in writing with the Head of these meetings summarising performance in the previous quarter, the contents and format Retail. The results of this report will shall be agreed with DECC. 4.4 The Contractor will attend an annual performance meeting provided to discuss the previous year Authority 10 Working Days before the Product Review Board and shall form part of the year ahead. This might also include the Contractor producing a short business plan for the year ahead to be approved by DECC QRR as outlined in Schedule 8.1 (who will consult with other Government DepartmentsGovernance). 4.5 1.12.2 The Contractor will be responsible for Supplier shall meet its obligations and deliver all reports and data within specified timelines and formats as detailed in Schedule 8.4 (Reports and Records Provision). Failure to do so shall impact upon the collection KPIs specified in Schedule 2.2 (Performance Levels). 1.12.3 The Supplier shall provide reports and presentation of MI to the Authority as detailed in Schedule 8.4 (Reports and Records Provisions) on a weekly basis to enable the HMPPS Retail Operational and the MOJ Commercial Retail Teams to interrogate the data to satisfy DECC & DCLG’s reporting objectives. This confirm the Supplier is compliant with the contract. 1.12.4 The Supplier shall provide information will need to be supplied to DECCthe Authority detailing the daily prisoner attendance in the Retail Workshops, Retail Workshop performance, and may need to be supplied to wider Government and Retail Workshop efficiency in dashboard form. A template of the Devolved Administrations, and other referral partners. 4.6 For the EPBD functions, the Contractor will be required to submit an annual report covering all the tasks set out in the specification and with a particular focus on compliance with the EPBD operating requirements for accreditation schemes, actions taken as a result of weekly reports from accreditation schemes and working with auditors for the purpose of quality assurance, in line with the outputs in the specification. 4.7 Below are examples of management reports which could be requested, however this is not an exhaustive list. The exact level of management information required will be established during the set-up phase in consultation with DECC & DCLG. The type of reports required will centre on service efficiency, customer satisfaction, and management information. • Efficiency reports (including total Advisers, Installers, Providers registered, average waiting time during registration etc.) will be required at regular intervals • Breakdown of monitoring undertaken (including number of site visits, total ex post site evaluations on installations) • Quality of service as measured through customer satisfaction surveys • Level of complaints received about the service • Further information on contents of management reporting dashboard can be found in Section 3 the Delivery and 7 Workshop Information Pack (DWIP 97: Dashboard). 1.12.5 In advance of the SpecificationPerformance Management Board, the Supplier shall provide to the Authority a data dashboard. • The data dashboard shall enable better safety decisions by monitoring and visualising irregularities in prisoners' buying patterns. This shall include but is not limited to information regarding: Identify relationships between violence, canteen and debt; Identify individual prisoners in debt; Identify drug deals being conducted; Identify individuals being bullied; Identify prisoners becoming increasingly socially isolated' 1.12.6 The Supplier shall produce, and review annually, an Operations Manual, which provides an overview of how the core services (see below) and tasks will be provided, including the Account Management information will need structure and key aspects of the service delivery. It documents the approved standard procedures for performing the Retail Services operations safely to produce the goods and provide services. This is to be provided through regulardigitally in a format accessible on Authority systems. Content will include information but not limited to: Organisational hierarchy; Job descriptions; Contact details; Documented processes and systems; Standard Operating procedures; Logistics plan; Occupational health and safety instructions; Emergency procedures; Products & Services Policies and position statements; Delivery of a Qualification; and Rehabilitation and resettlement opportunities' 1.12.7 The Supplier will provide on a monthly basis an easily accessible digital Management Information Suite of documents in a format accessible on Authority systems that combines multiple data streams to give a comprehensive overview of prisoner purchasing activities in order to provide the following intelligence: Overview of all items picked from previous month to current date, pre-scheduled monitoring reportssplit by week including percentage increase/decrease alongside compared to the average week for the contract. (Contract Level); Provides information on orders completed and units picked for the contract on a weekly basis including previous 6 weeks split by warehouse. (Warehouse Level); All units picked and orders completed by Prison and Warehouse level, also provides data on average items per order and how many units on average tilled per order. (Prison Level); Total customer spend by Prison for the last 4 weeks. (Prison Level); Prisoner spend by Prison for the previous month split in to customer spending brackets. (Prison Level); Overview of any extra costs, transport/couriers required and assets used; List of issues faced on the HMPPS Retail contract that account for any increase/decrease of units sold or financial costs for a particular week. 4.8 Exact reporting requirements will be agreed with the Contractor during the set up of the service. It is likely that separate reporting will need to be made available to Devolved Administrations.