Igneous Solutions
Telephone: 01604 654 233
Copyright © 2009 Igneous Solutions ltd. All rights reserved.
Northampton Science Park, Kings Park Road, Moulton Park, Northampton,NN3 6LG . Registered in England 4685552
Statutory Returns: Finished and submitted for another year.....
Every year it seems to be the same; days and weeks spent cleansing data and worrying about data quality issues, and all whilst ensuring business as usual.
Statutory return time is never easy and never straight forward. All databases, no matter how restricted, are susceptible to data quality issues - after all, it’s human nature to make mistakes. But for the Management Information Team responsible for submitting statutory returns and National Framework Indicators, every year feels like a long dark tunnel.
Many errors in databases are historical, caused by previous system migrations or former users. This increases the challenge for the current system user, and will often result in illogical or incorrect data being added to an already poor record or, worse still, a new duplicate record being created. Lack of training is often blamed for these challenges, or even adversity to system change, but whatever the reason, it’s still happening and it’s still having an impact on the accuracy of data being generated.
However, data quality problems do not just affect the production of end of year statutory returns and indicators. All too often they are having a detrimental effect on the safeguarding of adults and children – the very people the department are there to protect. One only has to mention Baby P, and images are conjured up of the blond haired, blue eyed boy who was let down by a Social Care department.
Although data quality wasn’t pinpointed as a direct cause of the tragedy, retrospective reports highlighted the number of visits that had been made and the number of workers from multiple departments who had been involved with the child in the months leading up to his death.
Many questions could be asked:
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•Why did the system allow so many visits to occur without alerting a Senior Worker?
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•Did Senior Management have access to reports to show the number of departments and agencies involved with the child?
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•Would better quality data and more accessible management information have helped to avoid this tragedy?
Fundamentally, accurate decisions cannot be made within any business without complete, effective and high quality data. When the business involves people, data quality is even more vital and there should be no room and no excuse for error.
Data quality will always remain a high focus in Local Authorities and will be managed in very different ways. Often the spotlight appears at the end of the reporting year due to the driver of Statutory Returns and National Framework Indicators, and some Authorities will continue the focus throughout the year. The tunnel is often long and dark but there is a light to guide....you just have to find it....
Advanced Performance Management at Thurrock
Thurrock Council are an innovative and forward-thinking Authority who are taking Performance Management to the next level. During their recent migration to a new Social Care database they ensured that all reporting and performance management was kept at the forefront of the project. Daniel Rubie, the
Performance Team Manager kept reporting as a focus, and Senior Information Officer Adisha Kariyawasam (pictured above with Igneous Project Manager Owen Spence) worked closely with Igneous Consultant Jamie Devlin (also just seen in picture above) to successfully implement each area of the plan.
Igneous and Thurrock approached the project as a joint venture. A plan was put into place which involved the allocation of resource on both sides to ensure the success of the overall project. Weekly meetings were then held via WebEx (web conferencing application) with regular onsite visits taking place with key members at regular intervals. This approach ensured that Thurrock were involved at all stages of the development and implementation, and as a result were ready to “hit the ground running” upon installation.
Daniel and Adisha very much welcomed this involved approach and commented, “We really do appreciate all the dedication and hard work the Igneous team are putting in to helping Thurrock with the construction of our reporting framework. The skills transfer we have been able to achieve has been fantastic and will bode as a valuable foundation for the future.”
Statutory Return Implementation
Experience and history suggests there are many ways to implement statutory returns. Here are some recommendations.
1. Review Business Processes
It is essential that local business processes are understood in detail before any further planning begins.
2. Review Code Table Values
Local code table values must be reviewed, understood and cleansed where necessary.
3. Plan and Develop Data Quality Reports
Based on findings from above stages, local data quality reports should be extended or developed as required.
4. Develop Local Returns or Implement Supplier Returns
Reports should be made available as early in the statutory year as possible.
5. Review First Draft Returns
First run of returns should be reviewed and tested in detail.
6. Identify Key Improvement Areas
Based on initial testing, any areas for improvement should be identified.
7. Customise Reports as Necessary
Local reports should be amended as required, based on identification of key improvement ideas.
8. Implement Management Reporting Plan
Management reporting should be implemented at the earliest stage to allow enough time for acceptance and sign off of figures for submission.
A recent article in Community Care magazine discussed the value of recording versus the challenges faced by social workers of “getting it right”. The article highlighted that recording is regarded by most practitioners as a necessary evil. It is resented as a distraction from the real work.
Most practitioners will say they joined the profession to care, and do not see the value of sitting in an office using a computer when they should be in the community with their clients.
Social Workers and Data Quality: Getting it Right
However, in a recent report following the Baby P case, Lord Laming stated, “Local leaders must ensure that children’s and young people’s information is managed and recorded effectively to reduce their risk of harm”.
Social Worker Survey; Key Findings
An independent training consultancy recently conducted research into social workers’ attitudes to, and experience of, recording. One interviewee explained: “<Recording> is on the one hand pointless, on the other absolutely essential.” This statement clearly shows the confusion many social workers have to data recording being a key part of their role.
Many respondents to the research also reported inconsistencies with data recording. Most say they have learned on the job as opposed to having had formal training. Computerised systems were a source of much comment during the research. Many users now appear to understand the need for computerised file management systems, but only 56% say that the system they use enables them to find all relevant information.
After the Victoria Climbe enquiry, Lord Laming issued a report that called for joined up, integrated systems and, as a result, the ICS (Integrated Children’s System) was born. It is therefore worrying to hear that almost half of all practitioners surveyed were dissatisfied with the information available to them to do their job effectively. Another fact that was revealed from the research concerned management information. 62% of those surveyed felt that recording systems and databases are designed for management information as opposed to practice. Many providers are now aware of this, and are designing their systems with a workflow approach in mind. An effective recording system should allow for best practice data input, and an advanced performance management tool will then allow for accurate and efficient management information.
The final fact published in the report said that nearly 79% of the practitioner population believe that they spend more than half their time recording, with 83% feeling they don’t have enough time to record sufficient detail.
In summary, without good training, clearer guidance and support on what constitutes effective recording, practitioners will continue to make data entry errors and, as such, will have an ongoing negative impact on data quality.
Alternative to Contract Resource
To understand how RAPID Assist could save you time and money contact us on 01604 654 233.
Building good quality, efficient reports can deliver insightful information, helping to change service users lives.
RAPID Assist is a flexible consultancy, development and support resource. In a world of changing requirements it is often vital for a Local Authority to be able to call upon a flexible resource option at short notice. To date, this requirement has typically been fulfilled with the use of contractors, or by calling upon an external consultant to spend a number of days on site.
RAPID Assist provides a more workable and cost effective alternative. From general ad-hoc support to detailed development consultancy, RAPID Assist can bring real benefit to any Management Information Team.
Right Amount of Support. RAPID Assist can be commissioned via the purchase of either a block of time (in 5, 10, 20, 50 or 100 hour pots) or larger contracting periods (3, 6, 12 months or more). Each local user who has been authorised to use RAPID Assist is issued with a membership card and a portal log-in.
All time used is logged on a portal to give a full audit trail of where time has been used and what has been achieved.
RAPID Assist:
Support when you need it
