This case study details how Torbay Council and its partners developed and implemented effective data sharing to support Family Hub delivery. It highlights the context, key actions, challenges, outcomes, and lessons learned, offering practical recommendations for other local authorities and family hubs embarking on similar journeys.
Overview
This case study details how Torbay Council and its partners developed and implemented effective data sharing to support Family Hub delivery. It highlights the context, key actions, challenges, outcomes, and lessons learned, offering practical recommendations for other local authorities and family hubs embarking on similar journeys.
Authors: Helen Hallam (Project Manager, 0-19s Torbay), Denise Gillette (Locality Services Manager), Emma Kerridge (Head of Service, Early Years) and Luke Davies (Business Manager, 0-19s Torbay).
Purpose: To share Torbay’s experience in establishing robust data sharing arrangements to improve service delivery for families, and to provide actionable insights for other councils and family hubs.
Background and Objectives
Torbay Council sought to develop its Family Hub model by improving data sharing across three key agencies: the council, public health, and Action for Children (commissioned to deliver the Hubs).
Objectives:
- Enable a shared population needs analysis and joint working
- Ensure families received the right services at the right time and didn’t fall through the gap
- Streamline data collection, and avoid duplication and support efficient and effective working
Implementation
The LA felt the following steps were key to establishing data sharing.
Building partnerships
The LA brought together key partners to establish a shared vision and common goals. This was a priority as developing strong working relationships was critical as a foundation for the technical conversations to happen.
Understanding data sharing agreements
It was important to understand and navigate the different organisational policies and processes, tease out commonality and differences which could be worked through as a result of the earlier established common aims.
Establishing roles
Having a good understanding of the variety of data sharing agreements then led ot conversations about defining the roles of data controller (NHS Foundation Trust) and data processors (Action for Children and council departments). Although obvious in this case, this was critical to being able to move forward and establish clarity of accountability.
Project coordination
This work is complicated! And without a dedicated lead to keep driving it forward it quickly becomes nobody’s responsibility as opposed to everyone’s. Torbay appointed an impartial project manager to champion and coordinate the work who ensured all partners could report progress and resolve issues collaboratively
Systems integration
Ultimately the joint working resulted in a commitment to transition from three separate IT systems to a single, centralised system for all services, improving accessibility and communication
Impact
- Families no longer needed to repeat their stories to multiple services. For example a family who previously had to provide the same information to three different agencies, now, with integrated data sharing, their needs are assessed once and the right support is coordinated seamlessly.
- Services gained access to consistent, high-quality information, enabling better support for families
- Data collection became more targeted, supporting effective needs assessment and timely intervention
- Torbay are also predicting savings as a result of this work which not just increase efficiencies but the effectiveness of working with families as well.
Reflections and Learning
What worked well
- Identifying key data sources and stakeholders early
- Appointing a dedicated, impartial project manage
- Establishing a shared vision and clear roles (data controller/processor)
- Securing robust data sharing agreements
- Maintaining open, regular communication
- Co-locating partners where possible
- Using data effectively to inform service improvement
- Providing regular opportunities for feedback and adaptation
Challenges and solutions
- Challenge: Different organisational policies slowed agreement
- Solution: Focused on shared aims and built relationships before tackling technical issues
- Challenge: Multiple responsibilities among staff
- Solution: Created a dedicated coordination role
- Challenge: IT system fragmentation
- Solution: Moved to a single, centralised system
Lessons learned and actionable recommendations
- Engage stakeholders early and consistently
- Build relationships and shared language before addressing technical data issues
- Clarify data roles and responsibilities from the outset
- Accept that policies may be fixed, but systems and processes can be adapted
- Use data to drive commissioning and service improvement - look for patterns and gaps
- Prioritise what data is collected based on community need
- Test and re-test data if outcomes are unexpected
- Invest in good data sharing systems as they deliver long-term returns
Additional Resources
- Governance structure for Torbay
Contact details for further information
Helen Hallam,
Project Manager,
Torbay Family Hub 0-19 and Action for Children
[email protected]