Matrix report overview

Matrix Overview Report
Version1Matrix Staff and Company Report2015
Dear Colleague’s,
You will need to collate and formulate a report this is indeed key to the matrix accreditation however it does more than this, it is
linked to the Ofsted Inspection and the new common inspection framework and also to the SAR and Qip which going forward you
will need for due Diligence when applying for funding.
One of the main items which look at Elements 1 to 4 of the Matrix is shown here, this runs through every section.
The questions relate to what does the company do? Why does it do it? How well does it do it? Does everyone know what the company Ethos
is, and why it was created and what is the end objective? How good is it at doing this? How does it improve what it does and measure what it
does?
Example: The founders of the Company looked to take their expertise and vision to create and grow a company with talented people
who could supply training and development to others which would be a Quality service and would look to.
Please place here your Ethos your company strap line
Please place here your overview of the company how many staff X Location x list of Qualifications x
The next section is for you to go into the boxes here you can see what you have or should have and what you do not have Please
take out and place here items you do not have and add in the box other things you think you have which are good in Red type.

Item Leadership What we do How we show this Links to
1.1 The service
has clearly
defined
measurable aims
and objectives
which link to any
wider
organisational
strategic aims
We have a Business plan. We have Regular
SMT meetings. We have a Self-Assessment
Report we also have a Quality improvement
plan. This link to Finance which enables us to
see how we spend our money and gives
projection going forward on what we can do and
provide. Weekly reports from Staff on progress.
We share documents with staff, Partners and we have
Newsletters. Weekly input reports from staff. We have data
from our MIS on students, learning and achievement and
retention and areas of focus on training. We show via our
website and social media what we are doing. Agendas and
Minutes of meetings and e-mail communication’s.
Resource/
HR / Staff / learners/
partners/ awarding
bodies/ official bodies.
1.2 The service is
provided with
clear leadership
and direction
We have an organisational chart and also we
have people who are involved from the SMT
down ward passing forward clear communication
lines. Have clear policy and procedures.
Marketing and Business plan.
People are involved in both SMT meetings with minutes. Staff
meetings, project meetings and Standardisation meetings. All
staff has an induction and knows how they fit within the
organisation with Job Descriptions and Contracts of
employment. Information and marketing of services available,
and AIG is given to all who approach and ask for assistance.
Resource/
partners/ awarding
bodies/ Marketing/ official
bodies.
1.3 The
organisation
implements
policies to
promote equality
and diversity,
impartiality,
confidentiality
and professional
integrity in all
aspects of
service delivery
We have very clear set Policy and procedures
on equality and diversity, this with other policy
and procedures such as Confidentiality and data
protection are bedrocks of how we work with our
staff, clients and partners. We look to have
integrity in how we deal with people and look at
both promotion and active marketing to areas of
low ethnic or age take up. Also we look not to
define people by any other aspect than they
need our assistance and services which we will
look to provide them with alternatives if we
cannot provide their requirements within our
services.
Policy and procedures are available these are both internal
and on our website for all to see and access. Training at
meetings and external training availability. Information
sharing through items like our Website, marketing, social
media (twitter, Facebook, linked in and Newsletters) We also
look at Data from MIS system which will enable us to know
more about areas we need to focus on. Also feedback from
learner’s in learning.
Resource/
Community/ partners/
awarding
bodies//Marketing/ official
bodies.
1.4 The
organisation
The company undertakes regular updates on
Policy and procedure. Along with this information
We update Policy and procedures. We inform staff by e-mail
and training at Standerdisation meetings. We send out a
Resource/

complies with
existing and new
legislation which
might impact
upon the service.
goes out to staff for their use and knowledge,
and this is for dissemination to learners.
Also we look to share information which we gain
from mainstream websites which keep us
updated.
Newsletter. We check our Social Media to reflect information. Community/ partners/
awarding
bodies
1.5 The
organisation
defines client
outcomes and
uses them as a
measure of
success for the
service.
We have set national benchmarks; we also have
our own data and MIS system. We look to both
achieve and exceed these and to look to
improve these figures and share the figures and
information with staff.
Reports from staff divisions
Feedback from clients
We have project targets and KPI. We have meetings and
updates to measure against profile. We pass on data to staff
and give guidance on Marketing changes.
Resource/
awarding
bodies
1.6 The
organisation
promotes the
service in ways
which are
accessible to all
those eligible to
use it.
Marketing and this is done via many different
formats. Social Media, events such as Job Fairs,
mail outs, e-mail, and website. Telephone
canvassing flyers and by sales team. Network
meetings and Newsletter. We work with local
JCP offices and employers and community
organisations.
We have 2 websites one which is for general users and one
which is more corporate. We have Facebook, Twitter and
Linked in Group.
Resource/
awarding
bodies
1.7 Clients and
staff influence the
design and
development of
the service.
We talk to staff and ask for feedback and ideas.
We look at feedback from clients and ask for
ideas and thoughts for improvements. We look
at ideas and best practice and national
benchmark.
We have meetings with Staff and take on board ideas and
discuss. We gain feedback from SUV who tell us about ideas
they have seen good practice. We gain feedback sheets from
learners and we look at this and disseminate the information.
Resource/
awarding
bodies
1.8 The
organisation
establishes
effective links
with other
appropriate
We are a member of many groups Networks’
and organisations.
Job Centres
Westcombe Park Rugby club Business group
SFA Networking meetings
Prime Starring group meetings
Kent Chamber of Commerce
Awarding body events and newsletters
Resource/
awarding
bodies

partnerships and
networks to
enhance the
service.
Our newsletters
Minutes and Agendas
Weekly reports on activity
Job Fairs
Phone Surveys
Social Media
Employer observation and feedback
Resources This element describes the assets invested and applied in providing an effective service
2.1 The
organisation uses
its resources
effectively to
deliver the
service.
We look at what we do and also look at the best
way to do this via planning. We also use ICT and
have invested in Lap tops for mobility and
flexibility. We have taken on board E-learning
portal. We look at Ratios of staff and data and
IVs. We look at Staff Matrix of staffs
qualifications and update and or add to skills
base, of staff in areas of both growth and areas
of specialisms such as IAG.
One project needed all unemployed clients to do IAG we
worked with a partner and they sent in their Careers Advice
Service Advisor. Inbox a folder IAG given out to learners or
potential learners.
Once a learner has signed up to go for say and Apprentice
post each learner has a profile Log which then shows
evidence of items of IAG.
Resource/
awarding
bodies
2.2 Clients are
provided with
current, accurate
and quality
assured
information which
is inclusive
We show what we are doing and achieved in an
Open and transparent way. We have feedback
from organisations we have worked with.
IV reports
SVU reports
Workshop reports
ILP
Providers review forms
Reports on file copies of feedback in file
Data
Staff Matrix
Weekly reports
Gov Updates Daily
Weekly SFA updates
Resource/
awarding
bodies
2.3 The
organisation
defines the skills,
knowledge,
We look at areas through progression in line with
information on legislation and trends plus of
course funding. Also we look at areas via our
Staff Matrix and also personal Wellbeing and
CPD
Copies of wellbeing
Staff appraisals
IV reports
Resource/
awarding

competencies
and
qualifications, in
line with current
national
recognised
professional
qualifications and
frameworks, for
individual staff
roles, and linked
to the aims and
objectives of the
service.
staff interviews and staff evaluation interviews. SVU reports
Workshop reports
ILP
Providers review forms
Reports on file copies of feedback in file
Data
Staff Matrix
Weekly reports
Gov Updates Daily
Weekly SFA updates
1 to 1 meetings
Telephone follow up
bodies
2.4 Staff are
supported in
undertaking
continuous
professional
development and
provided with
opportunities for
career
progression
We look where we can to use and promote
through funding streams available and also pay
out for staff training and this is done in
conjunction with item 2.3. We also look to
progress staff from within and this is foremost in
our mind.
Staff in the last year has undertaken Health a
nd Safety, Safeguarding, Apprentice frameworks where it has
work fit. Also we have soft skills training and events which
staff are asked to attend. Some staff due to the nature of the
job also they undertake work for a certain amount of hours in
voluntary settings in say child Care or Health and Social
Care.
Resource/
awarding
bodies
2.5 Effective
induction
processes are in
place for all staff.
We have clear and defined items for staff
induction with policy and procedure and job
shadow and other items to both enhance and
give clear definition to job roles.
Policy and Procedures and updates
Internal job updates
NAS job Adverts
Letters
Files
Resource/
awarding
bodies
Service deliveryThis element describes the way in which the service is delivered effectively

3.1 The service is
defined so that
clients are clear
about what they
might expect.
This is done via Marketing materials
This is done via Website
This is done by explanation
This is done by the Units
The Individual Learning Plan
AIG taking place to understand the client’s
needs and expectation.
E-mails
Letters
Advice and Guidance forms
1 to 1 meetings
Telephone
Learners perception and governing rules need to be
explained
Awarding body requirements
Resource/
awarding
bodies
3.2 The service is
delivered
effectively to
meet its aims and
objectives
This is done by adherence to the National
Standards
Work with SMART Targets for the client and
ourselves.
Time bound pathways understood and
explained.
Achievement data
Feedback from Employers and Learners
Health and Safety Checks
Insurance Checks
Checks on Safeguarding
Equality of opportunity
Job Descriptions
Within timeframes
Resource/
awarding
bodies
3.3 The service
provided is
impartial and
objective
We look to give Clear and Transparent
information and feedback
Make sure the lines in Advice and guidance are
maintained
https://nationalcareersservice.direct.gov.uk/Pages/Home.aspx
Data Base feedbackandreportsandinformation
E-mails internally
Policy and procedure
Providing impartial advice which is of value
Non judgemental
Understanding while being open and transparent in delivery
of information which is not personally effected.
Resource/
awarding
bodies
3.4 Clients are
given appropriate
options to explore
and understand
that they are
responsible for
making their own
decisions.
We have many items which take place during
the journey
List options
Telephone
IAG
ILP
Type and style of learning
E –learningor traditional Portfolios
Inductions
Work Planning
Resource/
awarding
bodies

List options
Signposting
1 to 1 meetings
3.5 When
exploring options,
clients are
provided with and
supported to use
appropriate
resources
including access
to technology.
We have ICT and have bought new lap tops and
also use many differing modes of Technology
via Social Media, Website and on line learning
portal.
Policy and procedures to help to explain items
clients need to know.
Website
Social Media, twitter, facebook, linkedin
National Careers Service: Career Advice ‘App’
The National Careers Service has just launched a new
application (‘app’) called
Career Advice, for Android and Apple smart phones and
tablets. The app makes it
easier for people to access careers advice and make
informed decisions on learning,
training and work opportunities, and finding and organising
job searches while on the move.
The Career Advice app provides learning and work-related
information, including an
interactive careers toolkit to help you develop a CV, search
for work, prepare for an
Resource/
awarding
bodies
3.6 Clients
benefit from
signposting and
referral to other
appropriate
agencies or
organisations.
Use of other items of information
Job Centre
Family Group
Specialist help
CAB
Other providers and Colleges
Recordskept
Data
AIG Forms
Feedbackforms
Resource/
awarding
bodies
Element 4 - Continuous Quality Improvement How do we do this and show it
4.1 The
organisation
measures and
evaluates the
This is done by both targets internal and external
and reports. This is also through data which is
gleaned and then this is looked at for many
different items or areas. Quality Improvement
SAR Data Report’s every two weeks.
Monthly meetings re projects and targets.
This element describes the way in which the service provided
is reviewed and improved on an on-going basis.
Resource/
awarding

service against its
stated aims and
objectives and
identifies
improvements
Plan. It looks at Cohorts and progression.
Regular review of the standards.
Who is responsible and accountable
Use of the Quality Calendar
Audits
Feedback
QIP
bodies
4.2 The
organisation
monitors and
evaluates client
outcomes to
support and
improve service
delivery.
We look at ways to improve by changing some
items this could be the planning re doing
something in a different time or way.
Team Meetings and Standrdisation
EG looking at items at this time workbooks.
Minute’s reports learners feedback
Agendas
Resource/
awarding
bodies
4.3 The
organisation
evaluates
feedback on the
service to build
upon its strengths
and addresses
any areas for
improvement.
Feedback for clients, learners, staff and via the
data and QIP.
Feedback sheets
Case Studies
ILP
Holistic Reviews
QIP
Resource/
awarding
bodies
4.4 The
organisation
evaluates the
effectiveness of
its partnerships
and networks to
improve the
service.
We have many different Partnerships and
Networks we work through.
This is done in many formats’ such as feedback
at meetings. Discussions and Data.
We have an ESF Project gained through our Group
newsletter. We work with clients who have come via Linked
in Group. We look at the value and areas of focus at SMT
meetings
Resource/
awarding
bodies
4.5 The
organisation
defines quality
assurance
These are done by Quality checking and Audits.
Observations of teaching practices.
IV reports and Prime feedback on observations. Quality
checks.
Resource/
awarding

approaches
which are used to
improve the
service.
bodies
4.6 Staff
performance,
linked to their role
within the aims
and objectives of
the service, is
reviewed and
evaluated to
improve the
service.
We have clear defined Job Descriptions.
We undertake Staff Performance reviews
Wellbeing interviews
Copies of JD also KPI and targets and monitoring reports.
Staff who are both dedicated and motivated needs to be
looked at in relation to staff wellbeing.
Resource/
awarding
bodies
4.7 Effective use
is made of
technology to
improve the
service.
We allow clients to use laptops to look at CAS.
We signpost people to CAS
QualsDirecte learningandSocial Mediaalsothe use of Text
learnersande-mail learners.Online tests
Resource/
awarding
bodies
4.8 The
organisation
continually
reviews
improvements to
help inform the
future aims and
objectives of the
service
This is done at many stages in the year with
clear items such as a Annual Quality Calendar.
Results from data and feedback also from items
within the QIP and meetings where staff are
asked to take part with ideas.
This is done at SMT meetings
This is done at Staff meetings.
Re visiting of the Business Plan QIP and SAR
Minutes, Reports, Observations, Agenda SAR QIp Business
Plan. Feedback reports.
Resource/
awarding
bodies

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