IGT administrator functions and roles
What does the Information Governance Toolkit administrator do?
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Registers the organisation to use the IGT
Establishes annual organisation IGT assessments
Establishes user and reviewer accounts
Manages user and reviewer accounts
Manages administrator advanced features account
Submits the assessment
Further guidance and help
Registration
To register your organisation to use the IG Toolkit and receive your login details, access the
toolkit site at https://nww.igt.connectingforhealth.nhs.uk or
https://www.igt.connectingforhealth.nhs.uk and click on “Request Registration” from the
menu. A page in Figure 1 will be displayed.
Figure 1
Complete all the boxes:
National Code: If you do not know your organisation’s national code, it can be found on the
Organisation Data Services (ODS) search facility at
http://nww.connectingforhealth.nhs.uk/ods/enquiries/searchonpcad/
If you are still unable to find your organisation code please contact the NHS Connecting for
Health Helpdesk at [email protected] or telephone 01392 251289, who will be able
to assist you with this.
Name: leave a space between your forename and surname.
Email: include a valid NHS email address as from time to time the Digital Information Policy
team may need to contact you as the IGT administrator.
Telephone: enter a current number where you can be contacted
Click the Submit button and you will then be presented with the terms and conditions for
using the IG Toolkit. Click “Accept” and a confirmation that the account has been created
will be displayed. An email will automatically be sent to the email address you entered
informing you of your login name and password.
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IGT administrator functions and roles
Assessments
The assessment is the term used for the information to be submitted for baseline,
performance update and at the end of each financial year. The administrator is the only
person in the organisation who can establish a new assessment. To do this log on to the IG
Toolkit web site and select “Assessments” from the menu. The screen in Figure 2 will be
displayed.
Figure 2
The text box should be used to create a name for the assessment e.g. Anytown PCT IG
assessment 20xx-20xx. Once this has been entered press the “Create New Assessment”
button. The screen should then refresh and look similar to Figure 3.
Figure 3
Assessment Ref: a unique automatically generated reference number.
Description: contains the free text entered into the “Create a new assessment” box when
setting up the assessment
Requirements: the version number of the requirements in the Information Governance
Toolkit. The version number changes when there is an update to the toolkit. In the case
above, it can be seen that Version 5 had 60 requirements that needed to be answered.
Note that near the bottom of the screen an audit is kept of any activity in the assessment.
The identity of anyone working on the assessment will be shown in these fields.
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IGT administrator functions and roles
For all intents and purposes, administrators need have little to do with the assessment until it
needs to be submitted. The administrator can view any data that have been entered by a
user or confirmed by a reviewer. However, the administrator profile will not allow you to save
data. Administrators who wish to enter and/or confirm data (for example, those in small
organisations or with limited support) should add the profiles to their administrator account
(see User roles section).
View Requirements: a hyperlink to the organisation’s current assessment, and the list of
requirements to be answered (see Figure 4).
Status: shows when an organisation has:
o Started the assessment
o Carried out a baseline assessment
o Carried out a performance update
o Confirmed the assessment
o Submitted the assessment
The status will also change if an organisation rolls back an assessment status, e.g. going
from performance update back to baseline; or un-confirming an assessment.
Delete: this option will only be seen by the administrator and should only be used in the
unlikely event that an assessment needs to be deleted. This can be done by clicking the
delete button and confirming the deletion.
NOTE: once the assessment is deleted all requirements answered and scores entered will
be lost. The administrator will be required to set up a new assessment.
Figure 4
Sequence number: is a requirement’s reference number, and should always be quoted
when making queries to the Helpdesk regarding a requirement.
Description: is the requirement question and clicking on it provides a hyperlink to the
attainment levels for that requirement.
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IGT administrator functions and roles
Status: this shows whether a requirement question has yet to be answered, has been
answered (by the user), has been completed or has been confirmed as complete (by the
reviewer).
Attainment Level: no information is displayed until a score is entered. There are five
possible attainment level entries, 0 - 3 or Not Relevant.
Clicking on the description presents a screen (see Figure 5) that:
 Categorises Initiative and Management, Systems, Processes, People references.
 Provides summary definitions of the attainment levels for that requirement.
 Hyperlinks to more detailed attainment level criteria and guidance documents.
 Is the mechanism used to record scores.
For more details regarding entering/amending scores please see the user and reviewer roles
guides.
Figure 5
User role
The user should establish with colleagues, or from their own knowledge, what score is
applicable for each requirement and enter those scores. Preferably, a number of users
should be established who have detailed knowledge of toolkit initiatives.
Reviewer role
The reviewer is responsible for ensuring the accuracy of the score entered by the user. The
reviewer should check that there is evidence to support the score and then confirm it, by
selecting the confirm button. When all scores have been confirmed, the reviewer must
confirm the overall assessment. Once this has been done, the administrator can submit the
assessment.
Users and reviewers can work for the parent organisation or another organisation, such as a
shared Health Informatics Service.
Establishing users/reviewers
It is the responsibility of the administrator to establish and manage users and reviewers. The
administrator should also determine what requirements each user is to assess. To establish
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IGT administrator functions and roles
a new user log on to the IG Toolkit and select “User Admin” from the menu. A screen
similar to Figure 6 should be displayed.
Figure 6
Click on the “New user” hyperlink and a screen similar to Figure 7 should appear.
Figure 7
Complete the fields for the new user N.B. only the administrator can create or amend these
fields.
Login field: leave blank as the login name will be automatically generated.
Name: leave a space between forename and surname.
Password: rules for the password are detailed on the screen. The administrator should set
an initial password for new users/reviewers and advise them to change at first log on.
Email: include a valid NHS email address as this will be used to generate an automated
email via the “Forgotten password” facility should the user require.
Telephone: a current number for the user should be entered.
Determine the type of account required, i.e. reviewer or user.
Click the “Create button”. A screen similar to Figure 8 should now be displayed.
Figure 8
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IGT administrator functions and roles
Note that the login name is generated using the first and second letters of the forename and
surname. If the system generates an offensive login, the administrator can replace this
manually and click on the Update button. The account has now been created: the
administrator should inform the account holder of their login, organisation code and initial
password.
Managing user/reviewer accounts
Users and reviewers who have forgotten their passwords should be directed to use the
“Forgotten Password” facility to generate a new password. This will be sent to the email
address registered on the toolkit.
If a user or reviewer has forgotten their login name, or changed any of the details in their
profile fields, the administrator should inform them of the login or update the account details.
The administrator should log on and select “User Admin”, this will reveal the list of users
and reviewers for the organisation including their login name: see Figure 9. To change
account details, click the Edit hyperlink within the account to be changed, amend the details
and press the Update button.
Figure 9
To lock the account (so it may not be used) the administrator should log on and click on
“User Admin”, click the “Edit” link for the relevant user, remove all the access rights by unchecking the “Roles” boxes and then select the “Locked” check box and press the
“Update” button. NB: it is not possible to delete accounts that are no longer required if the
user has added any data (scores, comments, etc) to the toolkit – the account can only be
locked.
Managing the administrator account
Administrators who have forgotten their passwords should use the “Forgotten Password”
facility on the menu, a new password will be sent to the email address registered on the
toolkit. If you have forgotten your login name, please contact the NHS Connecting for Health
Helpdesk at [email protected] or telephone 01392 251289
To change administrator, the current administrator should contact the Helpdesk at
[email protected] or telephone 01392 251289, provide a name and contact details
for the new administrator, and a date for changing the administrator.
NHS Connecting for Health will email the new administrator with a user name and password.
If, for any reason, the current administrator cannot do this the Information Governance Lead,
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IGT administrator functions and roles
Caldicott Guardian or another suitably senior manager from the organisation will need to
contact the Helpdesk.
Submitting the assessment
The toolkit contains a 3-stage reporting process for the major NHS trusts (I.e. Acute trusts,
PCTs, foundation trusts, mental health trusts, ambulance trusts and strategic health
authorities). The process requires that organisations carry out all of the following steps:
1. Baseline assessment by 31 July
2. Performance update by 31 October
3. Final submission by 31 March
Once notified by the reviewer/user that the baseline stage is complete, the administrator
should login, select “Assessments” from the menu and click the button marked “Baseline”
in the bottom right corner of the assessment status box - see Figure 10. The scores will then
be recorded against your organisation and will be viewable in the organisation’s reports - see
IG reports for more information.
Figure 10
Once the baseline assessment has been submitted a pop-up reminder screen (see Figure
11) will appear and the baseline button will change to a “Performance update” button.
Figure 11
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IGT administrator functions and roles
Once made aware that the performance update has been carried out, the administrator
should click the “Performance update” button. The screen will refresh as in Figure 12
below with a pop-up reminder containing the following text about the final assessment: “You
have now submitted your organisation’s Performance Update assessment. You need to
complete and submit the final assessment by 31st March 20xx. To do this, go to your version
7 requirements and update the scores you previously submitted for the performance update
and if you are satisfied with the scores mark each one as ‘complete’. To submit your final
assessment your reviewer and administrator need to complete the confirmation and
submission processes.”
Figure 12
For the final submission the reviewer should inform the administrator that the overall
assessment has been confirmed. The administrator should log on to the toolkit and select
“Assessments” from the menu. A summary should be displayed showing that all
requirements have been answered, completed and confirmed. There should also be a
Submit button visible on the screen.
If no submit button is visible then the administrator should check the summary to ensure that
all requirements have been answered, confirmed and completed. If they have, the
administrator should check with the reviewer that the latter has confirmed the overall
assessment (see reviewer guide for more details).
To submit the assessment click the submit button. The screen will refresh to show the date
and time of submission. This provides a receipt that the assessment has been successfully
submitted.
Once an assessment has been submitted, it will be checked and approved by the Digital
Information Policy team, before the results are forwarded to the Care Quality Commission.
The administrator can check for approval by logging on and selecting “Assessments”. Note
that approvals can take up to 2 weeks following the final closing date.
Withdrawing a submitted assessment (un-submitting)
The toolkit allows the administrator to “roll-back” the baseline assessment or performance
update by clicking on “Remove performance update” (see Figure 12 above) or “Remove
baseline”. The date the action was taken, the name of the person taking the action and the
new status of the assessment is recorded as in Figure 13 below.
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IGT administrator functions and roles
Figure 13
Regarding the final submission - an IG Toolkit assessment submission represents evidence
of an organisation’s attainment against the IG standards at a particular point in time. This
evidence must be retained for audit purposes and should not be overwritten by un-submitting
and adjusting scores once the deadline for submission has passed.
If a genuine error has been made the user should contact the Helpdesk at
[email protected] or telephone 01392 251289. The request will be considered by
the Digital Information Policy team, but generally an assessment would only be unsubmitted
after the deadline if there are extenuating circumstances.
PLEASE MAKE SURE YOU ARE SATISFIED THAT THE SCORES ACCURATELY
REFLECT THE ASSESSMENT STATUS OF YOUR ORGANISATION BEFORE CLICKING
THE FINAL “SUBMIT” BUTTON
Otherwise, any improvements in scores should be entered in the next version of the IG
Toolkit.
Further guidance and help
Administrators should ensure they are familiar with the IG Toolkit web site. The Getting
Started page provides a wide range of advice, the What’s New page contains updates and
news, and should be checked regularly, the Help page provides definitions.
Each page of the IG Toolkit site includes the email address and telephone number for the
NHS Connecting for Health Helpdesk: [email protected] or 01392 251289.
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