8.3 Workload Management Scheme |
Contents
- Background
- Guidance
- Frequently Asked Questions
Appendix 1: Template for Recording Case Activity Weighting
1. Background
The purpose of a workload management scheme is to:
- Ensure that best use is made of an individual’s time and skills in meeting the needs of service users
- Safeguard staff interests and attempt to avoid work overload
- Measure the workloads of individuals and provide a guide to managers on work allocation
- Generate management information for monitoring, negotiating for and accessing resources
- This differs from assessing workload based solely on the number of cases dealt with by an individual because it aims to take into account issues such as complexity, risk, time and type of work that would be involved.
The workload management scheme is based on a points system. The points system is used because this provides a more open and simple way of measurement whereas a time system may create inequalities and may be more restrictive. The number of points for the tasks is based on a time audit used in 2 other local authorities.
The scheme has been developed in response to addressing, most importantly, concerns from social workers in a variety of forums about workload issues. It also builds on the expectations of the Commission for Social Care Improvement (CSCI), the Assessment Framework, the Working Together to Safeguard Children Guidance and recommendations from the Victoria Climbié Inquiry.
2. Guidance
How the model works
Every workload consists of three elements:
- Stable element activities (non-case related)
- Case related activities
- Extra responsibilities (other activities)
| a. | Stable Element (non-case related)These are fixed which do not have to be re-evaluated from month to month. They include:
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| b. | Case related activitiesPoints are allocated to take into account the activity and level of involvement with the type of client needed to complete the tasks. What counts as a case?
|
| c. | Extra Responsibilities (other activities)This includes:
|
Unallocated Cases
These are cases where there is no identified social worker to take the case. This will include cases allocated and being worked by Managers (including where the identified worker is on long-term sick leave). This does not include transition cases where the identified worker is on leave or short term sick leave.
Information required will include:
- Number of cases
- Types of cases (e.g. CP, CLA, FS, S17, care leavers, others)
- Length of time unallocated
- Planned allocation date
This model has been developed taking the stable and extra responsibilities elements of a whole workforce and allocating set points on an inclusive basis (everybody has the stable element and all should be encouraged equally to undertake extra responsibilities). The exception being practice teaching which is linked to case work because of the issues of accountability.
As a guideline, a full caseload for a Social Worker equates to 85 points. Any worker showing above 100 points should be reported to ASM’s and reductions made asap. This information will be part of the monthly Children’s Social Care dataset reported to the Chief Executive.
| Caseload Points Table (Based on the Merton Scheme) | ||
| Stable Element (non case related) | 15 points (pro rata) | |
| Cases related activities | 1 point per family where the children are not subject to a CP or FS conference or looked after | |
| 4. | Child Looked After | 1 point per child |
| 5. | Child subject to CP/FS conference | 1 point per child |
| 6. | Cases which have been newly allocated in the past month (only applies for first month) Written Active Intervention Plan. There must be change of plan/new plan to be allocated this point. |
1 point per case
|
| 7. | Placement viability assessment (ordered through Court) | 1 point (only applies for 1 month) |
| 8. | Core Assessment (this includes section 47 enquires) for the duration of the 35 working days only | 3 points per assessment for first child and then 1 point for additional children living in the household. |
| 9. | Court work episodes – this refers to “one off” pieces of work such as an application for an EPO or secure accommodation Order. | 3 points per episode. This can occur only in the month the episode took place. |
| 10. | Pre-proceedings and care proceedings | 3 points per month for duration of proceedings. If the children are placed together, 1 child receives 3 points and subsequent children 1 point each. If not placed together then 3 points for each child placed separately. |
| 11. | Private law | 3 points per episode |
| 12. | Change of placement (per placement) | 1 point, if children are in different placements, count number of placements |
| 13. | Permanency panel reports | 2 points for 1 month only |
| 14. | Contact organising | 1 point for the whole family (not individual children) if the children are living at the same address. If the children are living at different addresses then it is 1 point awarded for each household. |
| 15. | Contact | 1 point per event/episode. This refers to Court ordered supervised contact and is awarded when the SW is supervising the contact or is transporting the children. If the children are placed together then it is 1 point for one child ONLY, if children are in different placements, then award 1 point per placement. |
| 16. | Travel exceeding 2 hours each way (per placement/family/meeting) | 1.5 points |
| 17. | Travel exceeding 4 hours each way (per placement/visit/meeting) | 3 points |
| 18. | Leaving care needs assessment | 1 point per assessment (points given only if assessments completed within timescale i.e. 7 days) |
| 19. | Leaving Care Pathway/disability transition (per new plan) applies to the 35 working days to complete the plan | 3 points first plan only unless plan needs to be rewritten then points will be allocated again. NB SW can only claim these points if they actually completed the Pathway Plan. |
| 20. | Leaving care case allocation for case manager | 1 point |
| 21. | Leaving care case allocation for non case manager, e.g. PA involved but child still in foster care. Case Closure |
0.5 point (CLA is the case manager) 1 point. After a decision is made to close a case the points stand for the next 28 days only. |
| 22. | Co-working | Each worker gets half the points normally allocated |
| 23. | Student caseloads | Apply points as above |
| Extra Responsibilities (other activities) | ||
| 24. | Practice teaching | 10 point (do not add students caseloads) |
| 25. | PQ award consolidation | 6 points per month during the course (if not completed in timescales no further points awarded) |
| 26. | PQ specialist award | 16 points per month during the course (if not completed in timescales no further points awarded) |
| 27. | Long arm support | 5 points (do not add students caseloads) |
| 28. | Supervision of FSWs/formal mentoring of NQSWs | 1 point per worker |
| 29. | Supervision of PAs (per PA) | 2 points (This is an interim measure pending remodeling of the LC service) |
| 30. | Locality commitments (half day per week) | 4 points |
| 31. | School leavers panel | 2 points (for the month it takes place) |
| 32. | Providing formal training to other staff | 1 point |
| 33. | Member of ongoing working group | 1 point |
| Workload weight (per 10 points accumulated) | 1 point (include the 15 points allocated for non case activity) | |
Based on the amount of points accrued, 1 point per 10 points accumulated are added to reflect the overall level of work undertaken by a worker.
| Example Social worker: care leavers team |
Points | |
| Stable and extra responsibilities (team meetings and supervision) |
15 | |
| 18 allocated cases | 18 cases @ 1 point each | 18 |
| 11 of these have recent changes made to the plan | 11 | |
| Out of the 18 allocated cases, 5 of the cases are newly allocated within the past month | 5 newly allocated cases @ 1 point each | 5 |
| Within the 18 cases: | ||
| 3 leaving care needs assessments have to be completed (7 working days) | 3 needs assessments @ 1point each | 3 |
| the social worker has to deal with 4 children who are placed out of County which require traveling of greater than 2 hours each way | 4 children placed out of County @ 1.5 points each | 6 |
| the social worker has to complete 4 new pathway plans (duration of 35 working days) | 4 new pathway plans @ 3 points each | 12 |
| Subtotal | 70 | |
| Level of workload | 1 point per 10 points accrued (1 x7) | 7 |
| Total | 77 | |
3. Frequently Asked Questions
1. Why do we need to use a workload management scheme?
The scheme provides a simple and transparent way of measuring workloads which captures and uses this type of management information about cases, time, resources and so on to enable planning, prediction and accessing resources for the following purposes:
- To safeguard staff interests and attempt to avoid work overload
- To measure the workloads of individuals and provide a guide to managers on work allocation
- To generate management information for monitoring, negotiating for and accessing resources
2. Who should work out the workload points?
The workload management form could be completed during supervision or prior to supervision by the worker, which can then be negotiated and agreed at supervision. The allocation of points have to be agreed by both the manager and the worker.
3. When should it be done?
This process forms part of and must therefore be conducted within supervision. Supervision should take place every 4 weeks. This information should be submitted by the end of the first week of the following month to the nominated person.
4. What happens if either the team manager or worker is on leave, off sick, etc?
If a session is missed, staff and managers should first attempt to schedule a date for the next meeting at the point of cancellation or in the event of sickness, booked when the person has returned to work. In the event that the leave is unplanned such as sickness for more than two weeks, the supervisee should report to the supervisor’s line manager for alternative supervision arrangements. It will be the responsibility of the supervisor and the worker to complete the workload template.
5. Are workers expected to get the maximum of 85 points?
No. The 85 points outlined in the scheme are only a guideline for the maximum number of points that a worker should receive.
6. What happens if the number of points exceed 100 points?
There should be an automatic review of work and remedial action should be taken.
7. Who keeps a record of the agreed points?
A record is kept on the workers supervision file. The nominated person will collate the team information, record it and return it in a visual form to the Team Manager and ASM. This will ensure the Team Manager has an overview of their teams capacity. This information is also sent to the nominated Strategic Lead and will be reviewed in the Children’s Management Team.
8. Why does everyone get the same base allocation of points for non-case related activity?
Not everyone will be on leave at the same time or have extra responsibilities such as working party or panel membership. The scheme attempts to spread out the stable elements of work life such as annual leave where it is the same for everyone
9. Why do child protection cases and looked after children cases attract an additional point?
Child protection work and looked after children work form the statutory base of children’s social work, they require very specific activities to take place such as case conferences, statutory visits etc. This type of work takes precedence over other work.
10. How Do I Work Out My Points for each Case?
You will not need to work out your own points, as your Team Manager will do this for you, using a specially designed spreadsheet. You will have an opportunity to discuss your own cases and how these have been “weighted” with your Manager during your supervision sessions.
11. What happens to my points when a decision is made to close a case?
Points will only stand for a period of 28 days from the date a decision is made for the case to be closed.
Appendix 1: Template for Recording Case Activity Weighting
Click here to view Weighting Template
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