Working Group 5 23 rd March, 2016
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1 Working Group 5 23 rd March, 2016
2 Terms of Reference Improve management and information systems for disability services: - Continue to work with DOH on Strategic Information Framework - This Working Group will support the DoH and Health Service on the development & implementation of Strategic Information Framework Review the methodology for setting targets. Develop the current output focused performance indicator (PI) set to incorporate more outcome based PIs. Collaborate with all stakeholders in relation to the development of an appropriate Assessment Tool. Commence development of a web based system to support easier access for people with disabilities to information and advice Liaise with the relevant HSE Divisions who are leading on the following: - Introduction of a unique identifier to support the move towards person- centred service delivery. - Development for implementation of financial coding systems will commence, so as to support the move to individual client costing and Money Follows the Person, together with greater accountability and transparency.
3 Membership Mr. Ger Reaney, Health Service Executive (Chair) Ms. Sheila Marshall, Health Service Executive Mr. Allen Dunne, Disability Federation of Ireland Ms. AnneMarie Ward, Health Service Executive Mr. Kevin Carragher, Health Service Executive (Ms. Bernie Donaghy nominated to represent) Mr. Dharragh Hunt, National Disability Authority Mr. Harry Harris, Department of Health Ms. Clodagh O Brien, Not for Profit Business Association Ms. Sarah Kelly, KARE Mr. Sean Conneally, Brothers of Charity Ms. Deborah Jacob, Health Service Executive Ms. Annette Fitzgibbon, Health Service Executive (Project Manager)
4 Working Group 5 Tasks & Timeframes Task End Q Determine business and information requirements for Disability Q1, 2016 Services which will be enabled by IT systems including desired outcomes. Review the methodology for setting Key Performance Indication Q1, 2016 (KPI) targets in the Disability Services - Phase 1. Plan for implementation of Assessment Tool. Q2, 2016 Develop and implement a web based system which will act as a single point of information and advice on the Disability Services for service users, family and the community. Liaise with the relevant HSE Divisions who are leading on: - 1) unique identifier 2) financial coding systems. Q3, 2016 Q3, 2016
5 Setting up of Sub Groups Improve Management and Information System in the Disability Services Chair: Mr. Ger Reaney, Health Service Executive Development of a Web Based System information system for people with disabilities Chair: Mr. Allen Dunne, Disability Federation of Ireland KPI s - Review current KPI set and ensure development of outcome focussed KPI s Chair : Ms. Clodagh O Brien, Not for Profit Business Association
6 Systems for Disability Services VALUE FOR MONEY AND POLICY REVIEW (VFMPR) FINDINGS Absence of accurate, timely data on funding and expenditure. Not able to link expenditure increases to changes in output levels. Poor availability of aggregated data on personal outcomes. No data linking intensity of care / functional abilities with cost. Requirement for common definition of units of output. Insufficient data on outputs for key services VALUE FOR MONEY AND POLICY REVIEW (VFMPR) RECOMMENDATIONS Strategic information requirements for the effective management of the Disability Services Programme should be established with due regard to existing data sources and implementation plan put in place. Accurate and timely information at local, regional and national level on funding allocated and expended at reasonable level of detail. Common assessment method Unique service provider and service location identifiers Similar data collected on both HSE and non HSE provided services
7 Systems in the Disability Services Department of Health Strategic Information Framework Vision and Objectives, strategy and operational plans Tasks and actions to implement strategies and plans Information required Data identified, defined and documented Systems architecture hardware, software, communications, data management
8 System in the Disability Services As an input to its work Transforming Lives Working Group 5 contracted Professor Roy McConkey to examine: Strengths and gaps in current data and information available to key users of management information in Disability Services; and, Management information / data needs of key users of management information in Disability Services to implement / operate the model of services set out in VfMPR Data sources which are currently available have a number of strengths which future developments can build on, namely; Existence of national databases on service users Widespread use of electronic databases at provider level Improvements in data on services through the SLA process
9 System in the Disability Services However, despite these strengths consultees stated that they had difficulty accessing accurate and timely data on basic management queries. The weaknesses in the current systems relate to: Lack of uniformity in the information gathered Lack of linkages among the databases Limited information on the personal outcomes and on new models of service Lack of capacity to provide live data The validity of some data sources The main purposes that the new information system would fulfil are - To collate nationally the information on people using Disability Services, the services provided to them and the costs associated with current provision. To monitor the implementation of person-centred services and outcomes achieved. To identify future need for services and supports. To maximise the cost-effectiveness of services and supports provided to persons with disabilities presently and in the future.
10 System in the Disability Services A national information system is required to support delivery on the objectives of Transforming Lives, namely: The achievement of full inclusion and self-determination for people with disabilities through access to the individualised personal social supports and services needed to live a fully included life in the community The creation of a cost-effective, responsive and accountable system which will support the full inclusion and selfdetermination of people with disabilities
11 System in the Disability Services Information on People with Disabilities Demographics Needs, Barriers and aspirations Supports and services Costs Outcomes Reports Summary of information on individual person with disability Demographics, support needs and services provided to group of individuals in geographic area or service unit Numbers and details of individuals requiring new or improved services Linkages between costs and outcomes at local, regional or national level
12 System in the Disability Services Information on Service Providers Governance / compliance, (regulatory and other standards, etc.) Staffing numbers, grade, qualifications, turnover Budgets Key performance indicators Reports Report on individual service units Reports on pay and non pay expenditure, national, local, by provider, by CHO Activity reports at national or local level, by provider or by CHO Reports on KPIs, or compliance with standards
13 System in the Disability Services Enablers and Dependencies Agreement criteria for inclusion or individuals and service providers on information system Buy-in from range of providers Capacity of providers to input information Common assessment tool Outcome measures
14 System in the Disability Services The Proposed Next Steps Establishing clarity on the status of key dependences and enablers Engaging with the office of the Chief Information Officer on the information requirements of Disability Services. Developing a communications plan on the proposal to develop an information system for Disability Services, targeting key stakeholders, including people with disabilities who use disability services, Engaging with the Data Protection Commissioner around the issues of data ownership and consent Developing a proposal to establish a Project Office consisting of a Implementation Advisory Group with representatives from relevant business areas and appropriate project management resources. The Project Office will initially focus on three streams of work: - Refining and developing the indicative data suite - structures to gather and maintain the data - Addressing consent, data ownership and data protection
15 Development of a Web Based System Information System for People with Disabilities Update on Progress to date Current Disability Services website information is inconsistent and sparse. The challenge is to provide consistent information on disability services provided by a wide range of organisations. Basic information does not currently exist and will need to be collated. Sub Group established. Website to be developed in c0-operation between HSE Communications and HSE Disability Unit. Looking at developing a website similar to Your Mental Health HSE Disability Service current Website: Your Mental Health Website: Template is been drafted to collate the basic information. Consultation to date on template Testing in a pilot area to be carried out Resource requirement for collation, uploading, validation and short term ongoing maintenance Business case(s) to be finalised. Proposal to link ongoing long term maintenance to annual Service Arrangements.
16 KPI s - Review current KPI set and Ensure Development of Outcome Focused KPI s Update on Progress to date Definition of KPIs via development of KPI criteria document: Definition Data Analysis Data Collection Decision Making Development and implementation of KPIs Testing Matrix (tested against Final Disability KPI Metadata 2015). Key learning: Robust, tested KPI evaluation tool developed for future use. Most of current dataset pass all criteria testing.
17 KPI s - Review current KPI set and Ensure Development of Outcome Focused KPI s Update Progress to date Cont d Preparation of KPIs Baseline Report (updated Jan 2016). Conference calls and meeting with sub-groups Conclusions / issues: o o o o Clarity of purpose of data collection key to ensuring KPIs focus on information that is key to driving performance. Issues in relation to current data collection and accuracy. Challenge in relation to defining KPIs for service models in transition. Focus on output indicators remains but future focus in intended on outcome indicators: Next Steps: Working Groups, existing work via NDA Outcomes in Disability Services and DFI/NFP Community-based Services Outcomes will assist in closing gap. Sub-groups of WG2 and also WG4 to work on KPIs Role of the sub-group to provide guidance via support documents. Process to develop future KPIs to be recommended by group.
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