Managing Childcare Data

1. Managing Childcare Data Tony Baxter Children’s Services Business Development Manager

2. Familiar Team now backed by a plc • A substantial plc with virtually zero debt, strong revenue streams and a high quality reputation in Education • Leading Public Sector Software and Services Group • Turnover of £260M - 95% from the public sector - £86M in Education • £23M operating profit • 2000 plus staff many of whom come from the public sector • 50 offices across the UK • 500 Education & Local Government consultants • Directors and Assistant Dirs., Lead Officers, Heads, Deputy Heads, Teachers, EY Specialists, Social Workers, FE Principals etc. • Expertise covers: • Education • Social Care & Health • Process and organisational change • Performance management • Funding optimisation • Regeneration and Housing • Building design and optimisation

3. Background • Past - Providers of Education MIS – Single service solutions • Software in over 100 Local Authorities • Core Pupil Database, SEN, PSS etc • Asset Management • Integrated solutions for multi-agency working • Children & Young Peoples Database • Contact.Point • ICS • eCAF • Care • Early Years and Childcare • eSP • Children’s Centres • School MIS

4. Tribal in Wales New NHS Wales 'designed for life' capital procurement framework, established to deliver up to £1bn of new hospital facilities over the next 4-6 years. Advising Bridgend Council and Valleys to Coast Housing on the first Welsh whole stock housing transfer. We are currently working with 4 more authorities to develop their transfer plans Providing guidance for the National Assembly for Wales, local authorities and schools to support the evaluation of the impact of the Better Schools Fund (BSF) on innovation, school development and improvement Providing secretariat support to Sir Michael Lyon's Corporate Governance Commission at Cardiff Council The Welsh Development Agency were able to benefited from an information service which was entirely tailored to their needs providing them with access to up-to-date data, market information and extra research resources, allowing their staff to concentrate on their core business uninterrupted of attracting business and investment to Wales.

5. Data Storage

6. The Solution Good Data Storage is the key to success. Monitoring Training Statistics Recruitment Direct Integration with Microsoft EY Planning Event Recording Core System Holds information which is generic to all databases (e.g. setting number, name and address of groups, etc.) Child SEN Details Assessment Record Importing & Validation Links to GIS 3 & 4 Year old Funding WWW Childcare Enquiry Youth Enquiry Children’s Services Directory Provider Access Enquiries Workflow

7. Remember The Big Picture Integrated solution for the care and education of children and young people is critical

8. Data Collection

9. Planning Data Collection • Survey objectives and data requirements • Analysis plan • Survey target audience • Method of data collection • Data processing plans • Budget • Time • Questionnaire testing • Data quality

10. Considerations • Is the introduction informative? Does it stimulate respondent interest? • Are the words simple, direct and familiar to all respondents? • Do the questions read well? Did the overall questionnaire flow? • Are the questions clear and as specific as possible? • Does the questionnaire begin with easy and interesting questions? • Does the question specify a time reference? • Are any of the questions double-barreled? • Are any questions leading or loaded? • Should the questions be open- or close-ended? If the questions are close-ended are the response categories mutually exclusive and exhausted? • Are the questions applicable to all respondents?

11. Introduction to the Questionnaire • provide the title or subject of the survey; • identify the sponsor; • explain the purpose of the survey; • request the respondent's co-operation • inform the respondent about confidentiality issues, the status of the survey (voluntary or mandatory) and any existing data-sharing agreements with other organisations.

12. Traditional Methods • Mail survey • Hand-delivered questionnaireSurvey • Face-to-face • Telephone

13. Electronic Data Collection • Online Forms. Providers completing and submitting forms online. • Digital Pens. Capture information electronically. Benefits • Good clean data • Error reduction • Time saving • Provider ownership

14. London Borough of Brent Problems with Paper Based Forms • Incomplete Forms • Lots of Chasing • Making Do • Large Amounts of Inputting • Drain on Resource • Time and Budget

15. London Borough of Brent Benefits of Electronic Forms • Thinking out of the Box • Build a Big Picture • Engaging • Working Together • Easier for the EY Team • Received Positively by Providers • The Way Forward

16. Online Form Online Data Collection

17. Charging connector (Nokia pen only) Clip Battery indicator Camera Sending data On/Off Indicator Reset button USB pins Ball point What is a Digital Pen?

18. Digital pen 2 1 Pen encrypts and Bluetooth's captured pen strokes to mobile phone or is docked via PC. User ticks “start”, completes form as usual and ticks “send” box. 3 4 XML Web based software provides a replica of the form, converts hand writing to computer readable text, and/or creates PDF, Excel, Word, JPEG or XML output. XML output can be directly input in to Customer databases/applications How it works

19. Feature / Functionality • Forms Accuracy Checking • After the form is transmitted, our digital pen server checks the forms accuracy based on rules set by the customer • If something is missing eg. the customers signature, the user is sent a message via the mobile phone before they leave. • The user corrects the mistake and re-submits the form • Benefit • Accurate data capture • Less time correcting mistakes • Faster processing time • Improved efficiency

20. Feature / Functionality • Text and Data Extraction • Hand written text can be OCR’d and checkbox data from the form extracted • Depending on the form, data can be checked for accuracy via the web or simply extracted ‘as is’ • The data is then forwarded back to the customer for entry into their back-office applications • Benefit • Automated processing of information • Reduced data re-entry • Increased data translation accuracy • Improved efficiency

21. Data Analysis

22. Rules of Data Analysis • Open Source Databases • Reliable Business Reporting Tool • Start With Simple Models • Don’t Loose Sight of the Objective • Understand the End Game • Good Clean Data is the Key to Success

23. Delivery of the Results • Data Analysis: Ad hoc high level summary reporting based on MS SQL Server 2005 Analysis Services, Excel 2007, OLAP cubes and pivot table functionality. Ideal for answering “why is this happening?” or “where are we?” questions and establishing trends in key business activities. Fully Web deployable.

24. Any Questions?