cp-is implementation forum implementing cp -is at a...
TRANSCRIPT
CP-IS Implementation Forum
Implementing CP-IS at a local authority
Presented by Rahial Kazmi
Implementation Manager
Purpose
• Introduction
• Overview implementation lifecycle
• CP-IS lessons learnt
The implementation process
• Project governance and structure
• Technical
• Business change
• Information governance
• Communication and engagement plus training
• Leeds City Council
• London Borough of Hackney
CP-IS implementation experience
Project governance and structure
Project team
• Project resource, PM, BA, technical lead, business lead
Governance
• Project board, joint implementation, points of escalation
The implementation process
Technical
• Connect to the NHS Spine
• Match NHS numbers
• Configure your social care system , UAT
• CP-IS client, end point registration
Business change
• Map your safeguarding processes, capture NHS numbers, DBSB
• Maintain data quality and NHS number matching rate
• Develop business as usual processes
• Manage notifications
• Manage rejection messages
IG
• Engage with lG leads
• Privacy statement
• Access control, audit mechanism
• Business continuity
Comms
• Engage local health and social care organisations
• Engage internal staff
• Set a go-live date and communicate regularly towards this date
• Explain as simply and clearly as possible what is going to happen with all stakeholders
• Ensure everyone is on board, roles and responsibility plus Training
Child Protection - Information Sharing
Lucinda Cain
Leeds
□2nd largest local authority
□172,344 children and young people
□535 children with CP Plans
□1251 children looked after
Leeds and CP-IS
□First upload 29th September 2016
□Connected via the CP-IS Proxy Solution
□Leeds Teaching Hospitals Trust in the process of implementation
□15 notifications of access
Leeds’ Journey
Connectivity Case Management
System
NHS Numbers Business Processes
CP-IS
What did we need to do?
How did we do it?
Serv
ice L
ead
Stakeholder engagement
Project management
Data
Lead
SFTP process
Connectivity
Testing
Technic
al Lead
Case management upgrade
Case management design
End to end testing
Applications L
ead
NHS number matching and imports
Things to consider:
□Clear distinction of responsibility
□Relationship with NHS Digital project manager
□Testing
□NHS number processes
□Partner readiness
Who is involved now?
Social workers
Integrated Safeguarding
Unit
Applications team
Business Partners
What has changed?
□ Building a picture about how often children placed out of area are attending unscheduled settings.
□ Closer relationships with health partners as we work with them to implement in unscheduled health settings.
□ Process to establish the positive impact of information sharing between settings.
What’s next?
□NHS Numbers
□LTHT go live
□Other unscheduled settings
□Continued analysis of the impact
Implementing CP-IS at a local authority
Jeremy Tuck and Joanne Ridgley
BREAK-OUT SESSION
27 April 2017
The Importance of governance and
project collaboration
Local (Hackney) Project Board and Team
PROJECT BOARD
• Project Sponsor: Rotation Senior Managers Children’s / Adults
• Senior Supplier: ICT
• Senior Users: Social Care
PROJECT TEAM
• Project manager (Jeremy Tuck)
• Social Care Practice Lead (social worker – Joanne Ridgley)
• Children’s Social Care business reps
• Technical lead – network, system config, data integrity
• Mosaic Configuration expert – configure workflow
Project teams and BAU teams
• Project teams always seem to be able to implement a piece of work
and then are on their way with all that tacit knowledge!
• Ensure BAU ICT teams are involved in ALL aspects of the work –
being clear that the Project must deliver to time:
• Invited to project team meetings
• Held specific training sessions
• If the BAU teams are not able to manage you haven’t succeeded
• Ensure Practitioners are involved in discussions with the Trust, the
comms and take them through the NHS Digital plan
The use of Project Collaboration Tools
Federating project team actions in a user-friendly way Wunderlist – task management tools
Cross-reference the NHS Digital Plan Health Integration Platform: END PROJECT REPORT Page 20 of 29
ref Output Fit for purpose measure Ext. ref Status
Document Number: 18150411 Document Name: HIP End Project Report
14 HIE API Transition Into Service Agreed The HIE Transition Into Service document provides all the necessary information for ongoing support.
Follow On Action
5.3 Child Protection Information Sharing (CP-IS)
15 Letter of Agreement Letter signed and in place HSCIC pre 2a
Completed (waivered)
16 Letter of Acceptance Successful receipt of letter of acceptance HSCIC pre 2b
Completed (waivered)
17 Servelec Corelogic CP-IS Go-Live Plan Agreement with Servelec Corelogic of the approach
HSCIC 3 Complete
18 Email to NHS Digital of go live date Delivery of the Email to NHS Digital HSCIC 4 Complete
19 Briefings to LBH CYPS Local Safeguarding Boards and Primary NHS Trusts
Briefings delivered HSCIC 5 Complete
20 CP-IS Communications Plan CP-IS part of the project Comms Plan HSCIC 6 Complete
21 CP-IS Solution Design document The design document appropriately describes the scope and nature of the way in which safeguarding alerts will be delivered to the N3 Spine.
S75. c Complete
22 CP-IS Configuration Requirement Document
Hardware requirements completed HSCIC 7a Complete
23 Order for extending N3 for CP-IS use Agreement received from ICT Technical Services
HSCIC 8 Complete
24 CP-IS Test Plan Test Plan in place HSCIC 10 Complete
25 CP-IS N3 Readiness Action Plan List of actions that appropriately describe all obstacles and issues to resolve in order to secure the N3 access needed to enable CP-IS to go live for Spine Safeguarding alerts
Complete
Project dependencies – upgrading Mosaic
November 2016 December 2016 January 2017
2016
01 02 03 04 07 08 09 10 11 14 15 16 17 18 21 22 23 24 25 28 29 30 01 02 05 06 07 08 09 12 13 14 15 16 19 20 21 22 23 26 27 28 29 30
2017
02 03 04 05 06 09 10 11 12 13 16
project: Homerton Integration Platform
last update:
Activity Due date
Non-working
IN PROGRESS: HIE Portal
IN PROGRESS: Data Stream
IN PROGRESS: Hospital Sharing
Hospital Sharing BUILD work
CP-IS Business Analysis
PID 27: CP-IS Business Analysis 'to be'
PID 51: Agree process for managing Acknowledgement response …
PID 43: Business continuity plans amended
PID 44: Update Privacy Statement
PID 50: Complete local Risk Assessment
CP-IS : Mosaic TEST Configuration
CP-IS Build in test
Build Checklist
Build forms (PID35&36)
Build workflow in TEST
Revise forms or workflow following service design comme …
CP-IS : Testing
PID 40: Prepare CP-IS Test scripts
Advise of time scales needed to build on go-live weekend
Testing by Project Team
Demo changes to Managers
UAT with CYPS testers
Iteration and Re-testing
Sign off by UAT testers
Test with Live records
Sign off for go live
CP-IS Technical readiness
LO: Leave
Mosaic 5.13 in place
Develop the tool for validating NHS number
Install NHS Numbers Tool
PID 24: Prepare supplier technical tests
PID 33: Manage CP-IS Client Installation
PID 34: Configure Network for Messaging
PID 64: Bulk upload CP-IS records NHS Number Matching (M …
Checklist
Agree the process for uploading these into Mosaic
Get the batch match back from NHS Digital
Match any other records via PDS tool
Test on CP-IS environment
Upload them into Mosaic
CMR
CAB
Go-live
CP-IS Training
PID 46: Prepare for CP-IS Training
PID 47: Undertake CP-IS training
PID 48: Staff trained on CP-IS (milestone)
PID 49: Train users on the business process for NHS Numbers
CP-IS Go-Live
Agree the go-live date and plan
PID 18: Email to HSCIC of go live date
PID 45: Email NHS Digital about go live
PID 55: Ensure all tasks on LA Checklist completed
Prepare CMR
Achieve CAB agreement
PID 53: Provide Go live statistics
Update all CP / LAC records with NHS Nos
Test go-live configuration
Go Live
PID 56: Business Go Live (BGL)
Floor walking
Xmas Support
New Year Floorwalking
PID 54: Complete Lessons Learnt template
PID 58: Confirmation adoption of CP-IS and transition into Business …
CP-IS Handover
PID 52: Familiarise staff with the Incident Support Model
PID 57: Ensure CP-IS is Accepted Into Service
Not started : Project Management
Not Started : Data stream
Not Started : Hospital Sharing
Not Started : HIE Portal
Health Analysis not started B
Create Wunderlist Task
Completed in Wunderlist
Card
Mosaic Upgrade
NHS Numbers Tool
NHS Final Matching
Go Live
Pre and post go live, and floorwalking
November 2016 December 2016 January 2017
2016
01 02 03 04 07 08 09 10 11 14 15 16 17 18 21 22 23 24 25 28 29 30 01 02 05 06 07 08 09 12 13 14 15 16 19 20 21 22 23 26 27 28 29 30
2017
02 03 04 05 06 09 10 11 12 13 16
project: Homerton Integration Platform
last update:
Activity Due date
Non-working
IN PROGRESS: HIE Portal
IN PROGRESS: Data Stream
IN PROGRESS: Hospital Sharing
Hospital Sharing BUILD work
CP-IS Business Analysis
PID 27: CP-IS Business Analysis 'to be'
PID 51: Agree process for managing Acknowledgement response …
PID 43: Business continuity plans amended
PID 44: Update Privacy Statement
PID 50: Complete local Risk Assessment
CP-IS : Mosaic TEST Configuration
CP-IS Build in test
Build Checklist
Build forms (PID35&36)
Build workflow in TEST
Revise forms or workflow following service design comme …
CP-IS : Testing
PID 40: Prepare CP-IS Test scripts
Advise of time scales needed to build on go-live weekend
Testing by Project Team
Demo changes to Managers
UAT with CYPS testers
Iteration and Re-testing
Sign off by UAT testers
Test with Live records
Sign off for go live
CP-IS Technical readiness
LO: Leave
Mosaic 5.13 in place
Develop the tool for validating NHS number
Install NHS Numbers Tool
PID 24: Prepare supplier technical tests
PID 33: Manage CP-IS Client Installation
PID 34: Configure Network for Messaging
PID 64: Bulk upload CP-IS records NHS Number Matching (M …
Checklist
Agree the process for uploading these into Mosaic
Get the batch match back from NHS Digital
Match any other records via PDS tool
Test on CP-IS environment
Upload them into Mosaic
CMR
CAB
Go-live
CP-IS Training
PID 46: Prepare for CP-IS Training
PID 47: Undertake CP-IS training
PID 48: Staff trained on CP-IS (milestone)
PID 49: Train users on the business process for NHS Numbers
CP-IS Go-Live
Agree the go-live date and plan
PID 18: Email to HSCIC of go live date
PID 45: Email NHS Digital about go live
PID 55: Ensure all tasks on LA Checklist completed
Prepare CMR
Achieve CAB agreement
PID 53: Provide Go live statistics
Update all CP / LAC records with NHS Nos
Test go-live configuration
Go Live
PID 56: Business Go Live (BGL)
Floor walking
Xmas Support
New Year Floorwalking
PID 54: Complete Lessons Learnt template
PID 58: Confirmation adoption of CP-IS and transition into Business …
CP-IS Handover
PID 52: Familiarise staff with the Incident Support Model
PID 57: Ensure CP-IS is Accepted Into Service
Not started : Project Management
Not Started : Data stream
Not Started : Hospital Sharing
Not Started : HIE Portal
Health Analysis not started B
Create Wunderlist Task
Completed in Wunderlist
Card
Mosaic Upgrade
NHS Numbers Tool
NHS Final Matching
Go Live
Plan for the unexpected
• OFSTED inspection
• The need for a full upgrade of Mosaic (required a full mini plan)
• Business Case and justifications about NHS Numbers
Reporting: things that aren’t immediately obvious
• The need to have bespoke CP-IS reports – made sure this was part
of the Business Analysis
• Helped when we started getting loads of notifications
• Reporting affected business choices:
• A key reason for implementing work-steps and NOT case notes
as the means to capture CP-IS notes
Mosaic
Use of Servelec Corelogic Mosaic
• Went live with Children’s in July 2013
• Implemented Adults including Finance in October 2014
• Upgraded to Mosaic in September 2015
• Currently on Mosaic 5.13.0
Need for Health and Social Care integration
• Child Protection Information Sharing (CP-IS)
• Integrated Independence Team – workflow processes and reporting
for SALT
• East London Foundation Trust (Mental Health) – streamline use of
the system and ensure Care Act compliance
• Hospital Social Work team (Hospital admissions and discharges)
• Integrated Learning Disabilities Service – recording across RiO and
Mosaic: from assessments to support plan, sessions and case
closure.
• Statutory reporting and data integrity checking with health (need for
a common identifier)
Information
Governance :
Episodes of Care
Broader Requirement for an NHS Number capability
• Pre-requisite for Child Protection Information Sharing (CP-IS)
• Health and Social Care (Safety and Quality) Act 2015
• Unique identifier
• The ‘duty to share’
• Our commitment in the IG Toolkit (part of N3 compliance)
• Safeguarding delays as the Trust re-enters data
• Unique reference for all data sharing in and with Health
• Other authorities – reliance on manual processes or access to RiO
Who should we hold an NHS No. for?
Mosaic records are created for individuals who are –
• Service Users
• Carers
• Family or household members
• Friends or other
• Adopters and prospective adopters
• Foster carers and prospective foster carers
• Reported Missing by another Local Authority
• Residence order carer, Special Guardianship carer
• Shared lives approved carers and prospective shared lives carers
We shouldn’t hold NHS Numbers for all of the above
Episodes of care
An “episode of care” was locally defined to ensure that we
legitimately hold the NHS number for our service users and carers
ONLY.
‘When an individual has moved beyond a contact stage, and
requires intervention by a Social Care Professional to either keep
them safe, or provide support either during or following an
assessment of need (eg Safeguarding, equipment or direct service
provision)’.
Adult Workflows - Episodes of care
The following Adult Workflows have been identified as being an
‘episode of care’ and where the NHS number should be sought:
Community Care Assessment
Community Care Assessment (MH)
Carer assessment (Adults)
Immediate Services (adults)
Occupational Therapy assessment
Integrated Independence Team Commencement
Review (ASC)
Safeguarding adult manager decision
Sensory assessment
Substance Misuse Team assessment
Mental Health Review
Telecare assessment
Children’s Workflows - Episodes of care
The following Workflows have been identified as being an ‘episode of
care’ and where the NHS number should be sought:
(** NHS Number process already in place for CP-IS related workflows)
Assessment
Private Fostering assessment
SWIS intervention
Prevention and diversion assessment
Targeted assessment
Universal Plus checklist
YH Substance Misuse service assessment
Youth Offending Team (gangs) assessment
A little bit about the
broader health
integration piece
Cerner Health Information Exchange
Data Sets
• Workshops with Practitioners from Health and Social Care
• City of London and London Borough of Hackney
• Adults and Children’s services
• 3 Phases of data identified: from simple to more comprehensive
• Subject to a Data Sharing Agreement
Shared from Social Care out Shared from Health to Mosaic
Advocate and Next of Kin details Accessible Information Standards Case status (open/closed) Current allocated team/s Current allocated worker/s
Medication List Confirmed Diagnosis Allergies Immunisations Visits
Integrations developed with Servelec Corelogic
Two bits of software developed:
• HIE API – view health data in Mosaic
• MIV (Mosaic Information Viewer) – allow external systems access
Cerner Millennium EPR
Cerner HIE
MIG MOSAIC
HL7 standard
GPs
Hackney
Standard admin configuration
Standard admin configuration
Health Integration
Mosaic
End user experience
What social care data
do health see?
• Integrated work done from Hackney’s side
• CCG Cerner supplier to complete their work
• Upgrade Mosaic to v5.13.2 when the Council is ready
• Agree a new Data Sharing Agreement
Cerner Millennium EPR
Cerner HIE
MIG
MOSAIC
HL7 standard
GPs
Hackney
Final steps on the CCG portal integration
Conclusions….
Timeframe
Issues affecting the timeline:
• Improving workflow in Mosaic
• Setting in place a sustainable NHS Number tool
What worked well
• Checking & Incorporating all aspects of the NHS Digital plan
• Good governance: a project board
• Social Care representation constanty
• NHS Digital support – fortnightly meetings / calls (Mark Wright)
• Good engagement with Local trust (Homerton University Hospital)
• Good weekly team meetings (divided 30 min practice / 30 min tech)
• Communications strategy
• Regular updates
• Senior engagement constantly
• Having a broader technical strategy (e.g. the Building Blocks)
What could have been improved
• Understanding the way Mosaic needs to be configured
• Working through the process end-to-end (Trust needed to upgrade /
improve their own system, but only knew this at the end)
• PSN Compliance and network configuration genuinely were hard
work – but you can’t anticipate this: rather put in place your best
people
• Broader engagement around NHS Numbers (adults) with NHS
Digital
• Plan for the unexpected – OFSTED had a big impact on momentum
Conclusions and lessons
• Know who will use it: Mosaic Roles across the organisation
• Have you adopted the right functionality (e.g. case histories)
• Work in partnership (City of London - Ellie Ward)
• Closely with Corelogic – and their roadmap
• Making it sustainable: stand-alone and part of BAU (Gabriel Rangel)
• Work with NHS Digital: Issues with the new DAAG process (adults)
• Practice lead and professionalism (Joanne Ridgley)
• Technically and IG savvy: APIs, consent and Network config.
• Present and let all know what you’re doing
• Know what your own roadmap (next release)
Contacts
Hackney Council:
• Lisa Aldridge ([email protected])
• Ross Tuckley ([email protected])
Independently
• Jeremy Tuck ([email protected])
• Joanne Ridgley ([email protected])
61
Questions?
www.digital.nhs.uk
@nhsdigital
0300 303 5678
www.digital.nhs.uk/cpis