Learnings from implementing a system

for Electronic Reporting of Incidents and Near-misses

(ERIN)

Who we are

• Chris Blackman– ASVP Group

(consultant/contractor to Berry Street)

• Matthew Reeder– Director, Southern Region, Berry Street

• ERIN – EElectronic RReporting of IIncidents and NNear-misses, a SQL-based system from RiskMan International

Looks after thousands of Victorian children and young people who:- have been denied a good childhood;- cannot live safely at home- will not otherwise recover from the damage done

Purpose of the ERIN project

• To create better client outcomes – By monitoring risk events (incidents)– Looking for causal factors to mitigate or eliminate– Reducing risk to clients– Reducing risks to staff

• Assist with compliance (Reporting to DHS)• Maintain a database for reference, analysis &

reporting

Preparatory Work

• Organisation-wide series of workshops used to:

• Define range of risk events• Analyse potential controls and mitigation

strategies• Define/design/agree workflows• Understand compliance requirements

Preparatory Work

• The Risk Register:Defines range of risk events, likelihood and consequences.

Implementation Issues - Technological

• Software very customisable – flexibility brings potential for complexity

• Some screen-form level functionality has to be coded by the supplier (RiskMan International)

• Output to pdf of the DHS form requires RiskMan programming

• Sits on local (shared) SQL server• Supplier manages regular updates

Implementation Issues - Cultural/Operational

• Dynamic conservatism from users• Initial reaction - more work - but then ...• One screen-form captures all info for – DHS Report– SAC– ESC– Staff OHS Reports/DINMA

• Workflow expedites information flows

Post-Implementation Status

• System now implemented across all regions, all programs

• Workflow and Alerts assist timely compliance• Risk Management function can be centralised

with organisation-wide visibility• Centralised Help Desk for Incidents• Workflow routes key items to specialist

managers

Examples of benefits derived from use of the system

• Reduced paperwork• Expedited workflow• Faster communication• Increased accountability• Better statistical analysis – evidence base for

operational and service delivery support

• ERIN contains standard and custom reports• Large amounts of data are often more easily

communicated using simple but clear graphics (all part of the reporting suite)

A picture can be worth a thousand words

Where to from here

• Improved workflows

• Risk Analysis and Risk Register refinement• Analysis to provide an evidence-based focus on

higher-value, more frequent risk events which justify extra control or mitigation expenditure

• Other system functionality; e.g. Feedback & Complaints

More Info/Links

www.berrystreet.org.au

www.asvpgroup.com

www.riskman.net.au