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© Herts for Learning Ltd

Welcome

SIMS Administrator User Groups

Academies, Secondary and Middle

Schools

Jennie Davies & Jackie Kirk

Data Management Consultants


Agenda• Exams PI Data – RAR Pilot

• Feedback Follow up

• School Census

• Spring 2018 Release

• GDPR & Privacy Notices

• SIMS Parent Lite

• General Updates

• Questions from the floor


Evaluation Forms

You will find an evaluation form in your packs.

We have made changes to the evaluation form.

Please remember to complete the evaluation form and

make notes of any queries/questions as they arise!

• We appreciate your feedback

• Any suggestions will be considered


SIMS Exams – RAR (Results

Analysis & Reporting) Pilot

• Online POC (Proof of Concept) – Capita need feedback

• Please email [email protected] to express an

in interest in RAR engagement for Summer 2018

mailto:[email protected]


Yes - We have changed and

have a new name!• No longer SITSS, MIS, Information Services…

• No longer part of ICT Services

• We are now:

Data Management Services

• Over the next few months we will be updating all of our

documentation etc.


Feedback Follow up

“would like to be able to clone seating plans in Exams

Organiser”

Unfortunately this is not possible in Exams Organiser.

Seating plans for each component must be completed

individually.


Feedback Follow up“It would be helpful to have role specific user groups..”

Schools have numerous support roles with varying

responsibilities often bespoke to their establishment.

Meetings aimed at specific roles may involve the same

person or become ineffective.

“A Special Schools User group would be better.”

We would not offer any different advice or updates to

Special Schools. The content is often relevant to all

settings deemed to be Secondary.


Feedback Follow up

“Would be good if you could search the document number

on the grid to find a document”

This functionality should be available. The team is

reviewing how the document properties are set and should

include key words and document number.


Feedback Follow up

“Have Capita commented on whether there will be a

change to prompt SIMS users to change their passwords

as part of GDPR security?”

There is no built-in prompt but should be part of the

school’s data protection and security policy/protocols.


Feedback Follow up

“Can we have a refresher on mail merging or is there a

manual or quick guide on the grid?”

There is a reporting handbook in the SIMS documentation

link via the Homepage:-

http://simspublications.com/946641/assets/report.pdf

Training course available on 25/04/18 – 18SIT/005A

https://booking.hertsforlearning.co.uk/actweb/WDC/sseo/te

mplate_001.cfm?pageID=8&template=courseDetails&cours

eID=18SIT/005A&eventCode=18SIT/005A

http://simspublications.com/946641/assets/report.pdf

https://booking.hertsforlearning.co.uk/actweb/WDC/sseo/template_001.cfm?pageID=8&template=courseDetails&courseID=18SIT/005A&eventCode=18SIT/005A


Feedback Follow up

“New Options Online – any update?”

Many schools now using the new Options Online.

We recommend setting this up to ensure works ok for 2019/20.

Some fixes and enhancements introduced by Capita since launch.

Software evolving.

Fixes are not SIMS release dependent but applied to the platform.


Feedback Follow up“Miss the Case Log On-line especially when their phones were

down!!”

Email us at [email protected]

• Your email will automatically raise a ticket in our Incident

Management system

• ICT Portal account holders can raise a ticket 24 hours a day,

352 days a year via our customer portal

https://support.hertsforlearning.co.uk

• To apply for a portal account, please download and complete

the form

http://www.thegrid.org.uk/info/traded/sitss/support/service_de

sk/index.shtml and return to us at the above email address

https://support.hertsforlearning.co.uk/

http://www.thegrid.org.uk/info/traded/sitss/support/service_desk/index.shtml


ICT Service Desk Feedback

New! Sunrise Customer Survey live wef 12th Feb 18.

• Auto email requests for feedback generated randomly

when closure of incidents

• Survey really simple

• All feedback to be collated and analysed and monitored

daily to enable us to respond to issues


ICT Service Desk Feedback


School Census – Spring 18• New document on HGFL S1655 - School Childcare

Explained (For School Census Purposes)

• ULNs – problems with DfE S2S website. Required for

pupils age 14+. Year 9’s turn 14 throughout the

academic year. Recommend obtain these as early as

possible. i.e. Year 9’s from Sept and in-year admissions

as they join


School Census – Summer 18

• Census date 17/05/2018

• Attendance Data 01/01/18 – 01/04/18

• Exclusions Data 01/09/17 – 31/12/17

• FSM data 19/01/18 – 17/05/18

• Learner Support 01/08/17 – 17/05/18

Census documentation on HGfL after Easter break


SIMS Spring 18 Release

SIMS Spring 2018 (v7.180) - Expected close to the Easter

break – needs to go through testing by our team.

Change Requests include but not limited to….

• Print button enabled in Bulk Update

• Ability to print student's timetable selection by class

• Option to hide National Identity field

• Communication Log - ability to record the name of the

person who dealt with the communication

• Pupils Registration Certificate will display the pupils

highest priority contact details



• Users can now manage linked Document Types in Tools

| Lookups | Maintain

• Warning to user when entering a Date of Leaving >14

days in past

• Warning to user when adding a student as a contact

• Record the history of enrolment status

• Bulk Update UDFs

• Enrolment Status field in Registration panel now read-

only

• Lookups – Obsolete/Inactive lookups displayed in colour


SIMS Spring 18 Release• Pupils who are imported via CTF without ethnicity

information are now assigned the ethnicity code UNC

(No Ethnicity Recorded) by default instead of NOBT

(Information Not Obtained) Applicable to NI only.

Course Manager

• find course browser now displays results for all course

descriptions that contain search criteria rather than an

exact match

• When in Select Class, can now sort by any column

• Highlighting multiple students in Memberships and

Results panel clearly identified by blue outline



Personnel enhancement

• Bulk update of the completed flag in a staff training event

Staff Performance enhancements

• Highlighting all instances of a member of staff in the line

management structure

• SP Administrator permissions group

• Transferring relationships on the line management

structure



Staff Performance enhancements:

• Recording self evaluation details

• Adding staff review comments

• Addition of Staff Performance Objective Details sub

report (School Objective Summary and School Objective

Detail fields added)

• Staff sign off area on objectives, observations and

reviews



Additional fields available in the Student List reports:

Quick Note Telephone Numbers

Registration Tutor Email Address

Head of House Medical Conditions (All)

Date of Leaving Medical Notes Summary

Address Block Country of Birth

Parental Salutation Nationality

Parental Consent Proficiency in English

Contact (now includes contacts email address)


SIMS Spring 18 ReleaseGradesets - Updated Examinations Grade sets in

Assessment Manager for the most commonly used

qualifications.

Manage Performance Indicators

• Functionality to update grade details for similar QNs

• Ability to add L2 Technical quals for 16-18 performance

tables (PI reporting of this will be included in Summer

18)

• New report for missing QNs – QN Correlation report

• Discover – KS4 Grade distribution graph amended to

display new 9-1 grades for Maths, English & English Lit


General Updates

• Exclusion letters were removed. These have since been

updated including new contact information and are now

available on the grid at -

http://www.thegrid.org.uk/info/traded/sitss/data/sims/excl

usions/

• Updated Single Service request RptDef on HGfL

• CTF issue with Service Child indicator – patch 23553

authorised 09/01/18

• CTF issue removing contacts addresses – patch 23690

authorised 14/03/18

http://www.thegrid.org.uk/info/traded/sitss/data/sims/exclusions/


General Updates

• The Exchange e-Bulletin: new weekly HfL publication

with latest education news and best practice from Herts

schools, as well as latest updates from HfL. Will be sent

to all Herts Headteachers every Monday. To subscribe

email [email protected]

• New DfE statutory guidance Careers guidance and

access for education and training providers

https://www.gov.uk/government/uploads/system/uploads/

attachment_data/file/672089/Careers_guidance_and_ac

cess_for_education_and_training_providers.pdf


https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/672089/Careers_guidance_and_access_for_education_and_training_providers.pdf


General UpdatesCAS KS4 Analysis Resources

• Several updates of late

• please keep eye on website at link below for updated resources and

documentation

http://www.thegrid.org.uk/info/traded/sitss/assessment/sec_ass_mgr/

• Recent updates include but not limited to….

– New Progress 8 by Subject Report

– New KS4 Inspection Dashboard Report with Outliers

– New GCSE Combined Science (9-1) Aspect

– Various corrections to formulas

We are setting up a New Assessment Data Managers email group

specifically for these resources – please opt in by providing email

address to [email protected]

http://www.thegrid.org.uk/info/traded/sitss/assessment/sec_ass_mgr/



General Updates

Errors accessing or issues with out of date version of

Documentation Centre

Focus | Homepage

Can tell which version of SIMS release when access

documentation Centre e.g. SIMS Autumn 2017.

If experience issues with Documentation Centre following

SIMS upgrade, see Capita’s solution in your packs and

liaise with your Network Manager.


dataENGAGE – Coming Soon• reporting tool that enables schools and academies to

bring together various types of data from within their own

SIMS database, into one simple, graphical display

• running completely independently of SIMS,

dataENGAGE includes functionality so that users can

filter which items are included in the display

• several data types also include the option for a 3-Year

Comparison chart, to show trend data and all of the

panels can be zoomed to full screen

• currently in the final phase of the pilot project and would

welcome other schools to join at this stage

• Cost to be confirmed


dataENGAGE – Coming Soon


General Updates

• BM Reports were made available in the Autumn Term please could

you feedback to Jennie any enhancements/changes that your

school would like to see? [email protected]

• In readiness for the SWC or to use Interventions fully please ensure

that the subject mappings are set correctly. Tools > Setups >

Subjects to check that every subject in use by the timetable is

mapped to the DfE Subject Code and set as Active. This must be

done after the timetable is sent and new subjects are offered. On

Demand Patch 21915 resolves the error referring to the SWC link

• Vacancy for two Data Management Services consultants – advert

out now!



Options Online• Options Online – New Features

Capita have made some changes to Options Online as a result of

feedback. These changes are in the live system

– Priority Choices

– Parental Login for Approvals

– Reserve choices are no longer counted in class totals

– Performance improvements


Options Online• Priority Choices

– It is now possible to nominate a list as containing priority choices

using the List contains priority courses check box on the

Pathways and Lists page. On the Student Choices page, these

courses are displayed in the Priority Choices tables. Courses

selected from the priority lists cannot be ordered by preference

• Parental Login for Approvals

– With the Parent permission assigned in School Administration, it

is now possible for parents/carers to approve their child's

courses

– The system will cater for parents with more than one child and

parents who are also teachers at the school. Parents can also

make comments back to the school


GDPR• The DfE have posted a really interesting video

https://www.youtube.com/watch?v=y09IHXv6u6M&feature=youtu.be

• We are offering information sessions for DPO and Admin or Office

Staff

• HCC are funding these sessions for maintained settings -

– One place for Office/Admin Staff and

– One place for the DPO

• The cost to Academies and VAs will be :-

March 2018 = £75 (shareholders) and £85 (non-shareholders)

April 2018 = £76 (shareholders) and £87 (non-shareholders)

• HfL are offering the opportunity to purchase a GDPR Toolkit for

£300 per site (£150 per additional sites)

https://www.youtube.com/watch?v=y09IHXv6u6M&feature=youtu.be


GDPRInformation sessions:-

Course Codes -17SIT/135A – 17SIT/142A for March courses


GDPR

• Capita will be introducing in the Spring and Summer

releases new functionality (to name but a few) –

– Parent App Lite – app for parents to update data

collection items for students. Available to all schools

at no additional cost! More information later….

– Additional fields in the reporting dictionary to assist

with Data Protection i.e. Student Forename and Initial

of Surname (e.g. Karen P, Karen T) or initials (e.g.

KP, KT)


GDPR Cont’d– PDO Report can be generated for Student, Staff and

Contact

– Permissions for Data Protection Officer (also needs

Personnel Officer to run the Person Data Output

Report for staff)

– Log of Person Data Output Report

– Bulk Student Data Deletion Routine – data selection

and academic year range parameters

– Awareness of sharing data – e.g. reason for

absences on cover notice board


Supporting Data Retention Policies

– Permissions of Data Protection Officer (also needs

Personnel Officer to run the Person Data Output

Report

– PDO Report can be generated for Student, Staff and

Contact

– Log of Person Data Output Report

– Bulk Student Data Deletion Routine – data selection

and academic year range parameters



While this screen shot shows just ‘Behaviour’, in deleting a student’s details

there are 17 domains in total: Conduct (behaviour and achievement); Attendance;

Interventions; Exclusions; Admission (applications and enquiries); Curriculum/Timetable; SEN;

Performance; Dinner Money; Homework; Alerts; EMA; Partnerships; Returns and Transfers;

Concessions; Fees Billing; AD Provisioning


Privacy NoticesPrivacy Notices for Students and Staff have been updated

by the DfE in line with GDPR.

• Available on the grid at

http://www.thegrid.org.uk/info/dataprotection/#fair

• DfE link

https://www.gov.uk/government/publications/data-

protection-and-privacy-privacy-notices

• Do not have to physically issue to current

Students/Parents or Staff but must make them aware of

update on your website or staff notice board

• Issue to new Students/Parents and Staff

http://www.thegrid.org.uk/info/dataprotection/#fair

https://www.gov.uk/government/publications/data-protection-and-privacy-privacy-notices


Privacy Notices

• Write and present it effectively:

– Use clear, straightforward language;

– adopt a style that your audience will understand;

– don’t assume that everybody has the same level of

understanding as you;

– avoid confusing terminology or legalistic language;

– draw on research about features of effective privacy

notices;

– align to your house style;


Privacy Notices

– be truthful. Don’t offer people choices that are

counter-intuitive or misleading;

– align with your organisation’s values and principles;

– follow any specific sectoral rules;

– ensure all your notices are consistent and can be

updated rapidly; and

– provide separate notices for different audiences.

Templates for different audiences are available in the HfL

Toolkit.


SIMS Parent Lite

• New Software from Capita with no additional cost!

• Meets the GDPR principle for accurate and upkeep of personal

data

• Reduces need for paper data collection sheets and manual entry

of data

• Ensures data collection information is not misplaced and student

data remains accurate all year round (e.g. contact numbers,

allergies)

• Gives cost and efficiency savings


SIMS Parent Lite

• Accessible via App and website

• Allows parents to easily update their children’s and own

information

• Administrators approve before changes are made in SIMS

• Full audit trail in SIMS of all data collection sheet requests

and actions

• Only Contacts with Parental responsibility AND living at same

address as student can access the Data collection sheet

• Parents can also access School Contact information and

Term Dates from the app and website


SIMS Parent Lite• Data Collection Configuration–The Administrator can select which

areas are available for a parent to modify through the data collection

sheet. An additional configuration to hide other contact’s info is also

available allowing schools to easily manage complex family

situations

• Data Collection Submission–The Administrator can see a list of

parents who have approved their details, whether changes are

pending approval, including when the parent last submitted, or if

approval is still outstanding. The Administrator is also able to push

reminder notifications to specific parents

• For more information on Parent Lite please email

[email protected]



Questions from the FloorQ: “I wonder if the issue of the new Data Protection policy and any

impact on SIMS could be discussed? I’m thinking along the lines of

performing housekeeping tasks and removing historic data records for

students who have never attended and / or contacts who have no

students attached to them. I don’t know if this exercise has ever been

done in my school. There must be other implications as well.”

A:

• Routines > Housekeeping – Delete unlinked contacts

• Bulk Student Data Deletion Routine – data selection and academic

year range parameters

• Record management toolkit - http://www.irms.org.uk/groups/public-

sector/resources/134-records-management-toolkit-for-schools

http://www.irms.org.uk/groups/public-sector/resources/134-records-management-toolkit-for-schools


Questions from the FloorQ: “We have had two cases on the service desk with

regards to importing the school’s new year 7 pupils from

SEAM. Jennie spoke to one school and they were adamant

that they have always been able to import from SEAM and

another was asking if it was possible. Jennie suggested

that this should be brought up at user groups for a group

discussion.”

A:

• CTFs generated by the Primary Schools – traditional

method

• Any other processes?


Questions from the FloorQ: “Interventions. We wondered if anyone else has worked

out something a little less clunky than the module within

SIMS. What is everyone else doing?”

A: A few schools reported that they use Interventions.

Suggestions were made for using ‘Initiatives’ in

Behaviour Management.


Questions from the FloorQ: “We have A LOT of Student Leavers with leaving dates

that go back a long time !

With GDPR in mind – what will be the best way to delete

them and do we keep the rest for 7 years ?”

A: Capita are working on functionality for a bulk student

deletion routine – hopefully Summer 2018. See Records

Management Toolkit for Schools on IRMS

http://irms.org.uk/page/SchoolsToolkit (includes retention

policies)

http://irms.org.uk/page/SchoolsToolkit


Questions from the FloorQ: “RAR reporting; will it be possible to run reports for all

subjects in one go?”

A: Good question, we will feed this back to Capita.


Questions from the FloorQ: “PI - Manage Performance Indicators: still have to do all

the same work as 2017?”

A: Yes. The points, equivalencies and attributes for QNs

have to be set in Manage PI. Will be easier; Clone 2017

QNs and add only new QNs in 2018 e.g. new GCSE (9-

1)’s and new AS/A Levels. We will update the

documentation following the Spring 18 release.


Questions from the FloorQ: “Do we have to validate students addresses?”

A: No. UPRN (Unique Property Reference Number) is not

mandatory for school census and the DfE have not

specified a date when this will be required.


Questions from the FloorQ: “RAR – will it include International Baccalaureate

results?”

A: Not initially in the first release but will be at some point in

the future.


Questions from the FloorQ: “Will consent Lookups in SIMS change to collect date

consent given for GDPR? And will SIMS Parent Lite allow

parents to update all consents from schools own Lookups?”

A: Capita are looking into possibility of providing

functionality for a Consent date. SIMS Parent Lite will

include all schools own Lookups for Consent.


Questions from the FloorQ: “SIMS Next Generation Primary and Secondary – where

do all-through establishments fit?”

A: The first phase of Next Generation is for Primary phase

schools. The second phase is referred to as SIMS

Secondary and this is what an all-through will use as it

will contain all the primary and secondary modules

required.


Questions from the FloorQ: “I have a tip when printing PDO (Person Data Output)

from SIMS as can have many pages! Change font size to

something smaller e.g. 8 before printing”

A: Thank you for that tip.


Questions from the FloorQ: “Can Data Collection sheets be sent via InTouch?”

A: Unfortunately, it is not possible to send Data Collection

sheets via InTouch and this is unlikely to be made

available. Schools should consider how to provide these

to parents – e.g. in a Parents evening as emailing such

information has the potential for it to go astray.


Questions from the Floor

Q: “Have other schools gone to Windows 10 and if so, are

you experiencing issues with SIMS? i.e. some fields greyed

out”

A: A few schools reported using Windows 10 with no

problems. This seems to affect some workstations and

not all which points to an environmental issue. If you are

experiencing such issues, please liaise with your

Network Manager to troubleshoot.


Questions from the Floor

Q: “Advice on how to deal with OV&’s and OV8’s for school

trips. Will not be able to continue issuing paper copies with

student names – contact phone numbers and medical

conditions to staff to take with them on trips. Also –OV7’s

were previously given to students to take home – again

with sensitive info !! If left on bus or falls out of bag !!!!!!

GDPR”

A: GDPR questions should be directed to [email protected]

Bear in mind, Safeguarding over-rides GDPR and the data contained

on OV forms are crucial for safeguarding.



And Finally …………

• Summer 2018 User Groups

oMon 21st May 2018 - Wheathampstead 13:00-15:00

o Tues 22nd May 2018 - Nobel School, Stevenage

13:15-15:15

o Fri 25th May 2018 - Cottered Village Hall

10:00-12:00

Agenda to be confirmed. Please do let us know if there are

items you would like included in the Summer meetings.


Does anyone have any questions?

Thank you all for attending

Have a safe onward journey


Herts for Learning (HfL)

Herts for Learning Ltd is a not for profit company

owned by Hertfordshire schools and the local

authority. Providing improvement and business

services, it is dedicated to improving standards

of education in Hertfordshire and beyond.

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