The information sharing journey model has been adapted from the DCLG data sharing journey and has been used in most of the case studies on the IISaM website. It isn’t rocket science, it just gives a structure to the development of the partnership and the planning that needs to happen before any information sharing can take place. I wouldn’t advise that you slap the model on the desk during your first meeting with your partners and say this is what we are doing as that can frighten people off particularly when we are looking at a relatively small and straightforward scenario but it is a good idea to keep it in mind to make sure that you go through all the sections of the model and increase your chances of success.
A nice clear statement of what the project is trying to achieve is invaluable when starting out on a process of sharing information but it is not always easy to achieve. Different partners may want different things out of the project and even where this is not an issue they may use very different language to express the same thing.
It is very easy at this stage to ‘go large’ and try to gather too much information. Think about the minimum data you need to make the project work. When thinking about risks think not only of the risks of sharing but also of the risks of not sharing. Do you have a legal gateway or are you going to use a consensual model. It is important at this stage to think about how the process will be monitored, how will changes to the process or escalation procedures work?
Developing the protocols, agreements and processes to make the information sharing work can be time consuming and can call on all of your creative powers to develop something that can really work and not involve massive changes to process that are already in place. This is a popular place for barriers to occur because this is when it really looks like it is going to happen so be prepared.
Even the best designed procedures and processes may flounder when tried out in a live environment so it is important to keep a watching brief when the process is implemented. For example, if you have designed processes and procedures based around what you were told was already happening, you may find that reality does not quite mirror what you were told and so things have to be managed and processes repaired.
It is always good practice to revisit what you were trying to achieve and check if it has been achieved – have the benefits been realised? By undertaking this exercise you can often find unexpected benefits which will add to the case for mainstreaming the project and maybe extending to other localities, teams or individuals or for undertaking new projects in the future.
Mainstreaming is often ignored and seen as simply the extension of implementation. Whilst this is to some extent true this is not always the case. Procedures and processes need to be robust enough to stand challenge and flexible enough to fit into the everyday workload of front line staff. They should also be regularly reviewed to make sure they still meet the needs of the partners.
It means that we have a structure to help develop the partnerships and the planning needed before any information sharing can take place. We have an understanding of the importance of mainstreaming. We can gather evidence to support the case for further information sharing.
As long as the wifi is connected up correctly we should be able to take a look at the website – please feel free to log on to the site on your own device to have a look around. If the technology fails us I have some screen shots to show you what the site looks like so all is not lost. If you look at the tab labelled Toolkit you can see that there are 4 different ways into the site The information sharing journey – using the structure I have just talked you through The index of tools which gives links directly to templates, tools and guidance Case studies which lead you into the toolkit using the stories of other people’s experience Top questions – what are people putting into the search box or asking the team directly about You can also follow what the team have been up to by reading the news section which includes blogs form the team as well as interesting output from related teams and organisations. The events tab has a list of events that the team will be organising or appearing at with details of how to register The contact us tab currently has the contact details of the team but as we near the end of the dissemination phase and the maintenance of the toolkit becomes business as usual for the authorities involved in development, those responsible for the upkeep of the site will appear here. Finally back to the home page, at the bottom of this page is an opportunity for you to sign up to receive further information about the project – please do take the opportunity to sign up so we can let you know about updates to tools, events and training and other details.
What we are trying to do here is show how the tools we have developed, begged, stolen and borrowed will help you along the journey and identify any gaps that need to feed on into the future of the project. You will have a couple of minutes to familiarise yourselves with the template and the tools then 5 minutes to start completing the template on your desk, then move to the next desk for 4 minutes, the next for 5 and so on. Each time you move you should be going to a template with more information filled in so just do a quick review and add what you can. Hint: you can use the same tool in more than one stage if you think it is appropriate
Lets think about what do you like Next let’s talk about gaps – what do you think is missing from the toolkit – what would you find useful? We will get these written up
Using the information sharing journey model
Working the modelNicola UnderdownIISaM Project Officer
What model?The Information Sharing Journey model
What were we trying to achieve?• Better services for target group• Cost savings on service delivery
Designing and planningWhat information do weneed to make this work?What are the risks?Is it legal? How will we monitorwhat is going on?
Turning theory into practiceBe innovative and find a way!
ImplementingMonitoring and Evaluation - do we need tochange anything?
Realising BenefitsWhat have we achieved?Better services, cost savings, etc
MainstreamingMonitor and evaluatethe processes andprocedures tomake sure theyremain fit forpurpose
The Improving Information Sharingand Management Toolkitwww.informationsharing.co.uk
ActivityOn your tables take a look at the template forapplying the IISaM Toolkit to the InformationSharing Journey.Start anywhere you want on the journey anddecide which of the tools on the index fitwhich stage.You will be moving around the tables to help fillin the other templates.
FeedbackWhat worked well?Can you see any gaps?
Working the modelNicola UnderdownIISaM Project Officer