Embedding information sharing toolkit

1. Embedding information sharing toolkit Part 1: Suggested Activities January 2010

2. Introduction

3. Embedding information sharing requires change at all levels of organisation and practice management For example:Strategic information governance frameworks across Children’s Trust partnerships; sponsorship & commitment from senior managers and professional bodies Information sharing strategy; privacy policy; commissioning; language and standards; performance management Information sharing processes for obtaining consent, sharing information securely, recording sharing decisions; supervision; audit Guidance & training for front-line practitioners, managers and their information sharing advisors; case studies Information for children, young people and families There is a need to target all levels and address all of these aspects locally Embedding information sharing toolkit Jan 2010

4. Purpose, content and use of this toolkit • The purpose of the Embedding information sharing toolkit is to provide senior / project management within Children’s Trust arrangements with a high level view of what is required to embed good practice in information sharing • The toolkit consists of: • lists of activities that are specifically designed to address key barriers and drivers of effective information sharing (this document) • real examples of these activities from local areas (in separate documents) • This toolkit relates to front-line practice in information sharing where case-by-case decisions are required • The toolkit is intended to provide ideas of the sorts of activities that may be required however, as every organisation and area is different, some of these activities may or may not be appropriate for your organisation or area • These activities could be managed as a stand-alone change plan however are probably best implemented as part of wider-reaching change initiatives Embedding information sharing toolkit Jan 2010

5. Embedding information sharing Suggested activities

6. To embed information sharing you must take positive steps to … • Champion information sharing • Plan and manage the implementation • Create the environment for change • Maintain the momentum • Measure performance Embedding information sharing toolkit Jan 2010

7. Champion information sharing Activities to champion information sharing could include: • Clearly state the organisational / senior management position on information sharing • Identify strategic manager with specific accountability for practice in information sharing • Promote the cross-government information sharing guidance as a consistent source of advice for staff in all sectors • Build information sharing principles into organisational governance, e.g. information sharing code of practice, commissioning contracts • Use Children’s Trust Board to help establish consistent principles and practice in information sharing across the strategic partnership • Build network of champions / role models at all levels Embedding information sharing toolkit Jan 2010

8. Plan and manage the implementation Activities to plan and manage the implementation could include: • Identify a person or team with clear role and responsibilities for the implementation plan • Consult all staff and use their ideas and suggestions • Build a change plan with clear objectives and targets • Establish a steering group with decision making capability • Have as a standing item on senior management team agenda • Keep staff involved by regularly reporting progress and seeking their views Embedding information sharing toolkit Jan 2010

9. Create the environment for change Activities to create the environment for change could include: • Involve all staff, ensure that they are clear what is expected of them • Provide access to the cross-government information sharing guidance and any sector or service specific guidance • Encourage all staff to undertake training on information sharing • Focus on building skills and confidence in making professional judgements (rather than relying on formal agreements or protocols) • Recognise and promote the role of consent • Provide access to information management infrastructure, processes and tools • Build understanding and trust between agencies and services, e.g. • Provide networking opportunities at all levels, address differences in language & standards, adopt common processes • Communicate, communicate, communicate – and listen! Embedding information sharing toolkit Jan 2010

10. Maintain the momentum Activities to maintain the momentum could include: • Keep communicating the organisation’s position on information sharing and expectations from staff • Establish support mechanisms and encourage the development of support networks at all levels • Build into supervision and continuous professional development • Be a learning organisation – establish mechanisms to: • Share good practice • Regularly hold case reviews • Address any issues identified and build new activities into implementation plans Embedding information sharing toolkit Jan 2010

11. Measure performance Activities to measure performance could include: • Build evaluation of performance in information sharing into operational processes from the start • Identify and measure proxy indicators • Monitor staff confidence • Monitor service experience for children, young people and families • Establish reporting frameworks • Build into on-going performance management frameworks for services, teams and individuals Embedding information sharing toolkit Jan 2010

12. Sources of information Available at www.dcsf.gov.uk/ecm/informationsharing • HM Government Information Sharing: Guidance for practitioners and managers and supporting materials • Training materials • How To guides • Embedding information sharing toolkit Available at www.cwdcouncil.org.uk/integrated-working • Guidance and tools to support integrated working • Case studies Available at www.ico.gov.uk • It’s your information series of leaflets for the public • Good practice notes, reference guides and codes of practice for information and data sharing Available at www.dh.gov.uk/publications • When to share information: best practice guidance for everyone working in the youth justice sector – series of case studies with reference to the HM Government guidance