This demonstration dashboard is based on adult social care data from a local authority based in England. The data has been anonymised for demo purposes.

There are a number of data sets displayed in the dashboard which roughly split into two types:–

  1. Snapshot data focusing on current workload and future assignments
  2. Historical views looking at completed cases and measures such as Timeliness

Data sets are refreshed at differing intervals and this information is displayed in the footer along with a tool tip on how the view in focus works.

Some guidance on how to use the dashboard is provided below along with descriptions of the data sets.

The working demo dashboard can be found by clicking this link

Using  The Dashboard
The main navigation is down the left. Clicking on each data set will open a different view with the appropriate measures and visuals.
Dynamic filters are found in the header and change based on the context of the data set in focus.

Filters apply to all data sets so switching tabs will retain the filters selected. To filter the data start from Team and work across from left to right choosing the filters you would like to view data for.

Some data sets have detail data which can be displayed by clicking the check box. Some data sets have additional toggle boxes to slice the data accordingly.

Tabular data can be sorted by clicking column headings.
Some data sets can be drilled into by clicking on the team or worker to see the detail for your selection.

Other data sets have mouse overs to instantly display the detail of a particular graph point.

Basic screen print functionality is available bottom right along with a PDF Export button for those data sets where export is available.
There is a button top right for general help regarding the dashboard as a whole and below the main navigation on the left there is a context sensitive Tab Description button that gives more detail on each tab when selected.
Data Set Descriptions
Assignments

The Assignments data contains three data sources:  Assignments, Co-Worker and Safeguarding and is used for managers to assess the current workload of their team and hopefully plan future work.

Assignments are people who receive social care services.  Everyone that is currently being supported by any social care service should be assigned to a team (but not necessarily a worker).  When a person is undergoing a social care assessment or review they are then assigned to a worker.  This means that those assigned to ‘NULL’ is everyone supported and those assigned to a worker are those who are currently being dealt with by a social worker.

Co-Worker is generally used where a person has specialist needs and therefore needs support by multiple social workers e.g. if an elderly person with dementia receives services they would primarily be dealt with by one of the three adult care teams but may require additional help, support or assessment from a specialist mental health worker.  The mental health worker would be assigned as co-worker.

Safeguarding is the process of dealing with allegations of abuse or neglect.  These cases are currently on-going investigations and are included as the person need not be a current service user and therefore may not be assigned to a team or worker.  Also safeguarding generally is, as would be expected, time consuming compared with normal cases.

Assessments

This is probably the most straight forward data.  Put simply and assessment or review in this context is the form used by social workers to ascertain a person’s level of social care need.  The purpose of this part of the dashboard is to check how much work each team / social worker is completing.

An assessment is for ‘new’ customers who are currently not receiving support and would usually follow an initial contact.

A review is for people who are currently supported to ensure that their needs are still being met.  Reviews can be carried out either when a person’s needs or circumstances change or on a scheduled basis – normally at least once every 12 or 18 months dependant on the services that they are receiving.

As before, safeguarding is different but is time consuming so is also included.  Every safeguarding concern raised results in an SA1 – referral.  This then leads through the stages which are as follows:

wcc-assessments-flow

Every stage can only occur once except SA4 which can repeat.  Stages can be skipped and all investigations that proceed beyond SA1 must end with an SA5.  Some SA1 end with an SA5 and some without.

In practice about half of SA1 go straight to closure without SA5 or SA5 Case Closure.  The remainder go on to SA3 and then SA5 with very few having SA2 and even fewer having SA4.

A brief description of the stages:

  • SA1:       This is an initial safeguarding concern raised by anyone about the safety of an adult
  • SA1 Supp:  This is used where the social worker does not gather enough information at the SA1 stage
  • SA2:  In some cases a meeting is held to discuss if safeguarding is appropriate.  This may include social workers and other agencies such as NHS / police etc.  In most instances this is not required.
  • SA3:  This is the actual investigation stage.  If this stage is reached it is deemed that the referral was relevant and the allegations made are fully investigated.
  • SA4:  If the case is severe or there are also investigations with other agencies such as the police it may require a case conference with all relevant parties.  This is only used in a minority of cases.
  • SA5:  Once the safeguarding intervention is complete an SA5 form is completed.

Open Assessments are simply assessments which are open but not completed.  The purpose is to check that staff are not taking excessively long times to complete assessments and to check current workload for any workers.  In reality, assessments that are open for long periods are more likely to be data quality issues.

Initial Contacts

Every new customer to the council that contacts us and enquires about social care services is recorded as an initial contact, unless it is a very simple enquiry where we do not take any customer details.  For these purposes a new customer is someone who is not currently receiving services although they may be known to us due to previous contacts and/or services.

Most initial contacts are dealt with by a specialist Adult Care Access Point team who would then pass the details on to one of the three adult teams to complete an assessment, if appropriate.  However, some calls do go straight through to the Social care Teams and that is what this page picks up.  Each initial contact is significantly less time consuming than an assessment or review and the outcome may be that the customer is given advice or referred to another agency.  So although an initial contact does not necessarily lead to an assessment, every assessment should be preceded by an initial contact.

The figures are used to gauge how many people the teams are dealing with on a low level basis and the outcomes are useful for identifying trends or issues.  E.g. if a large number of people were given information and advice only – is there any common theme and anything we could do to raise awareness.

Scheduled Reviews

The purpose of this again is workload and work planning, allowing managers to see how many reviews are going to be occurring in the next 3 months and how many that should have been completed have not.

A bit of info on reviews:  Everyone who receives a service from us should be reviewed initially after 13 weeks and after that every 12 to 18 months dependent on the type of service.  The purpose is to ensure that people still receive the correct services.  Scheduled reviews are not the only way this can happen but are there for the people who have no changes in circumstances for prolonged periods of time and would otherwise go on receiving services indefinitely, regardless of if they were meeting their needs or not.

Timeliness

Measures the length of time that cases spent open to ensure that they were addressed and dealt with in a timely manner.

Assessments and Safeguarding cases are measured to see which were completed within 28 days of initial contact.

A monthly average and rolling 12 month average provide an historic trend of timeliness to measure consistent performance over time.

 

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