Identifying Root Causes: Gathering Quantitative Evidence

What is the purpose of Case Reviews?‍

The aim of a case review workshop is to understand the ideal settings/support to achieve long term outcomes for real life cases of children and young people. Discussions are focussed on understanding the areas where things have been going well, and the root causes to inform opportunities for improvement. This activity is designed to enable participants to step outside the current constraints within the system and challenge what could be possible if they were to overcome the barriers currently in place.

Why are they an important source of evidence?

Case review workshops are an opportunity for practitioners and partners across the SEND system to get together and better understand how internal and external factors can impact the work they do, and to ensure that any changes (positive or negative) are grounded in evidence.

How can you facilitate them?

Discussions tend to flow well in small groups, with attendees representing multiple roles and voices across the SEND system. Cases typically take around 30-40 mins to discuss, and even if you are not directly familiar with the case, this is not necessary. The attendees’ role is to reflect on cases and discuss them as a group, for example: in this scenario, was the outcome for that child or young person ideal? If not, what would be required to make this happen? 

Each workshop may be focusing on a slightly different cohort of children and young people, to be confirmed by the facilitator in each session.

Why are surveys a useful tool?

You may have your own annual surveys and understand the value they can bring. This is an opportunity to anonymously capture the views of parents, carers and education professionals, providing feedback on their interactions with SEND services.

How can surveys be used most effectively?

Questions can be tailored in any way you like, whether it’s asking for specific feedback on health and care services, or parents’ experiences of transitioning between settings.‍

‍Drop-down and branching features embedded within online survey tools can also support analysis, such as a view of how perceptions differ amongst different individuals. For example, some local areas chose to analyse comparisons between responses from Mainstream and Special Schools.

How does this data support the wider diagnostic?

Results and key themes arising from surveys (and case reviews) can help steer the direction of deep dive activities, giving you the opportunity to further explore potential barriers or gaps in service offering in your local area. 

What do we mean by ‘Deep Dives’?

Deep dives refer to further diagnostic activities that are based on the most prevalent themes identified in case reviews and surveys. 

What are some examples you could pursue?

• Variational analysis – investigating the variation of key measures across different factors such as geography, school type or deprivation.
• Process mapping – illustrating an end-to-end pathway of a child or young person through various parts of the system to better understand their route to receiving support. It can highlight areas where people are unsure of the referral route or highlight links between different services that may be different to what we expected.
• Case Review Follow-ups – based on emerging trends from case review workshops, follow-ups ensure you get the full picture to investigate what the child themselves felt. This allows you to gain a deep understanding of the environment that contributed to these outcomes and the areas to improve.