IPS Data Management: The IPS Grow Reporting Tool

**For Service Managers, Team Leads and (Senior) Employment Specialists**

Can see:

• Dashboard – Information at an Employment Specialist level
• Dashboard – Information at Team Level
• Help and Resources Section

Can do:

• Upload spreadsheet(s) to the Dashboard and set Team level targets
• Export aggregate data
• Download graphs for timeframes selected

**For Regional or Organisational (eg Operations Manager for a Service or set of Services) or similar**

Can see:

• Dashboard – Information at Team Level
• Dashboard – Information at Service Level
• Help and Resources section

Can do:

• Export aggregate data
• Download graphs for timeframes selected

**For Commissioners, Local Authorities, Contract Managers and/or partner Trusts etc**

The new tool is more flexible and we can set up stakeholder users to see one Service (organisation), many Teams, just a Region etc. Please specify what you need to be associated with on your request for access.  As an indicator these user types;

Can see:

• Dashboard – Information at Team Level*
• Dashboard – Information at Service Level*
• Help & Resources section

Can do:

• Export aggregate data
• Download graphs for timeframes selected

*Providers can decide whether to set their external stakeholders up at a team or service level

Who can view my data in the Reporting Tool?

Anyone with a Team Lead user account can see the Team they are associated with and the Employment Specialists within that Team/those Teams if more than one.

For other User accounts, Any Teams associated with that user can be seen but you are not able to see the Employment Specialist level data.

Commissioners, Commissioning Support Units, Integrated Care Boards, Funding Bodies and their representatives, Service Delivery Partners and IPS Grow are some of the main other users that can view aggregate data relevant to their IPS Service Providers/Region/Role within the IPS Grow Reporting Tool.

Are there Terms and Conditions of use?

Yes, there is an End User Agreement that can be found by going here: IPS Grow Reporting Tool Help and by searching for ‘End User Agreement’.

This incorporates all terms and conditions of use and every user must accept this document before they are able to log in to the IPSG Reporting Tool.

Additionally, no user can access the tool until the Service Provider authorised person has signed and returned the Service Level data and sharing agreement. This can be found by going here: IPS Grow Reporting Tool Help and by searching for ‘Data Sharing Agreement’.

In combination, these two documents set out how the IPSG Reporting Tool receives, stores, processes and deletes data.  The IPS Service Provider is always the ‘Controller’ and Social Finance, of which IPS Grow is an initiative, is always the ‘Processor’ in respect of Data Governance.

Is there a Privacy Policy?

Yes, this is linked within the tool but can be found here for ease:  IPS Grow Reporting Tool Privacy Policy

I would like to obtain explicit consent from my clients, do you have a form I can use?

Yes. We have created this template Client Consent Form for you to use if necessary for your Service/Cohort.

IPS-AD Client Consent Form Template

IPS-SMI Client Consent Form Template

Does the Reporting Tool store the identifiable personal information about my clients when I upload my spreadsheet?
No. The Reporting Tool only stores pseudonymised data.  Names are never read or stored in the tool.

How does the Reporting Tool keep data secure?
We have designed the IPS Grow reporting tool for security and to protect privacy. Please see “Details on Information Security and Privacy” for more information on security design features.

How can I upload data to the tool?

1. For Severe Mental Illness (SMI) cohort: IPS Grow Standard Spreadsheet for SMI Providers Only
2. For Drug & Alcohol (D&A) cohort: To be Uploaded

You can upload several spreadsheets, and the tool will automatically aggregate the data. Only people with a Senior Employment Specialist or Team Lead user type account can do this.

Download the IPS Grow Reporting Tool User Guide for full guidance on how this is done. If you have any questions or need help understanding/using the tool, please come to one of our regular technical drop-ins that happen every Tuesday at 2 pm.

What is the IPS Grow standard spreadsheet?

This is the excel template that has been designed by IPS Grow for IPS Service Providers. It was built in partnership with IPS Service Providers and commissioners. It includes the recommended data points for every IPS Service Provider to collect. It was designed with the aim of standardising and limiting data collection to include only the most pertinent information used for decision making.  A blank version can be found at Client Information and Reporting – IPS Grow ready for your use.

Can I upload several spreadsheets to the tool, for example if my Employment Specialists each have their own  spreadsheet?
Yes, the tool will automatically aggregate data from different spreadsheets, as long as they are all compatible with the tool.

How does the Reporting Tool calculate ….

… number of referrals to the service?
The referral date is defined as the date the referral was received by the employment specialist and accepted onto their caseload. The tool calculates the number of referrals in a quarter by summing together every client whose referral date (contained within the column called “Referral date”) falls within the quarter which is being submitted. If a client’s referral date is left blank they will not be counted.

… number of referrals where the client is already in employment?
IPS may work with a small number of clients who are employed upon referral but who are either on sick leave or have a job at risk. Clients who are already in employment may be supported to retain their jobs or move to a new job. It is recommended that job retention cases take up no more than 15% of the caseload.

… number of clients who have started a vocational profile?
A vocational profile is usually started at the first face to face meeting. Once work on the vocational profile has started the client is considered active/engaged. This calculation counts the number of clients that have not yet been discharged (and therefore do not have a discharge date) but whose referral date (contained within the column called “Date Vocational Profile Started”) falls within the dates submitted. If a client’s vocational profile start date is left blank they will not be counted.

… number of clients supported into work?
The number of unique service users who have been supported into employment during the reporting period in question. This metric counts first job starts only. The service user should have completed 4 hours of paid work for a job start to be counted.

… total number of job starts?
The total number of jobs started in the reporting period in question. This could include second or third jobs, or multiple part-time jobs. The metric counts the number of jobs that have been given a start date in the reporting period in question.

… 13 and 26-week sustainments?
This is the same as the number of clients still in work 13 and 26 weeks after they started a job.
If you are using the IPS Grow Standard Spreadsheet, the Reporting Tool can automatically calculate sustainments for you, using the following definition:

Sustained employment is measured regardless of whether this duration was accrued over the same job or multiple jobs. Breaks in employment for clients with multiple jobs must be less than 6 weeks between jobs. If a gap of more than 6 weeks occurs, the clock will reset and sustainments will be calculated from the start date of the subsequent job. Only one job sustainment outcome of each duration (13, 26 weeks) will be counted for each person referred into the service.

If no Job End Date has been entered for a client’s employment, the tool will assume that the employment is ongoing and will use the current date to calculate length of employment. The tool then counts the number of service users who have hit the milestone of completing 13 of 26 week sustained employment during the reporting period in question. This can be made up of multiple jobs, provided that there is no more than a 6 week gap in between any 2 jobs. If a service user has an overlap between 2 jobs (e.g. is working 2 or more jobs at once) only 1 job will be counted per day of work so that the overlap isn’t double-counted. Only one 13 week sustainment outcome is counted for each client, and only one 26 week sustainment outcome is counted for each client.

Alternatively you can manually record your 13 and 26 week sustainments.

… average number of days from starting the vocational profile to face to face contact with an employer?
The tool calculates the number of days in between a vocational profile start (the date entered under the ‘Date vocational profile started’ column) and a the first face to face with an employer (the date entered under ‘Date of first face to face contact with the employer’). This is done for each service user who has a face to face meeting with an employer within the reporting period in question.
To calculate the average number of days, the tool sums the number of days for each service user in question and divides the figure by the total number of service users being considered.
The tool does not consider any rows where the date in either of the columns is blank.

… average number of days from referral to first attempted contact by an Employment Specialist?
The tool calculates the number of days in between a referral (the date entered under the ‘referral date’ column) and first attempted contact (the date entered under the ‘Date of first attempted contact’ column).  This is done for each service user who has an attempted contact date that lies within the reporting period in question.
To calculate the average number of days, the tool sums the number of days for each service user in question and divides the figure by the total number of service users being considered.
The tool does not consider any rows where the date in either of the columns is blank.

… average number of days from referral to starting the vocational profile?
The tool calculates the number of days in between a referral (the date entered under the ‘referral date’ column) and a vocational profile being started (the date entered under the ‘Date vocational profile started’ column). This is done for each service user who has an attempted contact date that lies within the reporting period in question.
To calculate the average number of days, the tool sums the number of days for each service user in question and divides the figure by the total number of service users being considered.
The tool does not consider any rows where the date in either of the columns is blank.

… average number of days from a client starting their vocational profile to their first job start?
The tool calculates the number of days in between a vocational profile start (the date entered under the ‘Date vocational profile started’ column) and a the first job start date (the date entered under ‘1st job start date’). This is done for each service user who has a face to face meeting with an employer within the reporting period in question.
To calculate the average number of days, the tool sums the number of days for each service user in question and divides the figure by the total number of service users being considered.
The tool does not consider any rows where the date in either of the columns is blank.

The tool sums together every client who has a date entered under the column “Discharge date” that falls within the quarter which is being submitted. Service users who have been marked as discharged but do not have a discharge date in the “Discharge date” column are not counted in this figure…

I think the tool is broken, what should I do?

Please visit Submit a ticket to submit a helpdesk ticket and provide as much information as possible.

This link should be your primary point of help, but should you struggle to find an answer to your issues, please do email us at itsupport@ipsgrow.org.uk.

I have a different question about the Reporting Tool, who should I contact?

Use our Submit a ticket function to ask questions, log an issue or request help about the tool. Our regular technical drop-ins on Tuesdays at 2 pm are the best first touch point for any general queries.

Direct any questions around non-technical support to your IPS Grow Lead.

Heroku is the data centre in use

• Heroku complies with GDPR. Further details can be found here: https://devcenter.heroku.com/articles/gdpr
• All processing takes place within the EU – this is in line with the previous tool
• Only pseudonymised, non-identifiable data is stored
• It is secure, private and protected

PostgreSQL

• Database system that contains user details and sensitive data such as passwords
• Sensitive data (such as passwords) are encrypted

 Django

• Python web framework that is well-established and thoroughly tested
• Use of built-in authentication system

Technical Architecture

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Data Upload Flow

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Can I print my dashboard so I can share it with others?

Yes, you are now able to export (or download) your data.  You can also download each of the graphs on the dashboard should you need them to complete your own reports and presentations.  The images are exported with a transparent background (it appears as though it is black but is not) so you can copy and paste/insert them into any document with ease.

Does the Reporting Tool replace the Mental Health Standard Dataset (MHSDS)?

No.  You are still required to report through your cohorts national data sets. This tool is designed to facilitate that or additional reporting to your Programme Managers, as well as making it possible for you to manage your own Services, Region, Teams and Employment Specialists.