Lewisham SAO Workshop 15 th January 2014

1. Lewisham SAO Workshop 15th January 2014 Presented by : Abdul Muhaimin Moira Dunn

2. School Census Spring 2014 Version of PASAPP • 9.6.3 release date 13th January 2014 Time of Day

3. New and Updated Items • Top-Up Funding - This information is collected for each pupil in a school on roll on Census Day for whom the school receives top-up funding from the local authority or in the case of a PRU another school. Top-up funding from the local is supplied from the local authority from their high needs budget directly, or in the case of PRUs though other schools, to meet the additional costs of support for individual pupils.

4. New and Updated Items • Adopted From Care - due to confidentiality this information is only stored temporarily at the time of each census - This information is collected for each pupil in a school on roll on Census Day who were looked after immediately before adoption. It will be up to those who have parental responsibility (adoptive parents, special guardians and carers) to decide if they wish schools to know whether such children have been adopted, or are under a special guardianship order or a residence order. • Accepts a new FSM meal rate type of other - useful for children with parents in Armed Forces or receiving free meals for reasons other than deprivation. • Admission Appeals & Infant Admission Appeals in Academies - Schools of type Academy (49) are now required to return information on admission appeals for September 2013. This means that for all schools that are their own admissions authority, information is required on the number of appeals lodged, withdrawn, heard, rejected and decided in favour of the parents for all appeals lodged before 1 September 2013.

5. Pupil Premium Import • If you would like to download the pupil premium import instructions please go to our website then: • Downloads > Instructions > External Returns > Pupil Premium Import

6. What’s Collected • Excluded Pupils • Permanent exclusions in the previous academic year will be collected in the Spring Census • Attendance Periods • Start of the Autumn term (from 01/08/2013) to 31/12/2013 • FSM Periods • FSM since the previous Census i.e. on or after 04/10/2013 and up to including the Spring Census Day

7. What’s Collected • Pupil Funding Ages • 15 hours • Pupils Aged 2 at 31st December 2013 • Pupils Aged 3 at 31st August 2013 • (DOB is between 01/01/2009 and 31/12/2011 inclusive) • (DOB is between 01/09/2008 and 31/08/2009 inclusive) • 25 hours • Pupils Aged 4 at 31st August 2013 • (DOB is between 01/09/2008 and 31/08/2009)

8. Errors and Fixes • Error: Rank 1 SEN Type must be provided for pupils with SEN Provision of 'P' or 'S‘ • Go into: • School Census >> Maintain Pupil SEN >> Select Child >> Type of Need • Rank them in order of the greatest need. • Error: Activity is missing for Mars • Go into: • School Census >> Classes • Ensure activity is completed for every class. • Error: Pupil reconciliation does not match • Go into: • School Census >> Classes • Click on Clear at bottom of screen and re run census

9. Errors and Fixes • Error: Childs Funded Hours Missing • Go into: • School Census >> Funded Hours • Enter appropriate hours for all 2, 3 and 4 year olds. • Select update all 2, 3 and 4 year old/close screen. • Error: Hours at Setting missing • Go into: • School Census >> Hours of Setting • Error: No details of admissions appeals found • Go into: • School Census >> Admission Appeals • Enter admission appeals information or if you don’t have any, enter 0 • Error: No source of Ethnicity found for this pupil • Go to: • School Census >> Update Pupil

10. Errors and Fixes • Error: Where first line of address is present second also must be • Go to: • School Census >> Update Pupil • Error: Class type and year group not compatible • Go to: • School Census >> Update Pupil • Check they are in the correct year group and recheck date of birth and check the year group of curriculum • Error: Please check sessions • Go to: • School Census >> Changes by Pupil • Check no information has been generated or entered for holidays or during school closure periods. DfE do not count # or Y in the collections, these can remain.

11. Errors and Fixes Error: Year group or key stage not consistent Go to: Housekeeping >> Year Groups Check that the academic year of births are correct Error: Invalid Post Code - SE15 Go into: School Census >> Update Pupil Enter Childs Name Amend postcode as necessary Error: Pupil with SEN Provision of S (statement) reported not to be in receipt of top-up funding, please check if this is correct. Go into: School Census/Top up funding/Tick whether child receiving Top Up Funding

12. Summary Report • Please! • Check the Summary Report

13. Checking the Summary Report • Table 2 and Table 3 • Pupils > Reports > School Roll Summary ‘A’ and ‘C’ • Table 4 • Pupils > Pupils Out of Year Group • Table 5 • EMAG > Report Ethnicities • Table 6 • EMAG > Report Language Statistics

14. Checking the Summary Report • Table 12 • SEN > Reports > Year Group Summary • Table 17 and 18 • Attendance > DCSF Annual Summary • Table 21 • School Census > Classes

15. School Workforce 2014

16. How To Avoid SWF Problems • Use SWF to load ALL employee details EMPLOYEES

17. How To Avoid SWF Problems • The tick box ‘Include on School Workforce?’ on each employee record should be completed when loading if they should be included • Enter an employees Qualifications • Enter an employees Contract Information • Enter an employees Pay and Conditions • Ensure that you have entered ‘Eligible to Teach’ if they can • Ensure that all teacher have a ‘Teacher Number’

18. How To Avoid SWF Problems • Import FinanceStandingData.mdb when it is released • Run SWF Returns regularly, print & use the summary report to observe changes in school employment & attendance patterns • Check the Summary Report – if you only have one member of staff in school this is a good induction that the employee data isn’t quite complete • Wauton Samuel can provide SWF Health Checks to resolve common issues over the Summer Holiday • New Report to be developed to show employees included in the return and those that haven’t

19. Data Quality • Validate Addresses • Goto Housekeeping >> Validate Addresses • Validate Email • Goto Housekeeping >> Validate Emails • Validate Text Numbers • Goto Housekeeping >> Validate Text Numbers • School Closure • Goto Housekeeping >> School Closure Periods

20. Application freezing? • If you have noticed any of the following issues: • Application freezes • Application crashes • Cannot use more than one application at a time • Ask your IT Support to contact us or contact the Client Support team directly and we may be able to help

21. Post Code Lookup • We have discovered that in some situations the Post Code lookup does not return any information or the application freezes. If you experience this, please ask your IT Support to provide you with permissions on the Program Files/WS Products folder which will allow the Post Code lookup to work correctly. • If you have any questions please contact the Client Support Team

22. Remote Support • If you would like to learn more about how you can use alternative tools for remote support such as the following, please go to the useful links section on our website and click on LGFL Guidance. • Centra Stage • Logmein • Teamviewer • Useful Links – www.wautonsamuel.co.uk