St Helens Cares a local care systemmoderngov.sthelens.gov.uk/documents/s61436/IT report.pdf · St...

St Helens CaresIT workstream

St Helens Cares – a local care system

IT workstream update

25.01.2017


Contents

2

SectionIntroduction and purpose of reportObjectives and progress to dateTechnology design principlesProject planRisks and issuesResources requirementsRecommendationsNext stepsKey messagesAnnexes

Page3479

101112131415


1. Introduction and purpose of report

1.1 This report is an update to the People’s Board on the progress of the IT workstream within the St Helens Cares project, which has been put in place to support the implementation of the St Helens Cares IT platform.

1.2 The implementation of the St Helens Cares IT platform will support St Helens Cares organisations to deliver health and social care in a more co-ordinated and efficient way. The longer term aspiration includes improved prevention and early intervention, access to self-service and the creation of a combined health and social care record.

1.3 The IT workstream has a number of initial objectives:

• To produce a documented view of the current IT systems in use across St Helens Cares organisations.

• To establish the Technology Design Principles for the St Helens Cares IT platform.

• To create a draft implementation plan for the St Helens Cares IT platform.

1.4 These initial objectives and their outcomes will be used to inform the approach to creating a common IT platform, which will access and utilise systems and data from across the St Helens Cares organisations.

1.5 The IT platform can serve as central point of information, which can be used to create a single health and social care record, a data warehouse and to drive Business Intelligence (BI) activities as dictated by the BI workstream.

1.6 The initial project objectives as defined in the associated workstream PID have been set out in the next section and progress against these has been indicated.

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2. Objectives and progress to date

Objective 1: Produce a documented view of the current IT systems in use across St Helens Cares organisations

2.1 In order to produce a documented view of the current IT systems in use across St Helens Cares organisations, the IT workstream has carried out a number of activities:

2.2 St Helens Cares organisations were asked to produce a catalogue of their current IT systems based on a provided template. The template captured information including: system description; system users; system type; system function; and system owner. The template can be seen in Annexe 1.

2.3 The following organisations contributed a current systems catalogue: St Helens Council; Five Boroughs Partnership; Age UK Mid Mersey; Citizens Advice Bureau; Merseyside Fire and Rescue; St Helens CCG; Helena Partnerships. The initial Current Systems Catalogue contained over 1000 systems, but this was refined to approximately 300 systems prior to the workshop.

2.4 The systems workshop (11th January 2017) brought together IT representatives from a number of St Helens Cares organisations. The workshop was attended by representatives from: St Helens Council; Five Boroughs Partnership; Helena Partnerships; Bridgewater Community Healthcare NHS Foundation Trust; Merseyside Fire and Rescue; Merseyside Police; St Helens Citizens Advice Bureau; St Helens and Knowsley Teaching Hospitals.

2.5 The aim of the workshop was to better understand the role of IT within St Helens Cares. This aim was achieved by meeting the following objectives:

• Explain the concept of St Helens Cares and the scope of the project.

• Understand the current systems in use across the St Helens Cares organisations.

• Identify core systems that could be used within the St Helens Cares IT platform.

• Develop initial design principles for the St Helens Cares IT platform.

2.6 The outputs from the workshop included: an updated current systems catalogue containing a set of “core” systems; a diagram of current systems architecture; and initial thinking around technology design principles (to be further explored in the design principles workshop). The current systems architecture diagram can be seen in Annexe 2. 4


2.7 The systems workshop brought out a number of questions from the attendees; a key theme that emerged centred around data use and access management. As a result of this, it has been agreed that a new Information Governance (IG) workstream will be established within the St Helens Cares project. The diagram in Annexe 3 shows the identified data use and access management issues to be considered.

Objective 2: To establish the Technology Design Principles for the St Helens Cares IT platform

2.8 In the Design Principles Workshop (18th January 2017) the St Helens Cares organisations were asked to develop a set of Technology Design Principles that could be used to underpin the creation of the St Helens Cares IT platform.

2.9 The workshop sought to bring together the IT representatives from the previous workshop (again not all member agencies attended, indeed this workshop saw attendance from only: Helena Partnerships; Health Informatics Service; Merseyside Fire andRescue; Age UK Mid Mersey; St Helens Council; and St Helens CCG).

2.10 The aim of the Design Principles Workshop was to better understand the Technology Design Principles for the St Helens Cares IT platform. It achieved this aim by meeting the following objectives:

• Review progress and outcomes from the IT Systems Workshop.

• Review the Phase 2 Design Principles agreed with the People’s Board.

• Formulate the Technology Design Principles across St Helens Cares organisations.

• Understand planned activities for the next phase of the project.

2.11 Despite reduced number of attendees, the workshop encouraged detailed discussions in the following categories: IT Service; Applications; Infrastructure; Integration; Data; and Analytics. The workshop was well received and helped to build momentum for the St Helens Cares project.

2.12 The outputs from the workshop included a list of technology design principles to be agreed upon and subsequently utilised when designing the St Helens Cares IT platform.

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Objective 3: To create of a draft implementation plan to implement an IT platform and approach

2.13 The implementation plan is in development. The first draft has been completed but this will need to be reviewed with the St Helens Cares project team before it can be shared more widely. The diagram below gives a high level view of the expected stages to April 2018.

2.14 A more detailed breakdown of the example activities within each stage may be found in Annexe 4.

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Task Name

2017 2018

Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr

Phase 4 – Design

Phase 5 - Build

Phase 6 - Test

Phase 7 - Implement


3. Technology design principles

3.1 In advance of the workshop held on 18th January, partner organisations were asked to consider a set of high level technology design principles for the future IT architecture of St Helens Cares. These principles were then discussed at length during the workshop. The output from this work is included below. It is anticipated that the design principles may need to evolve during the next phase of the programme, as further clarity about the TOM emerges.

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Category Draft Design Principles

IT Service • We will build a core system that can be expanded upon in order to remain flexible to the changing business needs.

• We will adopt a formal process to govern the IT platform that accounts for information governance issues but that does not limit the use of the data warehouse for business intelligence.

• We will ensure security is a key driver of all decision making.• The system should be easy to use and improve ways of working; it shouldn’t add additional stages or time

to service delivery.

Applications • We will use technology as an enabler to improve business performance; reduce the financial gap and create better outcomes for the people of St Helens (e.g. assistive technology).

• We would like to use commercial package solutions as default and avoid developing bespoke packages.• We will retain specialist applications where there is a clear business/benefits case to do so.

Infrastructure • We will standardise infrastructure where possible, including setting standards for procurement.• We will embrace new ways of delivering infrastructure i.e. cloud computing.• We will allow individual organisations to implement infrastructure they need if these support and/or do not

contradict St Helens Cares.


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Category Draft Design Principles

Integration • We should build a system that makes the best use of existing APIs and builds upon this connectivity to shape something that can be appropriately integrated.

• We will take a strategic approach to application integration for the St Helens Cares but will also have some specific integration requirements on a point to point basis.

Data • We will share data based on the St Helens Cares requirements and what the user needs to see, in order to prevent the system being overcomplicated

• There will be a common identifier for both people and property records and family connections• There will be one set of accurate and reliable data enabling an integrated and timely view of customers• Data is protected from unauthorised access and is controlled• Our data consent policy and processes and controls will be pragmatic and enable urgent safety needs to be

met

Analytics • We will enable users to access intelligence simply and intuitively• Our insight will enable transformation of cross-organisational processes so that care is more co-ordinated

and targeted.• We will deliver actionable intelligence that supports demand prediction and more targeted intervention• We will have the intelligence to understand and measure whether agreed outcomes have been delivered• We will process data to create alerts where intervention is need (i.e. data driven subscriptions)


4. Project plan

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w/c 19.12 w/c 26.12 w/c 02.01 w/c 09.01 w/c 16.01 w/c 23.01

Oversight

Programme

management

Governance

Information

Technology

Business

Intelligence

Comms and

engagement

Team meeting Team meeting Team meeting Team meeting Team meeting

Develop PID template

Identify workstream leads

People’s Board

PID management process report

Develop report storyboard

Mobilise IT workstream group

Mobilise BI workstream group

Baseline current BI capabilities across St Helens Cares partners (using BI maturity model)

Mobilise comms team

PID complete

Exec BoardExec BoardExec BoardExec Board

Support completion of PIDs for all workstreams PIDs complete

Document PID management process

Develop draft report Review meeting with Exec Board

Finalise report Report complete

Develop current system view

Workshop 1 with IT workstream group

Develop draft design principles and approach

Finalise design principles Design principles complete

Develop first draft of implementation plan First draft complete

Complete PID PID complete


Finalise report

Workshop with BI workstream group

Develop draft reportReport complete including w/shop write up and recommendations)


Strategy completeComplete PID

Documented view of current systems

Workshop 2 with IT workstream group

Plan approach to baselining current system architecture across St Helens Cares partners

Review governance proposals elsewhere

Plan BI workshop

Develop comms and engagement strategy

/ / = Complete


5. Risks and issues

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Ref. Risk / Issue Likelihood Impact Mitigation

ITRI0001Lack of involvement of key staff in defining the outputs from the St Helens Cares IT platform, leading to partial completion of deliverables.

• Identification of key staff for each St Helens Cares organisations.

• Support from the People’s Board and Strategic directors to drive involvement with the St Helens Cares project beyond the initial phases of design.

ITRI0002Insufficient understanding of information governance principles surrounding the project, leading to data sharing and connectivity issues.

• All peoples board members to support a “find a solution” based approach rather than a “problem” based approach.

• Creation of an IG workstream to work in parallel with the existing IT and BI workstreams.

ITRI0003The timescales to deliver a new IT platform for St Helens Cares may affect its overall output capabilities.

• Assess initial deliverables against what is realistic and adopt a phased delivery approach if appropriate.

ITRI0004Organisations don’t have the capacity to contribute fully to St. Helens Cares IT Function.

• Resourcing to provide capacity will be essential to the success of the IT workstream.

• Establish a working group of IT representatives from different St Helens Cares organisations.


6. Resource requirements

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Requirement Purpose Duration Sourcing solution

Systems development support Systems analysis and development (including data cleansing).

To be confirmed following approval of the technology design principles and implementation plan.

To be confirmed on selection of approach (St Helens Cares / external).

Systems implementation support Implementation and live systems support. To be confirmed following approval of the technology design principles and implementation plan.


External systems support To be confirmed following further engagement with the St Helens cares organisations.

To be confirmed following approval of the technology design principles and implementation plan.


Name Role Full time/part time

Anthony Ellis PwC SME PT

Rob Gibson PwC SME PT

Emily Blampied PwC Project Manager FT

Ste Sharples Workstream lead PT (FT on need)

Vanessa McDermott Business Development Leader (Business ICT) PT (FT on need)

Paul Travis Business Development Leader (Business ICT) PT (FT on need)

Mike Roberts Systems Support Manager (Systems Support Unit) PT (FT on need)

Shaun Taylor Communications Business Manager (Business ICT) PT

Nick Lloyd Production Support Business Manager (Business ICT) – IG Stream link PT

Matthew Campbell Senior Production Analyst (Business ICT) PT (FT on need)

6.1 The current IT workstream resources are listed in the table below:

6.2 The additional resources which may be required to deliver the workstream are identified below:


7. Recommendations

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The following recommendations are proposed from the IT workstream:

6.1 The People’s Board is asked to approve the technology design principles included in this report, recognising that they may need to evolve as further detail about the TOM design is developed.

6.2 The People’s Board is asked to commit to requiring the IT leads of all the partner organisations to make an active contribution to the workstream and to respond positively to requests to provide information and engage in the project.

6.3 The People’s Board is asked to approve the approach to identifying potential system solutions, i.e. using the outputs from the workshops to determine whether a partner led (local authority, health, other partner) procurement, or other approach should be adopted.

6.4 The People’s Board is asked to consider that a choice will need to be made between delivering the IT platform for St Helens Care through a phased (i.e. agile) implementation approach or through a whole system design and implementation (i.e. a waterfall) methodology. This will be considered in more detail at a future meeting of the People’s Board.


8. Next Steps

1. February 2017

• To validate phase 3 workshop outputs with member agencies.

• To draw up the preferred solution based on the emerging design principles.

• To test these preferred solutions with the identified practitioner leads.

• To evaluate the options around whether we make or buy a solution.

2. March 2017

• Test design solutions against an emerging total operating model (TOM) and iterate.

• Engage in initial discussion with suppliers (for both partner led and procured approaches).

3. April 2017

• Draw up a detailed system specification.

• Commence system build (partner led) or procurement activity.

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9. Key Messages

8.1 Phase 3 of the St Helens Cares project has been a success for the IT team. We have achieved against all of our objectives, produced a number of documents and held two high quality workshops. However, this has been hampered by limited engagement over the Christmas period. As a consequence, a number of documents (current systems catalogue, current systems architecture diagram, technology design principles) will require validation and approval from St Helens Cares organisations in the next phase.

8.2 Engagement with and participation by all St Helens Cares organisations is vital to this process and the IT workstream.

8.3 IT Leads with the right level of expertise, as well as their associated teams, should be identified and made available for the project across St Helens Cares organisations.

8.4 Further work with practitioners is vital to the development of a systems specification that meets the projects aims and ambitions.

8.5 A collaborative approach should be established involving all St Helens Cares organisations, with a clear communication plan.

8.6 A phased approach to the delivery of the St Helens Cares IT platform to be considered to enable it to start to deliver benefits as early as possible and within the accepted timescales.

8.7 IT security and associated information governance will play a vital role in this iterative process, and should consider: What will the platform do? What data is needed to do this? Where will the data be hosted? What are the implications for information governance?

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Annexe 1 – current systems catalogue example

The current systems catalogue was shared with St Helens Cares organisations in order to baseline the current systems in use by the organisation and to identify their relevance to the St Helens Cares Target Operating Model (TOM). Example responses are shown below.

System Name

Owner / Organisation

Description(What is the

system used for?)

Users(Who uses the

system?)

Data / Information Contained Relevant to St

Helens Cares

Type?(Select from

List)Function?

(Select from List)

St Helens CaresTarget

Operating Model

Internal / External?

Core System?(Yes/No)

LCS St Helens Council

Childrens Social Care Case Management System

People's department & MASH Partners

Contacts, Referrals, Social Care Assessment, Young Carer Assessment, CIN, CP, LAC, Adoption, Fostering, Care Leavers, Risk of Exploitation, CWD, MASH, Safeguarding

Application (Web)

Patient Management / Case Management

Early Intervention and Front Door

Internal Yes

LAS St Helens Council

Adult Social Care Case Management System

People's department & Carers centre & Health Partners

Contacts, IASH, Referrals, Social Care Assessment, Carer Assessment, Falls Assessment, CHC Assessment, DOLs, OT, Social Care Provision, Safeguarding, Hospital Discharge Assessment, Discharge Plan.

Application (Web)

Patient Management / Case Management

Early Intervention and Front Door

Internal Yes

INRstar St Helens CCG

Used by practices for patient care

GP Practices Medication Information Database Patient Management / Case Management

Active Care Management

External Yes

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Annexe 2 – current systems architecture diagram

During the workshop, the participating organisations categorised their core current systems using the target operating model for St Helens Cares.

This established a baseline view of systems that could be relevant for the St Helens Cares IT Platform. The output was used to update the Current Systems Catalogue and create the Current Systems Architecture Diagram.

The Current Systems Architecture Diagram developed following the workshop is shown on Slide 15.

Organisation Prevention Early Intervention

Front Door Active Care Management

St HelensCouncil

System 1 System 1 System 2 System 3

St Helens CCG

System A System A System A System B

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Annexe 2 – current systems architecture diagram (continued)

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St Helens Metropolitan Borough Council

Autonomy eStart Capita One

EHMLAS

LAS

LCS

LASLCS

Births/Deaths database

Control Synergy

SSRSData

Warehouse

Five Boroughs Partnership

IAPTus Sonstenuto ELMS 2

DatixParisRio

Merseyside Police

Police Intelligence

Police Crime System

Police Crime System

Police Child Protection Database

Police Child Protection Database

Police Domestic Violence Database

Police Data Warehouse

St Helens Citizen’s Advice Bureau

PETRA CASEBOOK PETRA

CASEBOOK

Bridgewater Community Healthcare NHS Foundation Trust

Systmone

Soel

LillieBest

To Follow Up – Did not attend Systems Workshop

Age UK Mid Mersey

Healthwatch

NHS England

St Helens CCG

PharmacyNorth West Ambulance

Service

Helena Partnerships

People Intervention

ASBPrevention

Aarean

Mobile FormsExprian

Customer Data

Safeguarding ABC Resopnse

CRM

Supported Housing

Welfare Reform Data

OT Spreadsheet

Assistive TechData

EMIS

Merseyside Fire and Rescue

Goldmine CRM

St Helens and Knowsley Teaching Hospitals

St Helens IT System WorkshopCurrent Systems Architecture Diagram

System TBC System TBC

St Helens CCG Key

Prevention Early Intervention

Front Door

Active Care Management

All Other

EMIS RMS

EMS

Vision


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Annexe 3 – data and access considerations

Data Management

e.g. Ability for individuals to Opt-

out

Identity and Access

Management

Data Owners vs. Data

Consumers

Common Identifier

e.g. NHS number

Data Sharing Rules and Triggers

During the IT Systems Workshop, questions concerning data use and access management were raised on a number of occasions.

The main themes of those questions are shown in the diagram on the right.

As a result of this discussion, it has been recommended that an Information Governance workstream is initiated as soon as possible. St Helens

Cares Data


Annexe 4 – implementation activitiesPhase Task

Phase 4 - Design

Establish IT governance, organisation structure, procedures and controls

Develop the case for change, including opportunities and benefits

Agree the design approach, standards, methods and tools

Develop the detailed implementation plan to April 2018

Develop the technology target operating model (TOM)

Define the functional and non-functional requirements

Design the architecture for applications, integration and infrastructure

Conduct Design Stage Gate

Phase 5 - Build

Build the infrastructure environments

Configure the package applications, integration and infrastructure

Configure the custom applications, integration and infrastructure

Conduct Build Stage Gate

Phase 6 - Test

Prepare test scripts

Complete systems integration testing (SIT)

Complete user acceptance testing (UAT)

Complete performance and volumes testing (PVT)

Complete penetration testing (PEN)

Conduct Test Stage Gate

Phase 7 - Implement

Complete system readiness review

Migrate technology components to Production Environment

Release 1 Go Live

Obtain business acceptance

Conduct Implement Stage Gate 19

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