Key outputs, roles and responsibilities

The collected data will provide information on the following

• type of review
• thematic overview of vulnerability initially, safeguarding and emerging challenges across each CCG/ICS and the regions to inform service planning, learning and training requirements for the safeguarding workforce during the reviews
• the organisation learning
• recommendations from the reviews
• lessons learnt and good practice

The tracker will provide "live" data information and status data of each review including:

• the stage the review is at currently to monitor progress and identify slippage in timescales
• the locality in which the incident has taken place e.g. CCG/ICS to identify capacity pressures within the system
• the publication date and link to the final report, with recommendations themes and actions required on conclusion 
• dissemination of the learning from the case across the region via a 7 minute briefing, local/regional learning events for example

Direct access to the online tracker will be limited to NHS commissioning and oversight organisations at national, regional and local level.  Local hierarchies will be configured in consultation with and appropriate to each user organisation, covering roles around data input, data extraction and reporting, and oversight.

Access to the online tracker will be via a data submission portal hosted by NHS Digital, called ‘forms’.  Access will be limited to those that need it and will be by a secure password system.  This process will be managed by the NHSE/I Safeguarding analytical support structure.

Access levels will be determined in a hierarchical way so that a colleague in a particular CCG will only be able to see a record(s) entered for that CCG, and colleagues in an ICS will only be able to see records for CCG’s within that ICS geography (the same principles will be adopted in the new structures).

Any information from the system included in reports for non-health safeguarding partners should be authorised by a senior officer.

NHS Digital is responsible for: maintaining the tracker platform and storing data securely.

NHS England/Improvement is responsible for extracting summary data to inform regional and national learning, and for providing information into the National Safeguarding Steering Group periodically. The data will be made available by NHS Digital in SEFT as a csv file, and will be downloaded by NHS England/Improvement.

CCGs/ICS are responsible for

Agreeing a hierarchy of access to the system.  This will include those staff with prime responsibility for updating case information in a timely way, staff with responsibility for extracting data for reports (some staff may undertake both of these functions) and staff with view-only access. 

Maintaining governance oversight regarding quality of the data and its use within the CCG, including reports up to executive level.  The hierarchy above should be informed by local preferences for internal oversight and assurance. Any restructuring of NHS commissioning organisations (for example, mergers, name changes, geographic boundary changes etc) will be incorporated with system updates to reflect these.

Designated safeguarding leads are the recommended roles to complete/update the tracker because they have knowledge of all case reviews, they are invited to the initial case review panels and are updated regularly on each case they hold.  The tracker will be most effective when updated in real time as information becomes available, as it will ensure reporting is based on the most current information