Link to Core Minimum Dataset (CMDS)
Introduction
Consistent, sustainable, high-quality information is required in order to describe and evaluate the large, dynamic and multi-faceted social services workforce in Scotland, in order to understand how it behaves, to understand the external influences upon it and to plan its future development in an effective way, at both local and national levels. However, there has been a growing recognition that currently available data and information about the Scottish social services workforce have generally been patchy, inconsistent, incomplete and parts of it are of questionable quality.
The Core Minimum Dataset (CMDS) has been formulated to help resolve the general lack of high quality, comprehensive, person-based data and information about the social services workforce for the purposes of evaluation, development and planning. (The term "Social Services" encompasses social care (which includes social work), and early years and childcare.)
Social Work is the second largest local authority service in Scotland with over 50,000 staff (full-time and part-time). Around another 80,000 people work in independent (voluntary and private) social services organisations. A wide range of services is provided to clients in the areas of Children and Families, Criminal Justice and Community Care and these services are increasingly planned and provided jointly with partners in Health, Education and Housing in line with the Scottish Executive's vision of joined-up, customer-oriented Scottish public services in the 21st Century.
Purpose for which Social Services Workforce data is required
There are a number of major issues and factors which affect social services in Scotland, such as:
- Increasing public expectations of public services
- Changes in the size and age of the working population
- Competition in the labour market from other sectors
- Diversity in the workforce
- Shifting relationships between the statutory, voluntary and private sectors
- Staff recruitment and retention issues
- New joint working arrangements between health, social care, housing, education etc:
- Striking the right balance between numbers of managers and front-line staff
- Introduction of flexible working schemes (eg. family friendly working etc)
Problems with Workforce Intelligence
A working group consisting of stakeholders from across the social services sector carried out an investigation into the quality and usefulness of data from existing data sources. It confirmed the already prevalent view that currently available data is useful to a degree for workforce intelligence, but that it falls short in several regards - specifically:
- Each return has been developed separately for its own "audience", with little or no harmonisation between them in terms of coverage, data standards commonality (ie. using the same definition and categories for the same data item) and data content commonality (ie. ensuring a common core of standard information across the returns).
- Some of the returns take the form of statistical surveys based around employers which do not capture data about individual employees.
- There is duplication between some of the returns - ie. some employees are featured in more than one return. Although some returns do feature data on individual employees, the absence of a unique person identifier means that it is not possible as yet to identify the employees who appear in more than one return.
- Most of the returns provide a "snap-shot" view of the situation at a set point in time. This allows the returns to be consistent and unbiased - otherwise agencies might choose snap-shot points which paint an inappropriately favourable picture (eg. when vacancies are low). Such returns also have set deadlines for data submission which ensure the timely submission of data. However, snap-shot returns do not provide information on the dynamic "over time" aspects of workforces, and the absence of a unique person identifier means that changes to an individual employee's situation between one census and the next cannot be tracked.
- Coverage of the non-statutory sectors is generally poor - the 2001 Voluntary Sector Social Care Workforce Survey attracted an estimated overall response rate of only 29%.
- The number of data items common to a majority of these returns is small - in other words, data content commonality across the different returns is low.
- There is significant data standards variance across the returns - eg. the same data item can appear in two or more returns having different definitions and/or category sets and/or recording rules in each return.
The Solution
This working group took the approach of formulating a draft Core Minimum Dataset (CMDS) for the Scottish Social Services Workforce which can be used to record useful, high-quality, standard information about a person, and his/her social services employment. Alongside the dataset, the working group compiled a statement of the purposes for which data and information about the social services workforce are required. The dataset contains the data items necessary for fulfilling those purposes.
The intention is for the dataset to become the national standard vehicle for recording person-based data about the social services workforce across the statutory, voluntary and private sectors.
The Benefits
The establishment of a Core Minimum Dataset will have real benefits for all organisations and employers in the social services sector, ensuring that there is a confident, competent and valued workforce. Over time, the main benefits of introducing a Core Minimum Dataset are:
Improved realisation of workforce potential
Information on qualifications possessed and being worked towards and on job function will help improve employers' understanding of the capabilities and potential of the existing workforce and whether these are being fully realised in the work that they do.
Improved understanding of local labour markets
Employers will have a better grasp of their own local labour market situation, eg: the nature of new recruits, where they are being recruited from, where employees go on leaving and why they leave.
Improved workforce planning
An effective workforce is essential for delivering quality services. The Core Minimum Dataset will facilitate improved workforce planning by helping employers to anticipate recruitment needs and to identify skills gaps within the sector. The information will also be used for workforce planning at a summary level by government and other statutory bodies. This will enable employers to tackle local issues swiftly and government to target resources more effectively.
Improved monitoring of diversification and flexible working
Employers will be able to measure the success of attempts to diversify the workforce and to meet the need for flexible working arrangements.
Improved benchmarking
Standard data will facilitate benchmarking exercises so that employers can compare amongst themselves to identify good practice (eg. successful retention, maximising the potential of the workforce, optimal balance between front-line staff, managers and support staff etc).
Reduction in data collection costs
The implementation of the Core Minimum Dataset should ultimately result in a reduction in the overall data collection burden, with a corresponding reduction in costs, through the elimination of unnecessary duplication of data and a better focus on essential information.
Consultation and Feedback
Three half day workshops were held in Summer 2005 to explain the content and purpose of the Core Minimum Data Set. They provided an opportunity for participants to discuss and comment on the CMDS in detail. Anyone with an interest or involvement in Social Services Workforce Information at any level was welcome to attend.
Feedback received was analysed by the working group and the CMDS was modified accordingly where possible, with due regard for similar developments being made UK-wide.
Also, work has already been under way with revising the Care Commission's Annual Returns (formerly Pre-Inspection Returns) as part of its Inspection Methodology Review and the Scottish Executive's annual local authority Social Work Services staffing return in order to align them as far as possible with previous drafts of the CMDS. Feedback from employers as a result of this has also been taken into account in the creation of the CMDS.
The Core Minimum Data Set
We have now reached a stage where Version 1.0 of the Core Minimum Data Set has been produced, and will be used as far as possible in the Care Commission's March 2007 Annual Returns and the Scottish Executive's October 2007 local authority's Social Work Services staffing return.
Not all data items contained in the CMDS Version 1.0 are, as yet, being requested (for example, National Insurance Number), as more work needs to be done before the collection of these data items is possible.
Also, all data items contained in the CMDS Version 1.0 are subject to modifications based on feedback received, any issues that arise during the collection of workforce information from employers and any future changes made to specific code lists (e.g. ethnic background, qualifications).
However, it is planned that changes will be kept to a minimum, and future versions of the CMDS will be published on an annual basis in order to create stability in the CMDS and reduce burdens placed on employers, whilst at the same time allowing employers sufficient time to make the necessary changes to their recording systems as a result of these changes.
Comments
If you have any comments or queries in relation to the Core Minimum Dataset, then please contact: scds@scotland.gsi.gov.uk