Ysgol Bro Lleu

Author: Gerallt Jones, Headteacher

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200+ Pupils

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30 Staff

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The Challenge

Safeguarding is of the utmost importance to staff at Ysgol Bro Lleu. On average the school records 230 substantive concerns per academic year. Prior to adopting MyConcern each of these concerns required the completion of a ‘Safeguarding Questionnaire’ by a member of staff. These surveys usually take 20 minutes to complete, costing staff 76 hours and the school £1596 per year.

On average 75% of these concerns need to be followed up with face-to-face discussions with the Headteacher. Ysgol Bro Lleu estimate that each of these discussions had the staff cost of £34, meaning that this process cost £5882 per year.

Of these concerns, an average of 25% result in a need for meetings between staff and an external agency. Staff spend two hours in preparation for these meetings (gathering data, clarifying chronologies and timescales etc.), meaning Ysgol Bro Lleu was spending a further £1806 in staff time.

Across the year 5% of these concerns will result in formal case reviews. These require a minimum of 2 hours preparation costing the school a further £84 per year.

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The Solution MyConcern

In total, Ysgol Bro Lleu were spending over £9000 on safeguarding using their previous system. They needed a solution which would streamline their processes, saving their staff time and allowing them to spend their school budget more efficiently. They became one of the first establishments in Gwynedd to adopt MyConcern to manage their safeguarding requirements.

Implementing MyConcern

The “Report a Concern” wizard in MyConcern has reduced the amount of time taken to log staff concerns by 75% from 20 minutes to 5 minutes, saving the school £1197 per year. Further time savings can be gained from the Headteacher’s immediate electronic access to details of concerns as they are created. This has at least halved the duration of face-to-face meetings, saving the school £2941 per year.

The data retention, audit trails and chronologies automated within MyConcern have also reduced the amount of time required to prepare for meetings with external agencies and formal case reviews. These features have resulted in a 75% reduction in staff cost, saving Ysgol Bro Lleu £1355 and £63 respectively per year.

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The Outcomes

In total MyConcern has reduced the administration cost of safeguarding for Ysgol Bro Lleu by 60%, saving them £5556 per academic year. Even considering the cost of an annual license fee for MyConcern in just one year the system has paid for itself 10 times over!

In addition to these specific costs, Ysgol Bro Lleu feel strongly that these less tangible savings have been significant since adopting MyConcern:

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  • The ability to securely share data has made
    meetings with external agencies more effective
  • Seeing the bigger picture enables staff to
    intervene early, reducing the cost of managing
    serious issues
  • Collating data for historic investigation in the
    future will be easier and quicker
  • Because MyConcern is robust and secure,
    instantly accessible and enables ‘Working
    Together’, the school and staff reputation is well
  • The data security credentials embedded within
    MyConcern mean risks of a data breach are
    seriously mitigated compared with paper files
  • The system enables the ongoing monitoring of
    concerns and risks in real-time, reducing the
    time consumed by at weekly meetings
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