Internal Audit Milton Keynes Council www.milton-keynes.gov.uk/internal-audit Internal Audit Final Report JULY 2013
EXECUTIVE SUMMARY 1 AUDIT AREA 1.1 An audit of (FAST) has been carried out in accordance with the annual audit plan. 2 AUDIT OPINION GOOD 2.1 There are good processes in place that ensure that referrals made to FAST are dealt with promptly and that the expectations of the referring social workers are met thus contributing to the objective of removing the risk of significant harm to children without taking them into care. FAST workers prepare good quality and informative notes of the support work carried out, providing the social workers with reliable information to inform decisions. Supervision of FAST workers ensures that they work in accordance with the expectations of the service and the referring Social Workers. The work undertaken allows the voice of the child to be heard. 3 BACKGROUND INFORMATION 3.1 The purpose of the Family Assessment and Support Team (FAST) is to provide intensive family support to families referred to them by Social Workers. 3.2 FAST is a statutory specialist support service, made up of family support workers, social workers and mental health practitioners based at the council s family support centre. Referrals are made to FAST by the 3 family support teams and the referral hub. These Social Worker referrals are made to FAST to ensure that statutory intervention is provided to families where children have been assessed as at risk of suffering significant harm. The intervention can last for up to 6 months and can be on any day of the week. Successful outcomes are measured by children being no longer subject to child protection plans and when significant risks identified in the original referral have been successfully removed. A key aspect of the intervention is to allow the voice of the child to be heard. 3.3 FAST s Tier 1 service works specifically with young people at risk of being made homeless as a consequence of major family problems. Referrals are made direct to FAST by the Referral Hub. The intervention prevents the young person becoming homeless and helps to repair family problems. AUDIT REPORT E662 1 JULY 2013
3.3.1 Volumetrics: 2011/12 2012/13 Number of families referred 303 201 Emergency support service at weekends no. of families supported in the year 1241 1106 Parenting assessments carried out 17 SERVICE EXPENDITURE 000 Family Support Assistant Service (Staffing) FAST (staffing) 655 602 Centre Costs 49 53 35 35 FAST Tier 1 (Staffing) 11 31 TOTAL 750 721 The Team Manager (Children and Families - Integrated Support and Social Care) states that the difference in the statistics from 11-12 to 12-13 is due to being 8 staff down at various points during the year The interventions have resulted in successful outcomes (approximately 80%) representing a significant saving to the council. It costs on average 1.8k/month for a looked after child (LAC) so if we have avoided at least 160 children from becoming LAC that is a saving of 3.5m/annum. (See http://www.nice.org.uk/nicemedia/live/13244/51177/51177.pdf) AUDIT REPORT E662 2 JULY 2013
4 AUDIT AREAS AND AUDIT SCORE a) b) Practice processes, including provision and review of services, ensure outcomes accord with statutory and departmental requirements The departmental outcome required is that intervention is provided as soon as possible after referral. Testing confirmed that: All referrals from the Children s Social Work teams were allocated to a family support workers within one week of the referral. Introductory visits are carried out between the social worker, the family support worker and the family within one week of the planning meeting ensuring that the provision of service is understood by all parties. This also allows the voice of the child to be heard. Case summary notes clearly outline the date of the review meetings (6 weeks after referral). Case notes support that the review visits take place as expected ensuring that the intervention is always relevant. Social worker expectations for FAST worker visits are clearly outlined. Case notes support that the visits take place in accordance with the timetable outlined in the care plans ensuring the provision of service meets the expectations. The statutory outcome required is that the voice of the child is heard: Testing has confirmed that this was achieved by: Feedback from families is sought and this highlights the value from the perspective of the family demonstrating the quality of service provision. The notes on ICS outline the FAST workers observations, discussions, achievements and goals for the client family, including the voice of the child, which are used by the referring social worker to help them in their analysis of the case and decision making process ensuring the intervention is always relevant. Introductory visits as mentioned above Management oversight to ensure that families are appropriately supported 1-2-1 s and team meetings, where cases are discussed, provide the necessary management oversight to ensure that families are appropriately supported. These processes also help to ensure that FAST staff are appropriately trained. Staff undertake CPD further helping to ensure that their training is up to date. AUDIT REPORT E662 3 JULY 2013
c) Risks are identified, documented and appropriately mitigated The Team Manager uses Grace to outline the risks of his services. The GRACE risk register shows a review in May with the next review being in July. Despite the Team Manager being responsible for 3 distinct services, all operated from the same centre, there is only one risk entity on GRACE. The risk entity includes risks that are common to all 3 services but risks unique to the specific services are not highlighted. See Management Action Plan 1. d) Expenditure (including staffing costs and petty cash) is appropriate and budgets are actively controlled The bulk of the expenditure is staff related reflecting the nature of the teams work. The next biggest cost relates to the management/maintenance of the building. All spending is appropriate and controlled by the team manager. Petty Cash Petty Cash is restricted to authorised personnel, kept in a locked safe, used appropriately and governed by detailed procedures which are followed. Minimal use is made of the petty cash and so it was advised that it only be reimbursed to 120 (instead of 250). Expense claims Expenses and overtime is claimed via ESS. The team manager authorises claims after confirming validity of the claim. Key: 1 = poor/weak, 2 = some improvement required, 3 = good : no /very minor improvement is required AUDIT REPORT E662 4 JULY 2013
MANAGEMENT ACTION PLAN The Agreed Actions are categorised on the following basis: Essential - Implementation is required to address a risk that fundamentally undermines the control or objective of that system. Important - Implementation is required to address a risk that seriously undermines the control or objective of that system. Standard - Implementation is required to address a risk that undermines the control or objective of that system. Ref. Findings Risk/ Implication Agreed Action Management Comments Manager Responsible & (Target Date) 1. Risks Risks unique to the 3 separate services are not included in GRACE. Service specific risks may be overlooked resulting in harm to staff or organisational reputation Standard Three distinct entities will be created on the GRACE system with their risks included under each. Agreed Team Manager - Children and Families - Integrated Support and Social Care (30 November 2013) AUDIT REPORT E662 5 JULY 2013
E662 Final Report Distribution List Director of Childrens Services Assistant Director Children's Social Care Head of Delivery, Children's Social Work Team Manager: Children & Families - Integrated Support & Social Care Copied to: Corporate Director Resources; Assistant Director Financial Management; Member with Portfolio for Children s Services; Audit Commission Lynda Baker Head of Internal Audit Mark Nicholson Auditor www.milton-keynes.gov.uk/internal-audit Available in audio, large print, Braille and other languages Tel 01908 257914 Milton Keynes Council Civic Offices 1Saxon Gate East Central Milton Keynes MK9 3EJ T 01908 257914 F 01908 252238 E internal.audit@milton-keynes.gov.uk W www.milton-keynes.gov.uk/internal audit