Sheffield ContactPoint - Partner User Management Plan Template by alllona

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									Sheffield ContactPoint - Partner User Management Plan Template

1     Introduction

1.1    Purpose

       This document provides a template for partner agencies to plan and monitor the improvement of their existing processes which support use of SafetyNET
       and align them for the use of ContactPoint, the national database tool for practitioners planned for deployment in 2009.

1.2    Intended Audience

       Practitioner managers, HR managers and Business support managers


2     User Management Improvement Plan

2.1    Checklist


                Requirement                                 Response                                  Comments/ Issues
       1        Organisation/ agency name.


       2        Date of completion.



       3        Named person responsible for user
                management & ContactPoint liaison (Name,
                Role, Contact details)




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4         Partner represented at Business Managers
          Group meetings?
          (Yes, No)


5         Do you understand user management
          requirements/ processes for ContactPoint?
          (Yes, No)

          Ref:
          1) Checklist of Existing Processes
          2) Statement of Requirements (SoR)
5.1       Have individuals/roles been identified to be
          ContactPoint users?
          (Complete, In progress, Planned)



5.2       Are user vetting processes in place – CRB
          (Including 3-yearly renewal), (future ISA
          membership)?
          (Complete, In progress, Planned

          Ref: SoR #2
5.3       Are HR processes agreed for current & new
          staff (Job descriptions, recruitment,
          appointment, induction, appraisal,
          disciplinary, movers & leavers)?
          (Complete, In progress, Planned)
          Ref: SoR #2,3,5,6
5.4       Do you have a ContactPoint training plan in
          place (including user registration)?
          (Complete, In progress, Planned)

          Ref: SoR #3
5.5       Do you have access & security processes in
          place (CP token management,
          confidentiality, activating/closing user
          accounts)
          (Complete, In progress, Planned)

          Ref: SoR #4


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5.6        Are processes agreed for auditing use/
           identifying misuse?
           (Complete, In progress, Planned)

           Ref: SoR #7

5.7        Are processes in place to respond to
           complaints/ queries from the public/ service
           users?
           (Complete, In progress, Planned)

           Ref: SoR #9,10,11
5.8        Are helpdesk & support arrangements in
           place for technical and practice issues?
           (Complete, In progress, Planned)

           Ref: SoR #14
5.9        Are procedures in place for policies and
           processes to be reviewed at regular intervals
           and updated as necessary?
           (Complete, In progress, Planned)

5.10       Do you have a schedule agreed for
           accreditation of your user management
           processes?
           (Complete, In progress, Planned)




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2.2 Plan format example


     Process        ContactPoint Impact                          Response         Required Actions                                    Timescales                 Task Allocated
     New members of staff
      Job descriptions   Will current job descriptions cover                      Review job descriptions for new or vacant posts
                         use of ContactPoint?                                     to determine whether the post holder will need to
                                                                                  use ContactPoint.
                                                                                  Check non-specific statements in relevant job
                                                                                  descriptions.
                                                                                  Brief HR and other staff on ContactPoint
                                                                                  prerequisites.
                                                                                  Include enhanced CRB check required 3-yearly.
                                                                                  Include ISA registration requirement.
      Recruitment        Do recruitment materials currently                       Review recruitment materials.
                         include the need for 3-yearly                            Include requirement for enhanced CRB
                         enhanced CRB and ISA                                     check required 3-yearly.
                         registration?                                            Include requirement for ISA registration.
                         Do any roles involve indirect                            Brief line managers who are required to
                         contact with children/young                              recruit to such posts to ensure awareness of
                         people and/or contact with their                         change to procedure.
                         personal data for ContactPoint?                          Provide ContactPoint Statutory Guidance to
                                                                                  managers.
      Appointment        Who will initiate the application for                    Could HR initiate this along with the other
                         a user account for ContactPoint?                         processes such as setting up of payroll
                                                                                  details?
                         Who will authorise ContactPoint                          Appoint a ContactPoint User manager within
                         usage for the new member of                              service/organisation?
                         staff?
      Induction and      How will induction and training                          Examine training processes and induction as
      training           programmes for new workers be                            part of Workforce Reform workstream.
                         amended to include information
                         sharing training?
                         How will training programmes for                         Examine training and induction processes as
                         new members of staff be                                  part of Workforce Reform workstream.
                         amended to include hands on
                         ContactPoint training?                                   Revise training and induction processes as
                                                                                  required.
      Photo iD           Agree on method of validation via                        Agree use of staff identity badges or other
                         photographic iD for ContactPoint                         form of photographic identification.
                         authorisation.                                           Reference within Partnership Agreement.




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2.3   Agreement

      Name             Title                     Organisation name   Date




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