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1. Introduction
1.1 Purpose of this Resource
The aim of this resource is to provide guidance to Local Authority and non Local Authority organisations in the Community Learning and Development ( CLD) sector to understand, collect and use the quantitative input and output information they need to effectively deliver their work. It aims to support the achievement of the three national priorities:
- Achievement through learning for adults
- Achievement through learning for young people
- Achievement through building community capacity building
There are national and local demands placed on CLD providers to be able to provide a range of information for different purposes, i.e. HMIE inspections, funder reporting requirements, equalities information, etc. Previous investigations into data gathered by CLD highlighted the main fields of data being collected across these areas, and although there were differences in the amount of information being gathered in these areas, there were some degrees of commonality. These investigations also highlighted that although many CLD providers were gathering information on activity, they were not necessarily using it to manage the service. A summary of the survey of Management Information Systems ( MIS) in CLD can be accessed here ( link to report).
This survey also indicated that CLD providers have a broader appreciation and desire to show the impact and contribution of CLD activity.
Management information refers to information and statistics that can be collected and used to measure performance. A Management Information System is an integrated information system which is used to provide management with needed information on a regular basis. It refers to the application of people, technologies and procedures to solve organisational issues. It is designed to support individuals to make decisions. Access to, and use of, good quality management information can help improve the quality of the services provided.
Recording information is not the same as using the information to manage the service. Organisations store and process large amounts of data, which they may or may not convert into useful information; this initially depends on the organisation's ability to collect data that provides useful information for managers.
This resource provides a MIS specification; details and description of output and input fields of data that could be recorded, and also guidance on how data can be collected and interpreted. It also provides some suggestions of approaches that will support implementation of a MIS. These suggestions have been developed from a range of sources, including discussions with CLD providers in various parts of Scotland.
We have included some samples of forms based on those used by CLD providers we have spoken to.
This resource is not:
- A comprehensive 'how to' guide. It is a tool to assist people to develop a MIS for CLD. It will need to be interpreted and adapted for local contexts and existing systems.
- Linked to outcomes. Learning Connections are currently exploring how to support the measurement of outcomes. This resource is related to outputs and inputs. The limitations of output data is recognised as CLD is interested in the 'difference made' rather than, necessarily, the numbers engaged. However, the development of MIS for output and input data will assist effective planning and decision making. It will provide useful information for a range of reporting requirements and will consequently support the development of outcome measurements.
- Replacement for other systems. Some CLD providers have already developed and are using effective MIS. This specification had not been designed to replace systems that CLD providers are happy with. Also, this specification outlines the potential use of input data (funding and human resources) in a MIS. It does not replace existing finance or HR functions but discusses how the available information could be used to inform CLDMIS.
- Guidance for information sharing. More and more information on individuals is shared between services, and the range of information that may need to be shared on a regular basis is increasing. In order to share information appropriately while protecting the right of individuals, and also professionals, a formalised structure for information sharing should be developed to support effective information sharing. These protocols should relate to agreeing and establishing business processes, documenting roles and responsibilities, legal aspects and being able to trust each agency involved. Although this guidance will not cover information sharing, the development of a systematic approach to management information will enable CLD providers to be more confident of their own data, before sharing with anyone else.
1.2 Who this guidance is for
This document is aimed at those who have a responsibility for the collation and management of input and output data in CLD. It is applicable for managers in the statutory and voluntary sectors.
Previous research into monitoring data used by CLD showed an increased consciousness of the need to gather more performance and management information. Although there have been significant developments across local authorities and the voluntary sector, the picture is varied across the country. Some CLD providers have very sophisticated tailor-made, electronic systems while others are only beginning to think about the types of information they should systematically gather - this makes it impossible to design a specification that will 'fit' all CLD providers.
This guidance is designed for those who are at early stages of developing MIS or those wishing to review their system. Those organisations who have a simple system in place will also find this a useful 'check' as it may highlight areas for development that they do not have in place.
1.3 Why develop a Management Information System
Working and Learning Together; the Scottish Government's national framework for guiding CLD activity, strongly emphasised the need for CLD activity to target services towards individuals, groups and communities who most need support. CLD providers need to be clear on which individuals and groups are 'most in need' and whether CLD activities reach these groups and individuals - a management information system will go some way to assist managers to understand the profile of participants and will assist in subsequent decision-making.
Developing a robust management information system will also support self-evaluation required by Her Majesty's Inspectorate of Education ( HMIE). CLD inspections, conducted by HMIE, are guided by 'How Good is Our Community Learning and Development 2' 1. The quality of CLD provision is evaluated by asking 6 high-level questions. One of these questions is 'How Good is Our Management?' (Key area 8). Within this area CLD providers are asked to consider their information systems and their effectiveness in evaluating CLD performance. This guide will support the development of MIS to support effective planning and management of CLD which will, in turn, support positive outcomes of CLD inspections.
For CLD, the information provided can be used for a variety of purposes, including:
- Strategic planning
- Targeting resources
- Increasing understanding of needs of the community
- Supporting policy making
- Supporting decision-making
- Reporting on CLD activity (internally and externally, locally and nationally)
This guidance and specification does not deal with outcomes specifically. However, using a management information system to record the additional quantitative information gathered will assist with a shared understanding of outcomes, providing an invaluable source of information, as well as a baseline, against which progress can be measured.
This guidance and specification will assist CLD providers to develop a systematic approach to management information. Chapter 2 provides some discussion on how a MIS specification could be used in CLD contexts, describing what it can provide to support the management of CLD. Chapter 3 provides guidance for implementing and supporting the development of a MIS for CLD. The guidance comes before the specification as it contains important information that should be considered before developing a MIS. The specification is outlined in Chapter 4.
The Concordat agreed between the Scottish Government and COSLA in December 2007 indicates that the Scottish Government will work with local government on a new performance reporting system which, over time, will replace the myriad of existing systems. However, this particular guidance is not about the Government requiring anyone to provide information; it is about helping organisations to think through what information is required at to deliver services effectively and how to gather the information necessary to achieve that. The knowledge that certain information will be required by the Scottish Government can be factored in to the development of individual management information systems. The Scottish Government currently asks CLD providers for information on surveys such as the CLD Activity Survey, the CLD Workforce survey and is working on gathering information on outcomes. CLD management information will contribute to this and to the local government reporting system which will be developed over time.
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