Reducing Parental Conflict provider guidance: framework for programme closure

Background

1. The Department for Work and Pensions (DWP) has produced a framework for programme closure action to support external providers.

2. This document outlines the process that will need to be followed by the provider to plan and implement successful decommissioning and close of programmes within each of the Contract Package Areas (CPA’s).

3. As a prime contractor you are responsible for communication of this guidance throughout the supply chain to ensure that all actions are completed, and information is provided to the relevant timescales.

4. The timescales suggested within this guidance are correct at the time of publication. However, due to the nature and scale of decommissioning and the programme closure process across multiple providers, it may be necessary to periodically revisit and reassess these dates. DWP will advise you if there are any changes.

Key Dates

5. Providers will need to be clear regarding the following dates:

• 9 December 2021 DWP to issue: Exit Letter, Exit Plan, Document Retention – Storage contact details stencil
• 7 January 2022 Provider to return: Exit Plan, Document Retention – Storage contact details stencil
• 4 February 2022 DWP to approve provider Exit Plans (Subject to change should DWP require further detail or clarification from provider)
• 11 February 2022 DWP to issue Reducing Parental Conflict (RPC) Closure Provider Guidance (including all relevant templates for completion by provider)
• 11 February 2022 Monthly Performance Management Closure Checkpoints with provider to commence. The first meeting will be a standalone meeting and may be subject to Performance Managers discretion, these can be incorporated into monthly CPR meetings
• 31 March 2022 Last date of referral
• 29 July 2022 Last date on programme and last date for interventions to be completed by
• 23 August 2022 Last date able to submit a claim, outcome or update for MI purposes via Provider Referral and Payment system (PRaP)
• 23 August 2022 Last date Post Assessment Questionnaires (PAQ’s) can be input onto Transfer Your File (TYF)
• 30 September 2022 Last date a payment can be issued via PRaP.

Provider Assurance

6. DWP is committed to proactively working with providers to achieve a clean closure to RPC, with delivery ending on 29/07/2022. The aim is to bring the overall programme to a measured closure as soon as possible.

7. DWP have used the feedback from providers and the plans providers have shared, alongside lessons learned from previous programme closures to finalise this guidance. These formal RPC closure guidance/processes, along with a formal Exit Plan, require all providers to give lower level detail around their closure arrangements (for example, key dates and document retention arrangements).

8. If you have any questions around contract closure, the key messages provided or the standards referred to, please discuss the issue/concern with your DWP Performance Manager (PM). If any formal escalation and/or response is required, they will follow the usual process and see that they are recorded, and the responses published via the Q & A log. This will ensure that all providers receive the same messages and ensure consistency and transparency. DWP will maintain and circulate the Q & A log to all providers on a regular basis.

9. Providers need to complete and assure 4 key documents to successfully undertake all closure activity to the required standards. You will receive further instruction regarding these 4 documents via JAGGAER. These documents are:

• exit Plan (Annex 1)
• Programme Closure Assurance Stencil (Annex 2)
• Data Security Questionnaire (Annex 3);
• Assurance Compliance Letter (Annex 4) which is the provider commitment to adhere to all document retention requirements.

10. When the initial DWP sign-off of Annex 1 and Annex 3 is complete providers can them commence the monthly Annex 2 “Red, Amber, Green” (RAG) programme closure assurance process.

Exit Plan

11. Providers will be required to complete an Exit Plan (illustrated in Annex 1), as part of the closure assurance process. It is important to note all the risk areas we require you to document in the Exit Plan are mirrored in the monthly RAG returns in the Programme Closure Assurance Stencil (Annex 2). When the Exit Plan is completed to the required standards this will be the strategic building block from which a successful monthly/operational RAG process can be achieved.

12. The Exit Plan requires providers to outline:

• Strategy/Process to ensure that customer service delivery is maintained to the same standard, from the first person to exit the program to the last
• Strategy/Process to ensure your staff and supply chain are appropriately trained for closure activity and you maintain the required resources in place to provision end, payment tail end and beyond
• Strategy/Process for the removal of customer information from provider IT Systems
• Strategy/Process for the secure storage of customer data until the final Performance and Compliance Officer (PCO) audit is carried out
• The document retention policy that will be in place after the programme ends. The provider is also requested to submit a document retention policy document to reflect programme closure. The PCO can use this to test the provider’s file, retrieval archiving systems and processes

This list is not exhaustive

13. Providers are required to submit a fully completed Exit Plan by 07/01/2022. The Exit Plan should reflect activity within each of the CPA’s (where a provider has more than one). Any CPA specific activity should be clearly noted within the plan:

• DWP will sign off Exit Plans within four weeks of receipt i.e. by 04/02/2022 unless DWP considers that further detail or clarification is necessary. DWP will provide confirmation of approved Exit Plans via Email
• Programme Closure Assurance will begin in December 2021.

14. DWP expects providers to adhere to the timescales agreed in their Exit Plans.

Please send provider Exit Plan to Commercial via Jaggaer – details to be confirmed prior to issue to PMs and Providers by 07/01/2022

Please head the email ‘[Insert organisation name] Exit Plan’.

Provider Closure Assurance Stencil

15. To provide full risk assurance, providers will be required to complete, and share with their PM, a Programme Closure Assurance Stencil on a recommended monthly basis, prior to programme closure. See Annex 2 for a copy of the stencil and paragraphs 18 to 28 for further information on the PM role and related timescales.

16. The Programme Closure Assurance Stencil will be measured by a RAG status and DWP will challenge you on any inappropriate RAG status.

17. The Programme Closure Assurance Stencil will be completed for each individual contract a provider operates, regardless of the number of contracts or programmes. If there are any concerns with a particular contract this must be recorded in the Programme Closure Assurance Stencil.

Closure Assurance and Performance Management

18. Discussions concerning the RPC programme, including communicating key dates to providers (e.g. last referral date, last date on programme, and last payment date) will initially feature as part of business as usual engagement between providers and their PM.

19. From December 2021, your PM will begin discussions with you. The PM will seek assurance for DWP that provider programme closure is proceeding according to the planned timescale and the provider’s Exit Plan.

20. Your PM will agree the specific dates for you to return the completed Programme Closure Assurance Stencil. The PM will assess the stencil and discuss progress against your Exit Plan. Regular engagement between you and PM’s will commence on dates to be confirmed by the PM’s.

21. DWP will work with providers to monitor progress throughout the programme closure period. This will include:

• confirmation of ongoing arrangements and processes for resolving day to day issues and escalating serious issues
• providers to provide an overview of their approach to programme closure and a picture of their current position
• how updates will be given on the progress of programme closure
• any questions or concerns either party may have

22. The PM will seek assurance for DWP that the provider programme closure period is proceeding according to the planned timescale.

23. To provide assurance, providers and PMs will work together to complete a Programme Closure Assurance Stencil on a monthly basis, prior to programme closure. See Annex 2 for a template of the stencil.

24. Programme Closure Assurance Stencils will be discussed at monthly stencil review meetings. The first of these meetings will be held as a standalone in February 2022. Subject to the discretion of the PM’s they may be incorporated as part of monthly Contract Performance Reviews (CPR’s) with providers. This stencil will be completed in partnership between DWP and providers each month and submitted on a date agreed with the PM’s until advised otherwise.

25. A Programme Closure Assurance Stencil will be completed for each individual contract a provider operates, regardless of the number of contracts or programmes. If there are any concerns with a particular contract this must be recorded in the Programme Closure Assurance Stencil.

26.mThe PM will escalate any concerns to their DWP Senior Performance Manager. Issues and questions raised during programme closure will be logged. An updated Q&A log will be issued regularly to providers.

27. Two weeks following the last date of payment, this would be 14/10/2022 as the last date of payment via PRaP is 30/09/2022,the Programme Closure Lead will review and confirm providers’ closure. Providers will be asked to sign off the Programme Closure Assurance Stencil and this will be submitted to DWP as confirmation of the completion of closure activities.

28. If either party cannot confirm they have completed all programme closure activities, the Programme Closure Lead will need to escalate, and the reporting process may be extended.

Data Security Questionnaire

29. Annex 3 is a standard closure requirement to ensure provider alignment to DWP data security standards, where that is located on site or off site and for physical and electronic formats.

30. Where providers have changed any IT systems for on and off site storage of participant data, from those stated from the start of contract, this needs documenting and the rationale for such changes given.

31. The assessment of the completed Data Security Questionnaire will be undertaken by DWP data security specialists and will be assessed at provider level so cross referencing of other contracts that you have may be factored in.

Assurance Compliance Letter – Document Retention

32. Signed assurance from providers, that appropriate documentation will be readily retrieved upon request by auditors and the DWP, will be attained via the completion and signing of Annex 4. See Document Retention section below for further information.

Document Retention

33. If providers intend to utilise a product with any offshore element for the electronic information, please contact caxtonh[email protected] for further clarification around guidelines.

• Complete a Data Security Questionnaire and Assurance Compliance Letter (illustrated in Annex 3 & Annex 4) and return via Jaggaer by 25/02/2022 to confirm arrangements for the retention of documents until a period of at least six (6) years following the expiry or termination of this Contract or until 28/07/2028 (you will be notified if this date is altered), including any documents held by the supply chain.
  The Data Security Questionnaire will seek to determine:

• Systems in place (and at a provider’s subcontractors, if applicable) to ensure that all documentation is securely stored and can be effectively retrieved upon request.
• What steps will be taken to monitor the effectiveness of provider systems and processes, including if applicable, the systems of provider subcontractors.

This list is not exhaustive

The Assurance Compliance Letter will seek to determine;

• All appropriate documentation will be securely stored and retained including by provider subcontractors, if applicable, until at least a period of at least six (6) years following the expiry or termination of this Contract or until 28/07/2028.
• Appropriate documentation will be readily retrieved upon request by auditors and the Department for Work and Pensions.

This list is not exhaustive

• Complete and return the Exit Plan (Annex 1) which includes specific questions on document retention processes.
• Complete and return the ‘Document Retention – Storage Contact Details’ (Annex 5) by 25/02/2022 so that DWP has a provider contact name for document retention after provision/contracts have ended.
• RPC contracts could be audited at any time after programme ends. The Prime Provider is responsible for ensuring compliance of providers’ sub-contractors with any retention of documents.
• Providers’ will also need to have a process in place for RPC contracts to allow PCO assurance to continue after these contracts have ended.

34. Spot checks will be carried out by PCO’s, remotely and/or on premises to ensure storage facilities are adequate/comply with guidance.

Additional Considerations

35. In addition to the requirements above the provider will also need to consider:

• Management Information (MI) Requirements – DWP will continue to performance manage RPC contracts, using available MI. Providers will be able to input data into PRaP up until and including 23/08/2022.
• Provider MI – DWP will notify providers of any additional MI requirements until the end of their contract.
• Validation – Validation timelines are published monthly on the ‘Bravo’ system where they can be directly accessed by providers.
• Change of Circumstances – DWP will ensure that any changes in circumstances reported are processed and sent on to providers as soon as possible. This will impact on the information captured for the completion of the electronic record. Therefore, you must ensure that you also amend your records to reflect the changes and take any appropriate action as soon as you receive notification. Providers will need to be aware of the last date when they will be notified of a change of circumstances, which is up to the last person being on provision (29/07/2022).
• IT – There will be a requirement for the provider to remove all pre-approved DWP email inbox addresses. Existing provider inbox addresses used by DWP for a particular programme will need to be closed 2 months after the last date a participant is on the programme, i.e. by 29/09/2022. After this date communication from DWP to provider will need to go through the following inbox: [email protected]. Any commercial matters will be sent through Jaggaer.
• PRaP – Will be switched off after the last payment date on 30/9/2022. Therefore, providers will need to ensure all claims have been made by 23/08/2022. DWP will not make any further payments for claims submitted via PRaP after the last payment date. Providers will be aware that some of the outcomes on RPC are subject to off benefit checks. Should such a claim be made on or near the final day, and that then goes on hold and fails, it would not be possible for a provider to re-input this to PRaP once the contract is closed (on 30/09/2022). Providers are advised to ensure that any such claims are made as quickly as possible to avoid this scenario. Any PRaP14 forms must be submitted on or before 29/07/2022, the provider must ensure they have sufficient time to put the outcomes back into PRaP.
• If DWP makes payment by a clerical process, this will be identified in workshops and invoices will need to be issued to [email protected] by 18/11/2022.

• Complaints – Providers will need to resolve any outstanding complaints as soon as possible, before the last date a participant is on the programme, 29/07/022. They must be dealt with according to Chapter 2 of Generic Framework provider guidance (This chapter has a provider guide on complaints procedures at Annex 2- this annex is not referenced in the annexes contained in this guidance).

• There may still be outstanding complaints when programme comes to an end, and DWP will require a SPOC for the Independent Complaints Executive (ICE) to liaise with. Provider must confirm SPOC to DWP by 29/07/2022.
• Transfer of Undertakings (Protection of Employment) regulations (TUPE) – Providers will need to consider whether TUPE will apply based on communications with commercial lead for all affected staffing by the last date a participant is on the programme, 29/07/2022.
• Contact Points – Providers will need to be aware of all contact points within DWP for raising queries and resolving issues by the last date a participant is on the programme, 29/07/2022. PM’s will remain the DWP SPOC until otherwise notified.

Performance and Compliance Officer (PCO) checks

36. PCO Checks will continue until the date the last participant is on the programme unless DWP notify providers otherwise. Spot checks will be carried out by PCO’s on providers’ premises to ensure storage facilities are adequate/comply with Provider Guidance. This will include checks undertaken after programme closure.

37. Providers will need to include in their Exit Plan how they will facilitate PCO checks after programme closure. There will be two additional PCO checks after programme closure. The checks will take place approximately 2 months after the last date a participant is on the programme (29/09/2022) and again approximately 2 months after the final payment date.

Communications

38. In addition to working closely with your PM throughout the closure process, particularly through the Programme Closure Assurance Stencil reporting, key information will be communicated by letter and Live Running Memo, via DWP CMPD RPC Policy Team to providers; and through JAGGAER via the DWP Commercial Team.

39. DWP will hold monthly internal Checkpoints to discuss the level of risk, based on your Programme Closure Assurance Stencil returns. Evaluation from the Checkpoints will be fed back to you via your PM’s on a monthly basis.

40. After programme closure, Provider Guidance will still be available on the DWP GOV.UK website in an archived version for the same period as validation will conclude. This is expected to be by 30/09/2022.

41. You will need to provide staff contact details on the Provider Key Contacts stencil (Annex 7) to ensure PCO and DWP Validation can engage the relevant people, post provision for undertaking further checks and assurance that is contractually required. Staff contact details will also be required on the monthly Programme Closure Assurance Stencil returns and will be assessed by PM’s and other DWP Closure staff to ensure these are updated where staff leave through the wind down period.

42. Where a programme finishes earlier than scheduled, providers are required to notify participants of the closure and signpost them to appropriate contacts within DWP. DWP will notify providers when this is appropriate.

Annex 1: Exit Plan

Provider – [Provider to insert company name]
Contract Package Area – [Provider to insert CPA number & location]
Name – [Provider to insert contact name]
Position in Company – [Insert position in company]
Date – [Insert date]

Please give a description how the following key activities, as a minimum, are addressed to ensure effective programme closure

Number	Action
1.	Provider Staff to be aware of the date they expect to receive the last referral from DWP will be 31 March 2022.
2.	Provider Staff to be aware of the last date a participant can be on the programme is 29 July 2022.
3.	Provide a schedule of planned programme activity of actual 1st date on interventions as indicated on Intervention Plans, and update at future CPR meetings
4.	Provider Staff to be aware of the final date in which to submit claims or outcomes via PRaP is 23 August 2022
5.	Provider to describe process in place to allow DWP Performance and Compliance Officer (PCO) Assurance, payment validation and any inspections to continue after programme closure.
6.	Provider to inform supply chain of the exit strategy and for the supply chain to be aware of the requirements for programme closure. Including last referral date and programme end date.
7.	Provider to confirm how they will ensure staffing levels required are maintained to continue delivery until programme closure date and last date for submission of outcomes.
8.	Where appropriate Providers are to ensure TUPE Arrangements are in place for appropriate staff, if required moving forwards, taking note that the last date in which you can submit a claim via PRaP is 23 August 2022.
9.	Provider to provide contact points for raising queries and resolving issues (include name, position in company, telephone number, email address and location).
10.	Provider to be aware of the last date when they will be notified of any relevant participant’s change of circumstance DWP will inform providers of any change of circumstance 29 July 2022.
11.	Provider to be aware of DWP Process/Requirements in relation to Performance Management leading up to contract closure. CPR’s and LEM’s will continue up to and including July 2022 under the formal contractual obligations. We suggest a final meeting and LEM in August 2022 to finalise any outstanding issues.
12.	Provider will make all claims for payment/outcomes by 23 August 2022
13.	Provider will take action on all outstanding complaints and assign a SPOC by 29 July 2022 (and include name, position in company, telephone number, email address and location).
14.	Provider aware of last date MI is needed for Performance Dashboard for September MI to be published in October 2022.
15.	Provider aware of the requirements in relation to the close down of PRaP
16.	Provider has a mechanism in place to make repayments for failed validation and extrapolation if appropriate.
17.	Provider has considered any action to be taken on any assets to be returned to DWP (If applicable).
18.	Provider to take any action in relation to any Intellectual Property Rights (IPR) (if applicable).
19.	Any other pertinent information

Annex 2: Programme Closure Assurance Stencil

Provider:
CPA:
Performance Manager:
Date Completed:

Guidance for the assurance stencil column headers

Yes/ No: Providers are required to answer every question, based on your Exit Plan responses.

Date

The target date for completion of that specific question area. Providers need to be mindful that dates will vary depending on the question asked. For example, Learning and Development roll out will be earlier than the provision end date.

RAG Status

Self-explanatory but providers need to be careful of not applying too many Red risks, especially at this early stage in the process where they have time to mitigate those risks. Providers can also use the footnote ‘status key’ descriptors for further information.

Notes

This is the critical area of the monthly assurance for providers. The narrative that the providers produce in here has to be A) Evidence based and B) Supportive of the RAG rating. Simply to state ‘we are on track to delivery performance requirements’ would not be sufficient. DWP PM’s want evidence of what providers are actually delivering, who is involved, and importantly key dates for activity undertaken. Also, in the following returns DWP will need assurance that planned meetings took place, to time and if not contingencies and rearrangements that would provide us with assurance.

Item: Initial Assurance:	Yes/No	Date	RAG Status	Notes
Provider staff aware of the end date of programme
Provider sent detailed Exit Plan to DWP by 07/01/2022
Business continuity arrangements agreed
Provider staff aware of last day a referral will be made and last day a customer is on programme
Provider has considered staffing levels required to effectively continue delivery until contract end.
Initial meeting with SPM/PM taking place from the date of 11/02/2022, first meeting will be a standalone meeting and then subject to Performance Managers discretion they may be included as part of a CPR meeting

RAG Status Key

Colour	RAG status
Green	On course for completion within stated window
Amber	Minor slippage to anticipated start/end date but does not give rise to any significant concerns/risks (advise of new anticipated dates in note box and any issues)
Red	Unlikely to be completed and has potential to impact on successful closure (include details of mitigation/contingencies etc)

Item	Yes/No	Date	RAG Status	Notes
Provider is on target to complete all actions in their Exit Plan
Provider has informed supply chain of the Exit Plan and the supply chain are aware of the requirements for programme closure

Item	Yes/No	Date	RAG Status	Notes
Provider has considered TUPE arrangements for appropriate staff
Provider Advisers aware of contact points within DWP for raising queries and resolving issues
Learning & Development provided to all appropriate staff on closure activity
Do you intend to utilise a product with any offshore element as part of your archive solution?

Item	Yes/No	Date	RAG Status	Notes
Providers aware of the last date when they will be notified of a change of circumstances, which is 29/07/2022, and action such changes accordingly.
Providers have taken action in relation to any assets to be returned to DWP.
Provider to be aware of DWP process/requirements in relation to Performance Management leading up to programme closure
Provider has made all claims for payment/outcome by 23/08/2022
Provider to have process in place for PCO assurance after programme closure
Provider has a strategy/ process in place to retain documents in line with document retention rules, including documents held by supply chain and destruction of documents after this period in line with GDPR. Provider to supply strategy to DWP by 07/01/2022.
Provider has taken action on all outstanding complaints and assigned a SPOC by 29/07/2022. Please provide details of SPOC. (Name, work area, contact details)
Provider is aware of last date MI needed for Performance Dashboard (23/08/2022). If applicable, Providers are aware of any additional MI requirements following programme closure.
Post Assessment Questionnaires (PAQ’s). The Provider is to ensure as many as possible are completed by 29/07/2022 and submitted via TYF to the Rotherham Team. TYF will remain open to accept all final PAQ’s until 23/08/022
Provider aware of the requirements in relation to the close down of PRaP or other clerical process.
Provider completes programme closure process in line with contractual obligations.

Final Assurance and Exit Plan Sign-off

I hereby confirm that (provider name) has completed all actions as per (provider name) Exit Plan and DWP’s Assurance stencil.

Provider senior representative name and signature

Name:

Signature:

Annex 3: Data Security Questionnaire

Question	Answer
Name of Provider
Programme/Provision Type
Contract Number
Contract Package Area
Staff Member Completing Stencil	[Provider to Complete]
Position in Organisation:	[Provider to Complete]
Date	[Provider to Complete]

Purpose

To provide DWP with assurance that all participant and claim-related documentation will be stored in a way that ensures that they can be readily retrieved, should they be required by auditors, up to 6 years after provision end to fulfil your contractual terms and conditions.

Please return all completed annexes to your Contract Manager, Aaron Uffindell by 7 January 2022 via Jaggaer.

What method of storage will be used?

On-Site Storage
Off-Site Storage
Electronic Storage

Please identify as appropriate and complete the relevant section below. (Answers to all questions must cover your supply chain, if your organisation requires subcontractors to retain documentation on your behalf).

On-Site Storage (Hard Copy Documentation)

Number	Question	Answer
1	Describe the systems in place (and at your subcontractors, if applicable) to ensure that all relevant documentation is securely stored and can be effectively retrieved upon request.
2	Describe the procedure used for identifying the location of documents (at individual participant level) to enable the effective retrieval of documents (e.g. indexing, labelling).
3	What steps will be taken to check the effectiveness of your systems and processes, including if applicable, the systems of your subcontractors?
4	How will you ensure that your subcontractors, if applicable, are complying with the document retention requirements? What controls are in place to monitor compliance?

Off-Site Storage (Hard Copy Documentation)

Number	Question	Answer
5	Describe the procedure used for off-site storage (and by your subcontractors, if applicable).
6	Describe the method and tools used to monitor the procedures (including by your subcontractors, if applicable) to ensure that documents remain secure and can be effectively retrieved.
7	Describe the procedure used for identifying the location of documents (at individual participant level) to enable the effective retrieval of documents (e.g. indexing, labelling).
8	How will you ensure that your subcontractors, if applicable, are complying with the document retention requirements? What are the controls in place to monitor compliance?

Electronically-Held Documentation

Number	Question	Answer
9	Describe the method of storage used for electronic information.
10	Describe how data is stored and archived including, if applicable, by your subcontractors.
11	How will you ensure that data is securely stored and easily accessible including, if applicable, by your subcontractors?
12	Describe the procedures used for recovery of data (e.g. back-up procedures).
13	How will you monitor to ensure that the back-up procedures are effective?
14	How will you ensure that any scanned image is a true representation of the original paper document and cannot be modified?
15	How will you ensure that archived data is ‘future proof’ to enable access for the full retention period?
16	Describe the security measures to prevent unauthorised access to data.
17	Describe the chain of responsibility/ accountability within your organisation for document storage and retention (including electronic information if applicable).
18	What is your implementation timeframe for ensuring that all documents (including any electronic information) have been archived?

This questionnaire is a reflection of the main themes and is not intended to be an exhaustive list of all critical areas.

Annex 4: (For illustration only. An electronic copy of this document will be sent directly to you.)

Assurance compliance letter – reducing parental conflict – document retention

To: Programme Policy Team

In respect of the contract(s) listed below, I understand and accept my responsibilities that [insert provider name] is contractually required to retain all documentation, including any electronic information, for a period of at least six (6) years following the expiry or termination of this Contract or until 28/07/2028 if later.

This letter confirms that there are systems and controls in place to guarantee:

All documentation will be securely stored and retained including by [Insert provider name] subcontractors, if applicable, for a period of at least six (6) years following the expiry or termination of this Contract or until 28/07/2028 if later:

• Documentation will be held by contract number down to the level of the individual customer
• Retained documentation will include, equal opportunities, sustainability policies and plans and claim-related documentation at customer level
• Documentation will be promptly retrieved upon request by auditors and/or the Department for Work and Pensions
• We, and any subcontractors, if any, will retain all documentation (including any electronic information) until DWP advises us of the final date for document retention

Contract Number	Programme/Provision Type	Contract Package Area
[Insert contract number]	[Insert programme name]	[Insert CPA]

Name:

Position in Company:

Name of Company:

Signature:

Date:

Prime Provider Name:

Completed by:

Date:

Contract number	Provider Name (Please use a separate line for Prime Provider and each sub- contractor if applicable)	Electronic Copy Y/N	Hard Copy Y/N	In-House Storage contact name and address	Off-Site Storage contact name and address	Date details checked

SPM and PM details will be confirmed before internal start up occurs w/c 09/12/2021

Provider	CPA	SPM	PM
Tavistock Relations	CPA1 (Westminster) – Westminster, Kensington and Chelsea, Brent, Camden, Croydon, Hammersmith and Fulham, Lambeth	Lucy Sandford	John Fry
Relate	CPA2 (Gateshead) – Gateshead, Newcastle, Sunderland, Northumberland, South Tyneside, Hartlepool, Middlesbrough, Durham, Redcar and Cleveland	Lucy Sandford	Helen Maher
Tavistock Relations	CPA3 (Hertfordshire) – Hertfordshire, Essex, Cambridgeshire, Buckinghamshire, Southend.	Lucy Sandford	John Fry
Twin	CPA4 (Dorset) – Dorset, Somerset, Wiltshire, Bournemouth, Poole, Devon, Torbay, Plymouth	Lucy Sandford	Fatima Patel

Provider	Staff Contact responsible for Audit Contract: Name, telephone number, email contact	Staff contact responsible for Compliance: Name, telephone number, email contact	Staff Contact responsible for payments/validation: Name, telephone number, email contact