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H. Outline Technology Audit

Before a Performance Management or Client Records System can be fully specified, it is essential to review technology use by providers across the area. This will address some or all of the following:

  • Who and how many (providers) will look to integrate information from their existing systems to a common system?
  • How many will enter information manually?
  • How many will look to extend any common system to provide bespoke functionality
  • What ability do providers have to change or amend their systems?
  • What technology infrastructure issues need to be addressed prior to a roll-out?

The main driver for this activity is a common IT solution - a Performance Management or Client Records System. This initiative generally involves the creation and management of an online survey tool. If an external resource is needed to deliver this initiative, a cost of £2.5k should be earmarked. This includes 5 days consultancy (£500/manday) broken down as follows:

  • 1 man/day questionnaire development
  • 1 man/day sample cleansing and survey collection process
  • 1.5 man/days data collation, coding and analysis
  • 1 man/day report development; and
  • 0.5 man/days project management

This activity raises expectations or concerns around a substantial organisational change. Communications should be instigated with providers before and after this activity to indicate the aims, findings, implications and future involvement of respondents. It also important to ensure that fears are allayed and those respondents understand how and why this information will be used.

The activity involves a fairly standard online survey process and as such it is open to the same limitations in terms of information completion and data quality. Also, it is not always possible to find the technical individuals within an organisation able to answer the more detailed questions. Finally, organisations may be suspicious of this type of activity and without supporting communications will be fearful of what the implications are for change (e.g. they may feel that their existing system is under threat and/or that this move signals an increase in workload).