Greater Manchester Combined Authority (GMCA)

In order to improve and reform public services the effective use of data and better information sharing is a key enabler. Providing better services to the public but also more efficient and cost effective delivery. Public bodies are required to complete Data Protection Impact Assessment as a result of the General Data Protection Regulations, which has been seen as a labour intensive and onerous process.

Our solution is to create a universal and compliant Digital Data Protection Impact Assessment Tool. This user friendly tool would utilise drop down box menus and guidance in order to empower and support staff with this key process and requirement. It will also support the generation of a privacy risk register, an aspect already highlighted by colleagues as a challenging piece of work. The tool will also directly link to the Information Sharing Gateway (ISG) which is already embedded and underpins the DPIA process for data sharing. The creation of the new tool alongside integration with the existing established resource will reduce duplication, provide crucial technical support and saving partners time and capacity.

Collaboration will be across the 10 local authorities across GM as well as with the Greater Manchester health and social care sector.

Discovery evidence

Whilst working across Greater Manchester we identified that the Data Protection Impact Assessment (DPIA) process is undertaken using a variety of Word based templates. Staff raised how this made the process resource intensive and difficult. It also resulted in different areas using a variety of templates creating unnecessary challenges when working in partnership. The process need to be standardised and simpler for both Information Governance professionals and general staff alike. It was particularly highlighted that an integrated process to review both general and sharing DPIA’s would save time and reducing confusion for Senior Officers who undertake this role as well as improving audit process by removing version control issues and the need to download multiple templates.

We currently have the Information Sharing Gateway (ISG) in Greater Manchester which has proven to be simple and quickly understood. It is being considered for national use by both DWP and NHS England but is limited to only reviewing the sharing process. Our learning from this tool was our inspiration for the concept of the Digital DPIA; an intuitive tool that can be used for a general DPIA, but that maps across and integrates with the ISG when necessary to save time and resources.