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Item 5 Draft Please do not circulate Lancashire County Council CAF Project Initiation Document -1- I. Document History Issue Date Author Change history 0.1 18th Susana Carvalho First working draft May 2007 II. References No. Name Issue A B C III. Document Reviewers No. 1 2 Name Date Issue Sally Riley 31st May 2007 0.1 Geoff Hiscox 31st May 2007 0.1 3 IV. Document Approvals No. 1 Name Date ISA Steering Group 14th Issue June 2007 2 3 Doc. Ref. 148084176 Page 1 of 10 Version: 1.0 Issue Date: -2- Contents DOCUMENT PURPOSE ..................................................................................................................................... 3 1.1 1.2 1.3 2 PURPOSE ...................................................................................................... 3 INTENDED AUDIENCE ...................................................................................... 3 BACKGROUND ................................................................................................ 3 PROJECT DEFINITION ........................................................................................................................... 4 2.1 OUTCOMES .................................................................................................... 4 2.2 PROJECT OBJECTIVES, SCOPE AND EXCLUSIONS .............................................. 4 2.2.1 Objectives................................................................................................. 4 2.2.2 Scope and Exclusions .............................................................................. 5 2.3 PROJECT APPROACH ...................................................................................... 5 2.4 PROJECT DELIVERABLES................................................................................. 5 2.5 PROJECT ORGANISATION ................................................................................ 6 2.5.1 ISA Lead................................................................................................... 6 2.5.2 CAF/LP Project Lead/Visionary ................................................................ 6 2.5.3 CAF Project Manager ............................................................................... 6 2.5.4 Steering Group ......................................................................................... 6 2.5.5 Other Project Groups ............................................................................... 7 2.5.6 Other Local Roles ..................................................................................... 8 2.6 PROJECT MANAGEMENT CONTROLS ................................................................ 8 2.6.1 Project Initiation Document (PID) ............................................................. 8 2.6.2 Steering Group Meetings.......................................................................... 8 2.6.3 Risk & Issue Management........................................................................ 8 2.6.4 Reporting .................................................................................................. 8 2.7 PROJECT PLAN .............................................................................................. 9 2.8 BUDGET......................................................................................................... 9 Doc. Ref. CAF Project Initiation Document Page 2 of 10 Version: 1.0.2, Status: Enter Status e.g. Working Issue Date: Enter Issue (not print) Date -3- Document Purpose 1.1 Purpose The purpose of this document is to define the Lancashire County Council Common Assessment Framework (CAF), and Lead Professional (LP) Project. CAF and Lead Professional are two interdependent elements of the Every Child matters: Change for Children Programme for the delivery of integrated processes and services. This document clarifies the objectives, deliverables, scope, constraints, risks and organisational structure. It will form the basis for the management of the project and the assessment of overall success. 1.2 Intended Audience The Project Initiation Document (PID) is intended to provide the Project Manager, ISA Steering Group and CYPSP IPAD Group with a baseline of the Common Assessment Framework (CAF) and Lead Professional (LP) Project with planned activities to achieve the stated objectives. 1.3 Background In the Every Child Matters documents, the Government set out its vision for improved outcomes for children and young people. The Children Act 2004 gained royal assent in November 2004 and sets out the legislative framework to enable the changes required to support the delivery of the vision. A fundamental part of the vision is a move towards more integrated, multi-agency ways of working which overcome professional boundaries and barriers that currently exist within the Children’s Services. The Common Assessment Framework and Lead Professional are contributing elements to the delivery of integrated front line services, as outlined in the statutory guidance supporting section 10 (inter-agency co- operation) and section 11 (safeguarding and promote the welfare) of the Children Act 2004. The CAF/LP Project is one of the activities to be delivered under the Every Child Matters- Programme for Change in Lancashire and will support the Vision of the Lancashire Children and Young People’s Strategic Partnership: “Together, we will provide excellent services where people live and which are tailored to local priorities. We will stand up for Lancashire’s children, young people and their families, listen to what they say is important, and take appropriate action. We will let everyone know what we are doing to improve outcomes for our children and young people.” This work of the CAF/Lead Professional Project is guided by the following guidelines and policy: Children Act 2004 and accompanying guidance Every Child Matters Change for Children Doc. Ref. CAF Project Initiation Document Page 3 of 10 Version: 1.0.2, Status: Enter Status e.g. Working Issue Date: Enter Issue (not print) Date -4- Every Child Matters: Change for Children guidance on Information Sharing, CAF, Lead Professional Key CAF/eCAF project documentation produced by the Dfes 2 Project Definition 2.1 Outcomes 10. 11. CAF and Lead Practitioner Reduction in the Number of Assessments for a child / young person Duplicated service provision to children / young people and families is removed A single early assessment is performed Improved multi-agency communication and information exchange More effective intervention, reflecting greater knowledge of circumstances Improved quality and efficiency of referrals Earlier identification and intervention Reduction in number of children / young people progressing to specialist assessment All children in need with integrated support plans have an identified Lead Practitioner Improved administration of the CAF process through technology Quicker identification of children with CAF/assessments 2.2 Project Objectives, Scope and Exclusions 1. 2. 3. 4. 5. 6. 7. 8. 9. 2.2.1 Objectives Implement CAF and Lead Professional as tools/processes for integrated delivery of services across all partner agencies by the end of 2008. Design and develop principles, polices and operational processes to operate CAF across Lancashire Promote the roll out of CAF and Lead Professional across all partner agencies by ensuring training and support is available Identify benefits and develop, in line with national guidance and local ICT strategy, an eCAF solution for implementation of CAF in Lancashire Ensure implementation is monitored and quality assured Ensure that CAF processes are embedded within the range of agencies delivering children and young people’s services across the county and that the benefits of the CAF and Lead Professional can be fully realised. Develop long term strategies for the sustainability of CAF and Lead Professional Ensure the engagement of all stakeholders in the development of the CAF and Lead Professional Contribute to the meeting of the overall implementation of Lancashire’s ISA strategy. Doc. Ref. CAF Project Initiation Document Page 4 of 10 Version: 1.0.2, Status: Enter Status e.g. Working Issue Date: Enter Issue (not print) Date -5- 2.2.2 Scope and Exclusions Project Scope Common Assessment Framework (CAF) Introduce and embed CAF as a shared assessment tool for use by all practitioners across all services in Lancashire. CAF process will help all practitioners to assess children’s needs earlier and more effectively, develop a common understand of those needs and agree a process for working together to meet those needs. CAF may identify and inform the need for specialist assessments. Lead Practitioner To develop processes to introduce and integrate the role of Lead Practitioner as part of the normal working processes associated with providing services to children / young people. The Lead Practitioner is appointed where a child or young person has identified needs for integrated support. The Lead Practitioner has knowledge of all involved practitioners, assessments that have been performed and any support plans that are in place and act as a single point of contact for practitioners and parents. The implementation of CAF and Lead Professional will include activities in the following key areas: Business process/operational procedures Stakeholders engagement and communication Training and support Benefit Management Change management to ensure CAF/Lead Professional are embedded as part of integrated delivery of services What’s out of scope Interdependencies have been established with the projects/areas of work outlined below but they not constitute the main business for the CAF/LP Project. Information Sharing Guidance ContactPoint Budget Holding Lead Professional 2.3 Project Approach The project will be managed in accordance with project management principles agreed by the ISA Steering Group in line with Lancashire’s existing ECM project management standards. 2.4 Project Deliverables The following products will be produced as part of the project: Project Initiation Document Doc. Ref. CAF Project Initiation Document Page 5 of 10 Version: 1.0.2, Status: Enter Status e.g. Working Issue Date: Enter Issue (not print) Date -6- 2.5 Project Plan Risk and issue log Monthly highlight reports Model of children in Need and multi-agency procedures- operational guidance Lancashire CAF guidance Stakeholder map (s) Communication Plan Training Plan Benefits realisation strategy/plan Project Organisation 2.5.1 ISA Lead The Lancashire ISA Lead is Geoff Hiscox responsible for: The delivery of the ECM ISA agenda across Lancashire Delivery of the ISA agenda within the overall Lancashire ECM agenda Chairs ISA Steering Group- decision-making for CAF/LP Project 2.5.2 CAF/LP Project Lead/Visionary The Project Lead is Sally Riley. The Project Lead promotes CAF/LP as part of the Integrated Processes and is a member of the Steering Group. The Lead is directly responsible for the line management of the CAF/LP Project Manager. 2.5.3 CAF Project Manager The Lancashire CAF Project Manager is Susana Carvalho who is responsible for: Implementation of the CAF/LP Project The delivery of CAF and Lead Professional agenda under the direction of the ISA Steering Group, Sponsor, Lead and National guidance 2.5.4 Steering Group 2.5.4.1 Membership The project will have a Steering Group comprising the following membership: Directorate for Children and Young People Children’s Integrated Services Group Education Standards and Inclusion Group Strategy and Resources Group Health Services Provider Commissioner Voluntary, Community and Faith Sector Lancashire Constabulary Doc. Ref. CAF Project Initiation Document Page 6 of 10 Version: 1.0.2, Status: Enter Status e.g. Working Issue Date: Enter Issue (not print) Date -7- Project managers for each ISA strand also attend the Steering Group: CAF Project Manager ContactPoint Project Manager Children’s Service Directory Project Manager 2.5.4.2 Terms of Reference The Steering Group will convene to: Approve key deliverables, e.g. plans Commit resources and delegate authority to the Project Manager Resolve resource and other conflicts Own risks / issues that the Project Manager cannot deal with / are beyond their delegated responsibility Consider modifications/review changes in scope Co-ordinate the implementation of the ISA project in Lancashire Co-ordinate the activities of working and task and finish groups associated with the implementation of ISA in Lancashire ISA Steering group is the main decision making authority for the duration of the Project. Issues that can not be solved by the Steering Group will be escalated to IPAD and CYP Executive. IPAD is an advisory body to ISA and endorses activity/promote its implementation. CYP Executive takes decisions as determined by the Lancashire’s CYPSP under an agreed scheme of delegation. The CYP Executive monitors the progress with the Programme for Change. CYP Executive (strategic) and Programme Management Change Team (operational) will address dependencies and monitor the overarching Programme for Change. 2.5.5 Other Project Groups Group Purpose Membership ISA Project Team (Business Process/Change Management) Support design and implementation Key members partner organisations with role/responsibility for CAF/Integrated working Technology subgroup Support technical implementation of integrated processes Key ICT people in partner organisations Communications Ensure delivery of key messages consistently across partner agencies Support the development and embed policies and procedures required for integrated working Key communications people in partner organisations HR staff from across partner organisations, member of Bichard group, Data Protection/Information Sharing officers/caldicott guardians Polices and Procedures Doc. Ref. CAF Project Initiation Document Page 7 of 10 Version: 1.0.2, Status: Enter Status e.g. Working Issue Date: Enter Issue (not print) Date -8- Training and Development Incorporate ISA training onto agencies training plans and induction/development for children’s workforce staff HR, Training and development staff from partner agencies/members of the workforce reform Practitioners forums Support group for practitioners involved in the ISA implementation Practitioners 2.5.6 Other Local Roles The Lancashire ContactPoint Implementation Manager responsible for the Implementation of the ContactPoint project. Technical experience of the Project Manager in post will allow support to the CAF Project Manager in the development of an eCAF solution. Identified CAF co-ordinators in partner agencies, e.g. East Lancs PCT CAF coordinator who is responsible to ensure the implementation of CAF in PCT. 2.6 Project Management Controls The project will utilise project management controls, as required, including: 2.6.1 Project Initiation Document (PID) The PID will be the first deliverable for the project and will: Define the local implementation project Act as a baseline document against which the Steering Group can assess progress. 2.6.2 Steering Group Meetings The Steering Group will meet monthly to discuss project progress, issues and risks other project matters as agreed in the Terms of Reference. 2.6.3 Risk & Issue Management Risk and issue log to be developed and will be monitored and reported upon by the Project Manager monthly to ISA Steering Group. 2.6.4 Reporting A highlight report will be produced monthly for the ISA Steering Group covering project plan activities and risks and issues. Project reports of activity will also be produced as required/requested by the ISA Steering Group. All Project products are reported and approved by ISA Steering Group according to Project Plan. Quarterly Highlight Report to the CYPSP Reference Group (IPAD) – summary of activities/projected activities. Other reports as required by IPAD or as escalated by ISA Steering Group. Doc. Ref. CAF Project Initiation Document Page 8 of 10 Version: 1.0.2, Status: Enter Status e.g. Working Issue Date: Enter Issue (not print) Date -9- 2.7 Project Plan The Lancashire CAF Project Plan will be approved by the ISA Steering Group and reported on a monthly basis by the Project Manager. 2.8 Budget An outline budget has yet to be agreed for the Project but will identify the following: Projected and actual expenditure Any shortfalls for which funding streams may need to be identified Doc. Ref. CAF Project Initiation Document Page 9 of 10 Version: 1.0.2, Status: Enter Status e.g. Working Issue Date: Enter Issue (not print) Date