Restorative Justice Hub Access Database

Our client, Surrey County Council, requires an Access 2007 database that will allow it to manage restorative justice cases in the county. Restorative Justice allows victims take an active role in the justice process and offenders are encouraged to take responsibility for their actions to repair the harm they have done. Specifically the database will:
• Record victim and offender information
• Record case events and allow case notes to be added
• Export referral information to either an Excel spreadsheet or access report
• Import case outcome information from an Excel spreadsheet
• Report performance indicators
An Access beginner must be able to use the database.
Content
We expect that the specific content of the database will be developing iteratively with us and understand that he design of the database can change as it is developed. At moment we can specify the minimum that will be included. Attached is a concept database that describes how the data entry and case management sections of the database could be designed.
Forms
The database will include the following forms:
• Switchboard
• Victim information
• Victim referral and case information
• Offender information
• Reports form
• Administration form where lookups can be amended and Excel data uploaded
Forms will require data validation and some fields should be enabled when specific information is entered into another field.
Tables
The following tables will be required:
• Victims
• Referrals
• Offenders
• Case worker allocation
• Case events / status
• Case notes
• Various lookup tables
The appendix includes the potential variables.
Reports
The appendix describes the indicators that will be reported from the database. As the database is developed we will agree how the indicators are grouped in reports.
Use of Excel files
The database will be used to make referrals to partners. The database will populate an Excel template with information about the victim which will then be forwarded to a partner agency. The partner agency will then add case information and outcomes to that file and return when the case is closed. This extra information will then be uploaded to the Access database by the administrator. We expect VBA code is necessary to complete this task.
Your quote
Limit your quote to two sides of A4. Please quote your hourly rate and your estimated hours/days to complete the work. Also describe your experience and examples of similar work.
We understand that the reports can be finalised once data are collected so please include a follow up in your quote. Any database is likely to require testing and have teething issues so please allow time for that in your quote as well.

 
Appendix: Tables
The variables will change in consultation with the client. However these are presented to illustrate the potential size of the requirement.

 
Appendix: Indicators
The indicators will change in consultation with the client. However these are presented to illustrate the potential size of the requirement.
Referrals
• Number of referrals to the hub by month, quarter and year
• Number of referrals appropriate / not appropriate by month, quarter and year
• Proportion of referrals that accept support by month, quarter and year
• Proportion of referrals that drop out of the hub (and where they drop out) by month, quarter and year
• Proportion of referrals for which an offender is identified by month, quarter and year
• Number of referrals signposted to a more appropriate service

Timing of activities
DN: need to define which referrals are included in these indicators
• Average time to initial assessment by month, quarter and year
• Average time to allocate to key worker by month, quarter and year
• Average time to key worker face to face assessment by month, quarter and year
• Average time to a positive outcome
• Average time to the completion of the restorative justice contract / agreement / plan
Service received
DN: need to define which referrals are included in these indicators
• Proportion of victims that receive a key worker face to face assessments by month, quarter and year
• Proportion of victims who attend a restorative conference
• Proportion of victims who receive a letter from the offender
• Proportion of victims who received any other restorative activity
• Proportion of offenders who completed a restorative activity
• Proportion of victims who had a positive conclusion to their restorative justice service
• Proportion of victims who agreed to a restorative justice contract / agreement / plan