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

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

3. 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.

4. 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.

5. 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.

6. 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.

7. 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

8. 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

9. 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

10. 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

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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

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

21. 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.

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

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

24. 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

25. Further information
Local Authority Information – IS Index Information Pack
GCC CYPD Information Support Website – Coming Soon!
Every Child Matters website -
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

26. Question and Answers IS Index Any Information Support Projects
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