Resource Mapping

Helen Severns Bridghe Forde

Aims

To provide attendees with an understanding of: What resource mapping is Its use in delivering improved outcomes Why / when it is needed How to approach it

To allow attendees to identify actions to develop resource mapping within their Trust

Agenda 9.30 Resource Mapping - what it is

PreconditionsChildren’s Service Mapping7 Step ProcessInitiate Communications

10.45 Refreshment break11.00 Agree data sets

Identify existing data12.30 Lunch1.30 Identify new data sources

Collect dataAnalyse / present data

2.15 Refreshment Break2.30 Lessons learnt

Develop Action Plan3.30 Close

Background

Joint Planning and Commissioning Framework Assessed Merseyside Children’s Services Governance, resource mapping, pooled budgets

Governance workshop 20 March

Pooled budgets workshop 20 April

What is resource mapping?

Resource mapping is:

Interagency collaboration to identify resources currently available, to enable realignment of these for the improvement of outcomes for children, young people and families

What is resource mapping?

“Resources” include: Services (internal/external) provided to users Resources (staff, money, buildings etc) used to deliver the

services By providers By Trust partners

Three levels: Strategic – proactive, helps identify priorities Service / operational – in relation to identified priorities Individual - specialist services

How mapping fits in

“It is important that, before any services can be jointly commissioned, a thorough analysis of what is currently commissioned by each partner is undertaken”

Why is it important?

Enables In-depth Trust understanding of current services Efficient programming of services (less fragmentation,

duplication, waste, fewer gaps) Resources targeted at priority areas Cost-sharing targeted at outcomes Agile organisations able to respond to change Robust corporate risk management Transformation

Exercise – Preconditions

1. Who are the key stakeholders in your Children’s Trust?

2. What do you think might be key pre-conditions for a successful resource mapping exercise?Example areas:

Relationships Plans

3. To what extent have these been addressed in your Children’s Trust?

Pre-conditions of mapping

Relationships e.g. Focus on outcomes Commitment to change Openness and trust

What can partners contribute? Recognition this might change

Respect for agreed procedures and priorities Partners break down internal fear of change

Management commitment to ‘just do it’ Readiness for unwelcome findings

Willingness to deal with inappropriate behaviour Realistic expectations

Pre-conditions of mapping

Others e.g. Children and Young People’s Plan / JSNA

The chicken and egg Agreed priorities/outcomes/target group Agreed programme of RM activities

Avoid current data constraints Agreed processes and procedures

How to vary contributions if necessary How to address time delays / indecision

Common understanding and language Project resources agreed

Managing resource mapping

Agree the team Depends on complexity / timescales etc The manager Support – a team and/or ad hoc resources Skills

Data/information analysts Others as relevant – health, finance, contracts

Timescales and reporting Roles and responsibilities

Consider Children’s Trust Board Champion

Tool: Children’s Service Mapping

Tool: Children’s Service Mapping

Funded by DOH and DCSF Run by the Durham University Aim:

Create inventory of all health, social care, youth and leisure, criminal justice and education support services in England

Identify the investment in these

Support development of National Service Framework for Children, Young People and Maternity Services

Provide annual comparative data on progress on service frameworks and delivery plan targets

Tool: Children’s Service Mapping Scope

All health commissioned services for children, young people and maternity services

CAMHS mapping started the process Local Authority services included 2009 Health Care Commission performance measure services through the site

Advantages Allows bench marking across services/organisations Data base established over a number of years Reporting templates

Issues Service definitions/interpretation Developments make year on year comparisons difficult Changes in health PBR/HRG4 Relies on providers completing the data

The 7-step process

Initiate communications Agree data sets Identify existing data Identify new data sources Agree and apply collection method Analyse and present data Lessons learnt exercise

Step 1 – Initiate communications

Aim to Cultivate openness to ease collection

Perceived threats Concerns of different providers How findings will be presented and used Timescales Importance of collaboration

Set expectations Reduce risk

Reputational Loss of longer-term co-operation from providers Impact on users

Establish and maintain communication channels

Step 1 – Initiate communications

Communication plan - contents Objectives Audiences and current channels Messages

e.g. aims, timescales, confidentiality Communication approach

Tools e.g. interviews, workshops, e-mails, newsletters Tone e.g. informative, authoritative, friendly, apologetic

Management of the plan Who signs off – the plan, the communications Roles and responsibilities Available skills

How/if data will be chased Action plan

Who, what, when?

BREAK

Step 2 – Agree data sets

Identify data to be collected based on: Agreed objectives Impact on provider Needs of decision makers – credible, accurate, relevant, balanced Availability of data Resources / time available for collection Resources / time available for analysis (quantity v quality) Cost effectiveness Possibility of benchmarking with existing data

Pilot Ensure definitions clear e.g. overheads

Exercise – Agree data sets

1. Without thinking about what data is currently available, identify the data sets you might use to accurately map current services in relation to, for example, safeguarding or substance misuse.

2. For each service, what data sets might you wish to gather on the resources being invested?

Step 2 – Agree data sets

1. Services e.g. Target group, access criteria Location of target group e.g. postcodes Details of service provision, hours available Purpose Funders Capacity and actual no of participants Trends in participant numbers Service user satisfaction Subcontractors Unmet needs/waiting lists/waiting times Contracts and break clauses

Step 2 – Agree data sets

2. Resources related to the services e.g. Financial

Funding streams Break down of spend/budget

Human Numbers Location Availability Skills / qualifications

Assets Location – postcodes Availability Ownership Value Condition and standards e.g. DDA, You’re Welcome Lease length

Step 3 – Identify existing data

Identify existing data before approaching market Published data e.g

Grant allocations Procurement / finance departments e.g.

Contract registers Spend analysis

Validate the data Relevant to what you want to achieve? Current? Using the same definitions? Accurate?

Tool: Publications

I

Tool: Spend analysis

Detailed analysis of Trust/corporate/directorate spend

Download, cleanse, interrogate, present

Allows identification of: Overall spend on Children’s Services Key spend areas Number of providers

Which have contracts? Delivering same services? Charging different rates to different units?

Key providers Management strategy to fit supplier

Spend analysis

42%

41%

10%

4% 3%Adoption & Fostering

Children's Homes

Childcare Services

Children's Activity Centres

other

Spend analysis

Buildings

Highways

Professional S

ervice

s IT

Sub Contract

Transport

Recruitment

Financial Servi

ces

Telecoms

Vehicles

Advertising & M

arketing

Stationery & Comp Cons.

Office Equipment &

Supplies

Subscriptio

ns & Publications

Est. A

nnual E

xpenditure

£10m

£12m

£8m

£6m

£4m

£2m

177

25

117 10943

34 51 28 4364

4231 204

No. suppliers identified

Potentially off-contract

Contracted supplier

Spend Analysis

Ranking Provider Name Annual Spend

(excl VAT)

%

1 Supplier 1

2 Supplier 2

3

4

5

6

7

Exercise – identify existing data

Use the service area you identified for the last exercise.

What data sets are currently available to your Trust that might provide acceptable data for a resource mapping exercise?

LUNCH

Step 4 – Identify new data sources

Providers Internal, grant funded, private etc

Users

Identify who to approach Advertising – website / newsletter / local paper Internal staff knowledge User population – key representatives

Public Involvement Reps

Step 5 – Collect data

Identify collection method based on: Number / location of providers Type of provider (level of control) Level of detail and complexity Sensitivity

Examples of methods Telephone survey Workshop Individual meeting Questionnaire – paper/on-line e.g. Key Survey or other on-line providers Work record sheets Mixture

Exercise

1. Who do you think are relevant providers of services to contribute to a reduction in teenage pregnancies in your Children’s Trust area?

2. What do you think would be the appropriate methods for gathering data from the key providers?

Teenage pregnancy – providers

Examples:

• Parenting strategy, health promoting schools, school nursing, schools • Primary care including GPs, practice nurses, pharmacies • Sexual health services, health visitors, (family nurse partnership), midwifery• Connexions, voluntary organisations• Children in care – nurses, social workers, residential staff, foster carers Safeguarding• Youth services, family intervention programme, Youth Offending Services Secure settings• Supporting People, substance misuse• Termination of Pregnancies (TOPs)

Step 6 – Analyse/present data

Validate and cleanse data Sense check Double check with others e.g. users, frontline staff

Analyse against Current/future needs Best practice Statutory requirements Others’ performance

Step 6 – Analyse/present data

Identify e.g. Gaps Risks Overlaps Wastage Anomalies

Presentation Use mixed presentational tools Choose appropriate level of detail for audience How can you help audiences interpret the findings e.g. GIS? How can findings inform decision makers, staff, service

providers?

Tool: GIS

Geographical Information System Links data to geography Powerful visual representation Aids analysis and decision making Use alongside charts, graphs South Tyneside

GIS-based Community Info System Need, attainment and service data Ease of use motivates partners

Tool: GIS

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HEBBURN SOUTH

WHITBURN & MARSDEN

WHITELEAS

CLEADON PARK

HARTON

BEACON & BENTS

HEBBURN NORTH

FELLGATE & HEDWORTH

PRIMROSE

MONKTON

BEDE

BOLDON COLLIERY

WESTOE

WEST PARK

HORSLEY HILL

CLEADON AND EAST BOLDON

Accident & Emergency Admissions - Aged 16 & Under : 2002-2004

No.of admissions per Unit Post CodeIn all 20,527 A&E admissions of children aged 16 & under has been mapped by their unitpost code of residence. A unit postcode covers about a dozen properties yet the number of

The highest category of A&E admissions, (25 to 72 admissions per unit postcode), affects 120 locations in the Borough, mostly in the northern part. This severest of categories is

TOTAL A&E ADMISSIONS U16 - 2002-2004.WORProduced by Corporate Information; Crown Copyright Reserved. Licence No. 100019570

Census Output is Crown Copyright and is reproduced with permission of the Controller of HMSO

admissions ranges from 1 to 72 per unit postcode. There were admissions from 2,479 unit postcode locations.

Numbers of A&E Admissions for 16 & Under'sSource : PCT A&E Data

""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" 25 to 72 (120)

14 to 25 (345)

8 to 14 (520)4 to 8 (661)1 to 4 (833)

is absent in Cleadon & East Boldon,Whitburn,Westoe, West Park and in parts of Hebburn.

*There were admissions from 2,479 unit post codes.

National GIS mapping

BREAK

Step 7 – Lessons learnt

Aims Streamline mapping exercises Improve data management across partners

Speeds future decision makingFlexible and agile

Step 7 – Lessons learnt

Use evidence to Make case for data management strategy

Standardise data setsStandardise accounting codes Integrate databases where possibleMaking info available across all partners e.g on-line

systems Identify data to be collected on ongoing basis

Make part of someone’s job description Include in contracts, SLAs, grant conditionsStop collecting if not needed

Exercise – Action Plan

1. As a result of this workshop, identify key actions for your Children’s Trust that need to be addressed in: The short term (0 - 6 months) Medium term (6 – 12 months) Long term (12+ months)

2. For each action identify: Who will be responsible for taking it away from this workshop Who will be responsible for taking it forward for sign off and agreement by CT Board Any key barriers and how these will be broken down

Any questions?