Semitae

Managing assessments, outcomes and pathways in the digital channel

The

Identifying

Pathways

Semitae

Digital services are becoming ubiquitous in our lives and, within the

public sector, a facilitator of change and efficiency.

It is for this reason that we sought to design and build a solution in

partnership with local government practitioners that is ready for the

way we live and work today.

The result was our Semitae product, which not only facilitates online

service requests, referrals, applications, notifications and

assessments, it also facilitates the complete removal of paper,

working from home, flexible working and remote/field working too.

Designed for Digital Services need to be more than 'Digital by

Default', they need to be ‘Digital by Design’.

Implementing a digital service needs to afford

flexibility of working practice, whilst being

easier to use and improving efficiency overall.

It should not simply be a tick in a box, it should

bring value and an improvement in service

delivery.

Semitae

Initial referrals can be done on smartphones, tablets and pcs, as the

online element is device agnostic and fully integrated into the case

management system.

Recognising that agencies may visit customers where there is no

internet signal, the Casenot.es app for Semitae, allows users to take

their cases out into the field. Meaning users are afforded the

flexibility of working from home. Key in enabling the public sector to

make decisions on working practices and even the rationalisation of

premises.

The key strength of the three applications working in unison is their

instant updates of data. Meaning cases are always up to date

irrespective of the means in which they were updated and nothing

slips through the net.

More than just

Case Management Semitae is not simply a case management

solution. It is a holistic digital solution for

managing referrals, cases and plans through

multiple agencies.

Semitae

Four dimensional To ensure services could be provided digitally and empower public

sector staff to deliver their service flexibly, we realised that 4 key

elements would be required. These are:

Online referral and assessment forms

Case Management application

3rd Party (Multi-Agency) portal

Mobile case management app

Without anyone of these real efficiencies and future service delivery

models would break down. The following illustrates these four

components of Semitae and the overlap of access:

Semitae

Solution “The beauty of Semitae is in its elegant simplicity yet robust and powerful functionality.

From the customisable online forms that are optimised for mobile devices, to the sleek

intuitive design of the case management app, which enables the quickest possible

training; Semitae is a solution envisioned and delivered for the way we live today.

The case management apps’ customisation capabilities and bi-directional integration

with the online forms and Casenot.es app ensure both agility to changes in policy and

optimal efficiency of process.”

John McMahon, Product Director

Strategy With austerity, comes the need to evolve public services to challenge traditional

philosophies and working practices. So in designing Semitae, we took a step back to

understand not simply how we work today but how we will work 5-10 years from now.

By using the best tech, the thoughts of practitioners and thought leaders our strategy is

based upon enabling self-service, smoother data sharing, multiagency working,

flexible/mobile working and ultimately a better stakeholder experience at a reduced cost.

Semitae encapsulates these ideals with its functionality and will be constantly enhanced

to ensure it is at the cutting edge.

Paul Tomlinson, Managing Director

,

Technology “The ever changing landscape of technology ensures that as a SME, we understand and

embrace the latest technologies before they are widely adopted.

By making bold decisions, we have leveraged the most cutting edge Microsoft software

such as ASP .NET MVC 4.5 to deliver an unrivalled user experience in Semitae. As a

consequence of taking these decisions, we have had solutions running in Microsoft Azure

since 2010. Our customers go live faster and scale up easily because of the hurdles

removed by hosting our solutions in Azure.”

Andrew Cope, Development Director

Semitae

Self Service

The beauty of Semitae is in its infinite uses. Because it is

designed to enable users to create online services for any

purpose that can be tracked and managed within the

Semitae case management app.

In practice, this means that online services could be as

varied as enabling allow a tenant to request a repair to a

property or to be used by midwives to assess a new

baby’s progress.

Semitae’s online services are optimised for all devices to

reflect changing paradigms of internet/device usage and

to ensure the user experience is always great.

Semitae

Agile to change The nature of public sector services and government policy is that it

constantly evolves. To enable adaptation and constant evolution all

online service content can be edited and translated, whilst being

able to add/edit/remove questions and business logic too:

Adding/modifying questions:

Semitae

Semitae Case Management In order that online services can be highly efficient, one needs to

ensure all of the data collected online is instantly updated and

available to public sector users. The key to Semitae is that it will then

also use user-defined process pathways to intelligently understand

the plan of action required based upon the data received.

With Semitae, you can view cases submitted with the online form

and create new cases ad hoc. The clean design has purposefully

been created for optimum user experience and minimum training:

Semitae

To illustrate this and the generic nature of Semitae’s use cases, the

following is a case for an individual being supported and monitored

by Social Services to assist them out of homelessness. Initially, they

were referred using the online service, and based upon the data

provided, the case management app knew how the person needed

to be assisted, any other assessments required and the appropriate

remedial action:

By using the latest Microsoft technologies, we designed a case

management app for Semitae that enables complete bi-directional

communication between the online services and the case

management app. So even if the online service is redesigned using

the online Design Mode, the new and updated data sets captured

are always instantly updated into the case management app. Plus,

because Semitae is available from the Cloud, it enables home-

working and simple remote access for organisations shifting their

focus in that direction.

Semitae

Multi-agency Management As a part of providing the most effective service possible, public

sector organisations work in partnership with supporting bodies

and contractors (Agencies) to manage cases. With Semitae’s built-

in features to manage, share data with and pay agencies, it is

possible for them to provide services at both reduced cost and

improved efficiency.

Semitae enables agencies to be set up and assigned ownership of

cases and tasks. For example, a Social Services department could

be managing a Troubled Family and as a part of the plan want to

assign an Employment Agency to assist with getting a person back

into work and a Housing Agency to assist with finding the family

accommodation.

To ensure data is shared effectively and there are no paper/email

trails, which can be lost or be insecure, Semitae has a secure portal

for Agency users to login, assign work to agency staff and manage

these tasks. Here we see the view where an Employment Agency

user has logged in to see their cases:

Semitae

Crucially, all updates to cases are then available back in the main

Semitae Case Management app and so the managing organisation

has the complete picture of all updates made by both their own

staff and agency staff.

Agencies could be internal bodies as well as external organisations.

So an organisation like a Health Practice might have an internal

agency of Remote Midwife Team. This would be where the Health

practice assigns tasks specific to new mother/baby related

processes. Monitoring Agencies

When work is assigned to agencies it is clearly important to ensure

that a) progress is being made and b) that it represents good value.

Semitae’s in-built monitoring functionality ensures that as and

when important thresholds are reached, or not reached, as the

case may be, the managing organisation is made aware of this.

This ensures that no tasks are unacceptably late and conversely

enables the payment of agencies based upon their results.

Semitae

Casenot.es Many tasks / processes that are managed in the public sector

require that the case details are taken into the field where little or

no internet is available. Field workers should also be empowered to

do their roles as quickly and easily as possible without the need to

carry paper files and, even worse – to have to return to an office to

update systems with details of the work carried out / processes

undertaken.

We recognised that to do this effectively, we needed to provide an

app that works offline, leverages common enterprise hardware and

crucially automatically updates the back office with the details

entered when working in the field.

Casenot.es enables users to: download their cases present in

Semitae on to a Windows 8 device, update the case details whilst

connected or disconnected and then synchronise all of this

Semitae

information instantly into Semitae Case Management leading to

maximum efficiency and data security.

As one can see from the screenshot above, the app is full screen

and takes its design queues directly from the main case

management application, ensuring consistency of great user

experience and most importantly reduced training time as a

consequence.

Casenot.es is accessed using a secure login and data is encrypted

both on the device and when transmitted ‘over the air’. Some

examples of uses for Casenot.es would be:

Midwives/Doctors carrying out assessments in the patient’s

home or in hospital settings

Social Workers assessing vulnerable adults/troubled families

Property Inspectors/Surveyors

Police/Enforcement Officers visiting crime scenes

Maintenance Workers carrying out works in

properties/businesses

Environmental Health Officers inspecting

properties/businesses

Casenot.es is available now on Windows 8 devices from the Windows 8 Store.

Semitae

Working in partnership with IEG4 Ltd. Stockport Council have made the process of referring, assessing

and monitoring vulnerable citizens through change, a digital one. Stockport Council wanted to ensure

that the solution was accessible to citizens, and ensured that data could be more easily shared to the

relevant stakeholders/agencies supporting an individual or family.

Working in partnership with IEG4 Ltd. Stockport Council have made

the process of referring, assessing and monitoring vulnerable

citizens through change, a digital one. Stockport Council wanted to

ensure that the solution was accessible to citizens, and ensured that

data could be more easily shared to the relevant

stakeholders/agencies supporting an individual or family.

After implementing Semitae, Stockport Council now has 14 separate

support agencies accessing case files, which previously would have

required multiple paper forms to be scanned and emailed back and

forth between the council and the agencies.

A Digital Approach to Multi-Agency Outcome Management

With the ever increasing need to deliver services more efficiently and thus, at a reduced

cost, Stockport Metropolitan Borough Council wanted to revolutionise their service

delivery model for Supporting People.

Early analysis shows £70,000

will be saved each year on

paper, postage and

photocopying alone.

Stockport Council Case Study

Supporting People

Semitae

With Semitae, these administrative tasks are completely removed

and, with Casenot.es, assessments and outcome reviews can be

done in the citizen’s home.

Leveraging the power of Windows

Azure ensures that the Semitae case

management application is available,

securely anywhere with internet

access. This approach ensures that all

relevant information and important

notes can be seen by those managing

the citizen/family irrespective of their

location and thus enables

home/flexible working too.

Furthermore, when used in conjunction with the Casenot.es

Windows 8 app, the overall solution facilitates delivering support

services out in the field. For example assessments and reviews can

take place without the need for an internet signal in the customer’s

home. The beauty of Windows 8 is that, whether a user is connected

or disconnected, they can use the same device to access Semitae or

Casenot.es respectively.

Finally, as a measure of the growing partnership and collaborative

working, IEG4 has built a new Multi-Agency Referral online form to

facilitate improved collaboration when operating a Multi-Agency

Support Hub. We have no doubt that this way of working will be the

shape of future service delivery in Supporting People and Trouble

Families.

“Semitae gives us the

opportunity to work the

way we’ve wanted to work

for a long time”

“We’ve been empowered

to work across agencies”

Jo Lancaster - Supporting

People Manager

Stockport MBC

Semitae

The Team

Paul Tomlinson John Jervis John McMahon Andy Cope

Managing Director Sales Director Product Director Development Director

About IEG4 Ltd. is a multi-award winning SME

based in Alderley Edge Cheshire.

We have over 80 public sector

customers and our solutions have

resulted in awards for them and IEG4

Ltd.

We specialise in championing digital

services and maximising uptake of these

and design solutions with great user

experiences and deliver unparalleled

efficiency savings over traditional ways

of working.

Get in touch

If you would like to have a look at

Semitae in action or find out about other

products please go to:

www.ieg4.com

If you’d like someone to contact you

about how our apps could help, email:

info@ieg4.com

You can call us on:

01625 584 850

You can follow us on twitter here:

@IEG4