technology enabled care capital grant scheme · this document is to outline the creation of a...
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Technology Enabled Care Capital Grant
Scheme Terms of Reference (TOR)
17th December 2018 V.9 ISSUED
Adult Transformation and Commissioning
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TEC Capital Grant Scheme TOR Document
Section 1 – Scheme Objectives 4
Section 2 – Scheme Outcomes 5
Section 3 – TEC resource approach 5
Section 4 –Themes for the Grants 6
Section 5 – Delivery Requirements 7
Section 6 - Eligibility Criteria 8
Section 7 – Guidelines 11 What can the money be spent on? 11
The information you provide will be used to process and assess your
application for a TEC Grant. 14
Is there anyone else we share your information with? 14
Section 9 – How grant allocations will be decided 17
Section 10 – Monitoring and Evaluation 20
Section 11 – Cycle of review of this TEC Capital Grant Scheme 20 Section 12 – Composition and Roles of the TEC Grant Committee 19
Appendices 20
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Introduction This document is to outline the creation of a Technology Enabled Care (TEC)
Grant Scheme and its terms of reference (TOR). The grant is designed to
create TEC resource in themed areas to develop and/or further extend
solutions for social and health system across Cornwall.
The total amount in the TEC Capital Grant Fund is £100,000. This money is
being made available and is planned to be allocated during 2018 /2019
year.
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Section 1 – Scheme Objectives
Creation of a grant scheme to stimulate TEC- related solutions for new or
existing projects in Adult Social Care and Health in Cornwall.
The Scheme will contribute to addressing the challenges of:
Significant pressure to manage increased demand and complexity
within the resources available;
People’s expectations of public services. We must respond
differently if the people who use our services are to achieve good
outcomes;
The top 5 operational demand pressure themes, which are:
1. Falls and dehydration;
2. Frailty and dementia- related condition management;
3. Social isolation and loneliness;
4. Safeguarding and other risk management and safety at
home;
5. A transition from Children’s to Adults’ services.
With a rationale of:
Creating ‘assets’ to further secure and achieve a sustainable health
and social care ‘marketplace’ through TEC transformation
Further stimulating TEC- driven assets/solutions which support
choice and control for people to achieve their desired goals in their
chosen way.
Because:
An asset- based approach is strategic and will sustainably stimulate
the TEC agenda.
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Section 2 – Scheme Outcomes
Encourage TEC resource outcomes which demonstrate/provide:
1. A secure and sustainable approach
Utilising TEC to support and enhance a secure and sustainable health
and social care marketplace
2. Insight- driven decision making
via TEC-based solutions
3. Scalability
of the TEC solution across the relevant marketplace
Impacts that are demonstrable in the areas including (but not exclusive to)
Utilisation – eg number and nature of uses of the
equipment/software capability
Effectiveness – eg improvements of quality of life, well-being, self-
care and/or carer burden (depending on the type of
equipment/software capability/purpose being applied for)
Cost-effectiveness
Experience of SU – eg How did they find it
Experience of the professionals involved – eg how will they find it
Service delivery success – eg logistics and admin around the TEC
Section 3 – TEC resource approach
Create TEC resources which:
Demonstrates a whole system approach to the issue it is trying to
solve
Has been co-produced with people who will use or are potential users
of the product or service. Do this by placing the person’s goals and
aspirations – as they define them – above those as identified by
others;
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Are designed using evidence- based practice or evidence- based
methodology;
Promotes equality of access and reflects the diverse needs and
requirements of actual and potential service users it may support;
Has effective safeguarding practice built in to its design approach as
appropriate;
Where possible, considers the ‘hardest to reach’ in its project design
and shows how the project could engage with those adults furthest
away from services;
Builds capacity within the community where possible. Include raising
awareness of the service delivery and positive engagements and any
other social (value) outcomes.
Section 4 –Themes for the Grants
Demonstrate focus and impact on one or more of the following themes:
1) Transitions from Children’s to Adults’ Systems of health
and social care
2) ‘In-flight’ work in the local system
Grants which can move forward pilots/’test and learn’ approaches
or substantive work already under development for Adults’ Social
Care and Health projects across the region e.g. Shaping Our
Future – Adults’ based work, adults based transformation pieces.
3) ‘New to Cornwall’ types of TEC
TEC equipment and/or services to further stimulate the continuous
improvement cycle of trailing and evaluating different types of
TEC equipment and/or services. They will demonstrably impact on
demand pressures for the health and social care system in
Cornwall (see section 1 Objectives).
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Section 5 – Delivery Requirements
The successful applicant/s will meet the following requirements:
Deliver against the proposed programme within the timescale
outlined in their application.
Ensure all necessary approvals and consents required by law to
deliver the project are obtained and current.
Ensure the organisation considers access for all, with reference to the
relevant legislation, and any specific measures for accessibility are
incorporated into the project.
Provide regular expenditure listings, a regular activity report on
progress against activities and confirmation that expenditure has
been accounted for as outlined in the application and in accordance
with the funding agreement.
Any assets are to be guaranteed by the vendor, and comply with
current health and safety legislation.
Maintain the assets in good repair and condition and ensure there is
adequate insurance at all times for physical equipment.
Retain copies and produce upon request insurance certification,
evidence of suitable storage facilities, and confirmation of regular
maintenance of the assets of the project
Contribute to learning by actively participating in the process of the
Grant Scheme and its evaluation.
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Section 6 - Eligibility Criteria
General
1) The application and proposed spend aligns to and measures against the
key objectives outlined in section 1 of this document.
2) The application and proposed spend will clearly demonstrate the
outcomes outlined in section 2.
3) The application must clearly address how it is creating a TEC resource as
outlined in Section 3 and one or more of the three main themes in
Section 4.
4) The application must outline how it will meet the minimum delivery
requirements as outlined in section 5.
5) Because the Grant will be coming from the Adult Social Care’s Capital
Funding area, it must be an asset - based spend as per the Public Sector
definition of ‘capital’. This means any Grant spend cannot be on people
or project resource for a Project. Instead, spend must be on the
capability e.g. software or equipment which will become an asset or
resource outcome. Please note this is different to the private sector
accounting approach for ‘capital’. Please also refer to section 7 for
indications on what the money can and can’t be spent on.
6) The amount for an individual application can only be up to £20,000 if it
is to address one theme. This is to maintain the spread of the monies
across a wider remit and stimulate applications across the themes.
7) If however, there is an application which can clearly demonstrate solid
impact in two or more theme areas, then a larger amount being
requested would be considered. This would be on a case-by-case basis
and would also depend on how much of the Scheme had already been
awarded.
8) As the scheme progresses, priority will be given for applications that
address themes that have not had grant funding matched to them to-
date.
9) There is a minimum grant application request of £1,000 for any single
application.
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10) A successful applicant will have an initial communication re their success
and then a formal grant agreement will be provided for their signature.
11) The Grant Payment will be drawn-down retrospectively with evidence of
spend or evidence of a purchase order for the outlined asset/s.
12) The actual method of the monies being awarded will be finalised on a
case by case basis.
13) If the applications received are not complete or do not meet the criteria
outlined in section 6, or the decision making process ends in an
’application not supported’ then a grant will not be awarded. Please
refer to section 8 for more information on how grant applications are
decided.
The Organisation applying
1) The organisation applying must be able to address all of the general
eligibility criteria outlined in Section 6.
2) The benefit of the grant must directly impact on and have positive
outcomes for residents of Cornwall.
3) If it is a consortium of organisations applying, there must be a lead
organisation nominated who is the conduit for the other consortia
members.
4) An ‘organisation’ can be a volunteer organisation. However it would
need to be constituted. A constituted volunteer organisation is one that
is more formal. This means that whilst it is run on a voluntary basis, it is
set up as an organisation with its own steering group/committee, will
have a constitution and its own bank account.
5) Any grant spend can only be on resource- based assets or creation of
those assets to benefit the county of Cornwall and the residents of this
area.
6) Organisations must have a bank account in the organisation’s name into
which the grant award could be paid, which requires at least two
signatories. Depending on the method of the Grant being awarded, we
may also agree to pay the grant award to a sponsoring organisation
instead, providing a suitable Financial Declaration from that
organisation’s Finance Officer or similar is submitted at the point of the
application, declaring that the money for these activities will be ring-
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fenced. Further due diligence may be requested during the evaluation of
the application stage if required.
7) Organisations applying must submit their constitution or similar with
their application.
8) The grant must be spent for the approved purpose and failure to do so
could result in a request for funds to be returned.
9) It is expected that any grant monies will be drawn down retrospectively
with evidence of spend or depending on the financial circumstance of the
organisation, evidence of a purchase order for the outlined asset/s. For
all Grants the nominated outline of expenditure in the approved budget
outline agreed in the final grant agreement will be adhered to and
monitored.
10) If circumstances change the TEC Grant Committee must be notified in
writing detailing the proposed change and await written approval from
the TEC Grant Committee before proceeding with any proposed new
activity.
11) The organisation / each component of a consortium must demonstrate
and continuously comply with the General Data Protection Regulation
(GDPR) for data protection.
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Section 7 – Guidelines
What can the money be spent on?
Please note, this is not an exhaustive list.
Technology Based Equipment, which is the core offering;
Software and/or equipment which enables the core offering to be
delivered;
TEC based resource assets for use/impact in Cornwall which directly
benefits residents of the region;
Spent on the nominated purpose and method of delivery as approved
by the TEC Grant Committee. Failure to do so could result in request
for the Grant funds to be returned.
What can’t the money be spent on?
Please note, this is not an exhaustive list.
Anything normally paid for without Grant support such as overheads
– this includes legal and accountancy fees which would be classed as
an ongoing expense of running a business, e.g. payroll
administration;
Statutory costs, e.g. health and safety;
Wages – for PAYE personnel directly engaged on the project
(including graduate and/or student placements);
Payment for freelancers and/or consultants;
Any wages or payments for any staff from the organisation/s involved
in the project including those performing supporting roles such as
reception, central finance, IT support and organisation management;
Any expenditure which is not related to the project or named in the
final approved budget;
Recoverable VAT;
Dividends; Cash withdrawals; Penalties, e.g. late filing fees;
Retrospective payments, prior to project official commencement;
Spend on refreshments, entertaining;
Spend on travel, printing or venue costs.
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Completing the application form template
You must submit a reference from and provide details of a
professional referee who supports your organisation’s/consortia’s
application.
Only fully completed application forms will be accepted.
Applications must detail information against five main areas:
1. Meeting the brief
Weighting: 40%
Provide a detailed project description:
Describe the project you are asking us to support and the TEC asset- based resource you are looking to create/further develop.
Tell us the work you have completed to date and the stage you have reached with your project planning.
How does this work demonstrate the need for your project within the wider Social
Care and Health System in Cornwall?
Provide the outcomes your project aims to achieve
This should include:
How the project will impact on the quality of life for a recipient of your TEC based
resource;
How the project will support your organisation to achieve the three main grant scheme outcomes as outlined in Section 2 of the TOR;
Outline the focus and impact on one or more of the themes as outlined in section 4 of the TOR;
Anything else you would like us to know about the project.
2. Governance and management of the project
Weighting: 20%
Set out your plans for managing the project, including how you will ensure it is delivered on time and on budget.
Set out how your project will meet standards and address the outcomes and approach outlined in sections 2 and 3 respectively of the TOR.
Outline the plans for the continued use of the asset/s after the end of the project
Set out the monitoring and evaluation for the project. Address this by outlining the Key Performance Indicators (KPIs) and Performance Indicators (PIs) for your project which align to sections 1, 2 and 3 respectively of the TOR. It is expected to
be a minimum quarterly Budget expenditure report to be scheduled. Also include your proposed reporting templates and proposed frequency of those reports to
evidence the delivery requirements (section 5) at regular intervals throughout the project period. It is expected an outcome monitoring framework template would be
part of this. (See appendix 2 for the template).
Outline the monitoring and evaluation measures for the project’s aims and outcomes (via the template in Appendix 2 in the first instance) around the following areas (but
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not limited to):
Utilisation – eg number and nature of uses of the equipment/software
capability Effectiveness – eg improvements of quality of life, well-being, self-care
and/or carer burden (depending on the type of equipment/software
capability/purpose being applied for) Cost-effectiveness – eg what traditional interventions/options would have
been prescribed if this TEC was not available? Experience of SU – eg How did they find it Experience of the professionals involved – eg how will they find it
Service delivery success – eg logistics and admin around the TEC
3. Financial Viability
Weighting: 20%
Provide a project budget outline of how the grant scheme is proposed to be spent
in the context of the wider organisation
Provide a list of all costs for which the grant is required. Check the Eligibility
Criteria and Exclusions to ensure your costs are permitted
4. Equality, diversity and community support
Weighting: 20%
Set out your plans for how the project will address the needs for equality
and diversity for the residents of Cornwall
Address how this project promotes equality of opportunity for all, giving every
individual the chance to achieve their potential, free from prejudice and discrimination.
Set out your plans for how the project’s beneficiary’s and/or geographic communities affected by this project support the activities you are proposing?
Address this by outlining the communication and engagement (would expect both not just communicating about the project) completed to-date and the plans for further
communications and engagement work during the life of the project.
5. Data consent declaration and agreement
Weighting: 0 %
Please acknowledge and accept the data consent statement for this application process: By completing and submitting an application form we will keep your details for
recording/monitoring purposes, e.g. reporting on the TEC Capital Grant Scheme across Cornwall (no personal details).
We will not share your details with third parties; however we may contact you with information that we consider relevant/beneficial to your group. We may also contact
you to confirm the details we hold are correct.
All applications received will be held on Council secure servers for a period of 12 months post being received. If they have been successful, they will be held for the period of the signed Grant Agreement plus the following 12 month period.
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Section 8 - Information and data privacy notice use in order to apply for a TEC Grant
Why do you need my information?
If you decide to apply for the TEC Grant Scheme, we need your name,
address, email address; organisational details and information on your
proposed TEC Project in order to know who you are and what you are
applying for and why. Without them we will not be able to process your
application for the TEC Grant Scheme.
Who will control my data?
Cornwall Council
New County Hall, Treyew Road, Truro TR1 3AY.
Data Protection Registration Number: Z1745294
What if there is something I don’t understand?
If you need help in understanding this document or this information and
privacy data notice, please contact Sarah Scrivener on telephone number
01872 322 095 or by emailing [email protected] during
normal business hours, in the first instance.
How will we use the information about you?
The information you provide will be used to process and assess your
application for a TEC Grant.
It may also be used for recording/monitoring purposes, e.g. reporting on
the TEC Capital Grant Scheme across Cornwall (no personal details).
The overall data from this trial is being anonymised and used for qualitative
evaluation purposes in order to inform and where appropriate develop
future technology enabled care provision.
Is there anyone else we share your information with?
We will not share your details with third parties; however we may contact
you with information that we consider relevant/beneficial to your group.
We may also contact you to confirm the details we hold are correct.
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Is there any transfer of data outside of the EEA? (European
Economic Area)?
No. Your data will be held within Cornwall Council’s secure network and will
not be processed outside of the EEA. Access to your information will only
be made to authorised members of staff or representatives who are
required to process it for the purposes outlined in this privacy notice.
How long will this information be kept?
All applications received will be held on Council secure servers for a period
of 12 months post being received. If they have been successful, they will
be held for the period of the signed Grant Agreement plus the following 12
month period.
What are my data rights?
Your personal information belongs to you and you have the right to:
be informed of how we will process it
request a copy of what we hold about you and in commonly used
electronic format if you wish (if you provided this to us electronically
for automated processing, we will return it in the same way)
have it amended if it’s incorrect or incomplete
have it deleted (where we do not have a legal requirement to retain
it)
withdraw your consent if you no longer wish us to process the
information
restrict how we process it
object to us using it for marketing or research purposes
object to us using it in relation to a legal task or in the exercise of an
official authority
request that a person reviews an automated decision where it has
had an adverse effect on you
How do I exercise these rights?
If you would like to access any of the information we hold about you or
have concerns regarding the way we have processed your information,
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please contact the Adult Social Care Information Governance Team on
01872 326 640 or via email at [email protected].
To help us satisfy the requirements of the General Data Protection
Regulations, please confirm that you agree/acknowledge these statements
above in the Declaration/Agreement section of your application.
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Section 9 – How grant allocations will be decided
The decision making process
The decision will be based on the information provided in an application and
any further information that is requested. The length of time to decide will
depend on: the amount of funding applied for; the number of applications
being assessed/reviewed at the time of application and also the schedule for
the next TEC Grant Committee meeting.
Each criterion (‘meeting the brief’, ‘governance and management of the
Project’, ‘financial viability’ and ‘equality, diversity and community support’)
will be assessed using a five-point word scoring:
Not met – 1 - The application does not meet the criteria
Potential – 2 - The application does not meet the criteria but shows
potential to do so
Met – 3 - The application meets the criteria
Met (strong) – 4 - The application meets the criteria and shows
strong qualities
Met (outstanding) – 5 - The application meets the criteria and shows
outstanding qualities
An assessment will take place and each criterion answer will have a five-
point word scoring applied. Each criterion area has a weighting (see the
‘Completing your application’ sub-heading in Section 6 for details). Each
criterion’s five-point score will be added together. The points awarded for
the first criterion (meeting the brief) will be doubled in line with its 40%
weighting.
During the review process we may request further information. This could
include other KPI or PI monitoring or evaluation metrics in addition to
information already supplied. If we ask for this information you will have up
to 10 working days to respond.
The final review and assessment will take place via a scheduled TEC Grant
Committee meeting. More information on the composition and roles of this
committee are found in Section 12.
TEC Grant Committee review meetings are planned to be scheduled at
regular intervals and we will advise you at the time the application is
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acknowledged as to likely date for the Committee review of your
application.
The TEC Grant Committee members will have reviewed and assessed the
applications prior to the meeting. At the meeting there will be a verbal
summary of each of the applications. After a period of discussion of the
member’s assessments and scores, if the group feels ready to vote, they
can do so. A member can only vote one of three ways.
1. ‘support and award the Grant’
2. ‘not support and not award Grant’
3. ‘request more information and defer the vote’
A unanimous vote from all 5 members will prevail and be ratified. A vote of
‘defer’ can only be taken once for any application.
If a Grant is offered
A successful applicant will have an initial communication re their success
and then a formal grant agreement will be provided for their signature.
If a Grant is not offered
If the application is unsuccessful, the applicant will be communicated to
with the reasons why based on the criteria.
There is no appeal available against the decision itself. If you have
concerns about any aspect of the application process, Cornwall Council has
a detailed Complaints and Appeals Procedure in place. Details are available
at https://www.cornwall.gov.uk/health-and-social-care/adult-social-
care/complaints/
The TEC Grant Committee is under no obligation to award Grants.
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Business terms
Any grant offers made to an organisation will remain open for a period of 3
weeks. If a co-signed Grant Agreement is not successfully received during
this period, the Council reserves the right to rescind the grant agreement
and retain the monies.
The grant must be spent for the approved purpose and failure to do so
could result in the funds being returned. It is expected that grants will be
drawn down retrospectively with evidence of spend or depending on the
financial circumstance of the organisation, evidence of a purchase order for
the outlined asset/s. For all Grants the nominated outline of expenditure
agreed in the final grant agreement will be adhered to and monitored.
There is a maximum one year period from the date of the signed Grant
Agreement in which the successful applicant has to drawdown the monies.
If this is not realised, the Council retains the right to rescind the grant
agreement and retain the monies
A copy of the Grant Agreement is attached in Appendix 3 for reference.
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Section 10 – Monitoring and Evaluation
If your application is successful, we will monitor your progress for between
1 and 5 years depending on the level of funding and type of project being
embarked upon. This will be communicated in writing at the time of the
initial grant offer and confirmed in the final grant agreement.
The monitoring of KPIs and PIs will be against your application proposals
and if any others are required, they will be requested during the
assessment process.
The evaluation of each application will be conducted via the Grant decision
making process (section 9) and subsequent monitoring will be based around
the information supplied in the relevant section of the application form and
any extra conditions which may be put in the initial grant offer and final
grant agreement – if the application is successful.
If you agree the Grant Offer, you are signing up for all the tracking and
reporting requirements including Key Performance Indicators and
Performance Indicators as outlined in the Grant Agreement.
If there are any proposed changes to the purpose and/or method of delivery
after the Grant is awarded, these will be considered by the TEC Grant
Committee and no changes can be made to the Project until this agreed in
writing.
Section 11 – Cycle of review of this TEC Capital Grant
Scheme
The TEC Capital Grant Scheme TOR (terms of reference) will be reviewed
every 2 years. This is to stay aligned to the overall Adult Care and Health
Priorities and Budget areas. The TEC Grant Committee can only make
fundamental changes over budget funding decisions with agreement of the
Adult Social Care Director Leadership Team (DLT) and Corporate Finance
sign off.
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Section 12 – Composition and Roles of the TEC Grant Committee
The TEC Grant Committee is made up of five roles within the Health and
Care system in Cornwall. These will be referred to as members and they will include:
Technology Enabled Care – Strategic Lead for Adults (Chairperson)
Corporate Finance – Strategic Lead for Adults
Digital Strategic Lead for Adults – Shaping Our Future
Senior Manager with Adults Transformation and Commissioning
Public facing end-user representative e.g. Health Watch Cornwall or
Citizens Advisory Panel for Shaping Our Future. *
At the beginning of any application review process, each member will be
notified of the organisations applying and the nature of each TEC project –
at this point, if there are any declarations of interest, they will be tabled.
That member would then be ‘replaced’ by an equitable role of that type for
that particular application to be assessed.
All members of the Committee must assess and score an application in
order to vote to enable a decision to be carried. If a member (or their
replacement because of declaration of interest) is absent due to leave they
are able to provide their vote and assessment scores (by proxy) before the
meeting starts for the Chair to bring into play at the appropriate point in the
meeting. Each of the five members’ votes has equal weighting.
After the initial declaration of any interest checks, the Committee will have
that meeting’s applications for review tabled with a minimum 5 day working
period before the actual TEC Grant meeting date. This is to allow suitable
assessment time for each application. If there are a large number of
applications at any given time, this period would be extended as
appropriate.
* who is not a member/employee or other type of stakeholder in an
organisation or consortium who has applied for a TEC Grant in the past,
current or intends in a future period.
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Appendices
Appendix 1 - Summary of known timings and dates for applications
(as at the date of this TOR version)
Applications for First Round open Tues 18th Dec 18
Applications for First Round close Fri 18th Jan 19
Anticipated announcement of first initial Grant offers to be made
Week commencing 11th Feb 2019
Appendix 2 – Outcome Monitoring Framework Template
Specific aims
Outcomes Outcome indicators
Information collection methods
When and by whom
How to report and use
Example of the OMF template to demonstrate how it works. (overall aim in this example
= improve the lives of people who have not had long-term work)
Specific aims
Outcomes Outcome indicators
Information collection methods
When and by whom
How to report and use
Aim 1 To increase users’ skills
- Improved core skills - Improved job specific skills - Improved job-search skills
- Level of numeracy - Level of literacy - Level of interpersonal skills - Numbers starting training/placements - Numbers finishing training - Numbers with a CV - Ability to identify suitable jobs - Ability to complete application form - Reported level of interview skills - Appropriateness of presentation
- Self-assessment form - Staff observation grid - Case work meeting - Job log database - Job log database - Case file Self-assessment form Staff observation grid
Client – monthly Staff - monthly Staff - fortnightly Admin – weekly update Staff – weekly Staff – weekly Client – fortnightly Staff - fortnightly
- Internal staff monthly review meetings - AGM - Internal quarterly report - Annual report - Report to funders - Internal quarterly report - Internal staff monthly review meetings
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Appendix 3 – Grant Agreement document sample
2732276 - Draft TEC Grant Funding Agreement 171218 ISSUED.doc
Appendix 4 – Application Template sample
Technology Enabled Care Capital Grant Scheme Application Template.docx
Prepared by:
Sarah Scrivener
Service Manager – Technology Enabled Care
Adults Transformation and Commissioning
17 December 2018
If you would like this information
in another format please contact:
Cornwall Council
County Hall Treyew Road
Truro TR1 3AY
Telephone: 0300 1234 100
Email: [email protected]
www.cornwall.gov.uk