Appendix 1 - Outline of Process Responsibilities Policy Section Task Responsible Department Fees Agreeing and communicating relevant fee’s Contracts Fees Applying Penalties Contracts Selection Alerting relevant departments of potential new providers Contracts Selection Review of Companies House Database Contracts Selection Review of RoTP/RoATP Contracts Selection Review of accounts and credit checks Contracts or Finance?? Pre Contract Checks Due Diligence Template issued to potential provider Contracts Pre Contract Checks All requested documentation to be submitted by the potential provider to contracts Potential provider/Contracts Pre Contract Checks Documentation to be save in relevant file locations and Quality Manager notified Contracts Pre Contract Checks Visit to be arranged with potential provider Quality Pre Contract Checks Visit undertaken to review all relevant areas and documentation Quality Pre Contract Checks RAG rating set, development plan created (if applicable) and contracts/MD informed out the outcome of the visit Quality Pre Contract Checks Confirm or reject contract offer and communicate decision to provider Contracts Contract Agreements Set KPIs and Funding Value MD/Contracts Contract Agreements Issue legally binding contract to provider for signing Contracts Contract Agreements Return of contracts, storage and any relevant chasing Contracts Contract Agreements Relevant training scheduled and delivered Lead by Quality with support of other relevant departments Performance Monitoring Monthly Data Reporting Contracts
Performance Monitoring Monthly review of KPI data and performance Quality Performance Monitoring Employer/Learner forums Quality Performance Monitoring Quality visits in line with RAG rating schedule Quality Performance Monitoring Any red ratings to be discussed and a development plan implemented Quality/Contracts/MD Development and Action Planning Creation and implementation of development plans – contracts to be informed Quality Development and Action Planning Monitoring of development plan Quality Development and Action Planning Sign off of development plan Quality Development and Action Planning Creation and implementation of a formal action plan Quality/Contracts Development and Action Planning Issue of formal action plan to provider Contracts Development and Action Planning Monitoring of action plan Quality Development and Action Planning Sign off of an action plan Contracts (in agreement with Quality) Suspension of Contract terms Inform MD and Contracts of any breach of contract Quality Suspension of Contract terms Suspension of contract communicated to provider along with relevant timescales Contracts Suspension of Contract terms Investigation undertaken and outcome discussed Contracts/MD/Quality Suspension of Contract terms Outcome of investigation communicated to provider Contracts Termination of contract terms Inform relevant departments of voluntary contract withdrawal Contracts Termination of contract terms Inform learners and employers of voluntary contract withdrawal Provider Termination of contract terms Inform learners and employers of new arrangements Contracts? Termination of contract terms 100% audit of paperwork Contracts? Termination of contract terms Final visit to provider Quality Termination of contract terms Enforced termination of contract terms communicated to provider and relevant departments along with relevant timescales Contracts