REQUEST FOR DIRECTOR DECISION DD431. Sports Participation Fund Views Monitoring Software

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1 REQUEST FOR DIRECTOR DECISION DD431 Title: Sports Participation Fund Views Monitoring Software Executive Summary: Playsport London is the Mayor s programme of investment in grass-roots sport, set according to the priorities of his plan A Sporting Future for London, with the intention of creating a genuine community legacy from the 2012 Olympic and Paralympic Games. Playsport London is made up of three funds, entitled Facilities, Skills and Participation. DD393 authorised the grants of awards totalling 2.3m to 18 projects that applied to Round 1 of the Mayor s Sports Participation Programme. This DD seeks to gain authorisation for the purchase of VIEWS, web-based software which enables the expedient performance monitoring of those 18 projects at a cost of up to 12,000 per annum. Decision: The Director s approval of : 1. purchase of a license for the use of VIEWS, a web-based monitoring tool and support package (including training, and IT support) in respect of the round 1 Sports Participation Fund projects (up to 2 years at 12,000 per annum) with the option to extend the coverage of the licensed use for the round 2 Sports Participation Fund projects (which will be selected by August 2011) at the same rate as outlined above and in Annex A (total maximum value across rounds 1 and 2-48,000); 2. a related exemption from the requirement of section 3.8 of the GLA s Contracts and Funding Code, to seek three or more written quotations/call off such supplies and services from an accessible framework. AUTHORISING DIRECTOR/HEAD OF UNIT I have reviewed the request and am satisfied it is correct and consistent with the Mayor s plans and priorities. It has my approval. Name Helen Keenan Position Assistant Director Health & Communities Signature Date 1

2 PART I - NON-CONFIDENTIAL FACTS AND ADVICE Decision required supporting report 1. Introduction and background 1.1 Background The GLA has: an obligation to deliver Olympic legacy benefits for London, and in particular benefits for community and grass roots sport; powers to do anything considered facilitative of or conducive or incidental to the promotion of social development in Greater London; and a duty to discharge those obligations and exercise those powers in ways which address issues concerning health inequalities between Londoners. The Mayor s proposals for the exercise of those powers and meeting those duties in the London sporting context are set out in A Sporting Future for London, published in April The key aims of A Sporting Future for London are to: increase participation in sport and physical activity and maximise the benefits of sport to our society, helping to carry through the Mayoral commitment to deliver a lasting sporting legacy from the 2012 Olympic and Paralympic Games; use sport as an effective tool for tackling a number of social issues, including youth crime, anti-social behaviour, academic underachievement and the lack of community cohesion; and promote the improvement of the health of persons and health inequalities in Greater London by increasing levels of sport and physical activity amongst all Londoners, thereby reducing the risk of obesity, heart disease, diabetes and many other long-term health problems. In July 2009, a Mayoral Direction was issued (under (MD 385) to the LDA to transfer 15.5m over three years for investment in programmes associated with the objectives set out in A Sporting Future for London. In order to maximise the efficiency with which the programmes are delivered, the Mayor (also under MD385) delegated power to the Executive Director - Communities and Intelligence, to approve all further recommendations relating to and facilitative of the ongoing development, implementation and delivery of programmes promoting participation in sport, physical activity and active recreation on Greater London. A total of 4 million is being distributed to organisations running projects that deliver social development through sport, whilst increasing participation in sports and physical activity. The first bidding round, in which 18 projects were selected for funding, opened on 23 August Under DD393 the Executive Director - Communities and Intelligence approved the award of up to 2.3 million in grants to these selected projects. 2

3 1.2 Project Monitoring In accordance with the funding agreement toolkit, a funding agreement has been drawn up for every organisation that is being granted funds from the Participation Fund. These funding agreements set out the expectations that the GLA has of each project. Objectives for each project and measures of success (performance indicators) are specified for all recipients. These will include the following indicators which will be monitored as standard: the number and demographic details (i.e. age, borough of residence, ethnic minority, and disability status) of participants in each project; the percentage of participants in each project who were previously classed as inactive before joining the project; unit cost of project delivery; and whether agreed milestones and performance indicator targets have been met throughout delivery. Every funding agreement has at least three objectives for the projects to fulfil, and across the whole programme of projects there are some 100 performance indicators. All grant funding will be paid in instalments in arrears upon completion of the agreed milestones (as per the GLA Funding Agreement Toolkit) and provision of evidence of permitted expenditure over a two year period, except Salmon Youth Centre where the funding will be paid in instalments in arrears over the course of 12 months. 1.3 Need for Monitoring System A monitoring system is thus required for the following reasons: 1.4 Views To ensure that the GLA s funding agreements are fulfilled and that the GLA receives value for money: the Sports Unit does not have the capacity to manually collate the performance data and monitor the high number of performance indicators in the funding agreements; To ensure that monitoring and evaluation is swift and reliable, so that the grant recipients receive their grant instalments on time; To ensure that monitoring data is robust and defensible: this is a high profile programme which is subject to close scrutiny by the Assembly. A good quality monitoring system will allow the GLA to evidence the outcomes attributed to its spend; To raise the standard of data collection amongst the funded organisations. Some of the funded organisations have high quality bespoke data collection and analysis systems, but the large majority do not. The Sports Unit is keen that one of the legacies of this programme is the ability of all its funded projects to evidence their outcomes, and thus for them to have the ability to lever in further and adequate external funding for their long-term sustainability. This decision is supported by London Community Sports Board Following a desktop survey of the available monitoring systems by the GLA Sports Unit, and following discussion with the colleagues in the Consultation Team Substance s Views monitoring system was identified as the market leader for monitoring sport for development programmes. 3

4 Views is the result of 3 years of development, and it was supported by the national innovation charity NESTA and the Cabinet Office it allows providers and funders to analyse and report on the social impact they are creating, in real time. As it is an online tool, it can be accessed from any computer, PDA or web-enabled mobile telephone, and is therefore suitable for sports leaders use in the field (literally). Views will allow us to track individual participation rates for the full range of demographic groups in London over time, and therefore allow us to accurately monitor the direct impact of this programme. As well as recording attendance at sports sessions and collating the data online, Views software allows users to create surveys and analyse responses. This functionality was particularly sought as one of the mandatory indicator sets we are requesting from the funded projects is in regards to the level of activity participants undertake both inside and outside the programme, which can only be measured through a survey. As part of the Views offer Substance will create a bespoke dashboard for the GLA s purposes which will pull together the performance figures for all the funded projects into a single report. For a full overview of Substance s proposal please see Annex 2 - Views Proposal Feb Exemption from the requirement to seek three or more written quotations Other tools and systems were identified, for example: free online survey tools; and other systems (such as Lamplight, ResultPro or Social Impact Tracker) typically used for for monitoring social and youth services. However: for efficiency it is important that online survey tool functionality is integrated into the system as a whole. The analysis capability of free survey software is limited. As Views stores participants' demographic details as well as monitoring rates/types of attendance, it allows both the GLA and project leaders to filter and cross-analyse responses from participants in different demographic groups. For example, we could discern almost instantly whether survey responses are more positive from those frequently engaged in certain types of activities rather than others. We could also compare whether, for instance there was a greater correlation between age, socioeconomic group or gender and positive outcomes through participation. This provides valuable data for the continual development of services and can feed into Project Oracle to assist with determining what really works. Undertaking this type of analysis using a series of different data collection tools and stitching results together through various sets of exported data is possible but would require the hiring of a new member of staff who is skilled in IT, data collection and analysis, which would be rather more expensive and slow. Furthermore, as project leads will be able to conduct this analysis in-house through the software, it will assist in promoting the culture of evidence-led project design out in the field ; and Views is presently the only sport for development monitoring software on the market Lamplight, ResultPro and Social Impact Tracker requiring adaptation for sports development programme which means that the fit would never be quite as good as a specialist sports project monitoring tool and it would be likely to result in additional development costs being incurred. 4

5 1.6 Costs Additionally, Views: has an integrated questionnaire facility, which the others do not. This is felt to be essential as a key programme level indicator is the average number of hours of physical exercise undertaken by project participants both inside and outside the programme, which can only be ascertained through a survey; and is more flexible to the needs of project leaders. It is a system that is configurable from the user end, rather than needing the provider s coders to adapt the system from the back end. Given the wide range of projects we will be monitoring, and so that the system can be as relevant and light-touch as possible, this was felt to be an important attribute. Views can provide bespoke reports to a number of different providers simultaneously as configured by the user. As all our projects are required to obtain match funding, and most of those other funders have their own reporting requirements, the use of Views should free up more of the project leaders time to engage in capacity building rather than onerous and duplicative reporting. The GLA will only be funding these projects for a maximum of two years, it is important to us that following the end of the GLA funding the projects are well set up to secure and fulfil the needs of new funders without having to go back to the software supplier and pay more money to reconfigure the monitoring system. Furthermore, selecting Substance as a service provider is seen to have benefits over and above the provision of the software. Substance is primarily a research organisation, not an IT company. The support and training included with the software package should assist the project leaders at raising the standard of their monitoring and evaluation. It is important to us that one of the legacy aspect of this programme is a step change in the quality of monitoring, evaluation and reporting in the sport for development sector. The free use of Views software and working in partnership with Substance for up to two years will allow the organisations we are funding to raise their standards markedly. Therefore, because of the limited number of suitable suppliers, the sports projects specificity of the Views system and lack of need to develop the off the shelf product and Substance s experience of the provision of related services it is highly unlikely that any other provider would score more highly than Substance in any competitive quotation exercise. Accordingly, officers consider that conducting a competitive quotation exercise would be an inefficient use of GLA resources and the approval of an exemption from that requirement is sought on the basis that there are a limited number of suitable suppliers. The cost to the GLA for us and all the GLA s round 1 funded sports participation projects to have our/their own Views account, and for the GLA to be provided with a bespoke dashboard and reporting function is 12,000 per annum. This price grants the GLA and all 18 organisations a Views license for two years which provides: Unlimited capacity to store and process information Administration guidance materials (initial and ongoing) X2 training days for all project leaders Generation of administration level usernames and passwords (unlimited) 5

6 System back-up and security Telephone and support (ongoing) Online support Ongoing generic development of software The programme level license for the GLA also includes an online data dashboard and various offline support services, together these provide: Aggregated project and programme data A user friendly statistics generator Support with data queries Statistical reports Alerts services to help with project management Facilities for comparing data with local, regional and national socio-economic datasets 2. Issues for consideration a) Links to strategies and Strategic Plan The subject matter of the approval sought is aligned with the Olympic Board s overarching Olympic Programme Objectives 4.5 and 4.7, which set out the Mayor s responsibilities around maximising sports participation and Olympic Park venues legacy. More specifically, it also: supports delivery of Goals 1 to 4 set out in A Sporting Future for London, published in April 2009, supports the aims of Inclusive and Active 2, a strategy for increasing participation in sport and physical activity amongst disabled people in London, assists in meeting the objectives of the Mayor s Health Inequalities Strategy; supports the priorities of Cultural Metropolis 2010; and promotes social development, linked to Time for Action. All applicant organisations will contribute to the Mayor s ambition of creating a Fairer London as outlined in the GLA s Strategic Plan by contributing the a Sporting Future for London, the Mayor s sports legacy programme. b) Impact assessments and Consultation Equalities An equalities impact assessment has been undertaken on the overall Mayor s Sports Legacy Plan. According to the Active People 2007/08 survey levels of participation in sport and physical activity are variable across different socio-demographic groups in London. Recent figures indicate that 24% of men participate compared to 19% of women. 18% of BAME people participate compared to 23% of people of white origin. 9% of disabled people participate compared to 23% of non-disabled people. 6

7 c) Risk Current LDA sports programmes have achieved a significant increase of women, disabled people and BAME people, both in sports participation programmes and training opportunities. The purchase of Views will allow the GLA to monitor demographic data of the programme s participants, and to analyse the relative impact of it on different demographic groups. Given the wide variety of projects being monitored through the Sports Legacy programme it is hoped that this software will provide a rich seam of information to boost our understanding of the relative success of different sporting interventions models. Consultation In writing A Sporting Future for London, the GLA Sports Unit consulted extensively with over 400 individuals from over 100 different groups and organisations including national governing bodies of sport, the Pro-Active Partnerships, senior representatives from local authorities and a wide variety of sports clubs and community organisations. The conclusions reached received broad support from all key stakeholders and reaction to the plan itself has been very positive. With regard to projects recommended for grant funding through this DD, comments and input on projects was sought from both Interactive, the London lead agency for sport for disabled people, and the Pro-Active partnerships. The purchase of Views is in order to mitigate the risks associated with the Sports Participation Fund as a whole. By allowing us to accurately monitor the outcomes associated with the fund in near real time it will provide us with early warning if our funded projects are not on track to hit their targets. In purchasing Views the GLA will effectively be transferring all the risks associated with data security to Substance. Substance is registered as a data handler with the Information Commissioner s Office (ISO number: Z ). It also holds ISO Information Security accreditation. Data stored in Views is looked after to the highest standards. The system operates via a 2048 bit industry standard Secure Sockets Layer (SSL) which means all data is subject to 128/256 bit encryption. Data is stored in a secure data hosting facility in the UK and is backed up off site twice a day. 3. Financial Comments Background 3.1 Approval is being sought to purchase the use of VIEWS, a web-based monitoring tool and support package (including training and IT support) for the duration of the round 1 Sports Participation Fund project for 12,000 per annum for a period of 2 years and agree in principle the purchase of VIEWS for round 2 of the programme at the same 12,000 per annum rate. Cost & Budget 7

8 a. The maximum cost of this proposal is 48,000 and includes the potential purchase of VIEWS for round 2 of the programme. The expenditure of up to 48,000 will span two financial years as follows: , ,000 b. MD385 approved the transfer of LDA funding of 15.5m to the GLA over a three-year period to deliver the Sporting Future for London Programme. MD673 has subsequently revised the total transfer of funds to 14.82m. To date the GLA has received 6.32m, with the balance of 8.5m scheduled to be received by the GLA in the financial-year. This proposal is to be funded from the LDA income already received. 3.4 Given that the maximum spend profile of the proposed purchase is to span two financial years, thus requiring the LDA funding to be carried forward from one year to another. The income carry forward will be subject to the Authority s year-end procedures and in order to facilitate this process, the Sports Unit will have to ensure that the requisite paper work is completed and submitted to the Finance Team at the end of each financial year (as appropriate) for processing. 3.5 All appropriate budget adjustments will be made. 3.6 Any changes to this proposal will be subject to further approval via the Authority s decisionmaking process. 3.7 The Sports Unit within the Communities & Intelligence Directorate will be responsible for managing this purchase / associated contract. 4. Legal Comments 4.1 The forgoing sections of this report indicate that: the decisions requested of the Director fall within the statutory powers of the Authority to do anything which is facilitative of or conducive or incidental to the promotion of social development in Greater London; and in formulating the proposals in respect of which a decision is sought officers have complied with the Authority s related statutory duties to: (a) (b) (c) pay due regard to the principle that there should be equality of opportunity for all people; consider how the proposals will promote the improvement of health of persons, health inequalities betweens persons and to contribute towards the achievement of sustainable development in the United Kingdom; and consult with appropriate bodies. 4.2 Section 3.8 of the Authority s Contracts and Funding Code ( Code ) requires that contracts with values of this level be awarded following the seeking of at least three written quotations. However, section 5 of the Code also provides that an exemption from this requirement may be justified because there are a limited number of suitable suppliers. Officers have indicated in section 1.5 that this is the case and in any event, all reputable providers will be engaged. 8

9 Therefore, the Director may approve the proposed award and exemption if satisfied with the content of this report. 4.3 Although an exemption may be justified under the Code, TfL Procurement in determining the procurement strategy may nonetheless require a competitive exercise to be undertaken to source the services in question. Officers must therefore, ensure that sufficient time is built into their timetable to accommodate a competitive exercise. 4.4 Officers should seek the advice of TfL Legal on the terms governing Substance s grant of the Views license and provision of related services. 5. Background/supporting papers Views costing matrix (attached as Annex 1) Views Proposal Feb 11 (attached as Annex 2) 9

10 Public access to information Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Information on this decision will be included in the Mayor s report and decision list. The form will be available publically from then. Any facts and advice that should not be made automatically available on request should not be included in Part 1 but instead on the separate Part 2 form. Deferment is only applicable where release before that date would compromise the implementation of the decision being approved. Is the publication of this approval to be deferred? NO If yes, for what reason: Until what date: Is there a part 2 form NO ORIGINATING OFFICER DECLARATION: Legal Advice: The Commercial Law and Projects team have commented on this proposal. Financial Advice: The Communities and Intelligence finance team have commented on this proposal on behalf of the Assistant Director of GLA Finance. Tick to indicate approval ( ) Executive Director, Resources I have been consulted about the proposal and confirm that financial and legal advice have been taken into account in the preparation of this report. Signature Date 10

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