Looked After Children Looked After Children Early ImplementationEarly Implementation

Dumfries and Galloway Dumfries and Galloway CouncilCouncil

In-HouseIn-House

Management Information Management Information SystemSystem

Looked After Child Information SpreadsheetLooked After Child Information Spreadsheet(LACIS)(LACIS)

• Dumfries & Galloway currently hold their information on looked after children on an Excel spreadsheet affectionately named – LACIS

• LACIS was introduced to provide the detailed information required by both Senior Managers and the Scottish Government that our in-house system was unable to provide

• LACIS holds both the personal information of the child/young person e.g. name, dob, gender, ethnic origin, etc and statutory information e.g. placement details, legal status, care plan information etc.

LACISLACIS

LACISLACIS

Decision to Become An Early Decision to Become An Early AdopterAdopter• Dumfries & Galloway took the decision to become Dumfries & Galloway took the decision to become

an early adopter because we were confident with an early adopter because we were confident with the quality of our data and that we had the correct the quality of our data and that we had the correct data structure required data structure required

• We believed it would be beneficial to come on We believed it would be beneficial to come on board early and receive as much support as board early and receive as much support as possiblepossible

• Available Funding – D & G were just starting the Available Funding – D & G were just starting the implementation process of moving from an in-implementation process of moving from an in-house system to Frameworki. Part of this process house system to Frameworki. Part of this process was to purchase an interim system (Softbox) to was to purchase an interim system (Softbox) to pull together all LAC data to make the transfer to pull together all LAC data to make the transfer to frameworki easierframeworki easier

FundingFundingBSDT BSDT (Business System Development Team):(Business System Development Team):

• In discussion with the Manager of BSDT a proposal In discussion with the Manager of BSDT a proposal on funding was presented to Senior Management on funding was presented to Senior Management who gave their full support and backingwho gave their full support and backing

• Funding was used for the following areas:Funding was used for the following areas:

Software Development / Licences - purchase of SoftboxSoftware Development / Licences - purchase of Softbox Consultancy and Training – in both Softbox and Business Consultancy and Training – in both Softbox and Business

ObjectsObjects Data Conversion / preparation – tidy up of data in line with Data Conversion / preparation – tidy up of data in line with

the Data Specification published by ScotXedthe Data Specification published by ScotXed

Data Tidy UPData Tidy UP• Work started immediately on cleansing the data held on

LACIS to make sure it was robust and accurate

• Current looked after children were identified

• Child details, placement histories and legal status were doubled checked against information sources both in-house and external e.g. reports from the Children’s Reporter

• One issue was with those children who had been looked after for several years, information was not always held electronically so it meant trawling paper files

• Another issue was the consistency of electronic recording, although the information was recorded it was not always in the same area of the child’s file or recorded consistently on LACIS

Data Tidy UPData Tidy UP• Additional code Columns were added to LACIS next to

current description columns e.g. Ethnic Origin within LACIS detailed ‘white’ but Procxed required the code ’01’

• When the data preparation was finalised and the data deemed as accurate meetings were arranged with Business Managers to explain the importance of accurate, up-to-date and consistent recording throughout the Council

• Following these meetings a process was set up for Looked After Admin to follow when recording change of placement or legal status on LACIS to ensure consistency

• During the early adopter process the importance of good information was acknowledged by all involved in the looked after children process. This resulted in a change of culture in terms of recording data within Dumfries & Galloway

End of Year ProcessesEnd of Year Processes• Management Information Officer (MIO) informed when LACIS

spreadsheet up-to-date as of 31 March

• Copy of live LACIS spreadsheet taken

• Information on those children who had left care was sent to the Leaving Care Team Manager using the Procxed spreadsheet

• Leaving Care Team Manager asked to identify those eligible for aftercare and to complete the required fields within the spreadsheet ready for upload to Procxed

• Information was cut and pasted from LACIS to STP and LAC spreadsheets for upload to ProcXed

• Cutting and pasting from LACIS to the ScotXed spreadsheet templates was a simple process and no different from that used within any excel spreadsheet

• There were a couple of issues with the data format – e.g. within LACIS we use dd/mm/yyyy but ProcXed using yyyy/mm/dd this was easily rectified within the spreadsheet by highlighting the entire column and changing the cell format – not an individual entry fix but a single fix

Data SubmissionData Submission• Uploading the files themselves was simple - once the correct naming format for the file had been used!

• First time success – not quiteFirst time success – not quite

Although none of my files uploaded first time without error Although none of my files uploaded first time without error these these were soon resolved by the excellent support given by Michael were soon resolved by the excellent support given by Michael Barnes at Barnes at ScotXed (Michael manages the ProxXed SW development)ScotXed (Michael manages the ProxXed SW development)

• Procxed Assistance – excellent

Beyond a doubt. Support was speedy and resolutions easy to Beyond a doubt. Support was speedy and resolutions easy to understand, not technical!!understand, not technical!!

Data Quality:Data Quality:

Before:Before:• Dumfries & Galloway’s current data was reliable Dumfries & Galloway’s current data was reliable

and robust but historical data was questionable and robust but historical data was questionable • Recording of data descriptions was inconsistentRecording of data descriptions was inconsistent

After:After:• Both current and historical data is now reliable Both current and historical data is now reliable

and robustand robust• Processes for recording data are consistent Processes for recording data are consistent • Staff have been given training in Softbox (interim Staff have been given training in Softbox (interim

solution) which will replace LACIS spreadsheet solution) which will replace LACIS spreadsheet • Transfer of data from LACIS to Softbox has been Transfer of data from LACIS to Softbox has been

made easier due to the fact the information is up-made easier due to the fact the information is up-to-date and completeto-date and complete

Communication:Communication:

Within Dumfries & Galloway:Within Dumfries & Galloway:

• Senior Managers gave their full support to Dumfries & Senior Managers gave their full support to Dumfries & Galloway becoming an Early AdopterGalloway becoming an Early Adopter

• Close links were forged with BSDT and a member of BSDT Close links were forged with BSDT and a member of BSDT attended the LASWS IT Sub-group along with MIOattended the LASWS IT Sub-group along with MIO

• Regular updates were given at Team MeetingsRegular updates were given at Team Meetings

With ScotXedWith ScotXed

• All LA’s were encouraged to produce a project plan. The All LA’s were encouraged to produce a project plan. The plan did not have to be overlay complicated or detailed a plan did not have to be overlay complicated or detailed a simple timeline format was acceptable. This allowed simple timeline format was acceptable. This allowed both us and ScotXed to monitor progress and identify any both us and ScotXed to monitor progress and identify any issues early issues early

• Raymond and his team kept in touch on a regular basisRaymond and his team kept in touch on a regular basis• They were available when required and always They were available when required and always

responded quickly to any queryresponded quickly to any query

In GeneralIn General

• Data is more detailed, accurate, robust and Data is more detailed, accurate, robust and readily availablereadily available

• Staff are more informed and aware of the Staff are more informed and aware of the importance of accurate looked after dataimportance of accurate looked after data

• Best practice is being used consistentlyBest practice is being used consistently

• Although this has been a time consuming Although this has been a time consuming project the outcomes achieved far out-weigh project the outcomes achieved far out-weigh the inputthe input