The IS Index CYPD Information Support Team IS Index Briefing 15th January 2007

Content CYPD Information Support Team Every Child Matters Projects The IS Index

CYPD Information Support Team Mark Rickard – Project Manager Peter Harwood – Project Officer (ICS and eCAF) Kevin Mannion – Project Officer (IS Index and BHLP) Responsible for: establishing robust, accessible information systems to ensure services to children are joined up and meet needs by supporting multi-agency working at strategic, planning and operational levels.

Every Child Matters Projects (1) Information Sharing Index (IS Index) – It is a tool that will enable practitioners delivering services to children to identify and contact one another easily and quickly so they can, where appropriate, work together for the benefit of children, young people and families. Electronic Common Assessment Framework (eCAF) – Electronically record Common Assessment Frameworks that have been carried out by a practitioner when a baby, child or young person has additional needs that their current provision is not addressing. Currently a manual process in Gloucestershire.

Every Child Matters Projects (2) Integrated Children’s System (ICS) – An applied conceptual framework for working with children in need to manage detailed information requirements. ICS supported by Information Technology is the core of the electronic social care record for children. Budget Holding Lead Professional (BHLP) – An IT solution to support the Budget Holding Lead Professional pilot currently taking place in Gloucestershire. 14 Multi Agency Groups have been created with an allocated budget enabling lead professionals to buy services to meet the needs of children that cannot be met without additional funding following a CAF.

What is the IS Index? It is a tool that will enable practitioners delivering services to children to identify and contact one another easily and quickly so they can, where appropriate, work together for the benefit of children, young people and families. It will store very basic information for all children living in England – no case information. It will be a national system to enable a more complete record for a child who accesses services in more than one local area. Developed nationally, implemented locally.

Gloucestershire Stakeholder Map Data Protection Officer V1.1 CYP Strategic Partnership NURSING & CHILDREN’S SERVICES Berkeley, Cheltenham General, Delancey, Dilke, Fairford, Gloucestershire Royal, Lydney, Moore Cottage, Moreton, Stroud General, Stroud Maternity, Tewkesbury, Winchcombe Hospitals CONNEXIONS Youth Offending Team Information Management Service LSC PUBLIC HEALTH YP Support Youth Service MPs GASH, GAPH & GASSH Information Unit Comm & Partnership ELECTED MEMBERS C&AC PCT CYPD Services for YP Acute SCHOOLS COLLEGES Travellers Unit Learning & Dev CAMHS HEALTH IS Index Project GCC Childminding Network Ambulance Trust Early Years Court Advisory Service CFCASS Corporate Resources SHE Unit POLICE PROBATION IT FIRE YOUTH JUSTICE BOARD VOLUNTARY SECTOR Finance HR Family Support Unit Chief Execs Youth Engagement Team VCS Board Communication INDEPENDENT SCHOOLS Young Offenders Institutes Military Welfare Services Counsellors & Therapists Local Safeguarding Children’s Board Dashed box indicates groups currently not covered by IS legislation HOUSING TRUSTS PRISONS Shaded cells indicate High or Medium priority stakeholders that should be connected within 12 months of LA go-live. Gloucestershire Stakeholder Map

The legal framework Duties placed by Children Act 2004: A Director of Children’s Services and a lead council member for children, to ensure clear accountability politically. Duties to co-operate to improve the well-being of and to put in place arrangements to safeguard and promote welfare of children. Set up of Local Safeguarding Children Boards and a duty for key partners to take part An index containing basic details about children and young people

Technology change is only one part of the picture… Index Technology Change + Business Culture ICS (e)CAF Bichard ECM agenda Integrated Working Early & holistic identification of needs Improved information sharing Coordinated service delivery

Benefits of integrated working Tools and processes Benefits Information Sharing Guidance Earlier, holistic identification of needs Common Assessment Framework Earlier, more effective intervention Lead Professional Improved information sharing across agencies Multi-Agency Working Faster, more co-ordinated delivery of service for the Child Index Better service experience for children and families

Who is affected? Local authorities Central Government Children, young people and families Children’s workforce – statutory services Children’s workforce – non statutory services

The History The idea: Lessons from Laming Report – Victoria Climbie ‘Experimenting’: the Trailblazers Defining, refining and developing: extensive stakeholder engagement lessons from local indexes Where are we now: detailed design

Lessons learnt It can work Must be national and a record of all children in England Must be a simple, secure tool, with accurate information Must contain no assessment or case data – just basic contact information Needs to provide a broader picture of people working with a child

Children, young people and families Index Benefits Children, young people and families Able to quickly see who else is providing services to a child Reducing time spent on admin frees up time to focus on service delivery Reduction in number of duplicated referrals Practitioners Managers Better identification of children not receiving universal services More effective service delivery and intervention Better management information – planning service delivery More timely response to needs Reduced number of repeat assessments and referrals Increased productivity and effectiveness

Information held BASIC DEMOGRAPHICS General Practice Contact Details Health Visitor UNIVERSAL SERVICES Educ/School School Nurse Youth Worker Contact Details Social Worker SENCO ADDITIONAL INVOLVEMENT Lead Professional Child’s Name CAF Who, when, where? “Info to Share” Contact Details “Taken action” Gender Unique Identifier Date of Birth Address Parent / Carer Contact Details Sensitive Service Contact Details THE INDEX WILL NOT HOLD CASE DATA OR ASSESSMENT INFORMATION

Support services (national and local) The Big Picture Local D A T A S U P P L Y No IT Access Mediated Access P R A C T I T I O N E R A C C E S S Web Access Modified CMS other DWP DfES ONS National NHS D A T A S U P P L Y (tbc) Data matching Access Controls Support services (national and local) SECURITY INDEX 150 ‘accountable’ LAs

Who will have access? Authorised practitioners in children’s services Role based access controls Security checked - including enhanced Criminal Records Bureau (CRB) clearance. Training to include: safe and secure use of the Index Data Protection Act and Human Rights Act Audit trail

Practitioners view Index information directly or indirectly via a specified contact point Records Authorised practitioner views Index information directly – ideally via their case management system Practitioner is involved with a child or young person Management Information Mediated access - local or organisational contact views the Index information on behalf of the authorised practitioner

automatic update of involvement and contact details The Index will be updated from case management systems wherever possible Case Mgmt System Index Records automatic update of involvement and contact details Practitioner is involved with a child or young person Practitioner updates case information Mediated access - alternative route where no system link is possible Index Administration updates Index

Index – high level timeline* *Based on current thinking as of October 2006 and may be subject to change.

CMS modification CMS should allow the practitioner to enter information on the Index, without having to re-key information. Two major levels of integration: Partial Full CMS supplies its own internal reference number for the child in the query request. In most cases the Index will locate the child record based on this identifier; otherwise Index will perform fuzzy matching.

Record structure Source A Source B Source C A B C Most likely Name Address Most likely New data reflected into “most likely” view

Accountabilities for data Index Data source Observed discrepancies matching ~ Data source X Responsible LA LA liaises with sources about data problems

What Next – Stakeholder Engagement/Workforce Analysis Stakeholders to complete documentation to indicate: Total No. Of Workforce Total No. of users IS Index Information No. of Users who have access CMS all working times or part-time No. of Users who have access to a web-enabled computer all working times or part-time No.off Users who have access to no ICT all working times or part-time No. of Users who have Enhanced CRB No. of Users with no Enhanced CRB check

Further information Local Authority Information – IS Index Information Pack GCC CYPD Information Support Website – Coming Soon! Every Child Matters website - www.ecm.gov.uk Latest updates on Index Guidance and training materials for key integrated working processes Good practice on multi-agency working Implementation roadmap (covers key IW processes and tools) Latest updates on ICS Fact sheets, case studies, Making It Happen LARA – online tool to support Index implementation. If access is required contact Kevin Mannion

Question and Answers IS Index Any Information Support Projects Comments