In a bid to tackle long waiting times for Education, Health, and Care Plans, Somerset Council is trialling AI to assist in drafting reports, aiming to free up caseworkers for more direct support to children and families. The initiative highlights both the potential benefits and caution required when implementing technology in sensitive social care processes.
Artificial intelligence (AI) is being trialled by Somerset Council in an innovative attempt to reduce the protracted waiting times for Education, Health, and Care Plans (EHCPs) for children with special educational needs. This initiative echoes the approaches taken by other councils across England, which are increasingly incorporating AI tools to enhance administrative efficiency within local government systems.
Councillor Heather Shearer, who serves as the Liberal Democrat lead for children, families, and education, emphasised that the AI will only be utilised for basic report drafting and is currently in the “very early stages.” This cautious approach reflects a growing recognition within the council of the sensitive nature of data involved in these reports. The tool primarily aims to assist in preparing the initial drafts of EHCPs, a critical component in ensuring that vulnerable children receive the support they need.
In discussions about the initiative, Shearer stated, “We will be using this with consideration and care. We need to ensure our work is always excellent quality and done in a timely manner, so we can spend more time helping parents and children.” This sentiment was echoed by Ruth Hobbs, chief executive of the Somerset Parent Carer Forum, who noted that, while there are tangible benefits to using AI for drafting reports, there are also significant concerns regarding data management, particularly when dealing with vulnerable populations. She highlighted that “a lot of a case worker’s time is writing reports, so if it means spending more time face-to-face with children and parents then that has to be a good thing.”
Recent statistics indicate a pressing need for improvement in Somerset’s provision for special educational needs and disabilities (SEND). Between July and September 2024, only 26.9% of EHCP assessments were completed within the mandated 20-week timeframe. This shortfall points to systemic inefficiencies, which the council is keen to address. Additionally, a staffing restructure expected in early 2025 may further influence the council’s ability to meet future demands, with delays attributed to staffing shortages and a backlog of complex cases.
In parallel with its trial of AI, Somerset Council has been engaged in a broader exploration of digital solutions to improve service delivery. Recently, it initiated a project employing Microsoft Copilot, an AI tool designed to streamline administrative tasks across the council. Offering 300 licenses to volunteers within the organisation has revealed encouraging results, with users reportedly saving between two to four hours a week on administrative work. Such improvements underscore the council’s commitment to not just reducing waiting times but also enhancing overall productivity within their teams.
However, Somerset Council’s recent decision to discontinue the Valuing SEND Somerset Inclusion Tool (SIT) has raised eyebrows. This tool was previously used by over 220 schools to assess their readiness to support special needs students. The council aims to replace it with a new digital system that better addresses the growing complexities within the SEND sector. Feedback from local schools was instrumental in this decision, highlighting the often difficult balancing act between implementing new technologies and addressing the real-world needs of educational institutions.
Moreover, discussions at the Local Government AI Summit highlighted the growing recognition of AI’s potential to streamline the drafting of EHCPs. Programs like EHCP Plus, which is being developed in collaboration with Outcomes Matter Consulting and Writer AI, aim to further demonstrate how technological advancements can benefit the education sector, allowing professionals to focus more on direct interaction with children and families.
In conclusion, while the trial of AI by Somerset Council is a promising development, it brings with it a significant need for careful oversight and community engagement. Ensuring that the voices of parents and children remain at the forefront of this digital transformation will be crucial as the council seeks to leverage these new tools to enhance the lives of those it serves.
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Source: Noah Wire Services
- https://www.burnham-on-sea.com/news/somerset-council-trialling-artificial-intelligence-for-special-needs-reports/ – Please view link – unable to able to access data
- https://www.local.gov.uk/case-studies/somerset-council-using-microsoft-copilot-improve-productivity – In November 2023, Somerset Council initiated a discovery project to explore Microsoft Copilot, aiming to enhance workforce efficiency. The council offered 300 Copilot licenses to volunteers across the organization, gathering real-world data and exploring safe implementation strategies for AI. As part of the Microsoft Copilot Early Access Programme, Somerset Council has access to cutting-edge Copilot updates and dedicated Microsoft support. The project emphasizes AI governance, including data protection, ethics, and user education, and has led to significant improvements in staff productivity, with users saving between 2 and 4 hours per week.
- https://www.bbc.co.uk/news/articles/c9wljqld47po – Between July and September 2024, only 26.9% of Education, Health and Care Plan assessments in Somerset were completed within the required 20-week timeframe. The executive councillor acknowledged that improvements might not occur until April 2025, following a staffing restructure. The director of children’s services expressed confidence that targets would be met over time. Factors contributing to delays included the school summer holidays and efforts to address a backlog of more complex cases. Somerset Council has been consulting on changes to its special educational needs and disabilities (SEND) provision and has faced criticism from parents for a growing number of complaints against the authority.
- https://www.somerset.gov.uk/news/important-information-discontinuation-of-the-somerset-inclusion-tool/ – Somerset Council has decided to discontinue the Valuing SEND Somerset Inclusion Tool (SIT), which over the past year was used by more than 220 schools to assess their readiness to support students with special needs. The decision follows feedback from schools and an evaluation of the tool’s strengths and weaknesses. The council plans to collaborate with a new digital team to develop a central system aimed at more effectively identifying and supporting the needs of children and young people. Schools were advised to download and save any data from the SIT platform before its removal on November 29, 2024.
- https://www.themj.co.uk/dream-big-start-small – At the Local Government AI Summit in January 2024, discussions highlighted the potential of artificial intelligence (AI) to streamline the production of Education, Health and Care Plans (EHCPs) for children with special educational needs. Outcomes Matter Consulting, in collaboration with Writer AI, is testing and developing EHCP Plus, an AI-driven tool designed to draft EHCP reports. This initiative aims to save time and allow professionals to focus more on direct support for children, addressing the increasing demand for EHCPs.
- https://www.somerset.gov.uk/send/somerset-parent-carer-forum-spcf/ – The Somerset Parent Carer Forum (SPCF) is an independent, not-for-profit Community Interest Company established in 2016 by parent carers. The forum is dedicated to ensuring that all children receive appropriate support and services to achieve their full potential. It collaborates with Somerset Council and NHS Somerset to improve services for families, children, and young people with disabilities. The SPCF engages in various activities, including attending meetings, forums, and workshops, to ensure that the voices of parent carers and the needs of children are heard at all levels within health, education, and social care services.
- https://www.bbc.com/news/articles/cy5lxndz4nyo – A pilot scheme in Bristol, North Somerset, and South Gloucestershire involves 42 schools assisting families in identifying children with neurodivergent needs, such as autism and ADHD, while they await formal assessments. Managed by Sirona Care & Health, the scheme utilizes a neurodiversity profiling tool in schools to gain an early understanding of children’s needs. Professionals in schools and nurseries are trained to complete the profiling tool and provide advice on available guidance and support for the child or young person. The initiative is part of a broader neurodiversity transformation program launched in 2023, led by the NHS Integrated Care Board and local Parent Carer Forums.
