This document summarizes a presentation by Timsey Deb and Shantina Morgan on changes to the disabled facilities grant (DFG) provision in Birmingham. It outlines that the population is growing and aging, which will increase demand for adaptations. It describes how the DFG service was previously run in-house but struggled with backlogs and inefficiencies. In 2017, the service was rebranded as the Occupational Therapy DFG team and a new design-build contract model was implemented. This streamlined processes, reduced waiting times, and improved oversight of contractors. The future plans include further digitization and a new housing assistance policy to help more citizens live independently.

1. Foundations Roadshow
The changing face of
DFG provision in
Birmingham
Presented by
Timsey Deb & Shantina Morgan
Occupational Therapy Team Managers

2. The City of Birmingham
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 The population of Birmingham is estimated to be
approximately 1.3M with 25% of these being under the
age of 18 and 13% being aged 65+.
 The population of Birmingham is projected to increase by
7.2% between the period of 2016-2026. (Office for National
Statistics 2017 Population Estimates)
 The greatest percentage growth in Birmingham is
expected to be in the 65+ age group, with a projected
increase of up to 13.4% between 2016-2026.
 The projected increase for the 0-15 age group is 7.1%.
(Office for National Statistics Population Projections).

3. The City of Birmingham
 The population of Birmingham aged 18-64 predicted to have a
serious physical disability is estimated to be approximately
15K by 2025.
(From Projecting Adults Needs and Service Information).
 The total population of Birmingham aged 65 and over
predicted to have a limiting long-term illness whose day-to-
day activities would be limited is estimated to be
approximately 52K by 2025.
(From Projecting Older People Population Information).
 As a proxy measure of the number of children with a disability,
as of January 2018 the number of pupils with a
statement/Education, Health and Care Plan in Birmingham
schools was approximately 7K.
(From 2018 School Census data).
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4. Birmingham DFG Provision Prior to 2016
 Historical delivery model in place.
 In house team of OTs making recommendations for
citizens.
 In house Independent Living Service.
 Service consisted of technical officers and dedicated
admin support.
 Technical officers would be responsible for taking the OT
recommendations and devising schemes.
 Schemes passed to contractors to implement
 Technical Officer would sign off the works once
completed.
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5. 2016 Decision
 A decision was made in April 2016 to split the
Independent Living Team.
 DFG provision was moved from Housing to the umbrella
of Occupational Therapy Services.
 The provision of adaptations in Council properties
remained in housing.
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6. Service Review
When the service was transferred over the following issues were
identified:
 Back logs dating back to 2013
 Technical Officers at full case load capacity
 No contingencies in place to cover sick leave and annual
leave of officers.
 Paper based systems
 It was also identified that over the years there had been a
general decline in the number of officers involved in the
service, however the number of referrals continued to
increase.
 No formal contract in place with contractors completing the
adaptations.
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7. PAGE 7
Service Review- Purpose
To identify ways to:
 Improve efficiencies of the service
 Improve on waiting times
 Provide confidence to Citizens that those working in their
property were in a contract with Birmingham City
Council.
 Ensure the most appropriate scheme was being
implemented for Citizens.
 To provide more choice for the citizens.

8. PAGE 8
Service Review Outcome
 It was clear that a change was required in order to be
able to address the initial issues that we identified.
 After a lot of work a decision was made to make
significant changes to the delivery of the DFG service.

9. Role of an Occupational Therapist
 An occupational therapist will consider all of the patient’s
needs - physical, psychological, social and
environmental. This support can make a real difference
giving people a renewed sense of purpose, opening up
new horizons, and changing the way they feel about the
future.
 An occupational therapist's skills lend themselves to new
emerging roles, such as working with asylum seekers or
refugees, working alongside police or fire services, or
liaising with psychiatric services.
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10. PAGE 10
BCC
OT
Single
Handed
Care
CHC
Blue Badge
Housing
Options
Learning
Disabilities
Minor
equipment
/DFG
Health and
Safety
Enablement

11. New Service Overview
 The service was rebranded- Occupational Therapy
Disabled Facilities Grants (OTDFG) in 2017
 Service managed by Occupational Therapists.
 Procurement exercise was completed- a design to build
contract was put into place
 Streamlined processes
 Implemented paper light practices
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12. OTDFG New service
OT assessment carried out. Recommendations
made for equipment and adaptations
Application form, financial assessment completed
by business support and Client financial services.
Allocation to contractor, scheme designed/costed
by contractor and returned to OTDFG team
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13. OTDFG- Continuation
Compliance checks completed, by OT, business
support and technical officer. Scheme checked to
ensure recommendations made by OT are being
met. Purchase order raised.
Contractor completes the approved works and
highlights when works are completed by submitting
an invoice
Minimum 5% of each contractors works are audited
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14. Ensuring efficiency
 Procured contract includes strict KPI
 Strict management of contractor framework
 Ability to implement sanctions should KPI’s,
overcharging or conduct elements be breached
 Contractors have the ability to meet the demands of the
service, this has been particularly noted during allocation
of additional DFG.
 Matched core role and responsibilities to reduce
duplication for example:
– Admin roles moved to designated in-house administration team
– Financial assessments moved to BCC client financial services
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15. Benefits to date
 Formal performance review of the service have not been
conducted, however initial findings are:
 Reduced waiting times for implementation of stair lifts
 Reduction in waiting times for adaptations
 More streamlined service for the citizen
 The ability to handle large amounts of cases at any one
time currently we have 1466 cases within our system at
different stages from new recommendations to works on
site.
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16. The Future for OTDFG
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 Move to Foundations Case Management system
 Electronic test of resources, with a view to trialling self
assessment.
 Development of a Housing Assistance policy to widen
Birmingham’s use of the DFG budget to assist citizens to
live independently.
 Finalise the Housing Assistance policy development
 Policy approved by Cabinet for implementation –
Summer 2020

17. What will housing assistance look like for
Birmingham?
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Grant Type Purpose
Adaptations Top-Up Discretionary to provide OT assessed
work in excess of the mandatory DFG
Hospital Discharge Grant Discretionary assistance to carry out
home repairs, cleaning etc. to reduce
need for hospital admission/stay.
Staying Independent Assistance Discretionary works to adapt, repair or
heat homes so citizens can live
independently and safely
Relocation Grant Discretionary where there is
entitlement to DFG but it is considered
that relocation would be more suitable
Technology Enabled Care Discretionary access to digital and
sensory technology to facilitate
independence

18. Questions?

19. How to Contact Us?
Birmingham City Council OTDFG Team
Timsey.deb@birmingham.gov.uk
Birmingham City Council Adults OT Team
Shantina.morgan@birmingham.gov.uk
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