DBS and Safeguarding IT Project

by Adrian Smale last modified 09 Mar, 2019 09:42 AM

Latest News (newest at the top) 

06/03/2019 - Add new people on your microsite now has postcode lookup. Enter the postcode and move to next line to pick address from a list to be auto-filled. Quicker and more accurate and hopefully help with adding new people to the database.

14/02/2019 - De-duping mechanism now complete so just need to merge a lot of records. Please bear with us as we work through the backlog, but this is a major step towards ensuring one person one record. .

31/12/2018  All parishes now linked to a branch now -138 microsites in all (Click to see complete list) and 721 volunteers now added to microsites so well done everybody! Stage 2 is still in process so delay in stage 3 & 4 -will release update on schedule as soon as I know. 

18/12/2018  I have now issued all logins for the Diocese but aware there are a few unclaimed parishes so some tidy up work required. If this affects you or your area is not right do please get in touch.

5/12/2018 -Two new roles added which allows you to place Lay Minister and PtoO Minister  in your church/parish who are likely located at benefice level. It will then say in the case of Lay Minister for example Lay Minister of St Marys Church 

New Roles

03/12/2018 - new development where if only the date of the DBS is shown the Safeguarding officer can add now the certificate number if they have that data. 

27/11/2018 - New Login accounts now set-up, up to the letter P so approx.69 to go. Would hope to complete this by end of next week.

12/11/2018 - Meeting with Leslie Lockie and worked out a way to work while using the process of Church Suite which basically involves notifications via email and ability to process an application in the microsite without sending the auto-emails. 

19/10/2018 - There are now 33 microsites live and 397 people have been added to the database

01/10/2018 - Added Stage 8 & 9 to the project. Stage 8 Safeguarding Training summary has already been spec'd and Stage 9 is to be defined 

26/09/2018 - Current DBS summary now shows both local and centrally initialled DBS applications

28/08/2018 - New Beta testers Longfleet added (3 PSO's and 4 administrators). Number of new people added approaching 100 people!

21/08/2018 - Five more beta testers now added Branksome St Aldhelm; Broughton Gifford, Great Chalfield and Holt St Katharine; Radipole & Melcombe Regis;Trowbridge St James and Keevil & Wimborne Minster

14/08/2018 - Two new Testers added Canford Magna & Okeford plus Step by step for all users published Click this link 

27/07/2018 - List now live on microsite

No DBS

26/07/2018 - As a consequence of the initial testing phase Bridget Trump pointed out that you will need people who's role does NOT require a DBS but who do need Safeguarding training (see screen shot above). Also New Potential Volunteer added another Bridget idea(!) so you can keep people in your area that currently do not have a role.  Please remember that we do not finalise the DBS/Safeguarding requirements until stage 3 and Heather Bland is working on this now. The new listing will shortly be on the live testing system for Alpha testers and I will notify them as soon as this is the case. Click here for the new extended list  

24/07/2018 -  Start Alpha testing with Avon River Team

23/07/2018 - Start Alpha testing with Salisbury St Thomas and St Edmund

16/07/2018 - Start of Alpha Testing with St Pauls Salisbury on Live system

03/07/2018 - Local roles uploaded to microsite (see them bottom right in Local roles spreadsheet) with set up screen preview 

15/6/2018 -Setup of Safeguarding Officers and their parishes screen complete and tested plus early draft of Microsite 

The project gets go ahead beginning of May 2018. 

 Key Objectives

  1. Minimise the admin work of all Safeguarding officers and the central team while achieving 100% DBS compliance for everyone in a role. Achieved by linking our database to APCS and by removing the need for double entry and using spreadsheets for holding data  
  2. Making this information available to all those that should have access WITHOUT the need for it to go through one person.
  3. Having just one stored record for each individual in a role in the Diocese which provides both full non-personal DBS information and safeguarding training history, which Safeguarding officers and central admin can extract for their people on demand   

Alpha and Beta Testers -what you will need to do?

  1. The main task is to search and as necessary add all your people who require a DBS to our central database. Approx. 20% of your people will already be here (Clergy, LPAs ,LWLS, Church wardens etc, but youth works and PCC members less so. Going forward the only task after this is to remove or add new people.
  2. Having added or selected your people update their DBS and safeguarding (C1) training history according to your records. Again this will be a once only task and you will find all C2 , C3, C5 S1-5 training already recorded against each individual. 

 

Once this is done the system will prompt you when someone needs a new DBS and you will easily be able to extract a report of all your people and their DBS and training compliance for your PCC. 

Stages of project

  (see full document bottom left under resources) along with project guide and roles both local and central)

Stage Started Completed
Stage 1a-Parish Microsite for Safeguarding Officers May 2018 6th August 2018
Stage 1b - Improvements to the way that Diocesan staff record DBS checks 6th August 2018 28th Sept 2018
Stage 2 - De-duplication mechanism (for duplicated Personal records 5th November 14th February 2019
Stage 2a ..
  1. Postcode module ad    ded to Add new People Microsite
  2. Notifications to accomodate Church Suite AND benefit to smaller benefices to warn them DBS renewals or other action needed
  3. Update Service...Was in original spec as a flag but given the number of these (more than I was lead to believe) needs to inform both central checkers and microsite users to use update service using the person's Surname, Certificate number and DOB
  4. Original structure based on Benefices with child parishes underneath. We have 12 plus groupings that don't fit this model, eg Guild of Bell ringers, Street Pastors-solution to these will be all linked to a dark/invisible benefice where these groups are all considered as  'Parishes' . Because nothing at Benefice level they will only see their own people.
  5. Because we only 'know' someone has a DBS and not the level Basic, Enhanced (child/and or adult) and paid or volunteer and because for ordained and PTO we require the DBS to be at the beginning of their license we need to allow all PSO's and Central checkers to be able to force a new application (even if DBS date less than 5 years). 
February 2019 No 1 completed 6/3/2019 Rest in progress
Stage 3 - The relationship between roles and the level of DBS checks 23rd November Expected end of December but delayed due to stage 2 
Stage 4- Initialising a DBS check-emailing applicant and Verifier Dec 2018 Expected end of December but delayed due to stage 2 
Stage 5 - Linking to APCS's System
Stage 6 - Receiving Results of a disclosure back from APCS
Stage 7- Reconciling financial transactions
Stage 8 - Safeguarding Training needs for your area
Stage 9 - Parish Profile (Spec TBC)

 

For further information please contact Adrian Smale at safeguarding.admin@salisbury.anglican.org or telephone 01722 438651 (Mon/Tue & Fri pm) PLEASE NOTE : Adrian away 20th March until 7th May 2019 due to Hip operation on Friday 22nd March

 

 

 

 

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