SEEMiS update and issues

1. SEEMiS update and issues Kay Brown – 20 June 2014

2. SEEMiS Applications Archive School data is archived every summer during turnaround. This application gives users a view (and limited editing rights) of the significant data. Attendance Exclusions Custom Reports Behaviour ASN (Additional Support Needs) A web application for the management and overview of cases related to pupils requiring additional support. This includes pupils who are being referred to psychological services and those who are likely to be of interest to social work departments. Accessible by psychologists, social workers and education departments Full record of pupils with additional support needs Access to Click+Go data – attendance, behaviour, attainment, pastoral History of consultations, reviews, placements Transport contracts including details of contracts, drivers and escorts

3. SEEMiS Applications Authority Access Control This application allows authorities to control users’ access privilege rights. Dependent upon authority, some access rights are granted automatically – a user with a school work record will automatically gain Click+Go access, for example. Reset Passwords Assign and maintain profiles Site and application access reports Search on sessions for individuals Budget The budget system is a tool which allows users in authority offices to maintain and monitor financial information for all education establishments. Different information is maintained for miscellaneous (supplies and services), staffing and property budget transactions. Initial budget added which can be allocated to various cost centres Virement Staff costing information

4. SEEMiS Applications Click+Go The main management information system used by all 28 authorities to a lesser or greater degree. Various applications including: Admissions and Leavers: P1 Registration; Placing Requests; Roll Analysis Attendance Behaviour Pupil Records - Photographs; Pupil Plans; Risk Matrix; Pastoral Notes StaffReports: Simple Reports; Custom Reports; Standard Letters This Session/Next Session: Timetable organisation Clothing Grants and Free School Meals Administration of parental requests for clothing grants and free school meals. Ability to administer applications from both within and outwith authority Provides control over applications which meet required criteria set by own authority for eligibility of grant Allows for centralised control of free school meals in schools Financial side is fully audited Details of all payment runs easily retrieved School records updated in real time

5. SEEMiS Applications CSP (Co-ordinated Support Plan) Funcionality to record a Coordinated Support Plan (CSP) will shortly be incorporated into the Planning for Pupil (PfP) application Data Utilities This application allows schools to control users’ access privilege rights. Dependent upon authority, some access rights are granted automatically. Reset Passwords Assign and maintain profiles

6. SEEMiS Applications Document Management Storage area for various reports. Some documents stored from within the system eg tracking reports Attach a pdf, jpeg, png or gif to individual and groups of pupils Viewed in Pupil Profile Access controlled by security profile Ecare The eCare system allows information from other agencies to be shared with education users. Currently this only includes child protection information from the local authority social work systems. There are 2 different implementations: A system developed exclusively for Lanarkshire (used by North Lanarkshire and South Lanarkshire). A SEEMiS Lightweight Interface for Data Exchange (SLIDE). Proposed as a replacement for the national system, currently being tested in Tayside (Angus, Dundee and Perth and Kinross).

7. SEEMiS Applications EMA (Education Maintenance Allowance) The EMA application enables HQ users to process applications from eligible students from both Click+Go and non Click+Go schools. Pupil details linked with Click+Go negating the need to re-key Changes to pupil details automatically updated overnight Current and historical bank account details held Evidence of household income Full record of payments made to pupils Applications may be carried forward to next year BACS payment file produced Automatic generation of Scottish Executive claim forms Customisable report facility Finance Commitment accounting finance system. Budgets allocated centrally and distributed to schools Supports eProcurement Flexible monitoring periods Salaries derived from Click+Go work records Daily rate teaching and staff salaries Vision reporting

8. SEEMiS Applications Glow The Glow system requires to be provided with data from the SEEMIS system. This data consists of staff, pupils, pupil contacts, classes and year groups. Staff and pupil login feed Group data fed directly from Click+Go Pupil and parent view of tracking reports HGIOS (How Good is our School) Survey tool to assist authorities and schools in self-evaluation. School and HQ view Evaluation survey created in HQ and published to all schools Enables schools and departments to self-evaluate against HMI Quality Indicators Data shared between school and HQ in real time Ability to record HMI inspection results

9. SEEMiS Applications Music Tuition Designed for the administration of music tuition and maintenance of inventory of musical instruments. HQ can create charge codes and invoicing periods Details of student tuition, including membership of ensembles and music camps Creation and printing of invoices More than one person able to contribute to the cost Inventory of musical instruments Vision reporting NAMS2 (Nursery Application Management System 2) Designed for users to administer nursery applications and allocate places to local authority and private partner nurseries. Council allocation policy and methodology supported. Data entry can be at the establishment level to share workload. All applications are available centrally to allow checking for duplicates etc. HQ can monitor space availability. Easy electronic transfer to second and third choice establishment lists. Full integration with private partners. Integrated financial controls. PINS issued to parents to allow control of private partner payments Creates Click+Go record

10. SEEMiS Applications NEC Export (National Entitlement Card) An export designed to assist in the production of NEC and Young Scot cards. Import pupil photographs Record NEC consent, Consent Removed and Young Scot Opt Out Export to NEC controlled by headquarters History of feeds previously sent New Intake Registration Intake registration captures the process of schools registering a new pupil for P1. HQ control of registration dates and determines school intake limit Checks warehouse for existing record Name check to eliminate duplicates In catchment address check Transfers registrations Linked to placing requests Supplemental reporting

11. SEEMiS Applications OTwL (On Track with Learning) OTwL supports teachers and allows them to plan effective learning and teaching by breaking down the Curriculum for Excellence Outcomes and Experiences into key learning intentions. Curricular areas, organisers, aspects, experiences and outcomes, learning intentions Pupil profiles record each pupil’s learning goals and coverage Traffic light system for assessment Sharing of plans between teaching staff and schools Pastoral Notes The pastoral notes application within Click+Go is used to record information in note form for individual pupils. As well as the ability to record minor events a chronology can be created for any event which could have a significant impact on a pupil. Comprehensive search facility for retrieval of notes Automatically annotates date and name of person adding note Notes marked as central or significant event are available to next school Highlighting ensures all staff are aware of specific issues Holds a chronology of significant events Some or all notes may be printed for a pupil

12. SEEMiS Applications Placing Requests Recording and administration of parental requests for pupils to attend outwith catchment schools. Records reasons for request Enables authorities to prioritise requests History of decisions Uses integrated CAG data to inform catchment school Letters to parents Planning for Pupils The application will support the essential business processes of gathering relevant information, choosing to plan, carrying out detailed assessment, setting and reviewing targets and administering child plans over the course of their lifecycle. Automatically populated with pupil data Alert facility Plan management: editing; viewing; target-setting; reviewing Information may be copied from previous plan Reporting under the SHANARRI indicators Easy view of other relevant areas of Click+Go eg behaviour, attendance

13. SEEMiS Applications Please Takes Allocation of staff to cover classes where teacher is absent. Identifies absent teachers’ classes Identifies staff available to cover during periods of absence Informs the number of times a teacher has been used for cover Risk Matrix The Risk Matrix aims to assist with those children at risk of falling into the NEET category (not in employment, education or training). It highlights those most at risk by using a simple assessment technique that assigns a risk value to a number of the pupil’s attributes. Risk factors configurable in line with council policy Using red, amber and green indicators, facilitates early recognition of those pupils at risk of becoming NEETHQ visibility across all establishments Many data items integrated automatically from Click+Go Breadcrumb reporting enables filtering of relevant data Easy export to excel or pdf

14. SEEMiS Applications S2S Control Centre (School to School Control Centre) The S2S system enables the secure transfer of a standard set of pupil details between publicly funded schools across all 32 local authority areas in Scotland. The system highlights instances of pupils who have left a school but not arrived at their expected onward destination and provides information on the reasons why pupils are transferring or leaving school. Leaver details including destination school sent automatically from Click+Go Standardised data set retrievable from other MIS systems by accepting school School Lets This application provides authorities with a system which enables them to allocate and book out rooms in schools and other premises to organisations such as youth groups and evening classes. HQ financial control Creation of charging structures to reflect council’s own structure Sites and accommodation imported seamlessly from Click+Go Facility to add additional council sites such as swimming pools, community centres Full record of customers and organisations Incident and feedback reporting Ability to record group numbers eg under 18s Invoicing periods set by council

15. SEEMiS Applications School Transport Survey This system allows pupil information to be input in relation to their method of travelling to school. ScotXed Designed for schools and local authorities to produce statistical information required by the Scottish Government. Avoids duplicate keying by using existing information Uses ScotXed rules and validation, informing users of errors and queries Produces reports for school use Authorities have overview of schools’ returns

16. SEEMiS Applications SMS Text Messaging A facility to allow local authorities to contact pupils, parents and members of staff by text message or short email. Pupils’ non-attendance is identified within Click+Go and a standard text can be sent immediately after registration to alert parents. Used by schools and HQ Immediately pupil’s non attendance is identified parent informed LA can message all pupils, contacts, staff members Replies are recorded Audit functionality – non delivery, no of messages sent, delivery status 3p per text SQA (Scottish Qualification Authority) Application containing all that is required to administer the SQA exam diet. Registrations, entries and results are electronically transmitted to SQA and returns from SQA are accessible within the application. Integration with pupil options, negating double keying Identifies pupils’ courses from options Courses, when confirmed, appear in SQA area for transmission to SQA Comprehensive reporting throughout STACS

17. SEEMiS Applications SQA & Exam Planning The SQA master timetable can be edited to suit the dates and times of prelim or SQA exams in individual schools and additional sittings added as required. Rooms can be allocated to exams and pupils assigned to particular seats. Schools are able to produce a master school exam timetable, timetables for rooms and individual exam timetables (including allocation of seats) for pupils Hold details of any special arrangements necessary for individual pupils. A file can then be created which can be uploaded to SQA.net. Staff Absence and Appointment Used to record all staff absence and appointments Full administration of staff absence Reasons for absence council configurable Evidence of medical certification Attendance reviews Feeds into please takes Absence reporting in Click+Go and Vision

18. SEEMiS Applications Strengths and Difficulties Questionnaire Used by primary and nursery schools to provide information to NHS. Access via SEEMiS launcher or internet HQ access to all establishments HQ statistics available on progress of completion of reports in establishments Direct link from statistical report to individual establishment Export to NHS Supply Staff Booking System to assist schools and headquarters in locating and determining availability of supply staff. Supply staff identified in Staff Records Will identify all staff available for required dates Visibility of supply staff calendars Text or email offer of employment Staff usage report Staff uptake report All fields available in custom reports

19. SEEMiS Applications Tracking, Monitoring and Reporting System to enable tracking of pupil attainment and effort, homework and behaviour on a regular basis across the curriculum with the ability to produce a report to parents. Integration with pupil courses and timetable Monitoring periods configurable by schools and year stage Data transfers across schools and authorities Reports held in document management area System of interventions Recording of pupil achievement Record of pupil study support groups Transport Enables local authorities to hold all informationrequired to manage pupil transport to and from schools. Holds key information on contracts, transport providers, drivers and vehicles Front screen alert on pupil address and admission status changes Prompts to user when actions are required Schools may create their own requests Automatically updates contract information in pupil record in Click+Go Route sheets immediately available to schools Record of invoices received

20. SEEMiS Applications SEEMiS Vision A business intelligence tool designed to provide management, at all levels, with an overview of business performance and trends. Delivered via Business Objects Statistical view of current and historical data for individual or all establishments Drilling, slicing/dicing to detail level Across schools or sessions in graphical or tabular format Identifies annual trends Assists in pre-empting potential problems Council facility to create customised reports Comparison of data between schools Reports can be saved as xls, pdf or csv files Warehouse Reporting facility available to headquarters staff on most of the fields available within Click+Go. HQ view across all schools Includes pupil personal data LA defined fields Assists with FOI requests Customisable reports

21. All definitions are based on current transfer arrangements for GLOW Responded to the requested data fields No rationale available as to why fields are requested Consent needs to be clarified from parents There does not appear to be any consent re GLOW specifically

22. What data is transferred? Pupils • Source ID (ID for a pupil in a particular school) • QUESTION 1 This is generated and changes with the school there is a unique SEEMiS ID that starts at nursery. • QUESTION 2 Would this be a time to look at UCRN as an identifier? • Given Name (Forename) • Family Name (Surname) • Known Name (e.g. Andy) • Email Address • QUESTION WHY? Is this not the GLOW new address or can they have 2 • UserID (Glow Login) Generated from SEEMiS • PostCode • Gender • DOB • Pupil Stage • Scottish Candidate Number This is the SQA number Use?

23. Which Staff Data? Staff • SourceID (ID for a staff in a particular school) • Given Name (Forename) • Family Name (Surname) • Known Name (e.g. Andy) • Email Address • UserID (Glow Login) • PostCode • Gender • DOB • GTC Number Is this for CPD? • Role (“instructor” or “technical”) • Same questions as before

24. Which Parent Data? Parent • SourceID (ID for a parent in a particular school) • Given Name (Forename) • Family Name (Surname) • Known Name (e.g. Andy) • Email Address • UserID (Glow Login) • PostCode • Gender • Same questions

25. Group Membership Group membership can include:- • Courses • Classes • Registration Groups • Stages

26. Transmission Transmitted Over the network Data level? When • Users may choose to push data to Glow immediately • School users may push data for their own school only • Authority users may push data for multiple schools Scheduled Job • Automatic service runs daily with changes. • Councils have the ability not to transmit at either authority or at school

27. Authorisations If participating with Glow, Local Authorities • Must send pupils and staff – No opt out. • May send parents (main contacts or selection) – Can opt out. • May send group memberships – Can choose which groups.

28. Infrastructure

29. Governance and where involvement from IT should be?

30. Involvement of Corporate ICT/Education • Security • Information Sharing • SICTDG • Data protection • GLOW co coordinators • Architecture • “...PSN”? • Technical road map and liaison

31. New Shared project/s -Video conferencing Build on NHS and Justice Standards established Economies Would it assist you -Collaboration -Helpdesk -Groupcall (BYOD emerge) -GIRFEC

32. Together is the best way !