Information Technology Design Brief

This document provides local authority commissioners who are seeking to review upgrade or
replace all or part of their Information Technology with a model design brief.

The brief has been developed to help local authorities respond to the challenges and
opportunities of a changing social, policy, technological and economic environment. These
changes can be briefly summarised as;

• The ongoing and rapid development of IT technology

• The increasing level IT literacy of the general public
• The policy drive to redefine the relationship between individuals and the local authority
• The policy desire to improve performance management by a shift from measuring
activity to capturing outcomes and experiences
• The pressing need for increased efficiency

The brief describes to IT providers the new and changing requirements that local authority
social care departments have of their IT infrastructure, and is written in such a way that it can
be taken and amended locally to suit the particular requirements of each commissioning
authority.

The design brief starts by setting out a set of principles that should underpin IT infrastructure
and goes onto define the user requirements in key areas.

1. Supporting Practice (Self Directed Support & Case Management)

2. Performance Management Information
3. Finance and Budget Management
4. Commissioning & Strategic Planning
5. Efficiency & effectiveness (reduced transaction)
6. General issues Technical Capacity

Each of these key areas is set out as set requirements that are described in terms of the
systems functionality, expressed as things the system can do for different stake holders.
These requirements provide developers with a set of challenges and problems to be solved.
By shaping the brief in this way it is hoped that IT developers might offer their own unique
approaches and solutions. The intention being to enable the creation of a new IT
infrastructure, one that is shaped around the needs of its users.

Commissioning authorities adopting and adapting the design brief might also use the
document as a framework against which to measure the relative merits of various IT
systems. This may be helpful when reviewing existing systems or when evaluating proposed
new systems being offered by IT developers.

The brief continues to emerge and it will be updated regularly overtime. So far the work has
been produced through a collaborative process including the views and experience of
• Local authority staff (practitioners, managers commissioners, IT specialists)
• IT developers already providing IT systems to local authorities
• People who have used services and their families
The brief is forward looking describes a ‘to be’ IT system that reaches far beyond the
capacity of most existing systems and challenges local authorities and IT developers to work
towards developing an IT infrastructure fit for a ‘transformed’ social care system.

Design Principles

Citizenship The system enables the local authority to provide an excellent

standard of service and help it promote the well being and active
citizenship of local people. Respecting the rights, dignity, and well
being of both local people and staff using the system.

Open By default the system is open, meaning people whose personal

information is stored on the system a have, as a matter of course,
ready access to that information. They can ensure it is up to date and
accurate. Withholding of sensitive information is possible by exception
only.

Accessible Access to the system is wide spread for both staff and local people.
The system features plain language, an intuitive graphic user interface,
a flexible and configurable interface. The interface provides equal
access for people with disabilities.

Transformation The system is configurable and flexible; it enables and promotes

innovation and change within the organisation and community it
serves.

Respectful The system is D.P.A. compliant. Information is secure and respected.

Access to info is managed and controlled appropriately; information is
shared appropriately with data subject.

Outward The system is outward looking, and reaches beyond the organisational
looking boundary of the local authority. The system provides a way for the
local authority to inform and interact with local people and local
agencies.

Self Directed The system provides a way for local; people who need support and
Person Centred their families to direct their own support, in partnership with the local
authority.

Cost effective The system reduces transaction costs and supports efficient working.

Evolving The system has capacity to grow and change over time responding to
the changing demands placed on the local authority. The system can
draw in new developments in technology and respond to the growth of
IT literacy of local community.
1) Supporting Practice (Self Directed Support & Case Management)

Information, Advice and Signposting

User Functionality
Public
Practitioner
Manager
Commissioner
Local
Authority

Referral and Initial Assessment

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Demographic and Personal Details

Resource Allocation

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Financial Assessment

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Specialist Assessments/ advice

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority
Support Planning
User Functionality
Public Local Gazetteer, Other Council delivered services
Practitioner
Manager
Commissioner
Local Authority

Managing an Individual Budget

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Putting a Support Plan into Action

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Monitoring
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Review
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Online Collaboration
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority
Work flow Management
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Safeguarding Adults
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

2) Performance Management Information

Operational management information

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Statutory returns
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Outcomes monitoring
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Business Intelligence
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

3) Finance and Budget Management

Debtors
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Supplier Payments
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

Budget Management
User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

4) Commissioning & Strategic Planning

Communication & information sharing

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

User Functionality
Public
Practitioner
Manager
Commissioner
Local
Authority
5) Efficiency & effectiveness (reduced transaction)

Desktop and mobile device environment

User Functionality
Public
Practitioner Flexible and mobile working, On line help and knowledge base,
Office productivity tools ,Software as a service
Manager Management Information
Commissioner
Local Authority Interfaces to external systems, Health/PCT, Local Authority Finance,
Network environment, Server environment,

User Functionality
Public
Practitioner
Manager
Commissioner
Local Authority

User Functionality
Public
Practitioner
Manager
Commissioner
Local
Authority

6. General issues Technical Capacity

Data Quality

Customisation

Electronic Document Management System

Security (managed level of access)

Accessibility

User management system

Council web site or customer portal