Embedding information sharing toolkit

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Embedding information sharing toolkit

• Part 1 Suggested Activities
• January 2010

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Introduction
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Embedding information sharing requires change at
all levels of organisation and practice management
For exampleStrategic information governance
frameworks across Childrens 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
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Purpose, content and use of this toolkit

• The purpose of the Embedding information sharing
  toolkit is to provide senior / project management
  within Childrens 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

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Embedding information sharing

• Suggested activities

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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

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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 Childrens 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

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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

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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!

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Maintain the momentum

• Activities to maintain the momentum could
  include
• Keep communicating the organisations 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

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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

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Sources of information

• Available at www.dcsf.gov.uk/ecm/informationsharin
  g
• 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-work
  ing
• Guidance and tools to support integrated working
• Case studies
• Available at www.ico.gov.uk
• Its 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