Sharing data to safeguard missing vulnerable adults

The project is awarded £100,000 in funding through Round 6 of the Local Digital Fund to begin a discovery phase

The project team have arranged a project kick-off meeting with their stakeholders to discuss timelines and resources, outputs, governance and stakeholder mapping.

They are looking to use the Digital Outcomes and Specialists Framework and have held an initial discussion with their procurement team to review in more detail.

The team held a kick off meeting with stakeholders, followed by a mapping session to establish the full scope of stakeholders and their level of involvement in the project.

They’ve also been working on drafting the procurement framework for suppliers, which they plan to submit next sprint, and attending internal procurement meetings.

During the final two weeks of May, the project team continued to develop tender documents for the procurement process, collaborating with information governance (IG) leads to ensure the inclusion of IG requirements.

The project team attended a Local Digital session which provided helpful insights on the successful execution of discovery projects. In addition, they have established a dedicated Microsoft Teams site for efficient organisation and storage of project documentation.

The project team has now completed the second round of external procurement, selecting Glue Reply as the successful supplier. A kick-off meeting was held with Glue Reply on Monday 21 August to make a quick start.

In the upcoming sprint, the team plans to draft and finalise the contract, raise purchase orders and arrange a sprint zero meeting. This meeting will be organised once the meeting’s content and objectives are defined and agreed upon by stakeholders. Plus, the team will create a Project Initiation Document (PID), establish a Teams channel, and provide necessary access to the supplier.

The project team has recently notified stakeholders that Glue Reply has been selected as the chosen supplier for this discovery project.

The team is actively working with Glue Reply to draft necessary contracts and the Project Initiation Document. These documents are essential for outlining the project’s scope, objectives and expectations.

To ensure effective collaboration and document management, the team has created a shared Microsoft Teams folder for a centralised area of project-related information.

The project team is working on developing contracts, project initiation documents (PIDs), and other necessary paperwork for the upcoming supplier onboarding process. They are in communication with the supplier and the Information Governance (IG) team regarding Data Protection Impact Assessment requirements.

Unfortunately, the team had to cancel the kick-off meeting due to low forecasted attendance. However, they plan to distribute a written form to stakeholders for completion within the next two weeks. Following this, they will schedule a meeting with the suppliers to discuss the results.

Looking ahead, the team’s focus will remain on finalising contracts and documentation. They will make progress to gain important information related to Sprint Zero in Newham.

The project’s supplier Glue Reply has contacted stakeholders and conducted initial interviews with three quarters of them. The team is currently waiting for them to send lists of appropriate interviewees so those user research interviews can be scheduled. GMCA has provided Glue Reply with the relevant documentation and continues to liaise with them to finalise the contract.

In the next sprint, their goals are to conduct user research interviews with participants, gaining deeper insights into the current processes and work methods. They’ll also work on developing personas and exploring potential solutions.