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EHCP - design histories
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<h2 class="govuk-heading-s govuk-!-margin-bottom-2">Published</h2>
<p class="govuk-!-margin-bottom-5">8 May 2024</p>

<p class="govuk-!-margin-bottom-5">23 May 2024</p>

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<h2 class="govuk-heading-s govuk-!-margin-bottom-2">Author</h2>
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<h2 class="govuk-heading-l">Project overview</h2>



<h2 class="govuk-heading-l">EHCP reform</h2>

<p class="govuk-body">In March 2023 the government set out its plans to reform and improve the SEND system through its <a href="https://www.gov.uk/government/publications/send-and-alternative-provision-improvement-plan" class="govuk-link">SEND and alternative provision (AP) improvement plan.</a> It commits to establishing a single national system that delivers for every child and young person with SEND so that they enjoy their childhood, achieve good outcomes, and are well prepared for adulthood and employment. </p>

<p class="govuk-body">These reforms are focussed on improving the quality of EHCPs, making the EHCP process more consistent, reducing conflicts within the EHCP system through better co-production, and over time improving the outcomes of children and young people. This includes Multi-Agency Panels, a common EHC plan template and supporting materials, tailored lists and strengthened mediation arrangements.</p>

<p>The Department for Education (DfE) have made a commitment in the <a
href="https://www.gov.uk/government/publications/send-and-alternative-provision-improvement-plan"
class="govuk-link">SEND and alternative provision improvement plan </a>to support further digitisation of the EHCP processes.</p>
<p>We carried out a discovery phase in summer 2023 to understand the benefits, barriers and limitations of the EHCP digitisation process. Following a subsequent alpha phase, we are now moving into our beta phase. </p>
<p class="govuk-body">The EHCP digital reform recommendations support these wider EHCP reforms. The data standard and minimum system functionality will support the single national EHCP system described in the SEND and AP improvement plan. </p>

<h2 class="govuk-heading-l">Project overview</h2>

<p class="govuk-body">We started our discovery research phase in summer 2023 to understand the benefits, barriers and limitations of the EHCP digitisation process. Following an alpha research phase, we are now in our beta phase. </p>


<p class="govuk-body">Our <a href="https://design-histories.education.gov.uk/education-health-and-care-plan-ehcp-digital-alpha/digital-education-health-and-care-plan-ehcp-reform-webinars" class="govuk-link"> research findings and recommendations</a> are available in a webinar playback.</p>


<table class="govuk-table">
<thead class="govuk-table__head">
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</tr>
</tbody>
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<h2 class="govuk-heading-l"> Recommendations </h2>
<p>We are moving forward with the following recommendations during our beta phase.</p>
<h3 class="govuk-heading-l">1) Co-produced guidance </h3>

<p>The guidance will be co-produced with local authorities (LAs), Integrated Care Board professionals, software suppliers and wider stakeholders in the sector. This is to ensure that children and young people gain the most benefit from digitisation.  </p>

<h3 class="govuk-heading-l">2) Specification for minimum functionality of systems</h3>

<p>These are the functions that a digital EHCP system must do as a minimum and will allow LAs to: </p>
<ul class="govuk-list govuk-list--bullet">
<li>benchmark their level of digitisation</li>
<li>identify areas they need to improve </li>
<li>identify digital systems that meet the minimum functionality</li>
</ul>.

<p>It will also help software suppliers understand what they need to provide and allow new suppliers to come to market. </p>
<p>We will look to mandate these.</p>

<h3 class="govuk-heading-l">3) EHC record data standard</h3>
<p>A data standard will support the digital EHC process, including:
<p>
<ul class="govuk-list govuk-list--bullet">
<li>a data schema (the classification and categorisation of data fields and related hierarchies)</li>
<li>guidance on how it should be used by suppliers and LAs </li>
</ul>
<p>This will ease data sharing across different systems, integration of systems and allow for consistent data reporting and analysis. 
<p>
<p>We will look to mandate the data standard. 
<p>
<h3 class="govuk-heading-l">4) Secure EHC record transfer mechanism</h3>
<p>We aim to understand options for a technical mechanism for safely and securely transferring an EHC record and plan from one LA to another.
<p>
<p>The mechanism will reduce the administrative burden for LAs and create smoother experiences for children, young people and families. </p>
<p>Once the options are considered, we will add the mechanism options to the minimum specifications and data standard. This will ensure that LAs use a consistent method which is supported by software suppliers. </p>

<h3 class="govuk-heading-l">5) LA support community</h3>
<p>This is long-term engagement with all LAs, enabling them to network with and support one another during their digitisation process. The community will allow us to consistently engage with LAs to develop and test the: </p>

<ul class="govuk-list govuk-list--bullet">
<li>expected digital EHCP system functionality required </li>
<li>EHC record data standard</li>
<li>way a secure EHC record transfer mechanism would work in practice </li>
<li>LA guidance</li>
</ul>
<p>This will include using digitised LAs to form an advisory group.</p>

<h2 class="govuk-heading-l">6) DfE SEND digital supplier channel</h2>
<p class="govuk-body">We will engage with suppliers and LAs on the minimum functionality and data standard of digital EHCP systems through regular meetings.
</p>
<p class="govuk-body">When we reach business as usual, we will have one communication channel to engage with suppliers, share our plans and receive any feedback.
</p>
<p class="govuk-body">This will be a dedicated public sign-up function for all current suppliers and new ones.
</p>

<h2 class="govuk-heading-l">Playback webinars</h2>

<p>We held four playback webinars for local authorities, Integrated Care Boards, software suppliers and wider stakeholders to share both our: </p>
<ul class="govuk-list govuk-list--bullet">
<li>alpha findings</li>
<li>recommendations for our beta phase.</li>
</ul>

<p>We explained the case for all SEND services to digitise their EHCP processes to: </p>
<ul class="govuk-list govuk-list--bullet">
<li>deliver better experiences for both families and professionals</li>
<li>enable them to continuously improve their services</li>
<li>focus staff time on family engagement rather than managing bureaucracy.</li>
</ul>

<p>We are looking at the best way to do this, based on both: </p>
<ul class="govuk-list govuk-list--bullet">
<li>on-going user-centred research</li>
<li>insights from the Change Programme.</li>
</ul>

<p>We would like all local authorities to gain the benefits outlined in the SEND and Alternative Provision (AP) Improvement Plan by digitising. </p>
<p>The DfE is also working hard to identify and spread best practice of delivering EHCPs to improve both the: </p>
<ul class="govuk-list govuk-list--bullet">
<li>quality of plans</li>
<li>experience of getting or providing them</li>
</ul>

<p>Core principles of our digital EHCP system design and related guidance will include both: </p>
<ul class="govuk-list govuk-list--bullet">
<li>embedding transparency</li>
<li>ensuring it captures the child or young person’s voice and needs. </li>
</ul>

<p>A local authority's digital EHCP system should cover the entire EHCP process, including, assessment, drafting, implementing and maintaining a plan. </p>
<p>Based on the SEND and AP Improvement Plan timelines, we will continue to communicate project timelines on this page and through our community group. </p>

<p>Dates for the next LA community group sessions: </p>

<h2 class="govuk-heading-l">Get involved</h2>

<h3 class="govuk-heading-l">Join the community group</h3>

<p class="govuk-body">You can join the community group for local areas at any stage of your EHCP digitalisation.</p>

<p class="govuk-body">In the group sessions you will have the opportunity to:</p>

<ul class="govuk-list govuk-list--bullet">
<li>get support from other local areas in their digitisation journey</li>
<li>share knowledge and discuss how to make EHCP processes easier for everyone</li>
<li>co-produce guidance materials</li>
</ul>

<p class="govuk-body">The next community group sessions are on:</p>
<p class="govuk-body"><a href="https://events.teams.microsoft.com/event/f8d34daa-f7d3-4117-bdee-49ba868293b7@fad277c9-c60a-4da1-b5f3-b3b8b34a82f9" class="govuk-link">11th June 2024</a>, 11 am to 12 noon </p>
<p class="govuk-body"><a href="https://events.teams.microsoft.com/event/0a030095-16c6-4d96-9b49-c87d91490822@fad277c9-c60a-4da1-b5f3-b3b8b34a82f9" class="govuk-link">18th July 2024</a>, 2.30 to 3.30 pm</p>

<p class="govuk-body"><a href="https://design-histories.education.gov.uk/education-health-and-care-plan-ehcp-digital-alpha/local-area-community-group-9-May-2024" class="govuk-link"> A summary of our first community group session </a>is available.</p>

<h3 class="govuk-heading-l">Take part in research</h3>

<p class="govuk-body">Register your interest in participating in 1 to 1 research sessions. Sessions are online and usually last about an hour.</p>

<p class="govuk-body">Our research sessions are a way to share your experiences and contribute to the development of our project.</p>

<p class="govuk-body">To find out more or get involved email: <a
href="[email protected]"
class="govuk-link">[email protected]</a></p>

<h2 class="govuk-heading-l">Our recommendations following discovery and alpha research phases</h2>

<h3 class="govuk-heading-l">1) EHCP guidance </h3>

<p class="govuk-body">We will co-produce guidance for implementing or improving digital EHCP systems with local authorities, integrated care board professionals, education professionals, software suppliers and wider stakeholders in the sector. This is to ensure that children and young people gain the most benefit from digitisation. </p>

<h3 class="govuk-heading-l">2) Specification for minimum functionality of systems</h3>

<p class="govuk-body">These are the functions that a digitised EHCP system must do as a minimum and will allow local authorities to:</p>

<ul class="govuk-list govuk-list--bullet">
<li>benchmark their level of digitisation</li>
<li>identify areas they need to improve </li>
<li>identify digital systems that meet the minimum functionality</li>
</ul>.

<p class="govuk-body">It will also support software suppliers to understand what they need to provide and allow new suppliers to come to market.</p>

<p class="govuk-body">We will look to mandate these.</p>

<h3 class="govuk-heading-l">3) EHC record data standard</h3>

<p class="govuk-body">A data standard will support the digital EHC process, including: </p>

<ul class="govuk-list govuk-list--bullet">
<li>9th May: 1.30 - 2.30pm </li>
<li>11th June: 11 - 12noon </li>
<li>18th July: 2.30 - 3.30pm</li>
<li>a data schema (the classification and categorisation of data fields and related hierarchies)</li>
<li>guidance supporting the data schema</li>
</ul>
<h2 class="govuk-heading-l">Contact the team</h2>

<p>To find out more or get involved email: <a
href="mailto:[email protected]"
class="govuk-link">[email protected]</a></p>
</div>
<p class="govuk-body">This will improve data quality and data sharing across different systems, integration of systems and allow for consistent data reporting and analysis. </p>

<p class="govuk-body">We will look to mandate the data standard.</p>

<h3 class="govuk-heading-l">4) Secure EHC record transfer mechanism</h3>

<p govuk="govuk-body">We aim to understand options for a technical mechanism for safely and securely transferring an EHC record and plan from one local authority to another.</p>

<p govuk="govuk-body">Once the transfer mechanism options are considered, we will include them to the minimum specifications.</p>

<h3 class="govuk-heading-l">5) Local area support community</h3>

<p class="govuk-body">We will continue to engage with all local areas within the community group, enabling them to network and support one another during their digitisation processes.</p>

<p class="govuk-body">We are involving local authorities who have already started their digitisation journey to form an advisory group.</p>

<h3 class="govuk-heading-l">6) DfE SEND digital supplier engagement</h3>

<p class="govuk-body">We’ll engage with suppliers and local authorities on the minimum functionality and the data standard of digital EHCP systems through regular meetings and research sessions.</p>

<h2 class="govuk-heading-l">Notes for editors and readers</h2>

<p class="govuk-body">This page shares the ideas and thinking of the project team at DfE. Please be aware that we cannot respond to questions about the department, policy, or other services.
You can find out more about the <a
href="https://www.gov.uk/government/organisations/department-for-education"
class="govuk-link">DfE’s priorities and policies on GOV.UK</a>, along with how to raise enquiries with the department.</p>
</div>


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