We are aiming to procure a solution which means there will be just one digital system to manage EHCPs, meaning faster responses, clearer communication, and easier access to information for parents, carers, young people and the people working with them. This digital transformation forms part of our wider commitment to supporting communities, reducing inefficiencies, and giving every child and young person the opportunity to thrive.
A new system is being developed to streamline and improve the processes for creating, managing and reviewing education, health and care plans (EHCPs).
We want to make requesting, creating and managing EHCPs as efficient as possible, both for families who rely on timely, coordinated support and for the teams working hard behind the scenes.
We know that our current systems and processes are not as effective, supportive or accessible as they should be. We use multiple, disconnected tools which are not all available to everyone involved in a child’s EHCP. SEND staff currently manage more than 6,500 EHCPs, receive around 700 phone calls about EHCPs each month, and produce almost 70 new plans monthly.
Following a detailed review, we have made the decision to introduce a new digital EHCP system.
What has happened so far
- we worked with partners and stakeholders to review the current EHCP processes in detail, mapping out timings and identifying key problem areas
- we identified the business, functional and data requirements needed to improve the customer journey
- we explored potential solutions through market testing, considering innovative technologies and evaluating the costs and benefits of each option
- in early June 2025, several potential system suppliers showcased their products at two 'discovery days' where representatives from schools and settings, parents and carers and council staff including social work and educational psychology colleagues saw demonstrations of how these solutions could meet everyone's needs
- we reviewed all the feedback gathered from the discovery sessions to inform the next stages of procurement
- we selected our supplier, CACI, a leading provider of data systems for local authorities
- system build is now underway and data migration work is ongoing
- testing and early configuration of the new system
- briefings for parents and carers have taken place and will continue
- briefings for health partners are also taking place and will continue
Next steps
People who will be using the system will continue to be involved at appropriate points throughout development and implementation.
Training and support will be embedded from the outset and provided to relevant partner groups.
Our next phase of work will focus on engaging directly with our SEND partners to understand how the system will support their ways of working. This engagement is an important step in shaping a system that works for everyone.
We will continue to post updates on our website. You can bookmark this page to find the latest information as the project progresses.
Timeline
Work is continuing to set up the new digital system for Education, Health and Care Plans (EHCPs). Our supplier is making the improvements we’ve identified, which will make the system easier to use when it goes live. Taking the time to complete this work now will help make sure the system works well from the start for young people, families, schools and professionals.
We are also working closely with our SEND partners to understand their needs and ensure the system supports them effectively. This is an important step in creating a system that works for everyone.
We have updated our timeline and are now aiming for:
- new EHC needs assessments and appeals: end of January 2027
- reviews and phase transfers: April 2027
Frequently asked questions
What is changing with the EHCP system?
Why can't you improve and use the current system?
Currently we don’t have one system; we have multiple, disconnected tools and systems, which everyone involved in an EHCP can’t currently access. And there are around 90 individual steps to create each plan. We want to streamline processes, reduce administration, and improve transparency and access for families as part of our wider commitment to give every child and young person the opportunity to thrive.
What improvements will I get from a new system?
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improved transparency, so you will be able to see clearer timelines and updates, and understand next steps, helping you to be more informed and involved
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more efficient processes to reduce paperwork and improve coordination between education, health and social care teams. That means fewer delays and quicker responses for families and schools
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improved communications between case work teams, schools and parents/carers, reducing the need for repeated calls and emails
Has the government announced changes to EHCPs?
We are aware of the government’s recent white paper on Special Educational Needs and Disabilities reform. This announcement will not affect the delivery of our digital EHCP system as our supplier will adapt our system to be responsive to and compliant with, any new government requirements. We are confident that our new system will deliver meaningful improvements to the way we assess and review our support for families, young people and professionals in North Yorkshire.
How will you make sure the new system works better than the one trialled previously?
We have taken a very different approach this time. The previous trial did not meet user needs, and we learned from that experience. This project has involved a full review of processes, extensive partner engagement, market testing, and demonstrations from multiple suppliers before selecting CACI.
Will the templates themselves change?
The current forms are being assessed as part of the new system design and may not be required going forward.
Could we have a hard form of what education staff need to complete so we can have information saved onto our server?
Yes, as part of the implementation resources and training written guidance will be provided.
There is no legal requirement to use LA forms and systems and a letter outlining the legal framework and student information or evidence. Will schools have to use this?
While there is no legal requirement for schools to use a specific local authority form, schools will be required to use the new system as the agreed mechanism for submitting information and evidence to support statutory SEND processes. The system has been designed to provide a consistent, secure and efficient approach to information gathering, enabling all parties to access the information required to fulfil their respective responsibilities. Guidance and training will be provided to support schools with this transition and ensure requirements are clear.
What is the method for multi factor authentication for portal users?
Users will receive a text message for authentication.
Can I reset my portal password?
Yes, portal users will be able to reset their passwords themselves.
Do I need to do anything?
No. When we move to a new system, existing EHCPs will still be valid and reviewed as normal. If we need anything from you, we will let you know. As the system develops, we will explore options for user access and input where appropriate.
Will there be training for the new EHCP digital system?
Yes. Training and support will be built into the development and rollout of the new EHCP digital system. People who will use the system, such as schools, settings, SEND professionals, parents or carers and partner agencies will be involved at the right stages and offered training when it is most relevant to them.
This will include guidance on how to use the new system, how information will be shared, and how new processes will work. Ongoing support will continue after launch, and users will be kept updated as the system develops.
How will you make sure data is shared safely and securely?
We recognise how important it is to protect personal information and can reassure schools and families that data protection is built into the design and operation of the new system. Data will be transferred securely using encrypted connections, with access strictly limited to authorised users and systems on a role based basis. Only the minimum information required to support statutory, SEND and EHCP processes will be shared.
System suppliers, including Wonde, act only as data processors and do not have unrestricted access to pupil records. All data sharing will comply with UK GDPR, the Data Protection Act 2018 and SEND legislation, supported by robust data sharing agreements, and any data migration during transition will be carefully planned, tested and carried out in line with legal and statutory requirements.
What is the Wonde link and what does it mean for schools?
Wonde is a secure data integration platform that enables controlled data sharing between school Management Information Systems (MIS) and local authority systems. It is widely used across the education sector to support safe, efficient and accurate data exchange. All North Yorkshire schools have a connection with Wonde already and just need to allow the sharing of data with the local authority if they aren’t already.
For schools this means:
- secure data transfer
- simplified administration
- relevant school data is shared directly with the local area EHCP system where appropriate
- more accurate and timely information
Will partners continue to be involved as the system is built?
Yes. People who will use the system will continue to be involved at key stages of development, testing and rollout. This includes schools, education settings, health partners, SEND professionals, and parents and carers.
How have families and carers been involved in the project?
Parents and carers have taken part in discovery sessions, demonstrations and consultation groups. Their feedback has shaped the requirements for clearer communication, better visibility of progress, and easier access to information.
How much have you worked with partners so far?
We have involved a range of partners throughout the last year to make sure the new digital system reflects real experiences and day to day needs. This has included detailed process mapping, discovery sessions, demonstrations from potential suppliers, and ongoing feedback from schools, settings, health colleagues, parents and carers.
Who has been involved in shaping the new system?
We have worked with a wide range of partners across education, health and care to understand what isn’t working today and what people need from a future system. So far, our change champion and consultation groups includes:
- 28 North Yorkshire Council change champions
- 15 health partners
- 117 schools and education settings
- four parents and carers
These groups have helped us test ideas, review processes and provide feedback on early system designs.
How can I give feedback or ask questions about the project or new digital system?
We welcome your feedback. You can speak to the Special Educational Needs and Disabilities (SEND) team directly. As the system rolls out, there will be opportunities to give feedback so we can keep improving.