Helix

Helix is the name for the new MIS/CRM system for Employability and Skills which is being implemented as part of the Edinburgh and South-East Scotland City Deal, under the Integrated Knowledge System (IKS) project. 

This system will bring the six Local Authorities covered by the City Deal (City of Edinburgh, East Lothian, Midlothian, West Lothian, Fife and Scottish Borders) under the same system using common data language. 

The system is provided by Hanlon Software Solutions who were successful in the procurement process that was explicitly designed to have a long-term, partnership approach.

'How to' Videos

• Add client support(this will open in a new window)
• Add a client who was never on the system(this will open in a new window)
• Action plans(this will open in a new window)
• Clients employment history(this will open in a new window)
• Completing a course(this will open in a new window)
• Criteria builder and provider activity report(this will open in a new window)
• Criteria builder for creating verification list(this will open in a new window)
• Using the calendar to see outcomes that need verified(this will open in a new window)
• Using the filters for client journey(this will open in a new window)
• Creating and accepting referrals(this will open in a new window)
• Completing a client through the 'Completion Activity'(this will open in a new window)
• Recording Destinations from Outcomes(this will open in a new window)
• How to Find Caseload Lists for Others(this will open in a new window)

Helix Users Event

• Find Client(this will open in a new window)
• Programmes(this will open in a new window)
• Caseload and Active Clients(this will open in a new window)
• Exited Programme(this will open in a new window)
• Sustainment(this will open in a new window)
• Status on Clients and Activities(this will open in a new window)
• Activity Programme(this will open in a new window)
• Creating a Verification List or Report(this will open in a new window)
• Creating a Dashboard(this will open in a new window)

Why has Helix been created?

Across the region, there is a wide range of systems currently in use from different suppliers, with no alignment or common data language. The new system will be a product upgrade, allowing expanded functionality as well as giving economy of scale and creating a single change process to respond to developments in the wider skills and employability landscape. Implementing a new MIS/CRM is one of the core elements of the IKS project.

Who is managing the project?

The IKS project is being managed by Capital City Partnership for the City Deal. If you would like to get in touch, please email iks@capitalcitypartnership.org.

When is it being brought in?

Helix is being introduced in phases. The first phase brings the City of Edinburgh and East Lothian employability delivery; and the work of Intensive Family Support Service across all 6 Local Authorities into the same system as Integrated Employer Engagement. This will happen in March 2022. The immediate priority is to provide continuity of service from the existing system. Data will be transferred, and training provided on the modules required to maintain services clients, vacancies and employer CRM, training and reporting. 

As part of this phase, all providers will have access to the client records, the training module, the employer CRM and vacancies module and reporting across all these engagements. 

The second phase will bring Midlothian and Scottish Borders employability delivery into Helix in Summer 2022. The final phase will complete the migration with West Lothian and Fife moving in March 2023.

What happens once I am on Helix?

Once migrated across and familiar with Helix, there will be the opportunity to look at additional functionality that is already available within the Hanlon product. Not all the product features will be beneficial to all providers or programmes, so this will be implemented based on need and the number of clients and providers that will be involved.

The system will continue to be developed, with new features added based on Hanlon’s own development pathway and with development requests from the Helix group.

Who manages Helix?

A financial oversight group has been created of senior managers from the 6 Local Authorities to look at the costs, usage and development budget of the system.

There will also be a supergroup made of a nominated lead from each region who will meet regularly to discuss the system.

How does it work across all the different projects in the region?

By having a centrally aligned data language, it means there is, for the first time, the ability to get a true picture of the employability delivery across the region. The system has been created to match the language set by key funders, primarily the Scottish Government No One Left Behind. 

The system is being designed with the Shared Measurement Framework in mind and will be updated to reflect that language. Reports can be created centrally and shared with different providers/projects to reduce duplication of work at the end of the month/quarter.