Introduction to ICM

Intensive case management (ICM) is a process which was developed and introduced by the Parole Board in January 2008 to improve the quality of information about prisoners that come before the Board.

Development of ICM began in spring 2007, road testing took place in autumn 2007 and the process went live in January 2008.  In particular, ICM aims to:

• Improve content and timely delivery of dossiers
• Act as a reference point for all stakeholders
• Facilitate efficient use of scarce resources
• Reduce the number of deferrals pre-hearing and on the day

The aim of ICM is to make sure that, as far as is possible, all of the relevant information on which the decision whether to release a prisoner into the community should be based is made available to the parole panel at the earliest stage and that it is accurate and up to date. It is vital in the interests of public safety that the Board has all the relevant information before making that decision.

In a report on the work of the Parole Board, published in March 2008, the NAO said that delays, deferrals and missing information can lead to prisoners spending longer in custody than necessary, placing additional pressure on the prison system and potentially contravening the human rights of the prisoner.  These delays also result in significant costs, in terms of financial and resource investment, to all parties involved, and ultimately to the taxpayer.  They also impact emotionally on the offender, witnesses and victims.

ICM does not change any of the timeframe set out in Prison Service Order (PSO) 4700 or PSO 6000 but aims to enhance compliance to the process.  Specifically, the Board will:

1. Issue reminder letters if it appears that a dossier has not been sent to the prisoner to make his/her representations on time.
2. Issue a set of Directions if no dossier has been received at the Board by 13 weeks before the provisional month of hearing.
3. The Chief Executive will write to prisons seeking clarification on the reasons why dossiers were not ready on time, in order to identify where the system can be improved and address any failings.
4. List cases only where full dossiers exist and all Parole Board Directions have been complied with.
5. List more intelligently, taking into account many factors, e.g. time required, witnesses needed, etc.
6. More sharing of information and consultation in setting hearing dates.
7. Aim to issue exact notifications 8 weeks before the date of hearing, giving much more notice to all parties.

In addition to the above, the ICM process has introduced new quality control measures which involve an accredited Parole Board member (the ICM member) reviewing the case at an earlier stage and determining whether a complete dossier has been received at the appropriate time and, if not, issuing directions to ensure that any missing information is promptly obtained before the panel hearing is given the go-ahead to proceed. This in turn assists report writers in focussing on the information needed by the Board to make decisions and also gives more certainty about hearings going ahead on time.

The ICM member may, on reviewing the papers within a dossier, be able to assess the risk and progress made by an offender on the papers alone and issue a decision.  This initiative alone has removed the need to hold over 250 oral hearings since ICM began.  This has provided the offender with a speedy decision and allowed scarce resources to be utilised in other ways.

All of the above aim to assist and help all parties meet the deadlines and be properly prepared for the oral hearing. ICM will help reduce the number of deferrals that currently arise through incomplete dossiers, non-availability of witnesses or running out of time, etc.

In 2006/07 the deferral rate for lifer oral hearings panels was 28%. This was reduced to 20% in 2007/08 following the introduction of ICM in October 2007.

The total number of oral hearing scheduled panels cancelled due to lack of panel members fell from 29 in August 2007 and 19 in November 2007 to 3 in February 2008 and 1 in March 2008. This reduction in cancelled panels has been maintained throughout 2008.

One of the terms of reference of the ICM project is to act as a reference point for all stakeholders and promote fairness to all parties by ensuring that all views are sought and made available.  The Board has tried to create the new process in collaboration with our major stakeholders so that it met everyone's needs as far as possible. We also considered it important to involve stakeholders from front line operations as well as those holding more senior strategic roles.

In order to include all stakeholders a number of workshops were held. These workshops were attended by representatives from the Parole Board (staff and members), Ministry of Justice, Prisons and Probation staff, and solicitors who specialise in representing prisoners in parole cases.

The ICM proposals were presented, discussed, refined and agreed at these workshops before finally being signed off by the Parole Board project team.

The learning from the development and introduction of the ICM process has now been captured and reproduced in a professionally produced guidance booklet. This is being distributed to panel members, Parole Board, Prisons and Probation staff, and solicitors.

The Parole Board for England and Wales

Grenadier House, 99-105 Horseferry Road, London, SW1P 2DX

Telephone 0845 251 2220