Name of Project / Support Planning ICT Project
Type of Project () / Compliance / Sustainability / Improvement / 
Name of Business Sponsor / Gill Vickers
Directorate / Community Services Directorate
Name of Project Manager / Maurice Dix (IWC)/Chris Gee (PMC)
Date / 21st January 2010

Funding Bid Summary

(£000,s) / Year 1 / Year 2 / Year 3 / Year 4 / Year 5 / Total / Notes
Capital
Revenue
Invest to save

Identified/External Funding Summary

(£000,s) / Year 1 / Year 2 / Year 3 / Year 4 / Year 5 / Total / Notes
Revenue Budget
(£000,s) / Year 1 / Year 2 / Year 3 / Year 4 / Year 5 / Total / Cap/Rev / Status
Grant
Other

Post Project Resource Implications(positive/negative impact)

(£000,s) / Year 1 / Year 2 / Year 3 / Year 4 / Year 5 / Total / Notes
Revenue
Implications of NOT undertaking the project
This project provides significant support to deliver the Transformation of Adult Social Care:
  • Map our new business processes in relation to Personalisation
  • Develop a web based system to enable individuals to develop their own support plans – this is key as support planning is the area where we currently have delays in delivering Personal and Individual Budgets
  • Provide universal access to information – a key central government requirement is for councils to provide universal access to Advice Information and Guidance by October 2010-02-23
  • Provide a ‘shop window’ for providers of Personalised services
  • Provide service user purchasing information to inform commissioning and market shaping
  • Evaluate outcomes of Personal Budgets
The project will also:
  • support the development of the separate CAF pilot to develop integrated working across statutory authorities
  • inform the development of the specification and business case for a new ICT system

Project Description

One of the major building blocks of the transforming social care agenda is Self Directed Support (SDS). Support Planning is one of the key processes within SDS that enables people to achieve their personal outcomes, guides them how to use their personal budget and gives them choice and control over their support. This can only be achieved through ensuring that there is a genuine opportunity for people to actively participate in the development of their own support plan.

The project will develop a prototype of a web based system to help individuals create successful support plans. The prototype would build upon existing solutions within IWC and support the development of a business case for a new or upgraded I.T. solution and cover the following areas:

  • Provide universal access to information for support planning to both self and stated funded individuals
  • Enable better outcomes for individuals by promoting greater choice of options to deliver the requirements of their support plan
  • Evaluate how successful individuals have been at achieving their outcomes
  • Generate management information about how individual are spending their personal budgets to help the council shape and develop the marketplace

Plan My Care is working in partnership with Improvement and Efficiency South East (IESE) and this project forms part of the South East JIP programme of work.Progress on the project will be shared through regular update reports on a regional basis and learning will be shared on a national basis through networks, e.g. ADASS and through sharing at conferences and through publications.

Scope

The scope of the pilot needs to be carefully defined to ensure there is focus on achieving the objectives. The scope of the pilot will be defined as follows:

  • Older people client group – the system will initially be used to develop support plans for the older people client group
  • Day opportunities – the system will initially be used to promote a range of options for day opportunities widening the choice of support beyond traditional domiciliary services and day centres
  • User base – the system will initially be limited to use by IWC staff, Age Concern, Help and Care and the Citizens Advice Bureau

Plan My Care will be responsible for producing the following deliverables:

  • Functional and technical specifications for a web-based support planning system including security/access and reporting features
  • A prototype web-based support planning system developed for use in a pilot
  • Draft protocols for information sharing between systems necessary for systems integration
  • Broader requirements definition positioning the system within the overall IWC Adults Social Care business process and technical architecture

Isle of Wight Council will be responsible for producing the following deliverables:

  • Completed staff training sessions on using the system– PMC will provide the necessary support to ensure a successful “train the trainer” approach
  • Completed equality impact assessment
  • Publicity materials connected to the system
  • Guidance material for use of the system by staff – PMC will provide the necessary support to ensure IWC can define the necessary material to define where the solution fits within the overall self-directed support process
  • Data to populate the system

PMC and IWC will be jointly responsible for developing a full lessons learned report for the project

Expected Outcomes

Project is expected to have a positive impact on the following national indicators:

  • NI 130 Social care clients receiving Self Directed Support – people require access to quality information to enable them to confidently self direct their support and create support plans that truly address the outcomes they wish to achieve. The system will promote options and choice that will encourage the move away from traditional services and the adoption of self directed support
  • NI125 Achieving independence for older people through rehabilitation/intermediate care - The system will give further dynamic options to enable older people to live independently. It will also give other options of intermediate care / reablement solutions for older people, either on being discharged from hospital or preferably preventing hospital admission in the first place
  • NI141 Number of vulnerable people achieving independent living - Although the primary focus on this target is housing needs – it cannot be delivered without support packages which underpin independence for many vulnerable people. The system will give new options and choice in enabling people to choose their own support to meet their needs and enable them to achieve personal outcomes. Research & practice experience, underpinned by “Putting People First”, illustrate that support packages have better outcomes when the individual has more control and choice. This system option will enhance our self directed support options to ensure these outcomes are improved

In addition to the national indicators the project will also provide evidence to demonstrate achievement towards the Putting People First milestones:

  • Information and advice- that the council has put in place arrangements for universal access to information and advice
  • Local commissioning - that stakeholders are clear on the impact that purchasing by individuals, both publicly (personal budgets) and privately funded, will have on the procurement of councils and PCTs in such a way that will guarantee the right kind of supply of services to meet local care and support needs

Cash Releasing Benefit Summary

(£000,s) / Year 1 / Year 2 / Year 3 / Year 4 / Year 5 / Total / Notes
Capital
Revenue
Invest to save

Other Measurable Benefits

Benefit Type / Measure / Value (£000,s)
Provide market intelligence for commissioners / Monthly reporting of patterns of spend drawn from individual purchasing via the website
Reduction in time between agreement of indicative budgets and support plans in place / Date between Indicative Budget letter and panel approval of support plans
Reduce time between indicative budgets and support plans in place / Time between indicative budget letter and authorisation of support plan at panel
The public use the website as a resource for Advice, Information & Guidance on self-directed support and personal budgets / Numbers of people accessing the website/ user survey on website
More creative use of universal services to meet outcomes in support plans / Use of universal services used in support plans
Good take up of website by providers offering personalised services / Compare numbers of providers using the site at start, during and at finish of the pilot
Increased numbers of individuals developing support plans without formal help to do so / Numbers of support plans that come to panel from individuals who have not used care management/brokerage support

Supporting Information

Other relevant information to support this project

Project Success Criteria

Success Criteria / Measure(s) / Weighting / Total Weighting
Achievement of benefits / See above / 60
Delivery within budget & timescale / 40

Approach

The project will be managed using an Agile project management approach which will comprise of a start-up phase and a number of subsequent development iterations.

The start-up phase is a short, initial period designed to:

  • Produce sufficient understanding of the project to define and agree the scope
  • Define the long list of requirements and features for the support planning system
  • Prioritise the requirements and features of the support planning system
  • Define and agree the incremental delivery strategy including an initial plan outlining what features will be included in each development iteration
  • Implement the appropriate development and test environments

Each development iteration will be a time-boxed period which commences with a planning workshop. The planning workshop is attended by all members of the team (where logistically viable), its purpose being to estimate and prioritise features for development within the next iteration, and to ensure that the team is clear about the objectives and requirements for the iteration.Key stakeholders need to attend the planning meeting to ensure that:

  • Prioritisation of features is agreed between different groups
  • To respond to queries from the team to clarify the requirement, or take away issues for resolution.

During each iteration, the development team will require access to the IWC project team to clarify specific information on the features. This will primarily be phone based but may also require face to face meetings.At the end of each iteration, the completed features will be demonstrated to the key stakeholders. This enables all stakeholders to provide feedback throughout the project and ensures changes to requirements can be identified and incorporated early within the development process.

Constraints

Systems integration will be limited because of the lack of APIs to integrate data back into Swift. The project will target to implement a minimum level of integration from Swift to the support planning system to avoid re-keying of information.

Assumptions

  1. IWC will provide a hosted environment for the prototype. PMC will have necessary access to the hosted environment to support an incremental development approach which will require frequent changes to the code base
  1. IWC will be able to provide the initial data required to populate the prototype. This will include information about outcomes, support options available and providers
  1. IWC will facilitate engagement with necessary third parties required to use and populate the prototype. For example, Age Concern, Help and Care, Citizens Advice Bureau and providers

Interfaces (Project not Technical)

  1. Brokerage/Advocacy/Advice, Information & Guidance Pilots - key users of the system will be staff working for organisations participating in the pilots - Age Concern, Help and Care and Citizens Advice Bureau. The project will need to develop effective ways of working with these third parties
  1. CAF project – the project needs to ensure that the support planning business process is consistent with the approach being taken on the CAF project. This project will also help define some of the information flow and structures for support plans and outcomes
  1. FACE implementation – the project needs to ensure consistent terminology and structure with the FACE overview assessment, particularly for outcome definition

Organisation Structure

Role / Officer(S)/Person
Proposed Business Sponsor / Assistant Director Transformation & Integration (Gill Vickers)
Proposed Customer Representative(s) / Gill Vickers/Maurice Dix
Proposed Senior Resource Supplier(s) / Irene Woodford
Proposed Project Manager / Development Team Officer (Maurice Dix)
Other

Outline Project Plan (key tasks/deliverables against which progress can be strategically monitored)

Ref / Key Milestones: Tasks / Deliverables / Decision Points / Due Date / Geographical Location(s)
(where applicable) / Estimated Expenditure (£000’s)
Project kick off meeting / 25/01/10
Requirements definition workshop / 26/01/10
PID produced/startup iteration complete / 31/01/10
Iteration 1 complete / 02/03/10
Iteration 2 complete / 16/03/10
Data available to populate system / 19/03/10
User and Carer Panel / ???
Iteration 3 complete / 30/03/10
Iteration 4 complete / 20/04/10
Iteration 5 complete / 04/05/10
Iteration 6 complete / 18/05/10
User and Carer Panel / ???
Requirements document complete / 30/06/10
Draft protocols for information sharing complete / 30/06/10
Training complete / 30/05/10
Equality Impact Assessment complete / 30/06/10
Lesson learnt report complete / 30/06/10

Insert additional rows as required

The above table is a high level view of the full Microsoft Project/Excel, project plan

Tolerances

Stage & Project Tolerances outside of which the project will be in exception and require intervention

Risks

Description / Mitigation / Owner
Availability of IWC resource to support the Agile development process /
  1. PMC to provide advanced schedule of meetings wherever possible
  2. Project to be prioritised within IWC transformation to ensure resource commitment
/ Gill Vickers
Systems integration delays project /
  1. For the prototype ensure that systems integration is kept to the minimum but that future requirements are captured
/ John Wright
Focus on OP client group delays project because not as engaged in the wider transformation as other client groups /
  1. Review level of engagement after 1st iteration and switch project focus to LD/PD if necessary
/ Chris Gee / Gill Vickers
Managing accessibility requirements vs business process functionality for the prototype /
  1. The prototype primarily needs to demonstrate applicability of an online tool to facilitate support planning
  2. Focus of project needs to be communicated to project team and wider stakeholders
/ John Wright
Gill Vickers

Communications Strategy

The project will make use of the existing communications strategy for the over arching Transforming Adults Social Care Programme. The key components of the communications approach will include:

  • User and Carer Engagement Panel – utilising the existing engagement panel for co-production of the system, particularly for usability and accessibility requirements
  • Onelink- publicising information about the project

In addition to IWC communications, progress will be shared through regular update reports on a regional basis and learning will be shared on a national basis through networks, e.g. ADASS and through sharing at conferences and through publications.

Corporate Impact Checklist

Central Service Area / Impact Details / Outcome of Assessment / Completed
by
Finance (Capital & Revenue) ; / Development & modelling phase grant FUNDED through IESE / Grant will be included as part of TSC grant and administrated by accounts as part of their departmental support / GV
Audit / N/A / GV
Value For Money / Achieved through IESE grant / Achieved / GV
Risk / N/A / GV
Performance Management / Project will have a positive impact on KPI returns / Positive impact / GV
Legal / Database details will need to comply with data sharing guidelines and consider liability in terms of information supplied / Will discuss with Legal as and when necessary / GC
Procurement / N/A / N/A / GV
Human Resources / N/A / N/A / GV
Property / N/A / N/A / GV
ICT / Will impact on ICT and SWIFT / Relevant ict staff are members of the project team / GV
Equality & Diversity / N/A / N/A / GV
Business Continuity / N/A / N/A / GV
Safer Communities (Section 17) / N/A / N/A / GV
Communication / Will need to publicise the product / Include TSC communications plan / GV
Sponsor Authorisation
Name / Position
Signed / Date

Project Organisation Structure

Business Sponsor – GV

Project Managers – MD IOWC, CG, PMC

Project Governance

The Isle of Wight Council (IOWC) is moving towards the third year of the programme of implementing Transformation of Adult Social Care and this project is part of that programme.

The Plan My Care pilot will fit into the IOWC governance arrangements as illustrated by the following chart:


Project Governance

The Plan My Care ICT pilot supports a range of National and local strategic initiatives including:

  • Putting People First
  • Our Health , Our Care , Our Say
  • Isle of Wight Corporate Transformation agenda

Governance will be directly provided through the Transforming Adult Social Care Board which in itself reports to the Corporate Transformation Board and Member Review Board as T.A.S.C. has been identified one of the key corporate transformation programmes.

Transforming Adult Social Care (TASC)Board

The Transformation Programme on the Isle of Wight will develop an entirely new approach to supporting people to make the right decisions about their own support and welfare, and to help them live ordinary lives. Using best practice and learning from the Joint Care Improvement Partnership/Care Service Efficiency Delivery Initiative, the Transformation Programme will build on the development of appropriate arrangements to ensure self-directed support is available to all and the Department of Health aims are achieved.

This means that the focus will shift from being needs based to outcomes based and will be personal to each individual. All adults who find, for whatever reason, that they are not achieving whole life goals will be able to access support and advice whether they have complex needs and are likely to be funded or not. The Isle of Wight Council intends to develop, with the third sector, a ‘gateway to support’ which enables to self directed support. The Plan My Care project is one of a number of initiatives that will deliver the overarching aims and objective set by the TASC.Board.