Specialist housing digital transition checklist

The shift from analogue infrastructure to digital requires a robust plan for both technical requirements and changes to the systems used and their interaction with telephony within specialised/supported accommodation, and also the opportunities that a digital infrastructure provides for the way in which services are provided and residents connect with both staff, fellow residents and the outside world.

This checklist should be used in conjunction with the ‘Enabling a Person-Centred TEC Approach’ guide, outlining guidance on how to engage with technology suppliers.

The points below should be used across the organisation to bring together technical IT resources with operational staff and be used to assist organisations with their planning for digital transition and to have greater awareness and information when speaking with technology suppliers.

Requirements consensus

Stakeholders need to contribute both to the desired outcomes of the solution and the parameters that the solution must operate in to satisfy IT / Security / Health & Safety constraints.

It is important that the stakeholder group includes experts by experience and involved customers who can provide their input into how the solution needs to operate in the best way for the residents and users of services. All stakeholders should be included at all stages of the procurement process wherever possible.

Soft market testing

Explore the market to understand the art of the possible. Conduct desktop research into the marketplace as well as virtual or face-to-face sessions with potential supply partners and all stakeholders. TSA can advise on active suppliers in grouped living marketplace, but also ensure you seek guidance outside of the traditional manufacturers.

Make sure suppliers understand how lives can be transformed through digital technology, not just replacing like for like – capture needs of people in schemes, possibly via personas looking at outcomes and making use of the Personal Stories and top tips to write such stories produced during the TAPPI programme.

Feedback forms can be used by all stakeholders during the online/face to face event to capture observations from attendees which can be used to feed into a subsequent specification, an example is included here (opens new window).

Procurement routes

Consider static and dynamic procurement frameworks within the TEC sector. Many pre-requisites have already been tendered against so the buying organisation can focus on the specific outcomes required against a shorter list of trusted bidders.

It is, however, important to recognise that the digital housing solutions in the marketplace are evolving and the right products might exist outside traditional frameworks. For broader needs, consider breaking requirements down into smaller lots rather than looking for one solution to fit all outcomes. The TSA can offer further information about different routes to market.

Red/amber/green existing scheme equipment

This exercise makes it absolutely clear what the expectations are for reprogramming or changeout of devices and the need to include these in any cost and timescale calculations. Think about which equipment needs to be replaced and which should be enhanced/changed to enable greater outcomes to be achieved.

The output of this exercise should incorporate the asset grading of each scheme; the recent fault history of all scheme equipment; the equipment upgrade options and the complexity of the communal peripherals.

Fully digital equipment versus digital converters

Fully digital deployment – all the equipment in as grouped living accommodation and communal locations as well as the cabling infrastructure is entirely digital. This futureproofs the scheme but has a higher cost implication.

Digital ‘Converter’ – Existing scheme equipment and wiring are maintained but a digital ‘converter’ changes the analogue signal to digital. There can be cost advantages, but this can just delay the inevitable larger investment.

A third option is to replace scheme equipment with individual digital dispersed units that act independently of each other. Whilst this is attractive from a cost point of view, it is more challenging to replicate the requirements for more complex schemes such as combined door entry, CCTV and addressable fire detection.

Digital interoperability

It is important to be as clear as possible to potential bidders about the level of interoperability desired – a lack of precision in the wording of this requirement can lead to ambiguity and, ultimately, lack of interoperability. The interoperable Grouped Living Digital protocol is BS8521-2, the Digital Dispersed protocol is TS50134-9.

These protocols govern the interoperable communication between the schemes and the Alarm Receiving Centres (ARCs). It is important to understand that there is still a lack of interoperability between many peripherals in schemes from different manufacturers – just because something can be interoperable does not mean it is in practice.

It is recommended that contracts are set out in a way which commits manufacturers to test and accept peripherals within a specified period of time. The TSA has created guidance (opens new window) for the application of interoperable protocols which should be referenced in any contract award.

Named technical design owner

It is recommended that the commissioning organisation identify a Technical Design Owner (TDO) that is responsible for ensuring the operation of the end-to-end service. (This could be the Head of IT in the Housing Association or could sit with named person in technology company or a third party).

It is the responsibility of the TDO to ensure that the end-to-end solution, which includes equipment, network and alarm receiving centre platform, works together to achieve the desired outcome and meets the requirements of the resilience standards (opens new window).

Quality standards framework (qsf)

The TSA strongly recommends that Commissioners mandate that organisations involved in the end-to-end delivery of TEC to their customers are certified by TEC Quality according to the Quality Standards Framework (QSF) – incorporating service elements such as 24/7 alarm monitoring, installation, maintenance and emergency response as well as the supply of technology solutions.

As the only UKAS accredited quality scheme within the TEC sector, QSF certification provides confidence and reassurance to Commissioners, people being supported and their families that the services and suppliers involved are able to deliver in a safe and quality-led manner.

TEC Quality and the QSF act as the independent TEC industry ombudsman to take issues to and will work to resolve issues in ensuring quality, fairness and safe services are provided.

To find out more about specialist/supported accommodation, visit the Housing LIN’s dedicated pages at:

• Extra care
• Supported housing