Lichfield Council kick off Patchwork pilot

Front line staff learning about Patchwork

Back last year we began the first phase of our Safeguarding 2.0 project, exploring how the information surrounding social services could be better brought together to protect the people it is meant to serve.

It’s been quite a journey but this week we marked the launch of the beta version of Patchwork – our Safeguarding app with our partners at Lichfield District Council. This is the beginning of a four week trial of the working prototype, involving fifty people testing it as part of the local Let’s Work Together and Supporting Families programmes.

Most importantly of all, we feel we’ve listened to frontline professionals and built a prototype app with them for them that we think will help them in the most important thing they do each day – working closely together as a team, focusing their time on building the best possible relationships with their clients across the area.

The last ten weeks have seen an intensive period of getting the technology built and tested, giving us the opportunity to create an application that reinvents the way information is shared across local public services.

Before building the app, we we asked potential users of Patchwork to complete the sentence “wouldn’t it be great it Patchwork could…” Three big priorities stood out:

  • Provide the names, role and contact number of the professionals currently supporting a client
  • Illustrate which professional have an upcoming visit with the client and when
  • Illustrate which professionals have recently been in contact with the client and when.

We’re now keen to listen and see if Patchwork has managed to deliver.

Last week as part of the launch we ran two training sessions to introduce the completed first version of Patchwork to the people who have helped shape it. On Monday we brought in forty home visitors, from district nurses to fire fighters. Then on Tuesday ten practitioners joined the trial as part of Supporting Families programme, including youth workers and community safety officers.

“I’m really looking forward to is watching how Patchwork can help partners and agencies involved in social care become more in touch with each other. It’s going to help us put the families at the centre of a new structure, something our Chief Executive is fully behind. Above all else it’s fantastic that we’re able to use real families and real practioners, over twenty of us, in trying Patchwork out. Hopefully in four weeks we can come back together and look at the things that work, the things that need changing and most importantly show a new way to make information work for us, linking us closer with each other and the families we work with.”

Bob Haynes, Community Safety Officer at Lichfield District Council

Practitioners signing up to Patchwork

Working alongside information governance colleagues across the council, we’ve also developed a cross-agency data sharing agreement that allows professionals to use Patchwork from the district and county council, the PCT, schools and fire service. This has been helped in no small part by being supported to host Patchwork within Staffordshire ICT infrastructure.

So, what next? We’ll be working closely with our beta users over the next month, as well as hosting an event with our project partners NESTA in the very near future to share how Team Lichfield have used Patchwork, if it has brought value to their day to day practice and if, crucially, we’ve  helped strengthen the support networks around vulnerable children and adults.

In the meantime, you can follow our tweets, or sign up for the big updates here.

Also, if you’d like to talk to us about bringing Patchwork to your council, drop us a line.

Nina Dawes, Chief Exec of Lichfield, explaining the journey to the launch.

Introducing Patchwork – the safeguarding app

Having spent four months working closely with eternally supportive project partners Lichfield District Council and NESTA, the time has come to announce the next stage in the development of the Safeguarding 2.0 project.

Almost two years ago now (how time flies!) we set ourselves the challenge of bringing together our knowledge of social technologies, service design and local government with the insight of both children, families and frontline support workers to develop a new approach to safeguarding through better connecting those individuals and organisations involved in all parts of the process.

We’ve interviewed frontline practitioners, interviewed clients, attended multi-agency working groups and worked through a range of options with ICT and information governance teams to develop a prototype web application designed with and for the people who will ultimately benefit from it the most. You can read more about what we’ve been up to over the last 4 months here and here.

Patchwork – the safeguarding app

Today we can announce that the web application, called Patchwork, we will be launched in prototype in Lichfield later this month.

Patchwork is designed for people supporting complex families to build and strengthen their relationships, keeping the child and their family at the centre of everything they do.

In short, Patchwork helps you:

  • Get a quick and easy overview of the people you’re supporting
  • Find out who else is working with them and how to contact them
  • Invite in other people you think should be involved
  • Keep the picture up-to-date for all involved

Testing the prototype

In May we will be running the prototype within Lichfield, inviting in a range of people within public sector and third sector organisations responsible for the welfare of vulnerable adults and children.

During the prototype phase of the project, Patchwork will be hosted on Staffordshire County Council’s IT infrastructure ensuring we ensure both security while also making sure it is accessible to the council’s partner organisations.

While the prototype will be restricted to a test group of professionals, over the next few weeks we’ll be revealing screenshots, stories and more information on our design decisions.

In the meantime, you can sign up to our mailing list to be kept up to date with developments at http://www.patchworkhq.com.

And beyond

We’re also interested in meeting with other authorities that think they might want to use Patchwork. If you’re interested in testing a new approach to Safeguarding, or have any additional questions on any of our work so far, please do get in touch.

Making personal data delightful

Following our recent updates on user requirements gathering and how to use social technology to support better information sharing and, importantly, improve relationships, we were keen to give you a wider perspective on progress to date during the first stage of the project.

Image from waymire on Flickr

FutureGov have been working with Lichfield District Council and its partners since November to build and prototype a web application, specifically for Lichfield’s needs. Here in the district, the Lichfield Strategic Partnership are running two projects, Let’s Work Together and Supporting Families.

Let’s Work Together aims to maximise the value for money of home visits, primarily to vulnerable adults, providing front line practitioners with the skills to spot risks to the person they are visiting which might be outside of their own professional sphere. Upon spotting a risk the home visitor will either signpost the person to another agency or arrange a referral. The risks would include fires, cold, falls, excessive alcohol consumption and smoking. The idea is to keep people living safely in their own homes for as long as possible.

Supporting Families aims to develop local agreements between the professionals responsible for children welfare and protection on how they can work together to better help the more complex families in the district.

Safeguarding 2.0 sees FutureGov developing a technical application capable of supporting professionals and volunteers working for a range of agencies to collaborate effectively and place the families they are helping at the centre of their process.

Getting to know Lichfield and its data needs

Our aim is to make data work for those who need to use it. So our first priority was to map out the experiences from Lichfield’s projects, departments and (most importantly) people that we want to support with our product. As expected, the amount of government and non-government aims, risks and priorities to be considered were clearly huge and complex, so it was vital to talk to as many people as possible, face to face, to make sure we’ve considered things from every possible angle.

Everyone that I have spoken to, shadowed and presented to, from department managers to social care clients, had a different story to tell, each having their own unique position in the care system and barriers to face. The Positive Activities group, for example, are a remarkable team that organise and deliver social activities for young people.  As professionals they have the respect and trust of the children and young people that they work directly with in the various youth centres across the district.  However I also saw how they can find it frustrating and time consuming it can be when communicating with other agencies and referring clients to other services.

It comes as no surprise this is challenging. A particular child and family’s complex needs rarely match the structures and silos of the organisations designed to help them. For example, an issue with a young person’s situation at home may be manifested at school or vice versa. In order to successfully provide effective support, organisations and their practitioners must move away from a departmental and transactional model of working, towards a more holistic approach focused on understanding the child, their family and then working with them to achieve their goals. The challenge of making this shift has been present throughout the project.

Working with the data

Alongside these conversations we began to look to the ways we could visualise how information can be displayed and used in a more effective ways. It was important that right from the off we consider the design, functions and content of the Safeguarding 2.0 product, and root this in the reality of both what people are doing, but also what information is being recorded in the various systems in place today.

To do this exercise, it seemed to me as though we had three options:

  1. Gain consent from 10 individuals for us to securely aggregate the records stored by the various agencies and analyse ways of effectively visualising this for front line workers
  2. Sufficiently anonymise data such that it no longer falls under the Data Protection Act and work with this data.
  3. Fabricate data based on current practice, such that we can analyse and visualise this.

I presented these options to the boards of both Let’s Work Together and Supporting Families. Both agreed that Option 3 was best and should still enable service users to clearly compare how our prototype adds value.

This decision highlights an important broader question that the team and I have been reflecting on:

What’s the most effective way to create innovative products and services in these thorny areas, where legislation, policy and data protection all play a role?  It’s one thing creating a mash-up of open data on crime rates across the UK, but how can you approach sensitive personal data in a similarly explorative, playful manner?

Once the design stage is complete, we will approach Information Governance to help develop the appropriate procedures to enable us to use real data within the system, demonstrating the value of the product to families and practitioners alike. More on this soon…

Moving forward

We tied up this stage with our Safeguarding 2.0 workshops, which brought some of the wide variety of people to consolidate learnings. You can read my full reflections here, but the main themes that seemed clear were:

  • The importance of the relationships between professionals in different agencies (including the client) and the difficultly in developing these relationships
  • How confusing working in this environment can be. We heard how people don’t always know which other organisations are involved with a particular client, and when they do know, it not always being clear which professional is responsible.

As mentioned before, it feels that through this first stage the angle of the project has tilted. From conversations, thoughts on data comparisons and workshop outcomes it feels more valuable to build a product (starting now excitingly) that supports people to build relationships, both across agencies, and with the client – rather than the original product proposition of surfacing data stored within the various silos.

It’s a big challenge that requires relationships as well as systems to change. However, if we are successful, we should be able to create strong connections based on trust, as well as make it easier to exchange the complex information.

Our next steps are to prioritise the features we need to include to help facilitate a better relationship between agencies, as well as the complex task of finding a safe place to keep these data sets that can work across social services. More on this later in the week.