Employee Leavers Forms - Excel

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					Processes                            Task Group             Details                                                                                                                                                        Status   IJOT Comments                                   Best Practise
                                                                                                                                                                                                                       R    A   G                                                   Information
New Staff Processes


Job Description                      IJOT                   Job descriptions for new or vacant posts may need to be reviewed to determine whether the post holder will need to use ContactPoint in order to                         Linked to Job Evaluation, need to know
                                                            carry out duties listed within the job description. If yes - then prerequisites for ContactPoint access will need to be included in the job description                 who will have access. IJOT to put together
                                                            and person specification. i.e. eCRB                                                                                                                                     sample wording and publish for best
                                                                                                                                                                                                                       A            practise
Recruitment                          IJOT                   All organisations will have a recruitment process to validate the authenticity of the post holder. If it has been identified that access to ContactPoint                To be added to existing recruitment
                                                            is required, then recruitment processes will need to be revised to ensure eCRB check is carried out and at a later stage the Vetting and Barring                        checklists
                                                            process.
                                                                                                                                                                                                                       A
Appointment                          IJOT                   On the successful appointment of a new member of staff who will require access to ContactPoint; the application for a user account for                                  Standard ContactPoint Application Form to
                                                            ContactPoint will need to be completed as part of the starter preparations. This could be initiated by HR along with the other processes such as                        be added to New Starter Packs and
                                                            setting up of payroll details, but the ContactPoint application form will need to be verified by the new member of staff's line manager.                                Induction checklists for Managers.

                                                                                                                                                                                                                A
Induction and Training               IJOT                   All organisations carry out induction and training for new staff. Induction and training programmes for new staff may need to be reviewed to ensure                     Enrolment onto Training as part of
                                                            that ContactPoint Users receive the appropriate training before their ContactPoint account is activated.                                            A                   Induction checklist
Processes for Current Staff and
Other Operational Activity

Review of Current Job                IJOT                   All LAs and partners should discuss with their HR Department, any requirements for reviewing job descriptions /specifications in preparation for the                    Standard line to be entered into existing job
Descriptions                                                roll out of ContactPoint.                                                                                                                                               descriptions of users. Standard
                                                            Data managers and administrators who have not been subject to eCRB checks for current posts will require eCRB as a prerequisite to access                               ContactPoint application form to be used.
                                                            ContactPoint - HR processes may need to be invoked to enable this requirement to be implemented.                                                                        Links made to disciplinary procedures,
                                                            Codes of Conduct for some staff may need to be reviewed to take into account requirements for using ContactPoint in the required manner. This                           computer misuse
                                                            may be an opportunity to pick up the Codes of Conduct requirements for LP and eCAF as part of the wider integrated working agenda.
                                                                                                                                                                                                              A
Identify Staff who have two roles,   IJOT              Some staff may have more than one role or work for more than one employer, which could potentially require them to have more than one log in                                 Further guidance required
jobs, employers.                                       for ContactPoint and other systems. More guidance will be required about how staff with multiple roles or employers will access ContactPoint and
                                                       the User Admin processes that will need to be applied. In the meantime it would be advisable to at least be aware which staff may be impacted by
                                                       this.                                                                                                                                                  R
Check eCRB Status and how            IJOT              All LAs and partners should discuss with their HR Department, any requirements for reviewing job descriptions /specifications in preparation for the                         linked to Review of Job Descriptions
recorded                                               roll out of ContactPoint.                                                                                                                                                    above.eCRB within last 3yrs required but
                                                       Data managers and administrators who have not been subject to eCRB checks for current posts will require eCRB as a prerequisite to access                                    not stated in CRB regulations. Clarification
                                                       ContactPoint - HR processes may need to be invoked to enable this requirement to be implemented.                                                                             needed
                                                       Codes of Conduct for some staff may need to be reviewed to take into account requirements for using ContactPoint in the required manner. This
                                                       may be an opportunity to pick up the Codes of Conduct requirements for LP and eCAF as part of the wider integrated working agenda.
                                                                                                                                                                                                              A
Granting Access to CMS               ICT Task Group    Security protocols within most organisations require a line manager or senior manager to approve a member of staff's use of a case management                                ContactPoint Application Form and Briefing
                                                       system. Line managers and senior managers will need to be aware that a more detailed user analysis form will need to be completed in order for a                             Note
                                                       member of staff to have access to ContactPoint.
                                                                                                                                                                                                              A
Integrated and specialist Working    Change Management Current processes that describe how integrated working is delivered will need to be reviewed to ensure that they are adjusted to take into account                           Operational procedures to be discussed at
                                     Group             how ContactPoint should be embedded in the Integrated Working approach. Specialist service need to look at the way they work to make sure                                    ISA Change Management Group
                                                       that their processes include the use of ContactPoint where relevant. It may also be that there are a range of partners that are currently not actively
                                                       involved in integrated working but will be required to provide data to ContactPoint or have access to ContactPoint.                                    R
                                     Change Management The implementation of CAF and eCAF differs from one LA to another and there is also great variance in the range of partners involved in the CAF                              Existing CAF procedures will be updated
                                     Group             process. As ContactPoint will provide information on whether a CAF has been completed on a Child or young person, it will be necessary for                                   once ContactPoint is available, this will
                                                       current CAF processes to be reviewed to ensure that practitioners refer to ContactPoint to determine if a CAF has already been carried out and by                            have to be phased as not all practitioners
                                                       whom.                                                                                                                                                                        will have access to ContactPoint straight
                                                                                                                                                                                                                                    away because of the phased
                                                                                                                                                                                                            A                       implementation
                                     IJOT              The role of the Lead Professional has been introduced in various ways from one LA to another. As ContactPoint will provide details of an allocated                           Procedures to be updated once
                                                       Lead Professional, it will be necessary for processes relating to Lead Professionals to be reviewed to ensure that practitioners use ContactPoint to                         ContactPoint is available. LP training takes
                                                       determine Lead Professional status for a child or young person. Lead Professionals will also need to ensure that they are correctly assigned to a                            place from Sept 2008
                                                       child or young person on ContactPoint.                                                                                                               A
Information Sharing                  Change Management Current information sharing protocols will need to be reviewed to ensure that they address the requirements for sharing of information sourced from                          New Information Governance Group to be
                                     Group/IG Group    ContactPoint. In particular, consent processes will need to take on board the consent required for sensitive services practitioner details to be                             established with remit of producing required
                                                       included on ContactPoint and the consent required for retaining some records after a young person has reached 18.                                                            Information Sharing Protocols. CMG will
                                                                                                                                                                                                                                    take forward general information sharing
                                                                                                                                                                                                                                    guidance for practitioners and consent
                                                                                                                                                                                                                       A            procedures.
Access to Systems                    ICT Task Group         Once a line manager has approved the range of systems a member of staff should have access to and the level of access required; a central IT or
                                                            CMS team may be available to provide the training and setting up of user accounts. It would be advisable to determine if these current functions
                                                            could be expanded on to include the LA delegated responsibilities for local user administration of ContactPoint.

DATA MANAGEMENT
Helpdesk Procedures for              ICT Task Group         All organisations have some form of helpdesk to assist users of CMS and IT in general. Helpdesk processes may need to be reviewed to take on
Supporting Users                                            1st line support for users of ContactPoint within their organisation. This will be dependent on the type of helpdesk model the LA decides to take,
                                                            i.e. centralised or decentralised. What is important for Users is that they know the first port of call for any IT or CMS problem including
                                                            ContactPoint.
CMS Security                      ICT Task Group        Current CMS security requirements should be reviewed to see if they need to be adapted to address the security requirements for ContactPoint.
                                                        Current requirements relating to data protection act, misuse of information and confidentiality will be relevant to ContactPoint as well as current
                                                        case management systems.
                                                        The use of tokens for ContactPoint and mediated access may impact on some current security processes.


Procedures for using CMS          ICT Task              Organisations/departments will already have processes and user manuals that inform and instruct users on the use of the CMS in their day to day
                                  Group/Training Task   work. These may need to be reviewed to describe how the systems relate to ContactPoint and show users how to access ContactPoint (when this
                                  Group                 information becomes available).
                                                        Current codes of practice should address this too, especially where users could potentially access ContactPoint in open plan offices.
                                                        Confidentiality and the need to ensure passwords are not shared will need to be reinforced.
                                                        Training for use of local CMS may need to be adjusted, dependent on access routes to ContactPoint and if data from the CMS is being uploaded to
                                                        ContactPoint. It is possible that these processes may need to be reviewed again once CMS integration to ContactPoint has been achieved.

Monitoring Use of CMS             ICT Task              Many Case Management Systems already have audit functions that can assist with investigations into the use of the system. ContactPoint will
                                  Group/Training Task   place specific responsibility onto User Managers to audit their staff's use of ContactPoint. Staff will need to be aware that these audit functions are
                                  Group                 in place and understand what would constitute inappropriate use of ContactPoint. This will also apply to CMS that provide integrated access to
                                                        ContactPoint.
DATA MANAGEMENT
Database/CMS Management           ICT Task Group        Teams that manage databases and CMS that will provide data to ContactPoint need to be aware of the new requirement for data provision. Data
                                                        administration processes will need to be reviewed to take into account how to respond to queries made by the local ContactPoint team and how
                                                        they should be dealt with.
                                                        There will be a range of data administration processes that need to be introduced to manage accuracy of data uploaded to ContactPoint and these
                                                        will be described in the data administration BPP.
Data Entry                        Training Task Group   Where possible, data entry should be carried out at source, i.e. by the practitioner working with the client, or a clerk setting up appointments for
                                                        children or young people. It is essential that users in-putting data are aware of the need to do this in an accurate fashion and where their data
                                                        entries are to be supplied to ContactPoint, Users should be aware of the impact of inaccurate data entry on a national system.

Maintaining Accurate Data         ICT Task Group        The Data Protection Act states that all organisations are responsible for the quality of their data. Data suppliers to ContactPoint will need to take
                                                        reasonable steps to ensure that its data is accurate before it is uploaded to ContactPoint.
                                                        Current data quality initiatives may need to be reviewed to ensure that emphasis is placed on the improvement of data that will be uploaded to
                                                        ContactPoint.
Data Analysis                     ICT Task Group        Most organisations have analysts responsible for carrying out review of service activity, effectiveness and delivery. It may be advisable to review
                                                        the range of reports available from ContactPoint to determine appropriate application of those reports in current analytical routines.
Data Collection                   ICT Task Group        For some organisations, data may be collected from various sources for input to a Case Management System - these processes may need to be
                                                        reviewed. As with any data collection routine which then requires a second party to add data to a CMS, this can contribute to inaccurate data
                                                        entry.
IT/ INFRA-STRUCTURE
Security Protocols                ICT Task Group        The IT infrastructure to support ContactPoint may need to be reviewed in the light of the release of the Baseline DIS later in September.
Help Desk Services                ICT Task Group        A tiered approach to the provision of help desk services to ContactPoint users will be required. Partner organisations will need to review help desk
                                                        procedures; but in the first instance, they will need to understand the type of helpdesk model the LA will want to adopt.
Procuring Hardware/Software       ICT Task Group        There are minimum requirements for hardware to support ContactPoint user access to ContactPoint. LA and partners will need to ensure that
                                                        bandwidth is sufficient to enable a larger number of Users to access ContactPoint via their CMS or secure web access.
Telephony                         ICT Task Group        The introduction of mediated access to ContactPoint may require additional mobile telephony resources for Users who will need to access
                                                        ContactPoint when out in the field.
                                                        Current mobile phone allocation policies may need to be reviewed.
Staff Leavers Processes


Transfer to another department    IJOT                  To be advised.                                                                                                                                                Further guidance required. Possible links to
within Organisation                                                                                                                                                                                               R   payroll
Termination form or process       IJOT                  Each organisation will have a process that needs to be followed when a member of staff is due to leave the organisation. This process is nearly               Manager guidance required. East Lancs
                                                        always initiated by the employee's Line Manager completing a 'leaver form' which informs various departments including HR. payroll, IT, Security.             PCT to provide process used internally to
                                                        The leavers form and process may need to be reviewed to ensure that ContactPoint accounts are terminated as required.                                         share best practice. If existing notifications
                                                                                                                                                                                                                      are in place ContactPoint Team to be
                                                                                                                                                                                                                  A   notified in same process.
Return of equipment               IJOT                  Leavers forms and processes can also be used to ensure that equipment loaned to the leaver are returned at the appropriate time and place. This               Look into process for NHS staff returning
                                                        process could be reviewed to include the return of tokens to the ContactPoint Team.                                                                           Smart Cards. Processes to be integrated as
                                                                                                                                                                                                                  A   above
Closing User Accounts             IJOT                  The above leaver form/process should be reviewed to ensure that the ContactPoint Team is informed of the need to close down a ContactPoint                    Processes to be integrated as above
                                                        account.                                                                                                                                                  A
Line Manager Processes


Starter and Leavers               IJOT                  In most organisations line managers have a responsibility to initiate the starter process and leaver process. These processes should be reviewed.             Standard Guidance for Managers to be
                                                        See induction, training and leavers sections above. This could potentially be a new duty for some line managers, who have up to now, not been                 produced.
                                                        required to approve access to systems outside of their organisation. e.g. a health manager applying to the LA for a ContactPoint user account.
                                                                                                                                                                                                                  A
Application for staff access to   IJOT                  Line managers will need to be aware of ContactPoint and which of their staff will need to have access to it. The User Manager requirements for                Standard Guidance for Managers to be
systems                                                 ContactPoint will need to be included in other line management processes for providing CMS access.                                                            produced.
                                                        This could potentially be a significant new duty for some line manager who have up to now not been required to apply for system accounts from
                                                        another organisation. e.g. a health manager applying to the LA for a ContactPoint user account.                                                           A
Supervision Requirements          IJOT             ContactPoint places specific responsibility on the Manager to ensure that their staff are using ContactPoint in the appropriate manner. Most                 Guidance required for what constitutes
                                                   organisations have requirements for line managers to carry out supervisory duties and also annual appraisals, staff development planning. All of             misuse. Require guidance from national
                                                   these processes should be reviewed to ensure that User Manager requirements for ContactPoint are addressed appropriately.                                    team on what checks are made from
                                                                                                                                                                                                                ContactPoint, random/test checks etc. as
                                                   Many managers are also required to monitor departmental performance against required service levels, it is likely that these may need to include             well as reports highlighting misuse.
                                                   monitoring of key performance indicators for the benefits management reporting for ContactPoint.
                                                                                                                                                                                                            A
Monitoring staff use of systems   ICT Task Group   ContactPoint places specific responsibility on the Manager to ensure that their staff are using ContactPoint in the appropriate manner. User
                                                   Managers will be required to audit staff use of ContactPoint. It would be advisable to review what requirements are currently in place to audit staff
                                                   use of CMS and expand if required to address ContactPoint requirements.

                                                   Many managers are also required to monitor departmental performance against required service levels, it is likely that these may need to include
                                                   monitoring of key performance indicators for the benefits management reporting for ContactPoint.
Temporary suspension of accounts IJOT              Current suspension of accounts notification processes should be reviewed to take on ContactPoint requirements. e.g. for staff taking maternity,              Follow existing suspension procedures, line
                                                   long term sick or sabbaticals.                                                                                                                               managers to notify ContactPoint Team
                                                                                                                                                                                                            A   direct.
Disciplinary Procedures           IJOT             Current disciplinary procedures and guidance should be reviewed to ensure that actions required relating to investigations or disciplinary actions for       Examples of misuse to be produced.
                                                   misuse of ContactPoint are included. This may require additional processes due partner requirements to respond to concerns raised by the LA                  Misuse = Gross Misconduct. Follow
                                                   ContactPoint Team over potential misuse.                                                                                                                     existing procedures to disciplinary but build
                                                                                                                                                                                                                in notification to ContactPoint Team.
                                                                                                                                                                                                            A
Miscellaneous Processes


Subject Access Requests           IJOT             All organisations will have processes in place to ensure speedy and appropriate responses to Subject Access Requests. These processes will need
                                                   to be reviewed to ensure that ContactPoint is included.
Complaints                        IJOT             Current complaints processes need to be reviewed to ensure that ContactPoint related complaints are included.
                                                   Partner organisations will need to be aware that the LA may need to escalate concern relating to a User that needs to be investigated.
Performance Management            IJOT             The national team will require a benefits baseline to be taken at a defined point and from then on regular benefits measures will need to be                 Once received will be passed to sub groups
                                                   reported. Current performance management teams within LA and partner organisations will need to be aware of these requirements and current                   for action
                                                   processes reviewed to ensure that future reporting requirements are met.                                                                           A
FPNs                              IJOT             There will be national guidance about appropriate FPNs. All relevant processes for informing families and young people about their rights and what           LCC issued to schools already, possibility
                                                   is done with their information will need to be reviewed.                                                                                                     of sending out with rates (as in Blackburn).
                                                                                                                                                                                                                Further guidance from National Team due.
                                                                                                                                                                                                                Standard FPN text availible in short or long
                                                                                                                                                                                                                version on LARA (A-Z, Fair Processing
                                                                                                                                                                                                            A   Notices)
Shielding Records                 ICT Task Group   Some CMS may already have processes in place to allow shielding of records. These need to be identified and then aligned with shielding
                                                   processes for ContactPoint.
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Description: Employee Leavers Forms document sample