forewordforeword by minister for the cabinet ... -...

Regulatory Impact Unit – Public Sector Team making a difference Progress report – 1999/2001

1

One element of this Government’s programme to deliver high quality public services is the removal of

unnecessary regulation and bureaucracy. Freeing front line staff of burdens will enable them to focus on

delivering better services to citizens.

In November 1999 we created the Public Sector Team and asked it to recommend ways of reducing these

burdens. This report shows that the Team is already making a difference. It has now moved on from just

producing recommendations to delivering results for police, head teachers and doctors.

This report sets out the achievements of the Public Sector Team in these three areas. Front line staff

believe these initial results are encouraging. The war on red tape has been waged by successive

governments often to little apparent effect. To make better progress this Government has set up the

Regulatory Impact Unit and the Better Regulation Task Force. The RIU’s Public Sector Team, with its

challenging approach to a deepseated problem, has made a promising start and, increasingly, a real

difference.

Gus Macdonald

January 2002

forewordforeword by minister for the cabinet office


2

CONTENTS

FOREWORD 1

CONTENTS 2

EXECUTIVE SUMMARY 3

CHAPTER 1 INTRODUCTION AND OVERVIEW 5

CHAPTER 2 PROGRESS REPORT: REDUCING POLICE PAPERWORKBackground 9Methodology 10Findings 10Analysis 12Conclusion 12

CHAPTER 3 PROGRESS REPORT: REDUCING SCHOOL PAPERWORKBackground 13Methodology 13Findings 13Analysis 17Conclusion 20

CHAPTER 4 PROGRESS REPORT: REDUCING GENERAL PRACTITIONER (GP) PAPERWORKBackground 21Methodology 21Findings 21Analysis 26Conclusion 28

CHAPTER 5 OVERALL CONCLUSIONS 30

ANNEX 1 – Participants 33

Executive summary

3

The Public Sector Team (PST) was set up in November 1999 to reduce the burden of regulation and

bureaucracy. To date the PST, with other Government departments, has carried out work and published

its proposals in three areas: police, schools and doctors (general practitioners).

“

PoliceEighteen months ago, eight proposals were published for implementation at the front line to free up

166,000 hours of police time, equivalent to 90 police officers’ standard working hours per annum. This

pilot initiative, though modest, has proved increasingly effective.

• For seven of the proposals, the average implementation reported by police staff was found to be 79%.

• For the one remaining proposal, the changes required to deliver results are still being progressed

through the system.

SchoolsTen months ago, twenty proposals were published to free up 4.5 million hours for head teachers, their

administrative support staff and school governors.

• For eighteen of these measures, the average level of implementation on the ground was reported to

be 58%.

• For the remaining two measures, the changes to facilitate implementation were still in progress.

However 33% of front line staff were aware these changes were imminent.

executive summary

Key messages in this report:

• The changes detailed in the first three reports are already making a real difference to front

line delivery as police, head teachers and general practitioners are freed from form filling;

• More needs to be done to continue the progress to ‘make a difference’. The PST will

continue to work with public sector bodies to cut unnecessary regulation still further; and,

• There is an immediate need to raise awareness amongst managers and front line staff of

the progress already made in cutting red tape in their areas to demonstrate the potential

for improvement.

“ To have the clout of a Cabinet Office report has made all the difference in dealing with inappropriate and time consuming certification requests. The RIU has achieved more in a year than we have managed locally in 20 years.”

Dr Peter HoldenGeneral Practitioner


4

General Practitioners (GPs)Six months ago, thirty six proposals were published to remove 7.2 million appointments and free-up

another 750,000 hours per year of GP’s time.

• For twenty two of these measures, the average level of implementation on the ground was reported

to be 29%.

• For the remaining fourteen measures, the changes required to existing regimes were still in progress.

Only 11% of relevant staff were aware that these changes are underway.

ConclusionSignificant benefits are being delivered which reduce the burdens on front-line staff. The rate of

implementation is also becoming clearer. The suggested measures are taking time to work through with

approximately one quarter being realised after around six months (GPs), a half after twelve months

(schools) and three quarters after eighteen months (police). This progression is the result of necessary

consultations to agree the details of the changes and communicate these to front-line staff. The new

processes then have to be adopted, while in some instances using up old stocks of forms. The Public

Sector Team and stakeholders will now work to speed up the implementation process.

While the extent of implementation is greatest for the first initiative, the police project, the magnitude of

the benefits achieved so far is greater for the subsequent, more ambitious projects in schools and

doctors’ surgeries.

The extent of outcomes delivered by the PST, and subsequent benefits seen on the ground by front-line

staff, has undoubtedly been influenced by the commitment of stakeholders to the reform of existing

practices. While the PST can offer expertise in targeting red tape, effective delivery ultimately depends on

the public service rethinking and reforming the way it does business. The PST at the Regulatory Impact

Unit will now intensify its efforts to lighten the load still further for police, teachers and doctors while

simultaneously widening its work across the public sector.

Introduction and overview

5

Delivering services, freeing up staffPublic Services are the principal providers of education, healthcare, protection and security, as well as

maintaining the essential infrastructure of towns and countryside.

Public services, paid for with taxpayers and customers’ money, inevitably come under close public

scrutiny. Increasingly high expectations are placed upon them. The priority for citizens is that the public

sector performs effectively and reliably in delivering their services.

The Cabinet Office and other government departments are keenly aware that bureaucracy and red tape

can erode the time front-line staff have to attend to the public and those most in need. The work of the

Public Sector Team (PST) is targeted towards removing unnecessary burdens and freeing up the time of

front-line staff.

Service providers cite the cumulative effect of unnecessary regulation and bureaucracy as one of the

major barriers to delivering world class public services. In response to this concern, the Government

established the PST. Located within the Cabinet Office’s Regulatory Impact Unit, the team’s remit is to:

• identify major bureaucratic and regulatory burdens on the public sector;

• distinguish those burdens imposed by central government from those imposed for other reasons e.g.

as part of internal management systems; and,

• deliver outcomes, in co-operation with other stakeholders, which sensibly reduce the regulatory

burden.

Progress to dateTo date, the PST has published four reports1. The first, a Scoping Report published in April 2000, was

the result of an investigation into the state of regulation and bureaucracy in the public sector. This was

judged to be affecting the ability of front-line staff to deliver services right across the public sector. It set

the scene for the future work of the PST and the following three reports.

• MAKING A DIFFERENCE – Reducing Police Paperwork, April 2000

Reporting on measures to save an estimated 166,000 hours of officer time per year.

CHAPTER 1 INTRODUCTION AND OVERVIEW

1 All of the reports are available in hard copy on request from the Cabinet Office or on the internet. See the back cover of this report for details.

“ There is a welcome reduction in the level of paperwork reaching schools from DfESas a result of the Public Sector Team, Cabinet Office initiative. A further initiative toreduce paperwork from LEAs is now required.”

Philip AllenHead Teacher


6

• MAKING A DIFFERENCE – Reducing School Paperwork, December 2000

Reporting on measures to save an estimated 4.5 million hours for primary school head teachers per year.

• MAKING A DIFFERENCE – Reducing General Practitioner (GP) Paperwork, March 2001

Reporting on measures to save an estimated 7.2 million appointments plus 750,000 hours per year

for doctors.

As expected, the most extensive implementation achieved to date has been through the earliest project

on police paperwork. However the magnitude of the benefits (time released and appointments freed up)

was greater for both the subsequent schools and GP projects.

This is illustrated in the table below where the estimated benefits delivered to date have been quantified,

based upon the results of the survey being consistent throughout the sectors.

Sector estimated savings delivered to date2

Police 156,000 hours

Schools 2,740,000 hours

GPs 540,000 appointments plus 146,000 hours

The outcomes and achievements recorded in these reports fall into two categories:

• The removal of a restrictive rule, revision of guidance or simplification of a process.

• An agreement with, or commitment from, the relevant officials to remove a restriction, change

guidance, simplify a process or pilot a new way of working.

Since publication of these reports the PST has continued to work with the process managers to ensure

that as far as possible, the published agreements and commitments are delivered on time and that the

results benefit front-line staff.

The preparation of six more reports is underway covering hospitals, local government, police and criminal

justice and further GP and schools red tape.

The PST consists of staff drawn from a variety of private sector, civil service and other public sector

backgrounds. Its aim is to achieve results that make a difference to the work of front-line service

deliverers. The team works with front-line staff to identify issues that take them away from service

delivery, and then collaborates with organisations to tackle the problems. Its focus is on achieving

outcomes rather than merely proposing recommendations for action.

2 These values are based on the savings set out in the three Making a Difference reports.

Introduction and overview

7

The Purpose of this ReportThe sequence of working adopted by PST is illustrated below. It shows where the balanced argument

adopted by the PST fits into the process.

The PST Process Map

The balanced argument approach was used to identify paperwork and processes that were bureaucratic

and to facilitate solutions. It is founded on the simple principle that the time and effort required for the

input must be balanced against the value of the output.

This report uses the feedback from the front-line staff who identified the issues in the first place, to see

what change has been implemented on the ground, as illustrated above. The report also sets out the

conclusions that can be drawn in terms of:

• The extent to which the PST has achieved its original aim – to remove burdens from service providers

and in particular, front-line staff;

• Whether the PST has been effective in leading initiatives to reduce red tape;

• Where the PST is ‘Making a Difference’ on a significant scale.

Identify anarea of the

public sectoraccording to Government

priorities

Consult front-linedelivery staff in

that area

Establish theextent and

effectiveness ofthe PST work asseen by front-

line staff

Identifyunnecessary

burdens, testingusing theBalancedArgument

Engage keystakeholders

Deliver andreport outcomes

Implement and monitor

change


8

Introduction to the ResearchQuantitative data was collected from a sample of front-line service providers to establish:

• The number of front-line staff who have seen the changes implemented on the ground; or,

• The number of front-line staff who are aware a change is in progress.

Emerging conclusions were tested through qualitative correspondence and interviews with front-line staff.

The following chapters work through the detailed methodology, the findings and the conclusions for each

of the police, school and GP areas. In the final chapter conclusions are drawn that cut across all three.

Progress Report: Reducing Police Paperwork

9

Background:The team undertook a six-week study of police paperwork with a brief to:

• Identify forms that are a burden to police and

• Find practical solutions that will lead to a reduction in the time police have to spend on paperwork.

At the beginning of the study the team visited police stations to find out at first hand the effect of

paperwork on front-line staff. A number of apparently burdensome forms were identified through

discussions with officers. To test the validity of the views of the small sample of officers, a telephone

survey of the 43 police forces in England and Wales was conducted. The views of over 70 police officers

and staff on the forms in question were obtained.

In the series of meetings that then followed between the team and officials from the Home Office,

practical steps to remove bureaucratic burdens were proposed and agreed. Some of the proposals build

on initiatives that are already underway, or under consideration, by Home Office and other relevant

officials. The approval of other key stakeholders has also been obtained where necessary.

The original report identified action to be taken in respect of forms used in three different aspects of

police work.

Prisoner Escort Records (PER) forms used when prisoners are transferred from one custodial location

to another.

• There will be an 80% reduction in the use of this form. It will be entirely redesigned so that it isefficient to use in the remaining 20% of cases.

Manual of Guidance (MG) forms used in the preparation, processing and submission of case files.

• The MG system will be simplified by the removal of six of the forms currently in use.

Joint Performance Management forms (TQ1) used by the CPS and police.

• A timetable will be set for the group responsible for these forms to review and, if necessary, revisethem to reduce the administrative burden.

CHAPTER 2 Progress Report: Reducing Police Paperwork

“ The changes to the Prisoner Escort Records (PER) forms have made my life much less stressful. Duplication has been cut, and the problem of bulk filing resolved. The countless thousands of minutes saved have made a real difference to my work.”

Alec StowCustody Sergeant


10

Methodology:Quantitative data was collected using a questionnaire sent to all Chief Constables. Follow up visits were

made to three police stations.

Findings: See accompanying table. Where the published agreements and commitments have been delivered, the

boxes in the table have been shaded. For the detailed particulars of each outcome, the burden

associated with it and action taken, reference should be made to ‘Making a Difference – Reducing

Police Paperwork’.

Progress Report: Reducing Police Paperwork

11

Item

s Id

enti

fied

for

Cha

nge

(Pol

ice)

Form

Pur

pose

Red

uced

Bur

den

effe

ctSu

rvey

Ret

urns

(33/

43 r

etur

ns r

ecei

ved

by P

olic

eFo

rces

in E

ngla

nd &

Wal

es v

ia C

hief

Con

stab

les’

off

ices

)

Pris

oner

Esc

ort

Rec

ord

(PER

)Fo

rmTo

ale

rt e

scor

t st

aff

and

thos

e re

ceiv

ing

pris

oner

sfo

llow

ing

tran

sfer

, of

the

deg

ree

of r

isk

asso

ciat

ed w

ithth

em o

n ha

nd o

ver.

To b

e co

mpl

eted

for

all

indi

vidu

als

take

n in

to c

usto

dy.

To r

epla

ce t

he e

xist

ing

A3 f

orm

with

a s

impl

er A

4ve

rsio

n an

d on

ly u

se f

or p

rison

ers

take

n in

to

cust

ody

and

subs

eque

ntly

tra

nsfe

rred

on.

Man

ual o

f G

uida

nce

(MG

)

Form

sPa

perw

ork

conc

erni

ng t

he p

repa

ratio

n, p

roce

ssin

g an

dsu

bmis

sion

of

case

file

s.

MG

4 (

Con

t)

Cha

rges

con

tinua

tion

shee

t.To

rec

ord

addi

tiona

l cha

rges

. To

be

rem

oved

fro

m t

he M

anua

l of

Gui

danc

e. N

olo

nger

req

uire

d du

e to

a N

atio

nal S

trat

egy

for

Polic

eIn

form

atio

n S

yste

ms

(NS

PIS

), ex

istin

g lo

cal c

ompu

ter

syst

ems

and

Polic

e N

atio

nal C

ompu

ter

(PN

C).

MG

11 (

T) &

MG

11 (

T) C

ont

Witn

ess

stat

emen

t co

ntin

uatio

n an

d ty

ped

shee

t.

Con

tinua

tion

and

type

d sh

eets

for

key

and

oth

er w

itnes

sst

atem

ents

. To

be

rem

oved

fro

m t

he M

anua

l of

Gui

danc

e. N

olo

nger

req

uire

d du

e to

intr

oduc

tion

of N

SPI

S,

exis

ting

loca

l com

pute

r sy

stem

s an

d PN

C.

Pro

gres

s M

ade

(act

ions

impl

emen

ted

on t

he g

roun

d)

Impl

emen

ted?

Per

cent

age

MG

14

Writ

ten

stat

emen

t un

der

caut

ion.

This

is a

gen

eral

sta

tem

ent

form

con

tain

ing

a de

clar

atio

nby

the

sta

tem

ent

mak

er t

hat

the

stat

emen

t gi

ven

is t

rue

and

is t

hen

coun

ters

igne

d by

ano

ther

witn

ess.

To b

e re

mov

ed f

rom

the

Man

ual o

f G

uida

nce.

29

433

88%

12%

31

233

94%

6%

28

533

85%

15%

22

11

33

69%

31%

MG

16

Prev

ious

con

vict

ions

.D

etai

ls o

f im

pend

ing

pros

ecut

ions

are

req

uire

d to

be

incl

uded

in t

he P

NC

Pho

enix

prin

tout

. If

addi

tiona

l cas

esar

e kn

own

of,

but

not

reco

rded

on

PNC

the

n th

ey a

relo

gged

on

this

for

m.

To b

e re

mov

ed f

rom

the

Man

ual o

f G

uida

nce.

Func

tion

to b

e un

dert

aken

by

an u

pgra

ded

PNC

.29

433

88%

12%

MG

17Pr

evio

us c

autio

ns.

Det

ails

of

prev

ious

cau

tions

are

req

uire

d to

be

incl

uded

inth

e PN

C P

hoen

ix p

rinto

ut.

If ad

ditio

nal c

autio

ns a

re k

now

nof

, bu

t no

t re

cord

ed o

n PN

C t

hen

they

are

logg

ed o

n th

isfo

rm.

To b

e re

mov

ed f

rom

the

Man

ual o

f G

uida

nce.

Func

tion

to b

e un

dert

aken

by

an u

pgra

ded

PNC

29

433

88%

12%

TQ1

Tim

elin

ess

& q

ualit

ym

onito

ring

form

.

Use

d by

bot

h Po

lice

forc

es a

nd t

he C

row

n Pr

osec

utio

nS

ervi

ce (

CPS

) to

impr

ove

the

qual

ity a

nd t

imel

ines

s of

case

file

s. C

ompl

eted

and

att

ache

d in

all

full

case

file

san

d on

an

exce

ptio

n re

port

ing

basi

s fo

r ex

pedi

ted

files

.i.e

. on

ly c

ompl

eted

by

CPS

whe

n a

file

is r

etur

ned

to t

hepo

lice

due

to q

ualit

y fa

ilure

.

CPS

/Pol

ice

forc

es c

an u

se e

xcep

tion

repo

rtin

g, f

orfu

ll ca

se f

iles,

as

is t

he p

roce

dure

for

exp

edite

dca

se f

iles.

(Jo

int

Perf

orm

ance

Man

agem

ent

grou

pto

geth

er w

ith P

ST

to r

evie

w p

roce

dure

with

a r

emit

to r

educ

e ad

min

istr

ativ

e bu

rden

s.)

13

20

33

39%

61%

N/A

N/A

N/A

N/A

N/A

HO

RT

7Th

is is

a r

oad

acci

dent

for

m u

sed

to c

olle

ct s

tatis

tical

data

on

road

acc

iden

ts in

volv

ing

pers

onal

inju

ry a

sre

quire

d by

Dep

artm

ent

for

Tran

spor

t, L

ocal

Gov

ernm

ent

and

the

Reg

ions

(D

TLR

).

The

Asso

ciat

ion

of C

hief

Pol

ice

Off

icer

s (A

CPO

) ar

eco

mm

itted

to

the

crea

tion

of a

sta

ndar

dise

d na

tiona

l for

m.

Rol

l out

of

the

form

to

all f

orce

s is

expe

cted

to

com

men

ce in

2003.

Ther

eafter

, w

ork

isex

pect

ed t

o be

gin

on a

sys

tem

of

elec

tron

ic d

ata

capt

ure.

Yes

No

Tota

lYe

sN

o

The

Cab

inet

Off

ice

is a

mem

ber

of t

he M

anua

l of

Gui

danc

e Ed

itoria

l Boa

rd r

espo

nsib

le f

orco

ntin

uous

ly r

evie

win

g M

G f

orm

s


12

Analysis:Survey returns were received from thirty three of the forty three (77%) police forces in England and

Wales. Analysis of the results reveals the following:

1) Prisoner Escort Record (PER)

In 94% of forces, the A3 forms have been replaced by the revised, shorter A4 version that is now only being used

where prisoners are transferred. Those not yet using the revised A4 form are running down old A3 stocks first.

2) MG Forms

The removal of MG forms has been implemented in 83% of police forces (taken as an average of all the

forms listed for removal). Less than full take up is the result of some forces not yet having developed their

IT systems. When such technology is in place these MG forms will be redundant.

3) TQ1

Implementing exception reporting for full files has to be agreed at local level between the police force and

the Crown Prosecution Service (CPS). They may only do this if they are confident that the data collected

will be accurate. Revised guidance to this effect was issued in July 2001 and 39% of police forces now

use exception reporting.

More forces may well adopt this approach as the opportunity arises to make local agreements. Some

forces are known to have decided against it, particularly where they have not been able to make the

existing system work well and they are not confident that the data collected will be accurate. However, the

restrictive central rules have been removed and forces and their staff are free to choose how to work in

accordance with local needs.

The collection, interpretation and value of the data arising from this process is now being challenged in a wider

context and further work is underway by the Home Office, police, Court Service and Crown Prosecution

Service to improve the whole process.

4) HORT7

Roll out of a standardised version of this road accident report form is expected to commence in 2003.

Conclusion:Eight outcomes were delivered and reported in ‘Making a Difference – Reducing Police Paperwork’. In the

eighteen months that have elapsed between publication of that report and this research, front-line staff

report having seen the following progress:

• Seven of the outcomes have been implemented on the ground:

– For five, implementation on the ground is widespread (exceeds 85%).

– For the other two, partial implementation has been achieved and work is still in progress.

• The one outcome not delivered was HORT 7 and this is scheduled for delivery in 2003.

“ Officers can spend less time in the station preparing prosecution files andmore time out on the streets if there are fewer MG forms to complete.”

Polly RowellPolice Officer

Progress Report: Reducing School Paperwork

13

Background:The PST undertook a joint project, with the former Department for Education and Employment (DfEE),

aimed at reducing unnecessary paperwork in schools. Schools were visited to see directly how

administrative work can get in the way of raising standards in the classroom. The areas targeted were

those where, in the short to medium term, the most difference could be made to the most people.

The work builds on commitments made by the former Secretary of State for Education and Employment,

David Blunkett, at the conference of the National Association of Head Teachers in June 2000, including

the targets to cut numbers of documents and volumes of paperwork sent to schools. These are on

course to be met.

Key outcomes of the project were:

• Simplified financial bidding system and free use of money received

• Simplified or eliminated non-educational administration, e.g. free school meals

• Classification of documents and literature received by schools, as well as a reduction in the quantity of

literature sent out

• Simplified inspection data requirements and improved guidance for inspectors and schools

• Simplified pupil reporting forms and record sheets

Methodology:Quantitative and qualitative data was collected using a telephone survey of fifty one primary school

head teachers across England and Wales.

Findings: See accompanying table. Where the published agreements and commitments have been delivered the

action boxes in the table have been shaded. For the detailed particulars of each item, the burden

associated with it and the action, reference should be made to ‘Making a Difference – Reducing School

Paperwork’.

CHAPTER 3 Progress Report: Reducing School Paperwork

“ Schools and Heads seem to be on the receiving end of a continuous tidal wave ofcommunications and good advice, mostly in the form of paper. A document classification system, allowing for ease of prioritisation, redirection and efficient filing, will go some way to minimising unnecessary reading time”

Ken BurrHead Teacher


14

Item

s Id

enti

fied

for

Cha

nge

(Hea

d Te

ache

rs)

Iden

tifie

dB

urde

n It

emSp

ecifi

c C

hang

esA

ctio

n ta

ken

Surv

ey R

etur

ns (f

rom

51

Hea

d Te

ache

rs)

Stan

dard

s Fu

nd f

or 2

001-

2002

No

mor

e bi

ddin

g –

all a

lloca

tions

mad

e by

for

mul

a.Fi

nanc

ial a

lloca

tions

now

mad

e by

for

mul

a.

Sin

gle

scho

ol-le

vel r

epor

ting

form

cov

erin

g al

l str

ands

of

the

Sta

ndar

ds F

und.

Fo

rm b

eing

use

d in

sch

ools

.

Sch

ools

can

tra

nsfe

r m

oney

bet

wee

n m

ost

indi

vidu

al f

unds

with

out

prio

r Lo

cal E

duca

tion

Auth

ority

(LE

A) a

ppro

val.

Proc

edur

e in

trod

uced

in s

choo

ls.

Sch

ools

can

car

ry o

ver

gran

ts b

eyon

d en

d of

fin

anci

al y

ear

to e

nd o

f sc

hool

yea

r to

allo

w f

ull s

choo

l yea

r to

spe

ndgr

ants

.

Proc

edur

e in

trod

uced

in s

choo

ls.

Pro

gres

s M

ade

(act

ions

impl

emen

ted

on t

he g

roun

d)

Impl

emen

ted/

awar

e

Mon

itorin

g to

be

carr

ied

out

by o

utco

mes

aga

inst

exi

stin

gta

rget

s, w

ith m

ore

deta

iled

mon

itorin

g on

a s

ampl

e ba

sis.

Proc

edur

e ca

rrie

d ou

t in

sch

ools

.

49

251

96%

4%

40

11

51

78%

22%

47

451

92%

8%

47

451

92%

8%

41

10

51

80%

20%

21

30

51

41%

59%

45

651

88%

12%

34

17

51

67%

33%

40

11

51

78%

22%

24

16

11

51

60%

40%

20

724

51

74%

26%

50

151

98%

2%

30

21

51

59%

41%

Uni

vers

al D

ocum

ent

Cla

ssifi

cati

on S

yste

m (

UD

CS)

Com

mitm

ent

obta

ined

fro

m k

ey s

take

hold

ers

to d

evel

op a

univ

ersa

l doc

umen

t cl

assi

ficat

ion

syst

em t

hat

will

app

ly t

oal

l com

mun

icat

ions

in s

choo

ls.

In d

evel

opm

ent. A

re s

choo

ls a

war

e of

the

Info

rmat

ion

Cla

ssifi

catio

n S

yste

m (

ICS

) (fo

rmer

lykn

own

as U

DC

S)?

Com

mon

Tra

nsfe

r Fo

rms

(CTF

)D

epar

tmen

t fo

r Ed

ucat

ion

and

Ski

lls (

DFE

S)

/Qua

lific

atio

nsan

d C

urric

ulum

Aut

horit

y (Q

CA)

“As

sess

men

t an

d R

epor

ting

Arra

ngem

ents

” bo

okle

ts f

or 2

000/2

001 h

ave

been

rev

ised

to e

nsur

e sc

hool

s kn

ow t

hat

elec

tron

ical

ly c

ompl

eted

CTF

sdo

not

hav

e to

be

dupl

icat

ed m

anua

lly.

Sch

ools

mad

e aw

are

of r

evis

ed p

roce

dure

s on

CTF

s co

ncer

ning

dup

licat

ion.

Are

scho

ols

usin

g re

vise

d pr

oced

ures

on

CTF

s co

ncer

ning

dup

licat

ion?

Sof

twar

e w

ill b

e m

ade

avai

labl

e by

Apr

il 2001 t

o al

low

stat

utor

y ite

ms

on t

he C

TF t

o be

tra

nsfe

rred

ele

ctro

nica

llyin

a s

tand

ard

form

at.

A fa

cilit

y w

ill b

e in

trod

uced

to

prin

t ou

t a

vers

ion

of t

hefo

rm a

utom

atic

ally

for

tho

se s

choo

ls n

ot y

et r

eady

to

rece

ive

an e

lect

roni

c fil

e.

CTF

sof

twar

e m

ade

avai

labl

e to

sch

ools

.

Do

scho

ols

usin

g C

FT s

oftw

are

find

it ef

fect

ive?

Can

man

ual f

orm

s be

prin

ted

for

thos

e un

able

to

rece

ive

elec

tron

ic f

iles?

Ever

y sc

hool

sho

uld

have

at

leas

t on

e ne

twor

ked

com

pute

r w

ith In

tern

et a

cces

s fo

r m

anag

emen

t an

dad

min

istr

ativ

e pu

rpos

es (

Pape

r ba

sed

CTF

to

be

obso

lete

by

April

2002).

Sch

ools

to

have

a n

etw

orke

d co

mpu

ter

with

in

tern

et a

cces

s Ap

ril 2

002.

CTF

for

ms

to b

e si

mpl

ified

and

pos

sibl

y m

erge

d be

fore

May

2001 a

s an

inte

rim m

easu

re.

Sim

plifi

ed f

orm

s in

trod

uced

in s

choo

ls.

Yes

No

N/A

TOTA

LYe

sN

o


15

Per

cent

age

(exc

ludi

ng N

/As)

Item

s Id

enti

fied

for

Cha

nge

(Hea

d Te

ache

rs)

Iden

tifie

dB

urde

n It

emSp

ecifi

c C

hang

esA

ctio

n ta

ken

Surv

ey R

etur

ns (f

rom

51

Hea

d Te

ache

rs)

Gov

erno

rs’

Ann

ual

Rep

ort

to P

aren

tsS

choo

ls p

rodu

cing

a c

ombi

ned

annu

al r

epor

t/sc

hool

pro

spec

tus.

If no

t, d

o th

ey p

lan

to d

o so

?

Pro

gres

s M

ade

(act

ions

impl

emen

ted

on t

he g

roun

d)

Impl

emen

ted/

awar

eP

erce

ntag

e(e

xclu

ding

N/A

s)

A co

nsul

tatio

n w

ill t

ake

plac

e ea

rly in

2001 o

n re

duci

ngth

e in

form

atio

n sc

hool

s ha

ve t

o in

clud

e in

a n

ew,

com

bine

d do

cum

ent.

Sch

ools

invo

lved

in t

he c

onsu

ltatio

n ex

erci

se.

12

39

51

31%

69%

633

12

51

15%

85%

10

41

51

24%

76%

10

41

51

24%

76%

33

18

51

65%

35%

37

14

51

72%

28%

22

029

51

100%

0%

Free

Sch

ool M

eals

(FS

Ms)

From

Jun

e 2001,

a ne

w s

yste

m w

ill b

e tr

ialle

d in

Dep

artm

ent

for

Wor

k an

d Pe

nsio

ns (

DW

P) p

ilot

offic

esw

here

by t

he a

dmin

istr

atio

n of

FS

Ms

will

be

linke

d w

ith t

head

min

istr

atio

n of

wel

fare

ben

efits

, m

inim

isin

g th

e in

put

requ

ired

by s

choo

ls.

Pare

nts

will

be

prov

ided

with

a s

tand

ard

appl

icat

ion

form

at

the

poin

t at

whi

ch t

he p

aren

t be

com

es e

ntitl

ed t

o FS

Ms.

Form

to

be c

ompl

eted

by

pare

nts

and

auth

entic

ated

by

(Ben

efits

Age

ncy

(BA)

/Em

ploy

men

t S

ervi

ce (

ES).

No

need

for

furt

her

verif

icat

ion

to b

e pr

ovid

ed b

y th

e pa

rent

, as

the

auth

entic

ated

for

m s

ent

to t

he L

EA w

ill b

e su

ffic

ient

.

Sch

ools

aw

are

of n

ew p

roce

dure

s be

ing

pilo

ted.

End

of K

ey S

tage

1A

sses

smen

t R

ecor

d Sh

eets

Sch

ools

aw

are

that

writ

ing

asse

ssm

ent

reco

rdsh

eets

are

opt

iona

l.

Are

teac

hers

stil

l com

plet

ing

deta

iled

writ

ing

asse

ssm

ent

reco

rd s

heet

s?

Futu

re e

ditio

ns o

f th

e H

andb

ook

will

con

tain

exa

mpl

es o

fco

mpl

eted

she

ets,

the

reby

hel

ping

tea

cher

s de

cide

how

muc

h in

form

atio

n is

exp

ecte

d.

Cur

rent

Tea

cher

s H

andb

ook

cont

ains

exa

mpl

es o

fco

mpl

eted

she

et f

or b

est

prac

tice

purp

oses

.

Hav

e te

ache

rs f

ound

the

m t

o be

use

ful?

Yes

No

N/A

TOTA

LYe

sN

o

Sch

ools

will

no

long

er b

e ex

pect

ed t

o pr

oduc

e se

para

tely

a G

over

nor’s

Annu

al R

epor

t an

d a

Sch

ool P

rosp

ectu

s.Pr

ovid

ing

the

requ

irem

ents

in b

oth

sets

of

regu

latio

ns

are

met

, th

ey c

an n

ow p

rodu

ce a

sin

gle

docu

men

t,

rem

ovin

g du

plic

atio

n.

QC

A/ D

fEE

guid

ance

in T

each

er’s

Han

dboo

k ha

s be

enam

ende

d to

mak

e cl

ear

that

com

plet

ion

of t

he w

ritin

gas

sess

men

t re

cord

she

et is

opt

iona

l and

tha

t sh

eets

ar

e a

tool

for

tea

cher

s an

d do

not

nee

d to

be

com

plet

edin

det

ail.

22

29

51

43%

57%


16

Item

s Id

enti

fied

for

Cha

nge

(Hea

d Te

ache

rs)

Iden

tifie

dB

urde

n It

emSp

ecifi

c C

hang

esA

ctio

n ta

ken

Surv

ey R

etur

ns (f

rom

51

Hea

d Te

ache

rs)

End

of K

ey S

tage

1A

sses

smen

t R

ecor

d Sh

eets

(co

ntin

ued)

Sch

ools

con

sulte

d ab

out

deve

lopi

ng a

com

mon

appr

oach

to

the

use

of r

ecor

d sh

eets

.

Hav

e su

ppor

t m

ater

ials

bee

n m

ade

avai

labl

e to

di

ssem

inat

e be

st p

ract

ice?

Pro

gres

s M

ade

(act

ions

impl

emen

ted

on t

he g

roun

d)

Impl

emen

ted/

awar

eP

erce

ntag

e(e

xclu

ding

N/A

s)

10

41

51

20%

80%

17

34

51

33%

67%

43

851

84%

16%

21

30

51

41%

59%

21

30

51

41%

59%

23

28

51

45%

55%

10

13

28

51

43%

57%

716

28

51

30%

70%

New

ly Q

ualif

ied

Teac

her

Ass

essm

ent

Form

s B

y S

epte

mbe

r 2001 a

sin

gle

cum

ulat

ive

asse

ssm

ent

form

will

be

intr

oduc

ed r

epla

cing

thr

ee e

xist

ing

form

s. T

hefo

rm,

with

exp

anda

ble

boxe

s, w

ill a

lso

be m

ade

avai

labl

eon

the

Dep

artm

ent

for

Educ

atio

n an

d S

kills

DfE

S w

ebsi

te.

Sch

ools

aw

are

of t

his.

(In

trod

uctio

n of

sin

gle

form

in S

epte

mbe

r 2001)

Will

sch

ools

be

usin

g th

e el

ectr

onic

ver

sion

on

the

DFE

S w

ebsi

te w

hen

it is

intr

oduc

ed?

Off

ice

for

Stan

dard

s in

Educ

atio

n (O

FSTE

D)

Pre

-Insp

ecti

on F

orm

s (S

1 –

S4)

Aut

umn

Pac

kage

Sim

ple

elec

tron

ic v

ersi

on o

f pr

e-in

spec

tion

form

spr

oduc

ed a

nd in

use

. Th

ese

can

be c

ompl

eted

by

scho

ols

in t

heir

usua

l wor

d pr

oces

sor

and

avai

labl

eon

the

inte

rnet

. Th

ey w

ill b

e pr

e-po

pula

ted

with

2002 A

nnua

l Sch

ool’s

Cen

sus

data

nex

t ye

ar.

Siz

e of

Aut

umn

Pack

age

has

been

red

uced

by

50%

by

limiti

ngna

rrat

ive

and

impr

ovin

g pr

esen

tatio

n of

gra

phs

and

tabl

es.

Ever

y sc

hool

has

rec

eive

d a

CD

-RO

M v

ersi

on o

f th

ePa

ckag

e w

hich

will

aut

omat

ical

ly p

lot

scho

ol a

gain

stna

tiona

l pro

gres

s w

hen

load

ed w

ith s

choo

l dat

a

Impr

oved

aut

umn

pack

age

bett

er la

id o

ut a

nd

easi

er t

o de

al w

ith t

han

prev

ious

yea

rs.

Sch

ools

rec

eive

d ne

w C

D-R

OM

of

Autu

mn

Pack

age.

Doe

s th

is p

rovi

de s

uffic

ient

acc

urat

e da

ta t

o re

view

perf

orm

ance

and

set

tar

gets

ele

ctro

nica

lly?

Has

thi

s le

d to

a r

educ

tion

in p

aper

wor

k?

A re

view

of

Form

s S

1 t

o S

4 h

as b

een

com

plet

edle

adin

g to

a r

educ

tion

in t

he a

mou

nt o

f da

taco

llect

ed f

rom

sch

ools

fro

m t

his

term

. An

alte

rnat

ive

shor

tene

d ve

rsio

n of

For

m S

4 (

the

scho

ol’s

per

spec

tive)

has

bee

n pr

epar

ed t

o re

plac

eth

e he

ad t

each

er’s

sta

tem

ent

and

is b

eing

pilo

ted

on a

vol

unta

ry b

asis

fro

m J

anua

ry 2

002.

The

chan

ges

elim

inat

e ov

erla

p be

twee

n th

e se

ctio

nsan

d a

sugg

este

d m

axim

um le

ngth

for

S4 h

as b

een

set

at e

ight

A4 s

heet

s.

Yes

No

N/A

TOTA

LYe

sN

o

Dur

ing

2001

, wor

k w

ill b

e ta

ken

forw

ard

with

sta

keho

lder

s to

deve

lop

a co

mm

on a

ppro

ach

to t

he u

se o

f rec

ord

shee

ts b

yLo

cal E

duca

tion

Auth

oriti

es (L

EAs)

and

sch

ools

, and

diss

emin

ate

best

pra

ctic

e in

the

pro

visi

on o

f sup

port

mat

eria

ls. M

ost

LEAs

hav

e al

read

y ag

reed

in p

rinci

ple

to a

com

mon

app

roac

h an

d ha

ve p

rovi

ded

exam

ples

of t

hesu

ppor

t m

ater

ials

the

y cu

rren

tly u

se.

DfE

S w

ill p

rovi

de O

FSTE

D w

ith A

nnua

l Sch

ools

Cen

sus

data

to

an a

gree

d fo

rmat

and

tim

e sc

ale.

Thi

s w

ill b

eus

ed t

o re

duce

the

info

rmat

ion

scho

ols

have

to

fill i

n fo

r th

emse

lves

on

Form

s S

1 a

nd S

2 w

ith a

vie

w t

o in

trod

ucin

g pr

e-po

pula

tion

for

mos

t S

prin

g an

d S

umm

erte

rm in

spec

tions

by

2002.

OFS

TED

will

pro

vide

hea

d te

ache

rs w

ith g

uida

nce

on h

owm

uch

info

rmat

ion

is n

eede

d on

For

m S

4 (

and

part

s of

Form

S1)

for

2001/2

insp

ectio

ns.

25

26

51

49%

51%

22

29

51

43%

57%


17

Analysis: Analysis of the results reveals the following:

1) Standards Fund

The Standards Fund is a key source of ring fenced funding for improving standards in schools. The

Standards Fund has been greatly simplified in order to reduce the level of administration. On average,

head teachers see 88% of the Standards Fund outcomes as having been implemented.

The remaining 12% is accounted for by cases where the head teacher interviewed was not personally

aware of the procedures being implemented by the school finance officer.

The outcomes delivered in this area were already being progressed by DfES before the issues were

raised by head teachers with the PST.

2) Universal Document Classification System (UDCS)

The UDCS – now known as the Information Classification System (ICS) for schools is a simple and

understandable universal system for application to all communications to schools.

The ICS is due to be rolled out in 2002. The Local Education Authorities (LEAs), London Borough of

Camden and Gateshead Metropolitan Borough Council, will be piloting the ICS in their areas from October

2001. The project has been delayed, the planned roll out originally being September 2001. The delay was

the result of central government organisations not being able to secure funding for implementation until

the financial year starting April 2002.

A significant minority of head teachers (41%) had heard about the development of this system. A few

mentioned that they had heard about it during secondments to their LEAs.

3) Common Transfer Forms (CTF)

CTF forms are statutory forms that must be completed whenever a pupil transfers school. The majority

of schools (78%) had received CTF software for the electronic transfer of statutory items but not all were

using the software yet. Some schools were still carrying out manual transfers because:

• Other schools were requesting manual copies,

• CTF software was incompatible with some existing computers.

Most (60%) schools found the software to be effective. But some found the categorisation of ethnic

minorities a problem and a number noticed that LEA and Department for Education and Skills (DfES)

categories did not always correspond.


18

Most (88%) schools were aware that electronically completed CTFs do not have to be duplicated in hard

copy. In some cases the head teacher interviewed was uncertain as to the process used in their school

as it was carried out by administrators so this figure may be misleadingly low.

Nearly all the schools contacted had at least one networked computer with internet access for

management tasks.

Whilst 59% of schools had seen the introduction of the merged forms in hard copy format as an interim

measure, the majority were now using the electronic solution so this was of little consequence.

4) Governor’s Annual Report to Parents

31% of schools had merged the Governors Annual Report with the School Prospectus and 15% plan to do

so in the future. Those that had adopted this voluntary outcome were benefiting from the removal of

duplication of work.

The majority of schools were choosing not to merge the documents. They wanted to maintain the

separate functionality and/or produce them at different times of the year but it should be emphasised

that these schools now do this by choice.

5) Free School Meals

This project, lead by the PST, is intended to minimise the involvement of school staff in the

administration of free school meals and improve information exchange between the Benefits Agency (BA)

and LEAs.

Two LEA pilot authorities (Nottinghamshire County Council and Bournemouth Borough Council) and the BA

commenced trials in September 2001. The new administration system involves the BA issuing parents

with free school meal application forms, and verifying parents’ entitlement. The pilot LEAs are sent

verified claim forms direct. Schools in the pilot areas are no longer involved in issuing forms, ensuring

that they are completed correctly or checking that parents’ applications enclose copies of documents to

prove entitlement.

The new system was to be piloted in BA offices from June 2001. However in widening the pilots to

include LEA sites this was rescheduled and started with the new school year.

Pilots will be evaluated in January/February 2002 and if successful the new system will be rolled out to

all LEAs nationally in 2002.

While only at the pilot stage, 24% of schools were aware of this work and head teachers who responded

to the questionnaire were enthusiastic about the potential benefits offered by the new process.


19

6) End of Key Stage 1 Assessment Record Sheets

65% of schools were aware that writing assessment record sheets were now optional, although in 72% of

these cases teachers were still filling in the forms. Schools were still using the forms where head

teachers felt they were useful for information and planning purposes. Some head teachers commented

that these record sheets also help teachers make accurate assessments.

About half the schools interviewed knew that the Teachers Handbook contained best practice examples

of these record sheets. Head teachers commented these were particularly helpful for teachers.

Only 20% of schools had been consulted about a common approach to the usage of the record sheets

and only 33% had seen support material disseminating best practice. As the consultation exercise was to

have taken place this year it is premature to draw conclusions as yet.

7) Newly Qualified Teacher Assessment Forms

The single cumulative assessment form, which had originally been timetabled for introduction in May

2001, was delayed until September 2001 to suit the start of the new school year.

None the less, 43% of head teachers knew about this form, which is a good percentage given the change

is recent and not all schools have a Newly Qualified Teacher. Some head teachers wanted to keep the

existing termly forms for reference purposes for both the school and the new teacher. 81% said that they

would be using the electronic version when available.

8) Office for Standards in Education (OFSTED) Pre Inspection Forms

A wider review of the demands of inspection on schools was carried out in May 2001 jointly by OFSTED

and the Standards and Effectiveness Unit. That review subsumed the PST’s original recommendations

and built substantially on these. The report ‘Reducing the Burden of Inspection’ is available on the

OFSTED website (www.ofsted.gov.uk).

OFSTED sends forms S1 to S4 to a school before an inspection takes place. The completed forms are

part of the evidence base for the inspection. Those forms have been reviewed in the light of the

recommendations of the PST and the May Review. 41% of schools are aware that pre-populated (ie partly

completed automatically by data held within OFSTED) S1 and S2 forms are being introduced in 2002. The

same percentage was aware that there is improved guidance on forms S1 to S4. These percentages are

reasonably good as only those schools inspected this year, or whose inspections were imminent, would

have seen the improvements.

9) Autumn Package

The ‘Autumn Package of Pupil Performance Information’ is sent to schools every October to assist them

and their governing bodies in reviewing school performance and setting informed, challenging targets.

There was a mixed response to changes in the Autumn Package. Approximately half of the head teachers

interviewed welcomed the updated Package but the other half thought it was still bulky and difficult to

understand.


20

Less than half the schools interviewed have used the CD-ROM. Some head teachers complained the

software did not work, others found the CD-ROM slow to access and inflexible to use, forcing them to

work manually on the Autumn Package.

Conclusion:Twenty outcomes in nine areas were delivered and reported in ‘Making a Difference – Reducing School

Paperwork’. In the ten months that have elapsed between publication of that report and this research,

front-line staff made the following progress:

1. Widespread benefits resulting from work in the following areas:

• The Standards Fund

• Common Transfer Forms

2. In the case of OFSTED Pre-Inspection Forms, a targeted approach has been taken. Those schools

being inspected by OFSTED are already following the simplified inspection data requirements and

benefiting from improved guidance for inspectors and schools.

3. Changes associated with the Autumn Package get a mixed response from head teachers.

4. In the following areas, restrictive rules have been removed and a significant minority of head teachers

have implemented the changes. However, head teachers are free to decide if they wish to adopt the

new process and many sought to maintain usage of the old systems:

• Governors Annual Report / School Prospectus

• End of Key Stage 1 Assessment Record Sheets

5. Front-line staff are, to varying extents, aware of changes expected in the following areas although due

to longer lead times, they have yet to see the benefits materialise on the ground:

• Information Classification System

• Free School Meals

• Newly Qualified Teacher Assessment forms

Progress Report: Reducing General Practitioner (GP) Paperwork

21

Background:The purpose of the GP project was to deliver specific, tangible outcomes that would not increase the

vulnerability of the NHS to fraud abuse, but would reduce the existing amount of unnecessary paperwork

that GPs have to contend with. The Department of Health worked in partnership with the PST and a wide

variety of stakeholders, including practising GPs, to identify the areas where immediate action could be

taken.

The main areas addressed were:

• Private sickness certification and many other certifications and application forms

• Incapacity for work certification by hospital staff

• Repeat prescriptions

• Injuries recording

• Health records

• Testing administration and medical returns

• Non-essential health reporting

Methodology:Quantitative data was collected using a survey questionnaire, sent to the members of a GP Advisory

Panel set up by the PST and made publicly available on the British Medical Association’s (BMA) website.

Qualitative data was collected from visits to GP surgeries.

Findings: See accompanying table. Where the published agreements and commitments have been delivered the

boxes in the table have been shaded. For the detail of each issue, the burden associated with it and the

action, reference should be made to ‘Making a Difference – Reducing General Practitioner (GP)

Paperwork’.

In addition to the information obtained from the visits, further qualitative information was received

from GPs by fax, email and post.

CHAPTER 4 Progress Report: Reducing General Practitioner(GP) Paperwork

“ I welcome the outcomes in the ‘Making a Difference’ report. If implemented I think that it certainly will make a significant difference in our perceptionabout the workload we are under.”

Dr Rupert GudeGeneral Practitioner


22

Item

s Id

enti

fied

for

Cha

nge

(GP

s)

Iden

tifie

d B

urde

nIt

em

Dep

artm

ent

orA

genc

y to

car

ryfo

rwar

d ch

ange

Act

ion

take

nSu

rvey

Ret

urns

(fro

m 5

0 G

ener

al P

ract

itio

ners

)

1.

GPs

are

not

req

uire

d to

rec

ord

inju

ries

for

polic

epu

rpos

es.

Asso

ciat

ion

of C

hief

Pol

ice

Off

icer

s(A

CPO

) C

ircul

ar is

sued

to

all C

hief

Pol

ice

Off

icer

s ad

visi

ngof

rev

ised

pra

ctic

e.

Del

iver

ed J

une

2001

2.

GPs

do

not

need

to

prov

ide

juro

rs w

ith a

cert

ifica

te t

o ex

cuse

the

m f

rom

jury

ser

vice

.C

row

n C

ourt

Ope

ratio

nsD

irect

orat

e (C

ourt

Ser

vice

)C

ourt

Ser

vice

circ

ular

‘Ju

ror

Upd

ate’

issu

ed t

o al

lco

urts

adv

isin

g of

rev

ised

pro

cedu

re.

Del

iver

ed J

une

2001

3.

GPs

are

not

requ

ired

to c

ertif

y im

mun

isat

ion

retu

rns.

Dep

artm

ent

of H

ealth

(D

oH)

Loca

l arr

ange

men

ts u

nder

the

ter

ms

of t

he ‘

Red

Boo

k’ n

otifi

ed t

o H

ealth

Aut

horit

ies.

Del

iver

ed J

une

2001

Pro

gres

s M

ade

(act

ions

impl

emen

ted

on t

he g

roun

d)

GP

s im

plem

enti

ng o

r aw

are

of?

Per

cent

age

4.

GPs

no

long

er n

eed

to m

ake

a de

clar

atio

n in

supp

ort

of p

atie

nts

who

wis

h to

hav

e a

post

alvo

te.

Hom

e O

ffic

e (H

O)

Legi

slat

ive

chan

ge m

ade.

Rep

rese

ntat

ion

of t

hePe

ople

Act

2000 n

ow a

pplie

s. D

eliv

ered

Jun

e 2001

18

32

50

36%

64%

17

33

50

34%

66%

26

24

50

52%

48%

21

29

50

42%

58%

11

39

50

22%

78%

23

27

50

46%

54%

545

50

10%

90%

16

34

50

32%

68%

446

50

8%92%

10

40

50

20%

80%

21

29

50

42%

58%

5.

The

num

ber

of m

edic

al r

epor

tspr

oduc

ed b

y G

Psfo

r lif

e in

sura

nce

com

pani

es is

bei

ngre

duce

d.As

soci

atio

n of

Brit

ish

Insu

rer’s

(AB

I’s)

Circ

ular

issu

ed t

o al

l AB

I mem

bers

, ad

visi

ngre

duce

d re

ferr

als.

Del

iver

ed M

arch

2001

6.

GPs

sho

uld

be a

ppro

ache

d re

gard

ing

appl

icat

ions

for

conc

essi

onar

y bu

s fa

res

only

whe

nth

eir

inpu

tis

ess

entia

l and

no

one

else

can

pro

vide

it.

On

thes

e ra

re o

ccas

ions

, on

ly c

onfir

mat

ion

of c

linic

alin

form

atio

n w

ill b

e re

ques

ted.

Dep

artm

ent

for

Tran

spor

t, L

ocal

Gov

ernm

ent

& R

egio

ns (

DTL

R)

Cha

nges

pub

lishe

d in

Gui

danc

e on

‘C

once

ssio

nary

Fare

s fo

r D

isab

led

Peop

le’

unde

r th

e Tr

ansp

ort

Act

2000.

Del

iver

ed M

ay 2

001

7.

Prac

tice

nurs

es w

ill b

e ab

leto

issu

e ce

rtifi

cate

sto

juro

rsin

the

eve

nt o

f si

ckne

ss d

urin

g th

eir

serv

ice.

Cro

wn

Cou

rt O

pera

tions

Dire

ctor

ate

(Cou

rt S

ervi

ce)

Circ

ular

issu

ed t

o al

l Cro

wn

Cou

rt M

anag

ers

advi

sing

of

new

arr

ange

men

t.

Del

iver

ed A

pril

2001

8.

GPs

will

no

long

erbe

exp

ecte

d to

sig

n th

est

atem

ent

at p

art

1 o

f A

tten

danc

e A

llow

ance

or

Dis

abili

ty A

llow

ance

app

licat

ion

form

s.

Dep

artm

ent

for

Wor

k an

dPe

nsio

ns (

DW

P)C

hang

es m

ade

to A

tten

danc

e Al

low

ance

&D

isab

ility

Liv

ing

Allo

wan

ce f

orm

s re

mov

ing

the

need

for

GPs

to

sign

. D

eliv

ered

Jul

y 2001

9.

The

Asso

ciat

ion

of T

rain

Ope

ratin

g C

ompa

nies

(ATO

C)

is s

et t

o ch

ange

its

proc

edur

es s

o th

at G

Psw

ill n

o lo

nger

be

expe

cted

to

sign

app

licat

ions

for

a

Dis

able

d P

erso

ns R

ailc

ard

for

peop

le w

ith

seve

re e

pile

psy.

The

Asso

ciat

ion

of T

rain

Ope

ratin

gC

ompa

nies

(AT

OC

) R

evis

ed G

uida

nce

issu

ed in

ATC

O ‘

Rai

l Tra

vel f

orD

isab

led

Pass

enge

rs’

book

let.

Del

iver

ed M

ay 2

001

10.G

Ps w

ill n

o lo

nger

be

expe

cted

to

prov

ide

patie

nts

with

a c

ertif

icat

e to

exp

lain

a s

hort

-ter

m a

bsen

cefr

om a

n at

tend

ance

cen

tre.

Yout

h Ju

stic

e B

oard

for

Eng

land

&W

ales

(YJ

B)

Circ

ular

issu

ed t

o al

l Att

enda

nce

Cen

tre

Off

icer

s in

Cha

rge,

adv

isin

g th

at G

Ps n

eed

not

be c

onsu

lted

for

shor

t te

rm s

ickn

ess

abse

nces

. D

eliv

ered

Mar

ch 2

001

11.S

urge

ry s

taff

oth

er t

han

GPs

will

be

allo

wed

to

“sig

n-of

f” p

re-n

otifi

cati

on b

reas

t an

d ce

rvic

alsc

reen

ing

lists

.

Dep

artm

ent

of H

ealth

(D

oH)

Rev

ised

pro

cedu

re n

otifi

ed t

o G

Ps v

ia a

DoH

GP

Bul

letin

. D

eliv

ered

Mar

ch 2

001

Yes

No

Tota

lYe

sN

o


23

Item

s Id

enti

fied

for

Cha

nge

(GP

s)

Iden

tifie

d B

urde

nIt

em

Dep

artm

ent

orA

genc

y to

car

ryfo

rwar

d ch

ange

Act

ion

take

nSu

rvey

Ret

urns

(fro

m 5

0 G

ener

al P

ract

itio

ners

)

12.

GPs

sho

uld

be a

ppro

ache

d re

gard

ing

the

entit

lem

ent

of a

dis

able

d pe

rson

to

a fr

eete

leph

one

(or

rela

ted

equi

pmen

t) o

r he

lp w

ith

min

or a

lter

atio

ns t

o th

eir

hom

eon

ly w

hen

thei

rin

put

is e

ssen

tial a

nd n

o on

e el

se c

an p

rovi

de it

.

Dep

artm

ent

of H

ealth

(D

oH)

Rev

ised

pro

cedu

re n

otifi

ed t

o G

P’s

via

a D

oH C

hief

Exec

utiv

e’s

Bul

letin

.D

eliv

ered

Apr

il 2001

13.

GPs

sho

uld

be a

sked

to

cert

ify “

dial

-a-ri

de”

appl

icat

ions

only

in e

xcep

tiona

l circ

umst

ance

s.O

n th

ese

rare

occ

asio

ns G

Ps w

ill b

e as

ked

topr

ovid

e fa

ctua

l clin

ical

info

rmat

ion

only.

Dep

artm

ent

for

Tran

spor

t, L

ocal

Gov

ernm

ent

& R

egio

ns (

DTL

R)

Artic

le a

dvis

ing

of c

hang

e ap

pear

ed in

'C

omm

unity

Tran

spor

t' p

ublic

atio

n.D

eliv

ered

Mar

ch 2

001

Pro

gres

s M

ade

(act

ions

impl

emen

ted

on t

he g

roun

d)

GP

s im

plem

enti

ng o

r aw

are

of?

Per

cent

age

14.

The

deve

lopm

ent

of lo

cal p

roto

cols

on

child

heal

th a

nd e

duca

tion

– co

verin

g th

e m

ost

appr

opria

te r

ole

for

a G

P –

will

be

enco

urag

ed.

Cab

inet

Off

ice

(CO

) in

liai

son

with

the

Dep

artm

ent

of H

ealth

(D

oH),

Dep

artm

ent

of E

duca

tion

& S

kills

(DfE

S)

and

the

Loca

l Gov

ernm

ent

Asso

ciat

ion

(LG

A).

Lett

er is

sued

by

Cab

inet

Off

ice

to a

ll D

irect

ors

ofEd

ucat

ion

advi

sing

Loc

al E

duca

tion

Auth

oriti

es(L

EAs)

and

Hea

lth A

utho

ritie

s (H

As)

are

to c

o-op

erat

e at

a lo

cal l

evel

to

form

ulat

e jo

int

child

heal

th p

olic

ies.

Del

iver

ed A

pril

2001

11

39

50

22%

78%

11

39

50

22%

78%

14

36

50

28%

72%

13

37

50

26%

74%

19

31

50

38%

62%

446

50

8%92%

446

50

8%92%

24

26

50

48%

52%

15.

The

MAT

B1

and

the

form

com

plet

ed b

y he

alth

prof

essi

onal

s, in

clud

ing

GPs

, as

par

t of

a S

ure

Sta

rt M

ater

nity

Gra

nt (

SS

MG

) cl

aim

will

be

revi

ewed

.

Dep

artm

ent

for

Wor

k an

dPe

nsio

ns (

DW

P)M

ATB

1 a

nd S

SM

G f

orm

s re

view

ed.

Del

iver

ed J

une

2001

SS

MG

for

m r

evis

ed,

rem

ovin

g re

fere

nce

to G

Ps.

Del

iver

ed O

ctob

er 2

001

16.

GPs

will

no

long

er b

e ex

pect

ed t

o co

unte

rsig

ndr

ivin

g lic

ence

app

licat

ions

.D

river

and

Veh

icle

Lic

ensi

ngAg

ency

(D

VLA)

Lice

nce

appl

icat

ion

form

D750 n

ow r

evis

ed,

rem

ovin

g re

fere

nce

to G

Ps.

Del

iver

ed J

une

2001

17.

Prop

osal

sto

red

uce

the

GP

role

in t

he d

isab

led

park

ing

perm

itsy

stem

will

be

invi

ted

in a

disc

ussi

on p

aper

.

Dep

artm

ent

for

Tran

spor

t, L

ocal

Gov

ernm

ent

& R

egio

ns (

DTL

R)

Stil

l in

cons

ulta

tion

with

DTL

R.

In P

rogr

ess

18.

Acce

ss t

o de

ath

reco

rds

by in

sura

nce

com

pani

esw

ill b

ein

corp

orat

ed in

to t

he r

evie

w o

f ci

vil

regi

stra

tion

serv

ices

.

Off

ice

of N

atio

nal S

tatis

tics

(ON

S)

Civ

il R

egis

trat

ion

Ser

vice

s D

raft W

hite

Pap

er w

ithM

inis

ters

. R

eply

due

by

30 S

epte

mbe

r 2001.

ON

Sto

pre

pare

a R

egul

ator

y R

efor

m O

rder

(R

RO

)th

erea

fter

. In

Pro

gres

s

19.

GPs

will

no

long

er b

e ex

pect

ed t

o co

unte

rsig

npa

sspo

rt a

pplic

atio

ns.

UK

Pas

spor

t Ag

ency

(U

KPA

)Pa

sspo

rt a

pplic

atio

n fo

rms

now

rev

ised

, re

mov

ing

refe

renc

e to

GPs

.D

eliv

ered

Jun

e 2001

Yes

No

Tota

lYe

sN

o


24

Item

s Id

enti

fied

for

Cha

nge

(GP

s)

Iden

tifie

d B

urde

nIt

em

Dep

artm

ent

orA

genc

y to

car

ryfo

rwar

d ch

ange

Act

ion

take

nSu

rvey

Ret

urns

(fro

m 5

0 G

ener

al P

ract

itio

ners

)

20.

GPs

’ ro

le in

the

men

tal h

ealt

h as

sess

men

tpr

oces

s w

ill b

e cl

arifi

ed,

to r

educ

e un

nece

ssar

yin

volv

emen

t.

Dep

artm

ent

of H

ealth

(D

oH)

21.

Sick

cer

tific

atio

nw

ill b

ein

tegr

ated

into

the

hosp

ital d

isch

arge

pro

cess

so

that

hos

pita

l doc

tors

and

cons

ulta

nts

will

not

ref

er p

atie

nts

to a

GP

sole

ly for

the

pur

pose

of ob

tain

ing

a si

ckne

ssce

rtifi

cate

.

Dep

artm

ent

of H

ealth

(D

oH)

A le

tter

has

bee

n is

sued

by

the

Chi

ef O

pera

ting

Off

icer

(D

oH),

to a

ll N

HS

Tru

sts,

aut

horis

ing

loca

lar

rang

emen

ts b

etw

een

Sur

gerie

s an

d H

ospi

tals

to

be e

stab

lishe

d.D

eliv

ered

Jul

y 2001

Pro

gres

s M

ade

(act

ions

impl

emen

ted

on t

he g

roun

d)

GP

s im

plem

enti

ng o

r aw

are

of?

Per

cent

age

22.

Bes

t pr

actic

e gu

idan

ce t

o m

inim

ise

refe

rral

s to

G

Ps

by t

he le

gal p

rofe

ssio

nw

ill b

e is

sued

.La

w S

ocie

ty,

Asso

ciat

ion

ofPe

rson

al In

jury

Law

yers

(AP

IL),

Brit

ish

Med

ical

Ass

ocia

tion

(BM

A)an

d As

soci

atio

n of

Brit

ish

Insu

rers

(AB

I).

Agre

emen

t in

prin

cipl

e to

obj

ectiv

e. G

uida

nce

to b

e is

sued

. D

eliv

ered

Sep

t 2001

23

27

50

46%

54%

545

50

10%

90%

941

50

18%

82%

941

50

18%

82%

23.

Hea

lth p

rofe

ssio

nals

oth

er t

han

GPs

will

cla

rify,

if

nece

ssar

y, t

hat

a pa

tient

is s

uita

ble

for

loan

s of

som

e R

ed C

ross

med

ical

equ

ipm

ent,

suc

h as

self-

prop

elle

d w

heel

chai

rs.

Brit

ish

Red

Cro

ss (

BR

C)

Con

sulta

tion

exer

cise

und

erw

ay b

y B

RC

to

agre

e ch

ange

s.In

Pro

gres

s

24.

The

role

of

GPs

and

oth

er h

ealth

pro

fess

iona

ls in

prov

idin

g re

port

s an

d ce

rtifi

cate

s fo

r em

ploy

ers

will

be

clar

ified

.

Cab

inet

Off

ice

(CO

) an

dD

epar

tmen

t of

Hea

lth (

DoH

)Pu

blic

ity c

ampa

ign

to b

e la

unch

ed b

y D

oH t

arge

ting

empl

oyer

s in

cla

rific

atio

n of

the

ir ro

le w

hen

mak

ing

refe

rral

s to

GPs

.In

Pro

gres

s

25.

GPs

and

mid

wiv

esw

ill b

e ab

le t

o si

gn m

ater

nity

cert

ifica

tes

(for

m M

ATB

1)fr

om 2

0w

eeks

bef

ore

the

estim

ated

wee

k of

con

finem

ent

rath

er t

han

the

exis

ting

14 w

eeks

.

Dep

artm

ent

of W

ork

and

Pens

ions

(D

WP)

New

reg

ulat

ions

com

e in

to e

ffec

t on

28 S

epte

mbe

rN

ew f

orm

s w

ill b

e av

aila

ble

from

mid

-Sep

tem

ber.

Del

iver

ed S

epte

mbe

r 2001

26.

Cer

tific

ates

Med

3 a

nd M

ed 5

(whi

ch r

ecor

d th

edo

ctor

’s a

dvic

e to

the

pat

ient

on

thei

r ca

paci

ty

for

wor

k w

ith a

nd w

ithou

t an

exa

min

atio

n of

the

patie

nt o

n th

e da

y of

issu

e) w

ill b

eav

aila

ble

in

a si

ngle

pad

.

Dep

artm

ent

of W

ork

and

Pens

ions

(DW

P)N

ew C

ombi

ned

Cer

tific

ate

pads

now

ava

ilabl

e to

GPs

.D

eliv

ered

Sep

tem

ber

2001

27.

GPs

will

no

long

er n

eed

to is

sue

repe

atpr

escr

iptio

ns f

or g

lute

n fr

ee f

oods

.D

epar

tmen

t of

Hea

lth

(DoH

)O

n tr

ack

for

impl

emen

tatio

n in

2002.

In P

rogr

ess

Yes

No

Tota

lYe

sN

o

Gui

danc

e fo

r G

ener

al P

ract

ition

ers:

Med

ical

Exam

inat

ions

& M

edic

al R

ecom

men

datio

ns u

nder

The

Men

tal H

ealth

Act

1983 is

sued

by

DoH

.D

eliv

ered

Jul

y 2001

842

50

16%

84%

545

50

10%

90%

11

39

50

22%

78%

446

50

8%92%


25

Item

s Id

enti

fied

for

Cha

nge

(GP

s)

Iden

tifie

d B

urde

nIt

em

Dep

artm

ent

orA

genc

y to

car

ryfo

rwar

d ch

ange

Act

ion

take

nSu

rvey

Ret

urns

(fro

m 5

0 G

ener

al P

ract

itio

ners

)

28.

Sub

ject

to

succ

essf

ul p

ilots

whi

ch w

ill b

egin

nex

tye

ar, th

e po

wer

to

cert

ify in

capa

city

for

wor

kw

illbe

ext

ende

d to

nur

se p

ract

ition

ers.

Cab

inet

Off

ice

(CO

)

29.

GPs

will

no

long

er b

e ex

pect

ed t

o co

unte

rsig

nsh

otgu

n ce

rtifi

cate

app

licat

ions

.H

ome

Off

ice

(HO

)C

hang

e in

law,

to b

ring

shot

guns

in li

ne w

ith f

irear

ms,

on t

arge

t fo

r Ap

ril 2

002.

In P

rogr

ess

Pro

gres

s M

ade

(act

ions

impl

emen

ted

on t

he g

roun

d)

GP

s im

plem

enti

ng o

r aw

are

of?

Per

cent

age

30.

The

Att

enda

nce

Allo

wan

ce o

r D

isab

ility

Liv

ing

Allo

wan

cefa

ctua

l rep

ort

will

be

revi

sed

to f

ocus

on

clin

ical

fac

ts r

athe

r th

an s

ubje

ctiv

e op

inio

n.

Dep

artm

ent

for

Wor

k an

dPe

nsio

ns (

DW

P)O

n tr

ack

for

impl

emen

tatio

n in

2002.

In P

rogr

ess

10

40

50

20%

80%

149

50

2%98%

31.

GPs

will

be

appr

oach

ed r

egar

ding

hou

sing

allo

cati

ons

only

whe

n th

eir

inpu

t is

ess

entia

l and

no o

ne e

lse

can

prov

ide

it.

Dep

artm

ent

for

Tran

spor

t, L

ocal

Gov

ernm

ent

& R

egio

ns (

DTL

R)

On

trac

k fo

r im

plem

enta

tion

2002.

In P

rogr

ess

32.

GPs

will

be

appr

oach

ed r

egar

ding

Dis

able

dFa

cilit

ies

Gra

nts

for

maj

or s

truc

tura

l alte

ratio

nson

ly w

hen

thei

r in

put

is e

ssen

tial a

nd n

o on

eel

se c

an p

rovi

de it

.

Dep

artm

ent

for

Tran

spor

t, L

ocal

Gov

ernm

ent

& R

egio

ns (

DTL

R)

On

trac

k fo

r im

plem

enta

tion

2002.

In P

rogr

ess

33.

The

DW

P an

d th

e B

enef

its A

genc

y is

act

ivel

yw

orki

ng t

o en

sure

tha

t it

will

onl

yap

proa

ch G

Ps f

orA

tten

danc

e A

llow

ance

or

Dis

abili

ty L

ivin

gA

llow

ance

fact

ual r

epor

ts w

here

the

ir in

put

ises

sent

ial a

nd n

o on

e el

se c

an p

rovi

de it

.

Dep

artm

ent

for

Wor

k an

dPe

nsio

ns (

DW

P)O

n tr

ack

for

impl

emen

tatio

n 2002.

In P

rogr

ess

34.

GPs

do

not

need

to

cert

ify w

heth

er p

rivat

e pe

nsio

nho

lder

s ar

e st

ill a

live.

Cab

inet

Off

ice

(CO

)O

n tr

ack

for

impl

emen

tatio

n 2002.

In P

rogr

ess

35.

The

feas

ibili

ty o

f al

low

ing

com

mun

ity m

enta

l hea

lthpr

actit

ione

rs t

o ce

rtify

sev

ere

impa

irmen

t of

men

tal

heal

th f

or t

he p

urpo

ses

of o

btai

ning

a c

ounc

il ta

xdi

scou

nt is

bei

ng in

vest

igat

ed.

Dep

artm

ent

of H

ealth

(D

oH)

Dep

artm

ent

for

Tran

spor

t, L

ocal

Gov

ernm

ent

& R

egio

ns (

DTL

R)

On

trac

k fo

r im

plem

enta

tion

2002.

In P

rogr

ess

On

trac

k fo

r im

plem

enta

tion

2002.

In P

rogr

ess

Yes

No

Tota

lYe

sN

o

To b

egin

Pilo

t tr

ials

ear

ly 2

002.

In P

rogr

ess

347

50

6%94%

248

50

4%96%

347

50

6%94%

347

50

6%94%

36.

The

Elec

tora

l Com

mis

sion

will

be

aske

d to

cons

ider

whe

ther

att

esta

tion

of lo

ng-ter

m p

roxy

vote

app

licat

ions

shou

ld c

ontin

ue t

o be

req

uire

dfr

om G

Ps a

nd o

ther

s.

12

38

50

24%

76%

743

50

14%

86%

446

50

8%92%


26

Analysis:Returns were received from fifty GPs. Analysis of both delivered and in progress results reveals two

factors affecting change implementation:

Delivered Outcomes

1) Direct Change

Here the restrictions, guidance or process changes are enacted directly by the GP.

Outcome 3 is a good example; the Department of Health via Health Authorities advised GPs that they are

no longer required to certify immunisation returns.

The direct changes are:

Outcome Description Percentage of GPs Number Implementing

3 - Delivered Immunisation returns 52%

11 - Delivered Cervical and breast screening lists 42%

20 - Delivered Mental Health assessment 16%

25 - Delivered MATB1 form to be signed from 20 weeks rather than existing 14 22%

26 - Delivered Combined Med3/5 pads 8%

2) Indirect Change

Here, the restriction guidance or process change is enacted by a third party. The benefit to GP Doctors

materialise as a consequential or indirect effect.

Outcome 5 is a good example; the Association of British Insurers has advised their members in

November 2001 not to request medical reports from GPs unless absolutely necessary. Benefits to them

will only materialise as and when insurance companies take up this advice.

The indirect changes are:


1 - Delivered No requirement to record injuries for police purposes 36%

2 - Delivered No need to certify jury service absences 34%

4 - Delivered No declaration required for postal vote 42%

5 - Delivered Reduced Insurance medical reports 22%

6 - Delivered Reduced concessionary bus fare applications 46%

7 - Delivered Nurses to certify jurors for sickness 10%

“ I have received a summary of the outcomes from the ‘Making a Difference –Reducing GP Paperwork’ report. There are obvious benefits gained, in timeand workload from most of the changes outlined in the report.”

Kevin PricePractice Manager


27


8 - Delivered No longer need to sign AA/DLA forms 32%

9 - Delivered No longer need sign rail travel applications

for epilepsy sufferers 8%

10 - Delivered No longer to sign off short term absences

from attendance centres 20%

12 - Delivered Entitlement to free telephone 22%

13 - Delivered Fewer dial-a-ride applications 22%

14 - Delivered Child health protocols 28%

15 - Delivered No longer need to sign Sure Start Maternity Grant forms 26%

16 - Delivered No longer to sign driving licence applications 38%

19 - Delivered No longer to sign passport applications 48%

21 - Delivered Hospital discharge sick certificates 46%

22 - In Progress Legal profession to minimise referrals to GPs 10%

Proposals being progressed

Some outcomes which fall into Direct or Indirect Changes are still being taken forward by stakeholders

and the PST. While GPs will not yet have seen any benefits materialise from this ongoing work,

awareness of the work being undertaken amongst them was as follows:

1) Direct Changes:

Outcome Description Percentage of GPs Number Aware

27 - In Progress Repeat prescriptions for gluten free foods 18%

28 - In Progress Nurses to certify incapacity for work 8%

30 - In Progress AA/DLA focus on clinical facts 14%


28

2) Indirect Changes:

Outcome Description Percentage of GPs Number Aware

17 - In Progress Reduced role in disabled parking permit applications 8%

18 - In Progress Insurance companies to have access to death records

other than via GPs 8%

23 - In Progress Red Cross medical equipment 18%

24 - In Progress Employers sick notice to be clarified 10%

29 - In Progress No requirement to sign shotgun licences 24%

31 - In Progress Reduced housing allocation referrals 20%

32 - In Progress Reduced improvement grant referrals 6%

33 - In progress AA/DLA medical facts only to be provided 4%

34 - In Progress No need to certify if private pensioners are still alive 6%

35 - In Progress No need to certify mental health problems for council

tax discount 6%

36 - In Progress No need for attestation of proxy voting 2%

Conclusion:Thirty six outcomes were delivered in ‘Making a Difference – Reducing General Practitioner (GP)

Paperwork’. In the six months that have elapsed between publication of that report and this research,

front-line staff report having seen the following progress:

• Twenty two (61%) of the outcomes have been implemented.

• The remaining fourteen (39%) outcomes have not been implemented but are scheduled for

implementation during 2002.

Where the changes are to be enacted directly by GPs the degree of implementation ranged from 8% to

52%. However implementation is likely to pick up as old stocks of forms are exhausted and GPs become

more aware of the new freedoms.

Where the outcomes are implemented by a third party, the benefits to GPs will depend on the following

factors:

• The degree of implementation by third parties. As time goes by, the degree of implementation is

expected to increase as processes are changed and old forms used up. The result will be a marked

reduction in the burden on GPs.


29

• The demographic profile of the practice catchment. Some GPs will see some forms relatively

infrequently while GPs in other locations will complete them regularly.

• The frequency that GPs would have dealt with the paperwork before implementation. Where infrequent

occurrences have been reduced, it will take some time for GPs to notice the improvement. The cases

of disabled rail card applications and sick certificates for jurors are good examples of this, where

frequencies are low and GPs report low percentages of implementation – 8% and 10% respectively.

• Many GPs expressed concern that some of the measures removed burdens for which they were

entitled to charge the citizen a fee. For example, signing passport applications. The view of the PST’s

Advisory Panel of experts and many individual GPs was that GPs should be freed from this work

allowing them to focus on clinical care. However, the changes delivered have given GPs the choice

and they may continue to do this work if they wish to do so.


30

The extent that the PST and collaborating departments, agencies and other bodies haveachieved their original aim – to remove burdens from front-line service providers.

The table below charts the cumulative results of the quantitative research in each area of the public

sector. It shows the overall percentage implementation of completed PST ‘Making a Difference’ projects

as seen on the ground by front-line staff. It also gives the overall percentage awareness for those

projects still in the pipeline.

Sector percentage implementation percentage awareness Report delivery achieved achieved date

Police 79% N/A April 2000

Schools 58% 33% December 2000

GPs 29% 11% March 2001

The length of time from launch largely dictates the extent to which the ‘Making a Difference’ projects are

seen by front-line staff to have been implemented. The police project has made most progress, followed

by the schools and finally the GPs work. The report delivery date is included in the above table to show

the clear correlation between time since publication and the percentage implementation.

The time delay between publishing the delivered outcomes and the benefits being seen by front-line staff

is the result of:

• Necessary consultations to make sure the details of the changes are right

• Communication of the changes to front-line staff

• Adoption of new processes and

• Using up old stocks of forms

The outcomes of the police project have had the most time to take effect and it is reasonable to expect a

similar degree of success to materialise for the outcomes of the schools and GP projects in the coming

months. There may be a need to repeat the survey in the future to confirm this and for the PST and

stakeholders to do more to speed up the implementation process.

overall ConclusionS

“ …I have noticed a significant reduction in requests for sickness certificates.But getting there required a substantial investment in time to persuade localconsultant colleagues of their duties to provide certificates!"

Dr Joe NearyGeneral Practitioner

Overall Conclusion

31

A few of the outcomes are not mandatory for front-line staff to implement. However many staff have

voluntarily adopted the changes and are benefiting from reduced burdens. In a limited number of cases,

some staff see benefits from maintaining the old systems and have advised the PST that they are not

going to adopt the changes. The most important issue here is that central government control has been

removed and front-line staff are free to choose how to work in accordance with local needs.

The extent of the measures delivered and the subsequent benefits have been influenced greatly by the

willingness of stakeholders to contribute. The experience during the first three studies has been mixed.

One of the actions implemented by the PST following its second report was to create an Advisory Panel

of experts to provide technical and organisational input. This had a significant effect on increasing the

ability of the PST to tackle the wider and deeper range of issues seen in their third (GPs) report.

Effectiveness in leading outcome driven initiativesThe analysis and conclusions in each chapter of this report demonstrate how a small, focused PST team

has made a difference and improved the ability of front-line staff to achieve world class public services.

The PST has maintained its liaison with stakeholders ensuring these measures remain an important

priority, project managing them to ensure change is delivered that benefits front-line staff. With this

report, the PST demonstrates to front-line staff, who generated the ideas for reform in the first place,

that they are being listened to with serious intent.

It has also shown that unnecessary regulation, bureaucracy and red tape exists in the public sector and

that government can take action to successfully remove it.

This work is adding to the growing focus across government on helping front-line staff deliver world class

public services. It is one part of a deepening cultural change, and, most importantly, this part has been

demonstrably successful.

The work is by no means complete. Various outcomes still need further progress before front-line staff

begin to see the benefits. Furthermore, the work to date only covers three areas and there is a pressing

need to look at existing burdens in other areas of the public sector. The PST work programme for

2001/2002 includes more work on GPs, police and schools and new projects in the areas of local

government and hospitals. In addition the Public Sector Team in the Regulatory Impact Unit is devising a

new ‘Policy Effects Framework’ to ensure that in future all policies are rigorously assessed to stop at

source, the proliferation of red tape and unnecessary bureaucratic burdens.

“ The biggest single change in my workload arising from the work of the PSThas been the issue of sickness certification arising from hospital treatment.”

Dr Joe NearyGeneral Practitioner


32

Annex 1

33

Participants Providing staff on secondment:UnileverCarillionLondon Borough of CamdenBupaWragge and Co

Contributing to the work with police officers:Association of Chief Police Officers (ACPO)Home OfficeCrown Prosecution ServiceMembers of the Manual of Guidance Editorial

BoardMembers of the Trial Issues GroupNational Police TrainingHer Majesty’s Inspectorate of ConstabulariesPolice ForcesPolice Officers (From across the UK)

Contributing to the work with schoolsAssociation of Assessment Inspectors and

AdvisorsAssociation of Teachers and LecturersBenefits AgencyBritish Educational Communications and

Technology AgencyChurch of England Board of EducationDepartment for Education and SkillsDepartment for Transport, Local Government and

the RegionsDepartment for Work and PensionsEmployment ServiceGeneral Teaching CouncilLocal Education AuthoritiesLocal Government AssociationNational Association of Head TeachersNational Association of Schoolmasters/Union of

Women TeachersNational Foundation for Educational ResearchNational Union of TeachersOffice for Standards in EducationProfessional Association of TeachersQualifications and Curriculum AuthoritySecondary Heads Association

Society of Education OfficersTeacher Training AgencyUNISONNumerous head teachers, teachers and governors.

Contributing to the work with GPsAssociation of British InsurersAssociation of Chief Police OfficersAssociation of Train Operating CompaniesBritish Chambers of CommerceBritish Medical AssociationBritish Red CrossChatham Primary Care GroupConfederation of British industryCommunity Transport AssociationCourt ServiceDepartment for Education and SkillsDepartment for Transport, Local Government and

the RegionsDepartment of HealthDepartment for Work and PensionsDoctor Patient PartnershipDriver Vehicle Licensing AgencyFederation of Small BusinessGeneral Practitioners CommitteeHome OfficeInstitute of DirectorsLaw SocietyLocal Government AssociationNational Association of Citizens Advice BureauxNHS AllianceOffice for National StatisticsPassport AgencyPatients AssociationRidgeway Primary Care GroupRoyal College of General PractitionersRoyal College of MidwivesRoyal College of NursesSmall Business ServiceSmall Practices AssociationSociety of Occupational MedicineTrades Union CongressYouth Justice BoardNumerous GPs and Practice Managers

ANNEX 1

forewordforeword by minister for the cabinet ... -...

Documents