Publication
TUSLA Child and Family Agency (Register of Users)
From Department of Social Protection
Published on
Last updated on
From Department of Social Protection
Published on
Last updated on
Does your organisation use the PPSN at present?
Yes
If so, for what purpose?
The PPS Number is held on a children in care file to ensure that all financial supports from public bodies to which the child is entitled can be accessed easily and without delay i.e. Children in Care are entitled to access various department of social protection schemes i.e. medical card/Under 6 GP Card etc. Tusla also pays statutory fostering allowance to support the placement. It is intended that PPS No. will be linked to statutory payments and all other payments attached to child/young person.
On recommendation from a number of internal and C&AG audit reports a unique identifier is required to be attached to cash allowance payments to ensure there is no duplication of payments. As result of this recommendation the Finance Division of TULSA use PPS numbers as a unique identifier linked to issuing statutory and other cash allowance payments.
Once the young person turns 18, a consent form is completed by the individual under guidance from their associated aftercare worker and or foster carer. The PPS is included on this form as it will be the unique identifier for future payments and consent is given by the individual to use it for this purpose.
Education & Welfare Service (EWS)
PPS numbers are at present recorded on EWS Files as the service receives data from various sources and the PPSN is often required in confirming the identify of individuals concerned where name, address and date of birth are ambiguous. Using the PPSN as a primary identifier ensures that duplicate entries cannot occur.
National Childcare Information System (NCCIS)
The National Child Care Information System is a single case management system for social workers in all areas of the country.
In order to maximise the efficiency and improve data quality in NCCIS, PPS Numbers are required in order to facilitate improvements in the following areas:
Child Protection Notification System Register (CPNS)
The CPNS records the names of children who have Child Protection Plans agreed at a Child Protection Conference. The CPNS can only be accessed by a very limited number of staff in Tusla. Querying of the CPNS is strictly controlled and access to query this system can only be made by nominated individuals from pre-approved Phone Numbers and Locations.
The use of the PPSN will facilitate improved efficiency in managing and querying this information and reduce any ambiguity in relation to details of the child as name, address and date of birth maybe ambiguous and not always a unique means of identifying the child.
Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?
Does your organisation have any other plans involving the use of the PPS number?
Yes. Tusla will seek to expand its use of the PPSN where applicable to facilitate greater efficiency in delivering its services and improved data management. Tusla will seek approval from DSP of any plans to expand the use of the PPSN to ensure that it is permitted in the current legislative framework.
There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:
Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?
Measures are in place throughout the agency to ensure that the Public Service Identity Data we hold/collect in electronic or written format is safe and secure and that it is only accessible on need to know basis and that it is processed in connection for the purpose for which it has been provided.
All staff are made aware of the Data Protection Acts 1988 to 2018 through Data Protection Awareness training which is provided both at induction stage and on an ongoing basis. Online training courses in relation to the General Data Protection Regulations (GDPR) have been undertaken by all staff in Tusla. Staff are required to complete an exam in relation to the training course and achieve a pass result. A register of staff who have taken the training and completed the exam is maintained by the Data Protection Office (DPO) of Tusla.
A Register of Processing Activities (ROPA) is maintained by the DPO and any amendments to the data processing arrangements in Tusla require a Data Protection Impact Assessment to be carried out before any such arrangement can be approved.
All staff are required to comply with the eight principles of Data Protection and have been circulated with a Data Protection Guide which they must read and confirm that they understand what is required of them as an employee to ensure compliance with Data Protection Legislation.