CYPD CLIENT LIAISON GROUP
Minutes of meeting held on 14 Dec 06
Present:
Geoff Black, Chairman
Ron Sparrow, Client Liaison Manager
Mark Pearson, Strategic Planning Manager
John England, Strategy & Support Manager
Dee Rogers, PCT Information Governance & Records Manager
Mark Rickard, IS Project Manager
Jim Atkinson, Commissioning Manager
Tim Browne, Head of CYP Support
Apologies:
Liz Hadley, ICT Advisor
Carol Bodkin, Child Health Records Development Manager
1
Minutes of the Last Meeting
The minutes of the last meeting were accepted as a true record.
2
Matters Arising
RS reported that the diagram showing EMS usage by service area was still being
worked up. RS would bring to the next meeting.
ACTION: RON SPARROW.
Liz Hadley would bring her paper on curriculum and admin systems in schools to the
February meeting.
ACTION: LIZ HADLEY.
Mary Holland would be asked to bring her information sharing recommendation
report to the February meeting.
ACTION: MARY HOLLAND.
The B2B issue for non-SIMS schools was ongoing and it was agreed to discuss
again at the February meeting. In the meantime RS would investigate a specification
for migrating schools to SIMS and produce a summary for the group.
ACTION:
GEOFF BLACK & RON SPARROW.
3
MIDAS Update
MP stated that he was due to conduct a review of the MIDAS project and would
report back to the next meeting.
ACTION: MARK PEARSON.
4
Youth Service MIS
The group accepted the proposal to procure the QES package for the Youth Service.
However, it was stressed that the package was an interim solution and a more
strategic and integrated solution may be selected at later date. It was agreed to
review the situation around Dec 07 / Jan 08.
5.
Potential Projects for 2007-09 Programme
RS suggested that the projects below should be removed from the programme, as
they were no longer relevant:
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ESCR National Target 3. All new and pre-existing documents, including audio
and video, for current cases must be retrievable electronically
ERIC - provision of business benefits
Workflow
Support ERIC clients to design security model
Support ERIC clients to identify consent design
Support ERIC clients in designing process to move away from paper records
DERIC (SOAP API calls not Smartsave)
ESCR National Target 2. Audio and video documents for all new cases must be
stored and retrieved in electronic format
ERIC Reporting suite for managers
Support ERIC total electronic recording pilots
ERIC off line
He went on to state the, following projects should be included in the programme but
had yet to be resourced:
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EMS Training Manager Child Action project (Integrated working) - Sponsor =
Helen Price.
EMS Training Manager for SIMS/ERIC (incl. Training Manager online) - Sponsor
= Mike Greenman, Peter Cottey, Dawn Waite.
EMS Early Years/CHIS EMS module - Sponsor = Janet Sharpe.
EMS CSS (Children’s Support Services) for Vulnerable Pupils Admission Policy Sponsor = Tim Browne.
EMS CSS (Children’s Support Services) for AEOs (Assistant Education Officers)
- Sponsor = Mary Holland.
EMS CSS (Children’s Support Services) for Youth Offending Service - Sponsor =
Phil Kendrick
EMS CSS (Children's Support Services) for Glos Outreach Service - Sponsor =
Ros Sutton
Group members were asked to forward any objections to the above to Ron Sparrow
by the end of Jan 07. ACTION: ALL.
6.
ICS Strategic Plan
It was agreed that development of the in-house ICS system should cease once the
phase one implementation was complete. After this time the system would continue
to be supported but no new functionality would be introduced. At this time the future
of ICS would be reviewed in order to source a suitable more integrated solution. It
was agreed that the initial approach would be to carry out a detailed assessment of
the Capita ICS module in January to see if it met GCC requirements. It was agreed
that provided the Capita system met all of the essential requirements it would be the
preferred option, as it should integrate fully with the current EMS system. MR and
Pete Harwood would develop a framework for the assessment and co-ordinate a
review of the Capita module in Jan 07 and report back to group members by the end
of Jan 07. It was agreed that the group would then provide recommendations to the
Directors Group for a final decision to be made.
It was recognised that replacing the current ICS would be politically very sensitive
and work would need to be done to engage with stakeholders. The group discussed
a possible implementation timetable. It was suggested that whilst the procurement of
a new package could occur relatively quickly, it was highly unlikely that any users
could be migrated onto the system until after the JAR.
It was also agreed that the CLG should act as the ICS Project Board in future. The
current ICS PMB would be asked to act as a Customer Liaison Group.
ACTION:
MARK RICKARD.
6.
ICT Strategy Update
MP stated that he would shortly be publishing a strategy draft for consultation.
7.
IS Index Project
MR gave an update on the IS Index project. The PID, Risk & Issues Log,
Communications Plan and stakeholder plan were submitted for approval and were
accepted with minor amendments.
MR stated that the first two stakeholder briefings were to be held on 15 and 22 Jan
06. Invitations were being sent to specific stakeholders and open invites were being
circulated in GCC publications and in partners’ newsletters through corporate
communications.
MR stated that the project plan would be brought to the next meeting. RS suggested
that a rough budget should also be presented.
8.
Data Exchange With Health / Caldicott Guardian
MR stated that recent meetings with health demonstrated that while data sharing and
matching was already occurring, it was very labour intensive. He suggested that if
complete sets of young people’s data could be shared then a more automated
system could be established to match records and share information.
The group generally agreed with the suggestion but acknowledged that there were a
number of data protection issues that would need to be resolved. TB and DR agreed
to meet in their capacity as Caldicott Guardians to discuss a way forward. ACTION:
MARK RICKARD.
9.
Children’s Workforce ICT Systems
RS put forward a proposal that FMS should be used as the primary data store for
recording training and system access related information (CRB checks etc) for
Children’s Workforce staff. It was agreed that MR and RS would put forward a
recommendation to the CYPSP.
ACTION: MARK RICKARD & RON SPARROW
Mark Pearson undertook to relay this information to the GUS project team.
ACTION: MARK PEARSON.
10.
FM Contract Update
JE stated that Vivista Sunguard had been awarded the new FM contract for ICT.
6.
Date of Next Meeting
The next meeting would be held at 1000-1230hrs on 28 Feb 06 in Room 6.