8. Record keeping and knowledge management for outcomes measurement Val Keen, Head of Services (North) Martin Brockwell, Link Project Manager Depaul Trust

Depaul Trust – an introduction Cardinal Basil Hume Vincent de Paul ( )

34 projects nationwide: Accommodation Education and training Family mediation Prison and resettlement 170 employees and 188 volunteers 3012 people worked between April - Dec 2005 Depaul Trust – an introduction

We celebrate the potential of people We put our words into action We aim to take a wider role in civil society We believe in rights and responsibilities Our mission is to offer homeless and disadvantaged people the opportunity to fulfil their potential and move towards an independent and positive future. Mission and core values

Web based software solution ( Designed, built and maintained by Resource Information Service ( Managed internally since Aug 2003 by Link Project Manager (Martin Brockwell): –Software training and support –Business analysis –Information management The Link system – an introduction

“All parties must be clear on what the project is intended to achieve, why it is needed, how the outcome is to be achieved and what their responsibilities are so that there can be genuine commitment to the project.” - Prince 2 Fundamental Principal Link system objectives Simple primary objective: – Strong need for quick access to simple and accurate demographic and outcome statistics:

Who are our clients and what do we achieve with them? –Clearly defined data set –Clear objective for data set: »Annual report »Fundraising bids Strong project champion - Una Barry, Head of Services Division All projects given basic training and entering data by April 2004 Link System Objectives

Secondary objectives: Standard database advantages: Reduce data redundancy Improve data consistency Improve information quality Improve information sharing Improve the access to and recall of crucial information Facilitate data analysis Link system objectives

Link data entry policy: Formal project level review of use and application of database and data based around current Information Stakeholders and Information Demands Link user group: Quarterly stakeholder and planning group Link system objectives

Data Input: Client Demographic Details Numbers of clients seen Details of project work carried out with clients Details of Outcomes achieved with clients The Link System Supporting People: 1.Quarterly Workbooks 2.Specific Monitoring Demands 3.Client Record Forms 4.CORE Lettings Logs Fundraising: 1.Annual Report 2.Established funding agreements 3.Future fundraising bids 1.Project Management 2.Annual Project Reviews 3.Regional Committee Reports Key Performance Indicators (KPIs) for internal Depaul monitoring Current uses of Link data

Senior Management Demographic Review: Male/Female Split and Mental Health Workers Oldham Supporting People: Every Child Matters and Depaul Trust Porter Street Family Mediation: Manchester City Council accepted Reconnect Monitoring Criteria Fundraising: Two major funding bids specifically dependent on the Link system Specific examples of information stakeholders and demands

Staff ambivalence: focusing on the frontline Rival databases: The Supporting People problem What to monitor?: The outcome conundrum Project challenges

Client Follow ups: –Tie in with current BBC homeless season –Volunteers to follow up ex-clients –Crucial to future funding Hard outcomes: –Simple tangible client achievements –Specific for each type of project –Crucial to internal monitoring and reviewing Key Performance Indicators (KPIs) Future initiatives

Soft outcomes: –Primarily client focused opinion of distance travelled –Soft outcome tool kit developed in-house – Andrew McKnight, Regional Project Manager Future initiatives

Hindsight suggests that Link’s success so far is due to: Definite need Clear primary objectives High level support for project User involvement Scalability and flexibility Advice and guidance