9 Next Phases in the Development of the MIAP Strategy for Scotland
9.1 In the previous sections the recommendations for the three key features of the strategy have been outlined. Here we outline proposals for how these recommendations should be taken forward to implementation.
Information on Providers and Learning (including qualifications)
9.2 The recommendations for the development of improving provider information and improving learning information (including qualifications) would follow a similar approach. This approach is summarised below:
Step 1 - Initial Scoping Study
9.3 The first phase of the developments for both areas should be an initial scoping study for the proposals. This would undertake a requirements analysis of stakeholders both within Scotland and UK-wide to ascertain the required scope and content of the developments.
9.4 The study should also review existing data sharing protocols within the sector as an initial step to establishing where new protocols need to be established. In undertaking this work the study should be mindful of the work completed under the English MIAP work regarding data sharing protocols and look to build upon this work for the benefit of Scotland rather than duplicate the effort.
9.5 For the provider information developments the scoping study should also undertake a readiness review of arrangements regarding the UKRLP and the associated UPrN with a view to the optimum inclusion of this work for the Scottish sector. At this stage a view should be agreed as the technical implications of the UKRLP requirements both at present and in the future and options for how the UPrN can facilitate proposed developments in Scotland.
9.6 The study would also need to ascertain the implications on Data Protection issues for the Scottish sector. The proposed developments are similar in principle to a range of work already undertaken by the English MIAP group. Consideration for Data Protection therefore has already been undertaken to a large extent. In this way therefore this scoping study should look to review work already completed on Data Protection issues and develop a view as to any gaps in coverage where the Scottish sector requires further work.
9.7 This study should conclude for both areas with a detailed and considered view of the resource implications of the proposed developments and a view of the allocation of system responsibilities.
9.8 In both cases the study group should report back to the Scottish MIAP board for review and discussion as to how the developments can be taken forward.
9.9 There would also be a requirement to source suppliers for the proposed solutions. This could either be done pre-scoping study, as part of the scoping study or after. The chosen suppliers should however be in place by step 2 of the development work.
Step 2 - Development of a Data Sharing Framework across Partners
9.10 This next phase in the developments of both areas would look to assess the additional data sharing requirements to meet the overall proposed system requirements.
9.11 In the initial scoping study an assessment would be undertaken of the extent to which new sharing protocols were required. At this stage those new protocols should be developed.
9.12 The new protocols should consider the implications of the UPrN and the data protection issues as detailed in the scoping study. The protocols should also build in assessment of the extent to which data definitions are common across Scotland and the UK and how proposed developments can facilitate improved sharing.
9.13 In this phase a great deal of emphasis should be placed in the developments of the English MIAP interface, as illustrated in appendix 4. This interface should provide Scotland with a best practice on the sharing of data and the protocols required. The interface is also a valuable source of information when obtaining UK wide information and where possible the Scottish systems should look to facilitate an interface across borders for the benefit of Scottish stakeholders.
9.14 The existing and proposed new protocols for sharing data should then be documented, agreed and signed off by the Scottish MIAP group as the sharing framework upon which to improve information sources across the sector. It should be noted also that the requirements for information will of course change over time, as will the requirements for such protocols. The Scottish MIAP group should ensure therefore that the fitness for purpose of the agreed framework should be continually maintained and/or improved over time.
Stage 3 - Technical Development and Implementation of the Data Sharing Agreement
9.15 Using the requirements analysis as a basis, this phase of the development for both areas should look at developing the technical specifications required to meet stakeholder requirements from the proposals. These technical specifications should be developed in partnership with the IT representatives of the data collection agencies and use the agreed data sharing framework as its structure.
9.16 Once the technical specification has been agreed by the stakeholders and signed off by the Scottish MIAP group as being fit for purpose the next phase of the work would be the design and build of the solution to the specification.
9.17 The selected suppliers would work with the IT representatives of the stakeholders and the MIAP group to develop the existing interfaces and build the solution as previously defined and agreed by the group.
9.18 The culmination of this phase of the work would be the live operation of the 'joined-up' system interface and front end. This phase of work would at the same time see the live operation of the implemented data sharing agreement.
Stage 4 - Development and Implementation of the Underlying Business Processes
9.19 In parallel to stage 3, this phase of the development would look to support the technical development with the implementation of the agreed business processes.
9.20 The initial part of this stage would see the mapping of data flows based upon the technical specification and data sharing agreement. These agreed data flow maps would be used as the framework upon which to detail the required underlying business processes for the developments.
9.21 The supporting business processes would set out for the stakeholders the allocations of responsibility, locations of data and timings of data sharing episodes.
9.22 The development and agreement of these processes would be the commitment required to ensure the effective operation of the system.
9.23 As detailed in the previous stage, the live operation of the system would see the live operation of the underlying processes agreed here.
Stage 5 - Continual Improvement and Day to Day Management of the System
9.24 Whilst the initial design and build of the systems would aim to meet stakeholder's requirements at the time it is likely these requirements will change over time. It is important therefore that there is a regular review of the systems to assess their effectiveness in meeting stakeholder objectives/requirements.
9.25 Further ongoing work would include the promotion and marketing of the central data source as the central point of information for their respective areas.
9.26 There is also a requirement to maintain the effectiveness of the system on a day to day basis; this would include technical support and other similar general management and administration tasks.
9.27 As part of the management of the systems there should also be regular liaison with developments in the English MIAP programme. In particular developments in the UKRPL should be reflected in the provider information developments and vice versa.
Information on Learners
9.28 In considering the next phases for the work on Learner Information the Scottish MIAP group could not simply follow a system development for a learner data set across information sources. This would be a highly complex piece of work and as stated previously would be generated by a composite of developments. In other words the focus needs to be on the developments of enablers for the learner data set rather than a learner data set itself.
The Case for a Unique Learner Number
9.29 In order to move towards a learner data set across information sources the key enabler would be a unique number to identify an individual learner. This would enable the linking of data sets to create a singular record for a learner or better record on learner progression at a strategic level.
9.30 As stated in Scotland the SCN exists which partially provides this function. The extent to which this partial coverage meets the needs of stakeholders now and in the future requires assessment. The scope for this assessment was detailed previously in section 7.0.
9.31 A review therefore needs to be undertaken on behalf of the Scottish MIAP group on the options for meeting the requirements of the sector with regards to a unique number.
9.32 Within Scotland specific consideration should be given for the proposed developments in provider information, learning information (including qualifications) and the move towards better information on learners when assessing the degree to which options for a unique number would meet stakeholder requirements.
9.33 At present such requirements for a unique number focus around the sharing of data between learning episodes such as schools to FE links and FE to HE links. There are also requirements to link these formal learning episodes in with other learning environments such as Modern Apprenticeships and Community Learning. For each of these areas a unique number to identify learners would improve the efficiency and effectiveness of data sharing. There is also a requirement here for protocols to be established to support such sharing, these protocols would become more apparent the more defined the requirements for a unique number become.
Common Data Definitions
9.34 There is a further requirement to assess the extent of commonality in data definitions both within Scotland and UK-wide. The scope for this work was again detailed in section 7.0.
9.35 In developing provider information, learning information and moving towards better learner information improved commonality of data definitions is key. This is equally important when considering the UK wide context of certain areas of education.
9.36 In considering the commonality of data definitions across Scotland therefore specific consideration should be given to each of the three areas of this strategy and the proposed developments within the English MIAP sponsored work which in turn addresses the requirements of the UK sector as a whole.
Improved Processes
9.37 As detailed in section 7.0 there is also a requirement to investigate the working processes of the existing systems. In the development of the three strategic areas however there would be extensive review of existing and proposed processes.
9.38 This area therefore would implicitly be addressed through other areas in theory. It should however be explicitly addressed within each of the developments how existing processes are being reviewed for effectiveness and how proposed new processes are also effective in best meeting the needs of stakeholders.
In Summary
9.39 In summary therefore the recommendation of this report is to develop the effectiveness of provider, learning and learner information to better meet the requirements of Scottish stakeholders. In developing these three areas enabling factors such as the requirements for a unique learner identifier, commonality of data definitions and improved processes for sharing data should also be developed to meet the requirements of the Scottish sector while considering the implications of work under the English MIAP border.
9.40 In short this solution would provide an environment whereby suitable quality information is available to enable Scottish stakeholders to meet the mission of this strategy. In turn many of these requirements would sit within a UK perspective and provide options for adopting, as appropriate, those principles and features of the English MIAP work to the optimum benefit of the Scottish education sector.