The IS Index

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 informationfor all children living in England – no case information. • It will be a national systemto enable a more complete record for a child who accesses services in more than one local area. • Developed nationally, implemented locally.

7. 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 ICS (e)CAF Technology Change + Business Change + Culture Change Bichard ECM agenda Integrated Working Early & holistic identification of needs Coordinated service delivery Improved information sharing

10. Benefits of integrated working Tools and processes Benefits Earlier, holistic identification of needs Information Sharing Guidance 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. Practitioners Able to quickly see who else is providing services to a child Reduction in number of duplicated referrals Reducing time spent on admin frees up time to focus on service delivery Index Benefits Children, young people and families 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. UNIVERSAL SERVICES ADDITIONAL INVOLVEMENT CAF Who, when, where? General Practice Contact Details Youth Worker Contact Details Social Worker Contact Details “Info to Share” Contact Details Health Visitor Contact Details “Taken action” Contact Details SENCO Contact Details Educ/School Contact Details School Nurse Contact Details Lead Professional Contact Details Sensitive Service Contact Details Information held BASIC DEMOGRAPHICS Child’s Name Gender Unique Identifier Date of Birth Address Parent / Carer Contact Details THE INDEX WILL NOT HOLD CASE DATA OR ASSESSMENT INFORMATION

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

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 Index 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. The Index will be updated from case management systems wherever possible Case Mgmt System Index Records automatic update of involvement and contact details Practitioner updates case information Practitioner is involved with a child or young person 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. Source A A B C Most likely Source B Name Address New data reflected into “most likely” view Source C Record structure

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

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 - 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

26. Question and Answers • IS Index • Any Information Support Projects • Comments