Transforming EHCPs: a new digital system is coming

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.

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.

• 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

• 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

• improved communications between case work teams, schools and parents/carers, reducing the need for repeated calls and emails

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.

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.

The current forms are being assessed as part of the new system design and may not be required going forward.
 

Yes, as part of the implementation resources and training written guidance will be provided.

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.
 

Users will receive a text message for authentication.

Yes, portal users will be able to reset their passwords themselves.

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.

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. Resources will be available in a range of formats, including written guidance and how-to videos, to support different learning preferences and needs.

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.
 

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.

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

No. Schools and settings are not required to complete a separate Data Protection Impact Assessment before using the new Impulse system.

Following advice from Veritau, the Schools Data Protection Officer service, it has been confirmed that schools and settings do not have a direct contractual or data processing relationship with the system supplier. As a result, they are not required to undertake their own Data Protection Impact Assessment.

North Yorkshire Council is the Data Controller for the system, and the supplier acts as a Data Processor on the council’s behalf. In line with data protection requirements, North Yorkshire Council has completed and approved a Data Protection Impact Assessment covering the use of the of the Impulse system.

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.
 

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.  
 

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. 

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. 

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.

No. Schools and settings are not required to complete a separate DPIA before using the new Impulse system.

Following advice from Veritau, the Schools Data Protection Officer service, it has been confirmed that schools and settings do not have a direct contractual or data processing relationship with the system supplier. As a result, they are not required to undertake their own DPIA.

North Yorkshire Council is the Data Controller for the system, and the supplier acts as a Data Processor on the Council’s behalf. In line with data protection requirements, North Yorkshire Council has completed and approved a DPIA covering the use of the of the Impulse system.

No. Once the new system goes live, there will be no dual running of systems. We will have arrangements in place to manage activities that are already underway. For Phase 1, all in-progress assessment requests will transfer into the new system. Existing EHCPs will transfer during Phase 2.

Yes. Schools can have multiple users within the system, enabling relevant staff to access and update records as required.

No. Access to Impulse requires a named individual email address. Generic or shared email accounts cannot be used because of security requirements.