Welcome and Introductions

1
Welcome and Introductions

• David Connor
• Deputy Strategic Director
• Children and Younger Adults
• (CAYA)

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Welcome

• Key Points
• The Council is in the process of rationalising
  all existing systems.
• All new solutions should conform with the current
  IT infrastructure and strategy.
• The Councils vision is that any new systems
  procured will interface with all other systems
  within the Authority.
• It is expected that any systems procured, will be
  kept current with any legislative changes
  throughout the life of the contract.

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• End of Welcome and Introductions

4
About Derbyshire County Council

• James Matthews
• Assistant Director
• Strategy Commissioning
• Adult Care

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Derbyshire
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Derbyshires Neighbouring Counties
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ONS 2008 Population Estimates
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Live Births Change
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Derbyshire Older Peoples Population Projections
2009 - 2020
Source ONS Revised Population Projections 2006 -
2031
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BME community by of Population
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Black BME community as of population
ONS Estimated population by ethnic group 2007
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Index of Deprivation 2007
Note Ranking of 354 English districts, with 1
being the most deprived
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Key Partnerships

• 8 District Councils
• Peak Park Authority
• Police and Fire and Rescue
• 2 Primary Care Trust Commissioning
• Local NHS Trusts Provision
• Voluntary and Community Sector
• Probation Service
• Independent Sector Providers
• Derby City Council
• Government Office East Midlands
• Safeguarding Boards

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• End of About Derbyshire County Council

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Procurement Overview

• Pam Grainger
• Principal Commissioning Officer

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Illustration of Process
Market Research Prior Information Notice
(PIN) Briefing and Interaction Day Market
Research Meetings
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Market Research

• Purpose
• Complex solution, many approaches
• Understand possibilities
• Estimated costs (market research meetings)
• Refine sourcing strategy.

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Market Research - Steps

• P I N Inviting expressions of interest
• Briefing and Interaction Day
• Illustration of Council high level requirements
• Opportunity to understand requirements
• Confirmation of continued interest

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Market Research - Steps

• Market Research Meetings
• If continued interest expressed
• Confidential discussions regarding approaches
  that would be taken
• Opportunity to understand requirement in more
  detail
• Estimated costs of approach
• Will inform on the content of the Descriptive
  Document

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Pre Qualification Questionnaire (PQQ)

• Evaluate Organisational capacity, capability,
  financial standing
• Establishes long-list for Competitive Dialogue
• Example provided

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Explanation of Process
Market Research Prior Information Notice
(PIN) Briefing and Interaction Day Market
Research Meetings
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Estimated Timescales

• Market Research Meetings (face to face)
  December 2009
• PQQ issue January 2010, return March 2010
• Invite Participation in Dialogue May 2010
• Invite Tenders May 2011
• Contract Start August 2011

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Adult Care A Brief Overview

• Kieran Hickey
• Assistant Director,
• Adult Care (AC)

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How We Are Seen

• Derbyshire is a 4-star authority
• Adult Care is a 3-star department
• We are constantly increasing the range of
  services which are ISO 9001 accredited
• Service user feedback from surveys is
  overwhelmingly positive
• We want a system that adds value to the way we
  are seen

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Our Changing World

• Making Care Personal Your Choice Your Life is
  our response to the Transforming Social Care
  agenda
• Our programme is designed to increase the choice
  and control service users have over the services
  they receive
• This programme will have been implemented in
  Derbyshire by April 2011
• Consolidation of service transformation will
  continue beyond April 2011

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Our Changing World

• We want a whole system approach that is
  person-centred following their journey from
  initial contact through to no longer needing
  services
• We want to capture the outcome of first contact
  which is signposted to preventative and
  information services
• We are changing the role of assessment and care
  management, including more partner agencies in
  its delivery they will need access to our
  client system

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Our Changing World

• A greater range of care and support services will
  be available for people to choose from we will
  want a link to web-based information about
  purchasing services
• We are changing the way we broker and contract
  for services we want a link between web-based
  purchasing, contracting and the client record
  system
• We want to use person centred outcome focussed
  information to inform future commissioning we
  want a system that can provide information to
  inform our Joint Strategic Needs Assessment

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Our Changing World

• We will continue to provide direct services
  through the council we will want a system that
  helps arrange services, e.g. planning customer
  calls around staff availability and efficient
  travel routes
• Our programme will continue to develop in the
  future we want a system that will develop with us

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We Like A Challenge

• We were the first authority to monitor home care
  staffs activities electronically
• We were the first authority to use software to
  automatically programme home care staffs weekly
  work
• We are running the largest PFI scheme in Adult
  Care in the country
• We have one of the most advanced call centres for
  adult care in the country
• We want to work with suppliers to make sure we
  have a system that is fit for the personalisation
  agenda now and in the future

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• End of
• Adult Care
• A Brief Overview

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Adult Care Services

• David Gurney
• Project Manager
• Adult Care

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Adult Care

• Where we are now and where we want to be

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Our Service

• We have 1761 staff who use frameworki
• We have 95 home care managers who programme 1400
  staff through StaffPlan
• We have 20 staff who use Supporting People
• We have 1400 staff recording their work on our
  telephone timesheet system
• We aim to pay the home care independent sector
  off their telephone timesheet system

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The Communality of Service Users Data
Supporting People
frameworki
Staffplan Roster
TTS
Web-based Purchasing
Part 3
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Current Solution Statistics

• Frameworki holds 22,500 current Adult Care
  records
• Staffplan plans the work of 1,400 home helps to
  4,200 service users
• Telephone timesheets records 24,000 hours of
  service per week, generating payments to staff
• Supporting People generates payments of 15m to
  69 suppliers
• Part 3 contains financial records on 12,000
  service users

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Integration Required With

• SAP core HR and finance system
• CRM provided by Northgate
• Medequip
• Multi Agency Customer Contact Index provided by
  Northgate
• NHS Spine
• Information and Advice System soon to be
  developed
• OpenText

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Some Observations

• We have huge variations in staffs ICT skills
• We have complex workflow processes in our ESCR
  which are not driven by algorithms
• Data quality remains a perennial problem
• Service user data does not flow between systems
• Senior managers and commissioners are asking ever
  more complex questions on performance

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The Consequences

• We spend too much time correcting workflow errors
  made by staff
• We spend too much time on data quality issues
• We are not always confident that the data we use
  is 100 accurate
• We have double handling of data as we move
  information between systems
• We have an incomplete view of the service user
• We need a flexible ESCR which will enable us
• gather data we want to use

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What We Want

• Improved efficiencies from
• Information entered once and used many times
• Workflow with less margin for error
• Less scope for error on data inputting
• A holistic view of the service user
• Retained ability to create workflow and forms
  independently of the supplier of the ESCR
• Improved ways of slicing and dicing
• information currently held on different
• systems

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Part 111

• Generates payments to indept sector homes
• Manages and collects client charges
• Manages income for residents
• Manages residents personal savings

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• End of
• Adult Care Services

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Web Based Purchasing

• Phil Cocksedge
• Project Manager
• Adult Care

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Presentation Format

• Background
• System Aims/Benefits
• High Level Process Overview
• System Users
• System Requirements
• Questions

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Background

• Web Based Purchasing Project is part of the
  Making Care Personal Your Choice, Your Life
  Programme.
• This programme is made up of several projects
  designed to deliver the personalisation
  transformation of social care in Derbyshire. The
  transformation will give people greater choice
  and control over the support they receive.

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Aims/Benefits of Web based Purchasing

• Users
• Better access information about services
• Model spending scenarios before finalising their
  support plan
• Directly control their own support arrangements
• Services universally available self funding
  clients

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Aims/Benefits of Web based Purchasing

• More efficient process of arranging support
• Sharing information/contracts electronically
  Users/Providers
• Consistent information throughout the county
• Better Market Intelligence and Management

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High Level Process Overview
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System Users

• The following people will use the system -
• People Needing Support Wider Population
• Carers Supporters of people needing support
• Support Coordinators
• Brokers (Both Internal to DCC and External
  Organisations)
• Providers
• Contracts Commissioning Teams
• System Administrators

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System Users
The range of users and the requirements of some
groups of users means that good accessibility
both to and of the system are fundamental
requirements. Therefore the system must Be
easy and intuitive to use Include support tools
online help, walkthroughs Support multiple
languages including BSL (video clips) Comply
with Accessibility Standards
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System Requirements

• Integration with chosen Electronic Social Care
  Record System
• Secure internet site
• Directory of Providers Services
• Search engine by location, provider, service,
  outcome multi-criteria
• Edit user, provider and service details
• Notification services updating system users of
  changes
• Configurable review and rating facilities

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System Requirements

• Various payment methods credit/debit cards,
  pre-payment cards managed accounts
• Online user and provider registration
• Comprehensive administration tools including
  user feature access, directory hierarchy
  builder, service approval tools
• Electronic ordering and sharing of relevant
  documents
• Reporting tools including both standard and
  custom reports
• Provider - operating area configuration tool
  (service area coverage)
• Model spending via basket save load scenarios

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System Requirements

• Provider - service availability information and
  management
• Minimal registration cost to providers
  promoting low level creative solutions
• Tailor made service quotation tool
• Time restricted quotations
• Two way dialogue between user and provider to
  fine tune service requirements.
• Quickly convert a quotation to an order
• This tool is crucial to facilitating the
  development of creative solutions

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System Requirements Quotation Tool
Provider 1
Alternative Support
Provider 2
Provider 3
Web based System
Secure website
Online agreement /service plan
Providers Review Support Requests Respond
Request for Support
Review Responses Select Provider User Choice
Independent Broker
DCC Broker
User
Supporter/Carer
Assessor
User
Supporter/Carer
User
Supporter/Carer
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• End of
• Adult Care
• Web Based Purchasing

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Children and Younger Adults(CAYA)

• Overview
• Bruce Buckley
• Strategic Director Children and Younger Adults
  (CAYA)

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• End of
• Children and Younger Adults (CAYA )
• Overview

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Objectives and Business Benefits

• Andy Callow
• Head of ICT Service
• Children and Younger Adults (CAYA)

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Objectives Business Benefits
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Objectives Business Benefits
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Objectives Business Benefits
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Conclusion
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• End of
• Children and Younger Adults (CAYA )
• Objectives and Business Benefits

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Children and Younger Adults Services

• David Connor
• Deputy Strategic Director
• Children and Younger Adults
• (CAYA)

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Children and Younger Adults

• Key Principle
• Enable sharing of data/information across and
  between agencies, about children and their
  families.

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Children and Younger Adults

• We need a system that-
• Supports co-location/integration of services.
• Allows data sharing with partners/other agencies.
  
• Links to the systems of partners.
• Is accessible

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Children and Younger Adults

• The system should-
• Enable strategic planning across the department.
• Link to strategic plans of County Council and
  partners.
• Record and track progress of key targets and
  indicators, particularly statutory and national
  measures.
• Support effective electronic document management.
  
• Support inspection regimes.
• Respond to new government initiatives and
  directives.

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Children and Younger Adults

• And enable the use of information to-
• Plan preventative action, particularly for
  vulnerable groups/individuals.
• Support the commissioning of services.
• Support mobile/flexible working.
• Enable workforce planning prioritisation and
  classification.

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Children and Younger Adults

• It should
• Conform to legislative requirements.
• Maintain stability of current approaches.
• Be cost effective.
• Be configurable in-house.
• Reflect business practices rather than defining
  them.
• Be integrated to provide one child one view.

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Children and Younger Adults

• Key functions would include-
• Case management.
• Links to or integration with Schools MIS.
• Resource management.
• Reporting type and function.
• Quality assurance/performance management.

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Children and Younger Adults

• Safeguarding
• Provide secure case recording and records
  management
• Be accessible and reliable for users
  practitioners and managers
• Be adaptable to local procedures and business
  processes
• Be secure and auditable
• Provide outputs that are accessible to service
  users.
• Enable mobile working
• Link to Adult Care

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Children and Younger Adults

• Engagement and Skills (Young Peoples Services,
  11-19)
• Link to Client and Customer Information System
  (CCIS).
• Particular focus on post 16, which requires
  information on both Derbyshire residents, and non
  Derbyshire residents in learning in Derbyshire.
• Ongoing support / tracking requirement for young
  people with special needs to 25 years.
• Positive activities
• Requirement to report on engagement in positive
  activities and involvement with youth services,
  including attendance, accreditation.
• Links with
• Routes Ahead (14-19 Area Prospectus)
• Individual Learning Plans
• Common Application Process
• National Apprenticeship Service

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Children and Younger Adults

• Youth Offending
• Provide the national assessment and planning
  templates (Asset).
• Case management functionality .
• Data extraction and performance reporting tools
  in support of National Indicator Set etc.
• Ability to import and export files from secure
  establishments and other Youth Offending Teams.
• QA and workload planning functions.

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Children and Younger Adults

• Resources
• Core systems finance and HR.
• On line payments.
• E-Procurement.
• Catering procurement of supplies and services
  and cashless systems
• School Admin systems
• Support for purchase card payments

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Children and Younger Adults

• Education Improvement
• Individual pupil tracking, eg EHE FSM BME.
• Pupil progress by individuals, group, year, key
  stage, school district, learning community and
  LA.
• Institution contact record for early years,
  schools, colleges.
• Service databases, eg Music Partnership with
  Derby City.
• Traded services database for courses inc
  payments.
• Interactivity with national data streams and test
  outcomes.
• Automated alerts for schools causing concern.
• Connectivity with ECM partner information.

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Children and Younger Adults

• Children/Family Support
• Admissions, attendance, exclusions.
• Home/school transport.
• Funding including grants.
• Individual records/budgets (SEN/LDD).
• Institution records (childrens centres).
• Cost calculator for individuals services.

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• End of
• Children and Younger Adults (CAYA )
• Overview