With local authority budgets increasingly stretched, it’s understandable that cost efficiencies are being sought; so evidencing support needs in health and social settings is essential. Services supporting people using a PBS approach often include support to people with a relatively high level of needs and its important to be able to demonstratehow current resources meet those needs. However, within all services, it’s important to be able to justify the level of staffing support someone requires. We know that very often a person’s needs are being met by exactly the level of support they have and reducing this can lead to significant issues for them and those around them. Using data provides a compelling and objective means to evidence the level and type of support individuals require. Whether you’re justifying resources or advocating for additional support, a well-structured approach to using data can make your case more effective.
Here’s how to leverage data to evidence support needs clearly, comprehensively, and persuasively.
1. Define Support Needs and Data Sources
Start by defining what support a specific person needs in your support setting. Key elements might include:
- Activities of Daily Living: Activities that the individual has difficulty performing independently.
- Leisure Needs: Type and level of support required, such as one-to -one or two to one assistance, what elements of their life they need this for and why.
- Employment Needs: If the person has a job or voluntary position, they may need specific supports for this.
- Safety Needs: Highlight the areas that the person needs support to keep themselves or others safe.
- Baseline Metrics: Outline what the person is currently able to achieve with the level of support that they have and the specific implications of an increase or decrease in that level of support.
Establishing these criteria helps identify relevant data sources.
2. Gather Quantitative and Qualitative Data
Useful information often involves both quantitative and qualitative data, each contributing unique insights.
Quantitative Data
Quantitative data provides objective, measurable evidence that can help make a clear case. Examples include:
- Quality of Life scores: Using a structured assessment can help to clarify the impact on the person of the level of support they receive and where changes in that support have either positively or negatively affected their quality of life.
- Behaviour Logs: The number of behavioural incidents and use of restrictive interventions can highlight how level of support has a positive or negative impact on these. Where the level of support is working well, it’s important to include near misses; as well as how the current level of staff support ensured that incidents were managed well and didn’t escalate or lead to restrictive interventions. PBS Champion software provides a quick and easy way to access this data.
- Resource Utilisation: Ensuring you have information recorded where additional staffing or other resources were required for the person, is essential to justify an increase.
Qualitative Data
Qualitative data provides context and depth that numbers alone may lack. This can be especially helpful for understanding unique needs and circumstances:
- Anecdotal Evidence: Observations from the person, family, staff team and healthcare professionals about challenges and progress.
- Risk assessment and management plans: Detailed assessments that show the potential consequences of inadequate support.
- Surveys and Interviews: Direct feedback from individuals and families can reveal insights into areas not easily captured by quantitative data.
When combined, quantitative data showcases patterns and needs in an objective manner, while qualitative data tells the story behind the numbers, making a compelling case for specific support needs.
3. Analyse the Data to Identify Patterns and Trends
Data analysis allows you to identify trends, gaps, and priority areas. Here are steps to consider in your analysis:
- Trend Analysis Over Time: Determine if the level of need is stable, increasing, or fluctuating. For example, consistent behavioural incidents with the current level of support when aiming for more; and a lack of incidents if current support is right compared to previous levels.
- Highlighting Correlations: Show connections between specific needs and outcomes. For instance, where you have added some additional support in place for a limited time to identify the impact and there are demonstrable benefits obvious within the data. Similarly, where a reduction in support has occurred, use the data which shows the negative impact of this.
Using PBS Champion software will ensure that you are able to access this information uickly and easily for everyone supported in your service.
4. Present Data to Stakeholders in an Accessible Way
For data to be effective, it must be presented in a clear and accessible way. Tailor your presentation to different stakeholders, funding bodies, or families, considering their familiarity with data interpretation.
Key Tips for Presentation:
- Use Visuals: Graphs, charts, and infographics can make complex data easier to digest. For example, a chart showing frequency of incidents can illustrate trends in a way that a list of numbers cannot.
- Tell a Story with Data: Begin with a narrative that contextualises the data, then show evidence and end with a summary of needs. For instance, “Over the past year, person X has had 20 documented behavioural incidents per month, indicating a need for additional support.”
- Highlight Key Metrics: Include only essential data points and summarise insights to avoid overwhelming the audience.
- Be Transparent About Data Sources: Clearly cite data sources and explain any limitations (e.g., missing data points) to build trust and credibility.
5.Link Data to Specific Resource Requests
Once you’ve laid out the data, link it directly to the support or resources you’re requesting. Data alone is not enough; the connection to actionable needs must be clear. For instance:
- Resource Allocation: Justify funding or resources, such as additional staff, specialised equipment, or dedicated time.
- Progress Tracking: If possible, outline how the data will be used to monitor future progress, reinforcing that resources will be used purposefully and data confirming the impact can be provided.
6. Regularly Review and Update Data
The situation with support needs are often fluid, with these changing over time. By tracking and updating data, you can provide the most accurate and timely evidence. Regular reviews also demonstrate accountability and a proactive approach, reassuring stakeholders that resources are both needed and well-utilised.
Consider setting a schedule for data review, such as quarterly reports, to keep stakeholders informed and support ongoing funding or resources as necessary.
Final Thoughts
Using data to evidence support needs is about combining numbers with narrative. By identifying relevant criteria, gathering both quantitative and qualitative data, and presenting this data effectively, you can make a strong, data-driven case for support. Regular updates and transparent reporting not only ensure that resources are well-justified but also show commitment to the individuals you’re supporting.
Gathering this kind of data can be very time consuming if you don’t have the right system in place. PBS Champion software is designed to provide the level of analysis you need to provide this data and justify support needs in a quick and easy way. In a world where data increasingly drives decisions, building these skills will empower you to advocate more effectively for those who need it most.
PBS Champion
PBS Champion provides a way to analyse the detail of incidents and ABC’s with the aim of gathering information about function. However, it also provides the ability to analyse behavioural incidents and any restrictive interventions at individual, service and organisational levels. This provides a very quick and easy way to report reductions in behavioural incidents as a result supports being put into place, as well as the reduction of any restrictive interventions used, evidencing the effects of RRN standards across an organisation.
Find out more https://redstonepbs.co.uk/pbs-champion/
Link to free walkthrough https://courses.onlinepbstraining.co.uk/courses/pbs-champion
View our brochure https://redstonepbs.co.uk/wp-content/uploads/2024/09/Sept24_PBS_Champion_Brochure.pdf
Book a live demo email pbschampion@redstonepbs.co.uk
Author
Kate Strutt – Director of Redstone PBS and Clinical Psychologist.
Kate has over 20 years’ experience of working with adults and children with intellectual disabilities and those who are autistic, both within statutory services and the independent sector. Kate is registered with the Health and Care Professions Council. Bsc Psychology, D.Clin Psyc, MSc Applied Behaviour Analysis.
