SWC Spring 2010

Application

Version 1.0

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SWC Spring 2010

Select Folder

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You will need Statutory Returns and Personnel

Officer permissions to run the School Workforce

Return application

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Click School Workforce

Census

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Ensure that the Spring Term is

specified

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Click the three dots to change the folder as

necessary.

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The normal Browse for Folder appears and you can create

a new folder as necessary

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It is very important to select a folder that is available to

all users who will be involved with the Return,

… but that folder must be secure as it will hold staff

details.

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IMPORTANT NOTE: Due to the sensitive nature of some of the data stored in SIMS .net, careful consideration should be given when specifying the

location of any folder into which you save sensitive data, e.g. census returns. You should be mindful of your school's responsibilities with respect to

information security. Consider which users have access to the chosen folder, especially if the folder is shared on a Server. The DCSF recommends

ISO27001 as the standard for information security, a copy of which can be found at http://www.itgovernance.co.uk/bs7799.aspx. If you are in any doubt,

you should consult with your IT Security Officer before proceeding.

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SWC Spring 2010

Security Message

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New Feature

Security MessageThis can now be

added/edited by the user and will be printed at the

top of the Validation Report and each of the

Detail Reports.

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This is the default message, but this can be

added to or edited

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Click Search

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This indicates that changes to

the security message have

been saved

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SWC Spring 2010

Add a Return

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Click Search to list Returns that have

already been worked on

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One dry run has already taken place

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Click New for another dry run

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The Census Date is the reference date for all

snapshot information and you would need permission

from your LA/DCSF to change it.

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This is a dry run so you can change the description to

indicate this

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The date span for the collection of absence information is

shown, but cannot be edited.

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The date span for the collection of attendance

information is shown, but cannot be edited

The date span for the collection of continuous contract

information is shown, but cannot be edited.

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It a good idea to save the file with this

revised description.

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Click the relevant shortcut to navigate

the panels

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The School Information has been taken from SIMS, but you can click School Details to jump

to the relevant section and adjust as necessary

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If the Links panel appears you can remove

it by clicking here

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If you make a change, don’t forget to save before you close the Window

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Click OK to close the Window

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Click Calculate All Details to populate Absence on

Census Day panel

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In fact, as only the Absence on Census Day panel is

calculated, you can recalculate without

removing entries from other panels

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Click to move to Absence on Census

Day panel

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Absent on Census Day has been populated from Personnel

7, but can also be typed in directly.

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Click to move to the Vacancies

panel

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New Feature

Vacancy Subject“Not Applicable” is now

available for Head Teacher, Assistant Head

and Deputy Head.

Personnel 7 does not hold vacancy information so this must

be entered manually

Click New to add a vacancy

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Choose a Post Name for the

vacancy

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Choose a General Subject for the

vacancy. In a Primary School this will be

Primary Curriculum

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Tenure can be Full Time or Part Time

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Has the vacancy been filled

temporarily?

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Has the vacancy been advertised?

Click to move to the Occasional

Teachers Information panel

The software no longer attempts to collect this

information from Personnel 7, so it must be entered directly.

Click to move to the Third Party Count

panel

The DCSF doesn’t expect schools to store third party

staff information in their MIS, so this information is entered

as a count for each role.

If third party staff have more than one role, each of their roles should be included in

the count.

Click new to add one or more

roles

You can add all the roles you need at this point, but if you forget some you can always

come back and add more later.

Click add to move the role(s) from

Available to Selected

Click Update to make use of the

selections

Add the number of third party

staff undertaking each of the roles

You should save before you move on to creating and validating

the XML Return file

The information has been saved

successfully

SWC Spring 2010

Create & Validate

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Click to create the XML Return file and to run DCSF

validation across the file.

This indicates that creation and validation of the Return

file is taking place.

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You can drag the divider upwards to show more of

the problems.

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If it is getting in the way you can drag it to the bottom of

the screen

Click here to get a list of the errors/queries that have been

generated and to select a particular error/query to use as a filter.

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It is no longer necessary to click Search to get your

choice applied

You can move back to seeing all of the

Validation Summary

New Feature

Print becomes Report

Output is now sent to the browser as HTML rather than as a direct print – this

should make it easier to store the information and/or move to other office

applications.

The XML Return file has been created and the DCSF XSL file

has been run across it to validate the content. Click Report to…

We recommend printing to get full details of the issues and

then use the screen display to jump to the relevant issues

The content can also be copied to other office applications, e.g. a spreadsheet. However, you should be careful where you save such information as it should be kept secure. We suggest you save them in the same folder as the Return

file.

Once the information is in an office application it can be formatted,

ordered and filtered as much as you find helpful.

Click to look into this Ethnicity error

This looks OK but if we click the drop down we will be able

to see the problem

The red text indicates that an inactive lookup is linked to the workforce member

We should select the equivalent active lookup

Don’t forget to save

It is a good idea to close as soon as you have saved

Changes will not be taken into account in validation unless you click validate again

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If you jump to a place to deal with an issue, don’t forget to

save the change.

If you make a change in SIMS that is part of the Absence of Census Day

calculation, don’t forget to recalculate the panel and save those changes.

If you make a change in a panel don’t forget to save the change.

If you want changes reflected in the Return don’t forget to

Create & Validate.

SWC Spring 2010

Detail Reports

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Click the drop down to get the choice of Detailed Reports

New Features

Detail ReportsUser can now select as many of the

reports as they wish in one go.A security message can be set up and

included for each report.Criteria used for report is included at the

top of each report.

We can still select individual reports, but we will look at the new “Print All Reports” functionality.

We can untick all the reports we don’t want

output, but in this case we want them output so we

leave them all ticked.

Click to create the reports

New Feature

Detail ReportsNew report added to show which sections have been included for each member of

the workforce

SWC Spring 2010

Authorise

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Authorise changes the file extension to XML

which can then be uploaded to COLLECT

It is OK to Authorise a Return with validation warnings, but errors

should be cleared with the LA or DCSF

Authorised Returns cannot be edited, but it is possible to copy them if you have to resubmit.

SWC Spring 2010

Copy

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Click to see a list of all the returns.

This Return hasn’t been Authorised so its extension

is still UNA

The Copy functionality has been provided, but it will only be helpful if you have entered

information in the panels. You will still have to click on Create

& Validate to produce the Return file itself.

SWC Spring 2010

Files

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It is easy to identify the files belonging to a particular Return as they share the same name

at the start.

Thank youfor your time

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