EHCP Drafts in Minutes with AI
The Agilisys EHCP tool gives time back that can be spent on things that truly matter – improving the lives of children and young people.
Core Idea
The spark was simple: could AI drafting actually give time back to SEND caseworkers without compromising quality or control?
That question set the bar.
The opportunity was clear - cut hours of manual collation into minutes, make sources transparent, and keep practitioners in charge from first draft to final sign‑off.
Understanding SEND Teams
Before building anything, the team went deep into the EHCP workflow with councils and practitioners.
1️⃣
Reports arrive in every format - PDFs, Word, scans, handwritten notes - and must be reconciled into statutory sections.
2️⃣
Trust is non‑negotiable. Caseworkers need to see where every statement comes from and retain ownership of edits and sign‑off.
3️⃣
Councils require consistent structure aligned to statutory guidance and local templates to meet timelines and reduce rework.
My Role
Lead Product Designer driving discovery, experience strategy, prototyping, UI, and a new cross-product design system.
The Team
A lean, cross-functional squad of 5, partnering directly with councils and SEND professionals.
Timeline
9 months of intensive redesign with iterative reviews aligned to statutory milestones and council workflows.
Tools
Figma for UI and components,
Miro for research and flows,
Jira for delivery tracking.
Design Process
Understand
User Research
Qualitative Research
Competitve Analysis
Define
User Personas
User Journey
Empathy Map
Ideate
Explore Solutions
User Flow
Information Architecture
Design
Wireframe
Hi-Fi Designs
Prototype
Test
Feedbacks
Conclusion
Future Concept
Market Research
Competitive Analysis
Use Case Analysis
Rapid, citation‑backed EHCP drafting from multi‑format reports, with practitioner control and QA to meet statutory timelines and local templates.
Systematic EHCP quality auditing, training on “what good looks like,” and benchmarking to drive consistency and improvement programs across LAs.
Capture conversations and generate structured assessments/case notes fast, with human review, translation, and copy‑paste into existing case systems.
Pain points
Consistency and compliance: Variable quality across teams creates inspection findings; councils need standards alignment and evidence for audits and benchmarking.
Time Sinks:
Manual collation across PDFs, Word docs, and scans delays draft production and pushes councils toward deadline risk and agency spend.
Trust and traceability: Practitioners need to see sources and rationale; opaque AI outputs slow adoption and increase rework during QA and inspection.
Fragmented tooling:
Recording, drafting, QA, and case‑management sit in separate tools, adding copy‑paste steps and loss of context.
UI Sneak Peek
The Drafting Experience
A composed look at the core journey: personalized dashboard, case overview, document intake, AI‑generated draft with one‑click citations, guided review with flags, and final sign‑off - built end‑to‑end with the Agilisys Design System.
Design Breakdown
Homepage
Pick up fast: a friendly welcome, global search, and a chat entry point put help and navigation within one reach, so people don’t stall at the front door.
Clear next moves: suggested apps tee up the top jobs— EHCP (AI-Powered drafts in minutes), Meeting Minutes (AI-Powered Meeting Summaries for Councils), Needs Assessment (AI-Powered summarised and compliant Care Act Assessments (CAA))—so newcomers and returners know exactly where to start.
Recent activity: a lightweight feed anchors context and shortens the path back to in‑flight work without hunting through menus.
EHCP Case Drafting: A Visual Guide Through the Workflow
Step 1 — Case details
Start clean: upload advice documents to auto‑fill key fields, then confirm essentials like name, DOB, and case number without retyping.
Clear guidance: concise labels, required markers, and inline validation lower errors and keep momentum early in the flow.
Step 2 — Advice documents
Any source, one place: upload advice documents in any format (PDF, Word Docs, Handwritten – you name it!), then label each by contributor type to prep for structured drafting.
Built for real workflows: quick-pick contributor list covers all reports required for an EHCP - so evidence lands in the right statutory sections later.
Step 3 — Edit plan
Draft with confidence: the left pane is a clean WYSIWYG editor pre‑filled by AI, so practitioners start from a solid first draft and shape the language in place.
Sources in view: the right pane maps every sentence to its evidence, with color‑coded tags per contributor, so traceability is instant and disputes drop to zero.
Review, confirm, export
Confirm and finish: mark as complete to run a final check, then choose how to proceed via a focused confirmation modal that keeps the next step unambiguous.
Work your way: pick either “I made all my edits in the platform” or “I’ll edit outside and upload the final version later,” so teams can stay flexible without breaking the flow.
Shareable outputs: optionally include citations in the export, then download the plan as Word or PDF - clean, audit‑ready, and easy to circulate.
Key Takeaways
Loved by Local Authorities
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Councils are using our AI tools
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