Shared Services Socitm Northern Ireland Information Sharing The only way Forward

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Shared ServicesSocitm Northern Ireland
Information SharingThe only way Forward

• Mark Brett
• Socitm Performance Management Group
• 28th April 2006

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Complexity

• Information Sharing is critical for success

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Partnership
Local Strategic Partnership
Council Cabinet
PCT Board
Lifelong Learning Forum
Children and Young Peoples Strategic
Partnership
Regeneration
Cultural Partnership
Early Years Childcare Partnership
Safer Croydon Partnership
Healthy Croydon Partnership
Environmental Partnership
Childrens Services Plan Strategic Plan Community
Strategy Local Development Plan Preventative
Strategy
Overview/Consultation
Responsibility
Education Development Plan Behaviour Support
Plan etc
Disability
Teenage Pregnancy Partnership Board
Sick Children / Acute Care
CAMHS JCG
Corporate Parenting
Childrens Fund Partnership
Sure Start Partnership
Youth Crime Prevention Partnership
ACPC
Maternity
Healthy Children Young People
Children in Special Circumstances
Connexions Management Committee
CAMHS Ref Group
Assessment/Child In Need
Section 8
Appeals
Policy and Procedure
Training and Development
Family Support
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The Key questions Shared Services

• Why share services?
• Who with?
• What will we achieve?
• How will we implement shared servcies, when?
• What are the risks and rewards?

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Information Sharing Agreement

• Why the information is to be shared.
• What information is to be shared
• Who will the information be shared with.
• How will the information be shared.

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Managing the Risks The risk and business case
for information sharing should be gone through
for each process, for each recipient
organisation. The trust and legal issues must be
considered, Consent Critically, do we have
lawful authority to share this information and do
we have consent to share this information. Trust
in the organisation you are sharing the
information with, how they will handle it is also
essential. The entire spectrum should be
covered, policies about disclosure of shared
information, especially around Freedom of
Information Act. FoI It is possible to
develop Information Sharing Protocols between
agencies good examples do exist.
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Understanding organisational language It is
essential that the language used between
organisations is consistent, where jargon is
unavoidable ensure a glossary is drawn up dealing
all of the terms acronyms and abbreviations
used. The Knowledge Management National
Project, developed a detailed glossary of terms.
Develop common language. A WARP (Warning, Advice
and Reporting Point) can be a great
help Collaboration Understand each other
business processes, arrange exchanges, joint
project working and inter-agency secondments
during the set-up and implementation phase.
Arrange for peer review of processes and
procedures, including security establish a
regular users forum, to review progress, discuss
risks and importantly to work through continuous
improvements.
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Diagnostic tool
System / Partnership Outsourcing?

• Description Method Type Outcome
  Benefits

Define what you intend
Start with the end in mind
How will you measure it?? (Can you measure it???)
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Build performance measurement in from the start

• Scope Whats included - Whats excluded
• Quantify Describe
• Measure Develop KPIs
• Benchmark Compare and contrast
• Review Improve

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Standards

• Standards help with measurement
• Measurement enables performance
• Performance allows quantification (of benefits)
• Benefits realisation support the investment
• National e-Services Delivery Standards
  (www.nesds.gov.uk)

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Business Case

• The business case is an essential tool to start
  the whole process off.
• There is an excellent business Case tool from the
  capacity building programme, (developed by
  CIPFA).
• Gate reviews are also critical. This approach
  ensures a firm business basis.

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Setting the scene

• Shared Services will require business skills and
  change management skills.
• Engagement Take-up Success
• Research-Inform-Consult-Deliver-Review

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Organisational issues

• HR issues
• Clear communication
• Articulate the vision keep the information
  flowing
• Are you ready for implementing Shared Services?

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Understand the risks
Spend time working through the risk
profile. Ensure all partners are clear about
their responsibilities Setup the legal and
governance structures before the
implementation. The contract must cater for who
will be the supplier, who will be the customer?
What happens if a partner wishes to pull out of
the service?
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Summary Points

• Information Sharing is critical
• It must be someone's day job in a shared services
  environment.
• Cabinet Office Information Governance Framework
• Help is at hand www.warp.gov.uk

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Questions Mark.brett_at_socitm.gov.uk