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DBS and Safeguarding IT Project

by Adrian Smale last modified 05 Dec, 2018 12:16 PM

Latest News (newest at the top) 

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


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 Expected end of November
Stage 3 - The relationship between roles and the level of DBS checks 23rd November Expected end of December
Stage 4- Initialising a DBS check-emailing applicant and Verifier Dec 2018 Expected end of December
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 or telephone 01722 438651 (Mon/Tue & Fri pm)





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