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Producing the Attendance Collection 2016 Return (Word version)

I| Index

I| Index

I| Index

IMPORTANT NOTE: Capita SIMS has made this document available in Microsoft Word format to enable you to edit the information supplied herein. Capita SIMS cannot be held responsible for any changes, errors or omissions resulting from the subsequent editing of this supplied document.

Producing the Attendance Collection 2016 Return

Applicable to 7.168 onwards

Contents

01| Introduction1

Overview1

Whats New in this Release?2

The Attendance Collection for Middle Schools2

Where to Find More Information3

Steps to Producing the Attendance Collection Return4

02| Preparing for the Attendance Collection Return5

Setting Permissions5

What Version of SIMS is Required?6

Configuring Folder Names and Security Message6

Specifying the Security Message for Reports8

Preparing Data for the Return9

Welsh Attendance Codes10

03| Producing the Attendance Collection Return13

Creating a New Return13

Checking/Editing the Return Details14

Checking School Information15

Entering Survey Completion Times17

04| Completing the Attendance Collection Return19

Creating and Validating the Return19

Resolving Validation Errors and Checking Queries20

Producing Detail Reports23

Current Pupil/Student Reports24

Leavers Reports25

Generating Detail Reports27

Printing a Report from your Web Browser28

Transferring Report Data to a Spreadsheet28

Deleting Temporary Web Browser Files28

Deleting the cache in Windows Internet Explorer 1029

Deleting the cache in Windows Internet Explorer 8 and 929

Producing the Summary Report29

Generating the Summary Report29

Editing an Unauthorised Return31

Authorising the Return32

Submitting the Return File33

Retrieving Authorised Census Return Files33

Deleting an Unauthorised Return34

Index35

Introduction

Overview1

Whats New in this Release?2

The Attendance Collection for Middle Schools2

Where to Find More Information3

Steps to Producing the Attendance Collection Return4

Overview

This handbook provides the information required by the applicable schools in Wales to complete the Attendance Collection 2016 Return.

NOTE: The content of the graphics (dates, names, etc.) displayed in this handbook are examples only of what you might expect to see when using SIMS to produce the Attendance Collection 2016 Return.

The Attendance Collection 2016 Return is applicable to Primary and Secondary schools (including Middle schools) in Wales.

Attendance data is collected from Special schools in Wales via a separate paper-based survey. No electronic submission is required from these establishments.

The return focuses on attendance data, which is used, for example, to generate statistical analyses of attendance levels in schools and across Wales. It contains data relating to pupil/students (including leavers and boarders) of statutory school age, i.e. five - 15 year olds as at 31/08/2015, who were on-roll during the collection period and have a registration status of Single Registration, Dual-Main or Dual-Subsidiary. This return does not apply to Guest pupil/students.

The data collected for this return is collected as at the time of the last possible session for the pupil/student within the reporting period.

It is produced as an .XML file that is then transferred to the Local Authority (LA) using the DEWi system (the secure transfer site for data in Wales). When the LA is satisfied that the return is complete and accurate, the file is sent to the Welsh Government (WG).

Primary schools and Secondary schools have different deadlines for submitting their completed return:

Primary schools

The completed return must be submitted to the DEWi system no later than 16/09/2016.

Attendance data is required for the period from 01/09/2015 to 29/07/2016 inclusive.

Secondary schools

The completed return must be submitted to the DEWi system no later than 17/06/2016.

Attendance data is required for the period from 01/09/2015 to 27/05/2016 inclusive.

Whats New in this Release?Key Dates for the Attendance Collection 2016 Return

Primary school phase:

Submission Date: 16/09/2016

Attendance data period: 01/09/2015 to 29/07/2016.

Secondary school phase:

Submission Date: 17/06/2016

Attendance data period: 01/09/2015 to 27/05/2016.

Current Pupil Detail Report - Display Change

Routines | Statutory Returns | Attendance Collection

In the Current Pupil report, the identification of pupil/students who are in a year group that is different to that expected (based on their date of birth) has been simplified. In such cases, the background colour of the applicable cell in the Year Taught In column is now yellow.

More Information:

Current Pupil Report on page 24

Providing Cohort Information when Designing Reports

Reports | Design Reports

To enable schools to create reports based on cohorts so that items collected in the Attendance Collection Return (e.g. pupil premium) can be tracked, a new sub-report has been made available.

The new Statutory Return sub-report is located in the Student data area (last node). Three options are available for selection under the sub-report, Authorised Date,File Name and Description.

Additional Resources:

Designing and Running Reports handbook

The Attendance Collection for Middle Schools

Middle schools must run both the Primary and Secondary school version of the Attendance Collection 2016 Return via two separate menu routes:

Routines | Attendance Collection | Primary

Routines | Attendance Collection | Secondary

Both versions of the return must be submitted:

Primary schools must submit their completed return no later than 16/09/2016.

Secondary schools must submit their completed return no later than 17/06/2016.

Relevant pupil/students should be selected dependent on their age at 31/08/2015:

Primary schools - NC1 to NC6

Secondary schools - NC7 to NC11.

Where to Find More Information

Online help can be accessed by pressing F1 or clicking the applicable Help button in SIMS.

A wide range of documentation is available from the SIMS Documentation Centre, including handbooks, quick reference sheets and tutorials. Click the Documentation button (located on the top right-hand side of the SIMS Home Page), select the required category and then select the required document. A search facility is available on the top right-hand corner of each page of the Documentation Centre.

These and other documents are also available from the My Account website (https://myaccount.capita-cs.co.uk). The most popular documents can be located by selecting Knowledge Base | SIMS Publications (located in the Popular Searches list). Alternatively, use the Knowledge Base search facility to display a list of all Documents containing the search criteria.

Search for:

Surround a phrase with "double quotes" to find an exact phrase.

Prefix words with + to make them essential, e.g. Behaviour Management +Primary +Training.

Product: Select the required product from the drop-down list.

From and To: Entering a date or date range when the document was uploaded helps to filter the search results further.

In addition to this handbook, a preparation guide outlining how to prepare your data for the Attendance Collection, together with a Validations Errors and Resolutions document that provides suggestions on how to resolve any errors or queries, are available. These documents, together with other useful information, e.g. news items, can be found on the My Account website by using the search facility to find the PLASC16 documentation. A list of all available supporting documentation is displayed, from which the required resources can be selected. Please check My Account on a regular basis because documents are uploaded as they are completed.

Steps to Producing the Attendance Collection Return

The process of producing the Attendance Collection return can be separated into a number of steps, some of which might need to be repeated in order to eliminate errors in the return.

01| Introduction

01| Introduction

4



3

Preparing for the Attendance Collection Return

Setting Permissions5

What Version of SIMS is Required?6

Configuring Folder Names and Security Message6

Preparing Data for the Return9

Setting Permissions

The following permissions are applicable to users who deal with returns.

Producing the Return

To produce the return, you must be a member of the Returns Manager user group in System Manager.

Editing and Preparing Data

Users who edit and prepare data must have permissions to access additional areas of SIMS, e.g. pupil/student details, school details, etc. These users must be a member of any of the following user groups in System Manager:

Administration Assistant

Admissions Officer

School Administrator.

Importing Revised Files

The Import Fileset functionality enables updates to the Validation Errors Summary and the Summary report (derived from files supplied by the Statutory Body), and detail reports (provided by SIMS), to be imported into SIMS between SIMS releases. To use the Import Fileset functionality (via Tools | Setups | Import Fileset), you must be a member of any of the following user groups in System Manager:

Returns Manager

System Manager.

For more information about the Import Fileset functionality, please refer to the applicable preparation guide, available on our My Account website (https://myaccount.capita-cs.co.uk).

Where to find More Information about Permissions

Please contact your System Administrator/Manager if you are not sure whether you have the required permissions. For more information, please refer to the Managing SIMS Users, Groups and Databases handbook.

An Excel spreadsheet describing the numerous permissions available in SIMS is available on the My Account website (https://myaccount.capita-cs.co.uk).

To find the spreadsheet, search for sims permissions spreadsheet, e.g. 7.168 sims permissions spreadsheet.

What Version of SIMS is Required?

In order to run the return, you must have the SIMS 2016 Spring Release (7.168) or later installed.

To check the version of SIMS installed, open SIMS then select Help | About SIMS. A dialog similar to the following graphic is displayed.

The version should read 7.168 or later.

Configuring Folder Names and Security Message

Before an return can be created, a folder in which the return file and the associated reports will be saved must be specified. The folder must be available to any workstations on which the return will be run.

IMPORTANT NOTE: Due to the sensitive nature of some of the data stored in SIMS, careful consideration should be given when specifying the location of any folder into which you save sensitive data, e.g. statutory returns, imported and exported CTFs, etc.

You should be mindful of your schools responsibilities with respect to information security. Consider which users have access to the chosen folder, especially if the folder is shared on a server. If you are in any doubt, you should consult with your IT Security Officer before proceeding.

Select Tools | Statutory Return Tools | Folder Names and Security Message to display the Configure Return Folders page applicable to your school type.

Example of the Configure Return Folders page for Primary schools:

Example of the Configure Return Folders page for Secondary schools:

Enter a path and folder name in the Attendance Collection Folder field.

Alternatively, click the adjacent Browse button to display a standard Windows Browse For Folder dialog.

Navigate to the required folder and highlight it. If a suitable folder does not exist, click the Make New Folder button then name the new folder.

IMPORTANT NOTE: If you are changing the location of the folder, ensure that authorised personnel only have access to the new folder, as it will contain sensitive data. For more information, please see the important note at the beginning of this section.

Click the OK button to return to the Configure Return Folders page.

NOTE: SIMS expects a folder to be specified for each Welsh return applicable to your school. Therefore, ensure that there is an entry in each folder name field before saving the folder names.

Specifying the Security Message for Reports

Below each folder name is a Security Message for Reports field, which contains the text that will be displayed in the header of each report and the Validation Errors Summary report for that return.

1. The security message defaults to This report contains sensitive information but can be edited, if required. Any edits to the security message remain when SIMS is upgraded.

If edits are made or the security message is deleted, you can return to the default text by clicking the Default Message button.

Click the Save button.

An information dialog reminds you that authorised personnel only should have access to this new folder, as it will contain sensitive data.

Click the Yes button to continue or the No button to edit an entry in one or more fields.

Preparing Data for the Return

The following information is collected from both Primary and Secondary schools.

On-Roll pupil/students: UPN, former UPN, ULN (where applicable), name (i.e. surname, forename and middle names), date of birth, gender, enrolment status, date of entry to current school, part-time indicator, pupil/student's national curriculum year group, pupil/student's post code, sessions possible, sessions not required to attend, all attendance codes and associated attendance data.

Leavers: UPN, former UPN, ULN (where applicable), name (i.e. surname, forename and middle names), date of birth, gender, leaving date, leaving reason, sessions possible, sessions not required to attend, all attendance codes and associated attendance data.

To prepare for the Attendance Collection 2016 Return ensure that:

the appropriate permissions have been assigned to the member(s) of staff who is going to create the return.

SIMS has been upgraded to the SIMS 2016 Spring Release (7.168) or later.

the Attendance Collection Folder has been configured and that the Security Message for Reports has been defined.

school details are complete and uptodate in SIMS. For more information, please refer to the Setting Up and Administering SIMS handbook.

the pupil/student details are complete and uptodate in SIMS. For more information, please refer to the Managing Pupil/Students handbook.

the SIMS attendance records are up-to-date and that the correct statutory codes are being used. It is also recommended that the Deal with Missing Marks routine is run via Focus | Attendance (or Lesson Monitor) | Deal with Missing Marks. For more information, please refer to the Managing Pupil/Student Attendance or the Monitoring Session and Lesson Attendance handbook, as applicable.

one or more dry runs have been carried out to help to identify where data needs to be corrected. The purpose of the dry run is to produce the Validation Errors Summary, which details the corrections that need to be made to the data. It is therefore advisable to carry out a dry run as early as possible, even if the data has not yet been fully prepared or checked.

NOTE: There will be at least one query per pupil/student for all dry runs that take place before the Collection End Date, as missing marks will trigger associated errors and queries. Survey Completion Time failures (140, 11017 and 11018) will also occur for dry runs because these times are not entered until the end of the process.

Secondary schools can assess if the numbers produced in the dry run are correct by running the Welsh School Performance Information report (Reports | Attendance (or Lesson Monitor) | Group Reports | Welsh School Performance Information Report) then comparing the results with those in the return. For more information, please refer to the Producing Attendance Reports handbook or the Producing Lesson Monitor Reports handbook.

For more information about the preparation routines that need to be carried out before the return is produced, please refer to the Preparing for the Attendance Collection 2016 Return guide. This, together with other useful documentation, can be found on the My Account website (https://myaccount.capita-cs.co.uk) by using the search facility to find PLASC16.

More Information:

Configuring Folder Names and Security Message on page 6

Setting Permissions on page 5

Welsh Attendance Codes

Code

Description

Statistical Meaning

/

Present (AM)

present

\

Present (PM)

present

B

Educated off-site

approved educational activity

C

Other authorised circumstance.

authorised absence

D

Dual Registration - Pupil/student attending another establishment including Traveller children who are attending another school at which they are registered.

attendance not required

E

Exclusion from school.

authorised absence

F

Agreed extended family holiday (over 10 days).

authorised absence

G

Family Holiday (not agreed or days in excess of agreement).

unauthorised absence

H

Agreed family holiday (up to 10 days).

authorised absence

I

Illness

authorised absence

J

Interview


L

Late (before registers closed).

present

M

Medical or dental appointment.

authorised absence

N

No reason yet provided for absence.


O

Any absence with no satisfactory explanation, in the schools view, provided.


P

Sporting activity


R

Religious observance

authorised absence

S

Study leave

authorised absence

T

Traveller absence

authorised absence

U

Late arrival (after close of registration)


V

Educational activity or trip


W

Work experience.


Z

Pupil/student not yet on school roll

attendance not required

-

All should attend/no mark recorded

no mark

NOTE: Codes X (Untimetabled sessions for non-compulsory school age pupils) and Y (Partial and enforced closure of the school) are not included in the percentage of possible sessions but are counted in other areas of the Attendance Collection 2016 Return and can still be used in SIMS Attendance and Lesson Monitor.

Code # (school closed to all pupil/students, e.g. INSET days) is not reported on in the Attendance Collection 2016 Return but can still be used in SIMS Attendance and Lesson Monitor.

02| Preparing for the Attendance Collection Return

02| Preparing for the Attendance Collection Return

12



11

Producing the Attendance Collection Return

Creating a New Return13

Checking/Editing the Return Details14

Checking School Information15

Entering Survey Completion Times17

Creating a New Return

Before producing the return, ensure that the folder in which the return files will be stored has been configured and that all relevant data, e.g. attendance data, pupil/student details, school details, etc. are accurate.

1. Select Routines | Statutory Returns | Attendance Collection to display the Attendance Collection browser.

NOTE: The first time that the Routines | Statutory Returns | Attendance Collection menu route is selected during each SIMS session there is a delay while the Attendance Collection files are loaded.

Click the New button to display the Attendance Collection Return Detail page.

The same three panels are displayed for both Primary and Secondary schools. However, the content in some of the read-only fields varies between school phases.

NOTE: Middle schools can determine which school phase is being worked on by referring to the page title, e.g. Attendance Collection Return Detail (Primary).

More Information:


Preparing Data for the Return on page 9

Checking/Editing the Return Details

The Return Details panel displays the basic Attendance Collection information, of which the following are read-only:

Age at Date (indicating the date that is used for selecting pupil/students of compulsory school age)

Primary schools: 31/08/2015

Secondary schools: 31/08/2015

Collection Start Date



Collection End Date



Example of the Return Details panel for Primary schools:

Example of the Return Details panel for Secondary schools:

The return Description defaults toAttendance Collection 2016 but can be edited, if required.

NOTE: If the return Description is edited, a unique name must be chosen.

Checking School Information

The School Information panel displays read-only information that has previously been recorded via Focus | School | School Details. The School Information panel should always be checked.

Example of the School Information panel for Primary schools:

Example of the School Information panel for Secondary schools:

1. If any details are missing or incorrect, click the School Detail button to display the School Details dialog, where information applicable to your school is displayed.

Add or amend the school details, selecting from the drop-down lists, where applicable.

NOTE: The Establishment Number and the School Phase cannot be edited. If the information displayed is incorrect, please contact your Local Support Unit.

Click the Save button then click the OK button to return to the Attendance Collection Return Detail page, where the updated details are displayed.

Entering Survey Completion Times

The Survey Completion Time panel is used to record the time taken by the various members of staff, e.g.Assistant head teachers, Deputy Headteacher, Headteacher, etc. to complete the Attendance Collection Return.

In the Completion Time column, enter the time each member of staff has taken to complete the return.

NOTE: Times must be entered in whole hours only.

When the Survey Completion Time panel is complete and you are satisfied that all details on the Attendance Collection Return Detail page are correct, click the Save button.

The Attendance Collection Return file can now be created and validated.

More Information:

Creating and Validating the Return on page 19

03| Producing the Attendance Collection Return

03| Producing the Attendance Collection Return

14



13

Completing the Attendance Collection Return

Creating and Validating the Return19

Producing Detail Reports23

Printing a Report from your Web Browser28

Transferring Report Data to a Spreadsheet28

Deleting Temporary Web Browser Files28

Producing the Summary Report29

Editing an Unauthorised Return31

Authorising the Return32

Submitting the Return File33

Retrieving Authorised Census Return Files33

Deleting an Unauthorised Return34

Creating and Validating the Return

The Create and Validate process creates the Attendance Collection Return file and validates the return details against a set of Welsh Government rules. SIMS then displays a list of any errors and queries that have been detected, along with a suggested solution for each.

An error refers to an inaccuracy in or an omission from the return. A query highlights an unusual feature of the data that suggests, but does not prove, an inaccuracy or omission (e.g. that no pupil/students are shown as having special educational needs).

The return file is stored in the folder specified via Tools | Statutory Return Tools | Folder Names and Security Message.

The file initially has a .UNA (i.e. unauthorised) suffix, which changes to .XML after the return is authorised. The filename consists of the following data fields, which are separated by an underscore (_):

___ .UNA

Example of an unauthorised Attendance Collection file from a Primary school:

6742999_ATP_674XX16_001.UNA

Example of an unauthorised Attendance Collection file from a Secondary school:

6744321_ATS_674XX16_001.UNA

The created and validated return file can be accessed from the Attendance Collection browser. The file can be viewed, edited or deleted but unlike other returns, there is no copy facility. This is because the attendance data is collected only when the Create and Validate functionality is run. Therefore to include changed data in the return, the Create and Validate process must be run again.

1. If the Attendance Collection is not currently displayed, select Routines | Statutory Returns | Attendance Collection to display the Attendance Collection browser. Highlight the required file then click the Open button to display the return on the Attendance Collection Return Detail page.

Click the Create & Validate button to start the process.

A progress bar is displayed, indicating that the Create and Validate process is being carried out.

Any errors and queries are displayed in the Validation Errors Summary panel at the bottom of the screen.

More Information:


Editing an Unauthorised Return on page 31

Deleting an Unauthorised Return on page 34

Resolving Validation Errors and Checking Queries

After creating the return file and validating the data, any errors and queries found are listed in the Validation Errors Summary panel at the bottom of the Census Return Details page.

The Validation Errors Summary panel header displays the number of errors and queries found during the Create and Validate process.

Details about the errors and queries that have been found during validation are displayed in the columns described in the following table.

Column

Description

Type

Displays the type of validation rule:

Failure (F displayed in red) indicates an error, which must be corrected.

Query (Q displayed in black) indicates that there are unusual data conditions. These should be considered and corrected, if necessary.

Sequence

Shows the error or query number.

Message

Displays the text of the error or query message.

Location

Lists the specific record containing the error or query.

Solution

Provides a suggestion on how the error can be corrected or the query checked. Many solutions have a hyperlink (indicated by a #) to the appropriate area of SIMS.

To assist in the resolution of any errors and queries:

When the mouse pointer is hovered over an error or query row, it changes to a hand if a hyperlink is available to the area of SIMS where the problem can be checked.

NOTE: A hyperlink is also indicated by a hash symbol (#) preceding the Solution text.

Click the appropriate hyperlink to display the specific SIMS area where the record(s) can be checked/corrected.

When the pointer is hovered over a Message, Location or Solution cell, hover help displays the entire content of that cell.

The Student Search functionality can be used to display all errors and queries relating to a particular pupil/student. Enter all or part of a UPN, pupil/student's surname or date of birth in the Student Search field then select the required record from the Student Search drop-down list and click the Find button.

Click the Solution hyperlink to display the area of SIMS where the associated issue can be checked/corrected. When you return to the Validation Errors Summary panel, the details of the applicable pupil/student are displayed in the Student Search field. Click the Find button to display all errors and queries relating to that pupil/student.

Use the Error Search to display the required error or query you want to view. This is achieved by selecting ALL, ERRORS, QUERIES or the required number from the drop-down list. By default, when ALL errors and queries is selected, the errors are displayed at the top of the list.

Change the order of the summary by clicking the appropriate column heading. If required, change the width of the columns by dragging the dividing line between the column headings until the required size is achieved.

View a summary of validation failures (particularly useful if there are a large number of errors/queries) by clicking the Report button, which is located above the Validation Errors Summary panel. The report is displayed in your web browser, e.g. Windows Internet Explorer, from where it can be printed.

The details of the Validation Errors Summary can be transferred to another application, if required.

The errors and queries are displayed until they are resolved and the Create and Validate process is run again.

NOTE for Secondary schools: To check that the figures produced in the return are correct, the Welsh School Performance Information report (Reports | Attendance (or Lesson Monitor) | Group Reports | Welsh School Performance Information Report) can be run and the results compared with those in the return. For more information, please refer to the Producing Attendance Reports handbook or the Producing Lesson Monitor Reports handbook, as applicable.

Resolve as many errors and check as many queries as possible then revalidate the return details. Continue to resolve failures and revalidate the return as many times as necessary.

NOTE: All errors must be resolved and all queries must be investigated.

If at any point you wish to hide the list of error and queries, click the Close button located at the top right-hand side of the Validation Errors Summary panel. The list is displayed again when the Create and Validate process is run.

In addition to the Validation Errors Summary, an Errors and Resolutions document is being prepared, which contains a list of all errors/queries that can be generated. Explanations and information on how to resolve the error, or check the query, are also included. The document can help to identify the order in which errors should be corrected. For example, if a UPN is missing, several UPN related errors might be generated. Therefore, adding missing UPNs can resolve several errors.

The Attendance Collection 2016 Validation Errors and Resolutions document can be found on the My Account website (https://myaccount.capita-cs.co.uk) by using the search facility to find PLASC16.

More Information:

Producing Detail Reports on page 23

Producing the Summary Report on page 29

Authorising the Return on page 32

Producing Detail Reports

Detail Reports can be used to check the data stored in SIMS that has been used to create the return. The reports can be produced as soon as the return has been validated.

Each detail report header displays the Security Message (as defined via Tools | Statutory Return Tools | Folder Names and Security Message), the Report Criteria, the Total Pupils and the Fileset ID.

The data in the detail reports is sorted by surname then forename.

Current Pupil/Student Reports

The current pupil/student reports are based on all pupil/students who are on-roll on the reference date. The following reports are available.

Current Pupil Report

This report displays basic data for each pupil/student who has been on-roll during the reporting period.

The report displays the pupil/student name, date of birth, gender, ULN (Secondary schools only) enrolment status, date of entry to current school, part-time indicator, year taught in and pupil/student's home postcode.

Example of a Primary school Current Pupil report:

Example of a Secondary school Current Pupil report:

Current Pupil Attendance Reports

There are three reports that deal with termly attendance at code level:

Attendance Report - Spring Term

Attendance Report - Summer Term

Attendance Report - Autumn Term

The following example displays Spring term attendance at a Primary school:

A fourth report (Attendance Report - Annual) displays the Autumn, Spring then Summer term attendance information in a single report. Totals for the year are displayed in the last line of this report table.

Each of these reports includes the pupil/student's basic details, the Sessions Possible, Sessions Not Required and the number of each Attendance Code recorded during the report term in question.

A table listing all attendance codes and their descriptions is displayed at the bottom of each report.

Leavers Reports

The leavers reports are based on all leavers on the reference date (within the reporting period). The following reports are available:

Leavers Report

This report displays basic data for each pupil/student who has been on-roll during the reporting period but is no longer on-roll.

Included in the report is the pupil/student name, date of birth, gender, ULN (Secondary schools only), leaving date and year taught in.

Example of a Primary school Leavers report:

Example of a Secondary school Leavers report:

The reports are automatically saved in the storage folder specified via Tools | Statutory Return Tools | Folder Names and Security Message.

Leavers Attendance Reports

There are three reports that deal with the leavers' termly attendance at code level:

Attendance Report - Spring Term

Attendance Report - Summer Term

Attendance Report - Autumn Term

The following example displays Spring term leavers at a Primary school:

A fourth report (Attendance Report - Annual) displays the Autumn, Spring then Summer term attendance information in a single report. Totals for the year are displayed in the last line of this report.

Each of these reports includes the pupil/student's basic details, the Sessions Possible, Sessions Not Required and the number of each Attendance Code recorded during the report term in question.

A table listing all attendance codes and their descriptions is displayed at the bottom of each report.

Generating Detail Reports

To generate a single detail report, select the required report from the Detail Reports dropdown list, which is located at the top of the Attendance Collection Return Detail page. The selected report is automatically generated and displayed in your web browser, e.g. Windows Internet Explorer.

To generate several reports, select Multiple Reports... from the bottom of the Detail Reports drop-down list to display the Detail Reports dialog.

By default, all reports are selected. If any report is not required, deselect the associated check box. Click the Report button to generate the selected reports.

The report(s) are displayed in your web browser but can be transferred to a spreadsheet such as Microsoft Excel, if required.

The report(s) are saved automatically in the folder specified via Tools | Statutory Return Tools | Folder Names and Security Message.

The report is saved with a filename that is made up of the following data fields separated by underscores (_):

____.HTML.

Example of a Current Pupil Report file for a Primary school:

6742999_ATP_674XX16_001_On-roll_Detail_Report.HTML

Example of a Current Pupil Report file for a Secondary school:

6744321_ATS_674XX16_001_On-roll_Detail_Report.HTML

More Information:


Transferring Report Data to a Spreadsheet on page 28

Printing a Report from your Web Browser

IMPORTANT NOTE: Any printed reports containing information that could identify a person (e.g. their name, address, UPN, etc.) should be used for validation purposes only and should not be retained. The Security Message (displayed at the top of each report) can be customised to include instructions for the destruction of the printed reports, if required.

1. With the generated report displayed in your web browser, select File | Print to display the Print dialog.

Ensure that the print settings are correct then click the Print button.

Click the Close button on the top right-hand corner of the web page to close the report and return to the census page.

Transferring Report Data to a Spreadsheet

Transferring a report to a spreadsheet application enables the data to be sorted, the column order to be changed, etc.

In your web browser, right-click the report then select the required option, e.g. Export to Microsoft Excel, from the drop-down list.

The spreadsheet contains the same level of sensitive information as the original HTML report from which it was transferred therefore, it is important that the file is saved to a folder with the same level of security.

Deleting Temporary Web Browser Files

It is recommended that, after viewing statutory returns reports, you delete any temporary web browser files to ensure that any cached data (i.e. data stored on the PC itself, which enables high-speed access to previously viewed data) is removed.

This prevents the information, e.g. copies of web pages that are stored in the local cache for faster viewing, remaining on the hard disk of the PC in the temporary directory, where they are not secure because they can still be accessed.

Deleting the cache in Windows Internet Explorer 10

1. Select Tools | Internet options to display the Internet Options dialog.

Select the General tab.

In the Browsing history section, click the Delete... button to display the Delete Browsing History dialog.

Ensure that the Temporary Internet Files and website files check box is selected then click the Delete button.

All temporary files (including any Statutory Returns reports files) that the browser has cached are deleted.

Click the OK button.

Deleting the cache in Windows Internet Explorer 8 and 9

1. Click the Tools button located on the far right-hand side of the toolbar.

Select Internet options from the drop-down list to display the Internet Options dialog.

Select the General tab.

In the Browsing history section, click the Delete... button to display the Delete Browsing History dialog.

Ensure that the Temporary Internet Files check box is selected then click the Delete button.

All temporary files (including any Statutory Returns reports files) that the browser has cached are deleted.

Click the OK button.

Producing the Summary Report

The Summary report enables the accuracy and completeness of the return to be assessed by the school staff involved in preparing the return. It is also useful for the Head Teacher to be able to check the Summary report before authorising the return. The report can be produced, in both English and Welsh, as soon as the return has been created and validated.

The report lists the attendance percentage of possible sessions for pupil/students on-roll and leavers of compulsory school age only. It also displays the actual number of sessions for pupil/students on-roll and leavers of compulsory school age only.

Generating the Summary Report

Select either In English or In Welsh from the Summary dropdown list located at the top of the Attendance Collection Return Detail page. The report is automatically displayed in your web browser, e.g. Windows Internet Explorer, but can be transferred to a spreadsheet such as Microsoft Excel if required.

The report is saved automatically in the folder specified via Tools | Statutory Return Tools | Folder Names and Security Message.

The report is saved with a filename that is made up of the following data fields separated by underscores (_):

_____Summary_Report.HTML.

Example of an English Summary report file for a Primary school:

6742999_ATP_674XX16_001_English_Summary_Report.HTML

Example of a Welsh Summary report file for a Secondary school:

6744321_ATS_674XX16_001_Welsh_Summary_Report.HTML

Example of the Summary report in English:

Example of the Summary report in Welsh:

IMPORTANT NOTE: It is important that the Head Teacher checks all the information on the Summary report before the return is authorised.

More Information:


Printing a Report from your Web Browser on page 28

Transferring Report Data to a Spreadsheet on page 28

Authorising the Return on page 32

Deleting an Unauthorised Return on page 34

Editing an Unauthorised Return

The return details, e.g. Description, Survey Completion Time, etc. can be edited at any time prior to authorisation. Unauthorised returns can be recognised by their .UNA suffix.

NOTE: An authorised Attendance Collection Return cannot be edited. If changes are required to an authorised return, a new return (with a unique description) must be produced in which the changes can be made.

1. Select Routines | Statutory Returns | Attendance Collection to display the Attendance Collection browser.

Double-click the required return file. Alternatively, highlight the required return file then click the Open button to display the Attendance Collection Return Detail page.

The Description can be edited however, it must be unique for each return.

To edit details displayed in the School Information panel, click the School Detail button to display the School Details dialog.

Edit the details as necessary.

Click the Save button, then the OK button to return to the Attendance Collection Return Detail page where the updated details are displayed.

If editing the Survey Completion Time, ensure that the time is entered in whole hours only.

Click the Save button then create and validate the return.

Resolve any errors and check any queries before running the Summary report and detail reports to ensure that the information is now correct.

More Information:


Authorising the Return

The Attendance Collection Return must be authorised before it can be submitted.

Before authorising, you should ensure that all the information collected in the return is correct. All validation errors must be resolved and all validation queries checked. To assist with this process, it is recommended that the detail reports and the Summary report are produced.

IMPORTANT NOTE: Ensure that the Head Teacher is satisfied that the detail reports and the Summary report have been checked, and that all information displayed on these reports is correct before authorising the return.

The reports can then be saved for future reference.

When a return has been authorised, it is no longer possible to edit any of the information on the Attendance Collection Return Detail page. If you authorise the return and subsequently need to make amendments, a new return must be created.

1. Click the Authorise button to authorise the return. The following message is displayed:

Return cannot be edited once authorised. Do you want to continue?

Click the Yes button to display the Head teacher Authorisation dialog.

Select the confirmation check box to confirm that the Head Teacher is satisfied that the Summary and detail reports have been checked and that the return file is ready for upload to your LA/WG.

When the confirmation check box is selected, the Continue button is activated enabling the authorisation process to be completed.

Enter the additional text to be displayed on the authorisation report, if applicable.

Click the Continue button.

When the authorisation process is completed successfully, a message similar to the following is displayed:

Attendance Collection Return 6742999_ATP_674XX16_001.UNA successfully authorised and renamed to XML

Click the OK button to complete the authorisation process.

The suffix of the return file held in the folder specified via Tools | Statutory Return Tools | Folder Names and Security Message is changed from .UNA (unauthorised) to .XML (authorised). This change is also reflected in the Attendance Collection browser.

More Information:

Creating a New Return on page 13


Producing Detail Reports on page 23

Producing the Summary Report on page 29

Submitting the Return File

The Attendance Collection Return file should be transferred to your LA or the Welsh Government in the way requested by your LA. When you wish to transfer the return file, it can be located in the folder specified via Tools | Statutory Return Tools | Folder Names and Security Message.

The return file will be checked using the Welsh Government web tool DEWi. If problems are found, you may be asked to resubmit the return. However, because the submitted return has been authorised, it cannot be edited. Therefore, a new return must be created using the data from the submitted return as a guide, but ensuring that the issues found previously are addressed.

More Information:


Retrieving Authorised Census Return Files

Authorised returns are stored in your Document Management Server (DMS). The Returns Manager can download and run the reports associated with previous authorised returns enabling the data for the current return to be compared with that submitted previously.

1. Select Tools | Statutory Returns Tools | Retrieve Authorised Census Return Files to display the Retrieve Authorised Census Return Files for page.

Select the type of census required from the Return Type drop-down list to display a list of previous returns that match the selected criteria.

By default, the files Download to the folder specified in the census browser. To specify a different folder:

1. Click the Select a Folder button (...) to display a standard Windows Browse For Folder dialog.

Navigate to the location of the required folder then highlight it. If a suitable folder does not exist, click the Make New Folder button then enter a suitable name for the new folder.

IMPORTANT NOTE: Ensure that authorised personnel only have access to the download folder, as the retrieved files contain sensitive information.

For guidance on navigating to files on your local workstation when you are working in a Hosted environment, please contact your System Manager or local Support.

Click the OK button to select or create the folder then return to the Retrieve Authorised Return Files for page where the chosen folder name is displayed in the Download to field.

Highlight the return you wish to retrieve then click the Retrieve Files button.

The authorised return file (i.e. the XML file) and all reports associated with the selected return are downloaded from your DMS to the specified folder. The folder and its contents are then displayed automatically, enabling you to open the required files in your web browser.

The contents of the specified folder can be viewed again by clicking the Folder button adjacent to the Download to field.

Deleting an Unauthorised Return

During the return process, a number of copies of the return may be created, e.g. to track progress. When the return has been authorised successfully, it is advisable to delete any versions of the return that are no longer required. This keeps the number of files in the storage folder and listed in the browser to a minimum, therefore removing confusion and lessening the risk of selecting the wrong return.

The delete routine can be used to remove unwanted returns at any time prior to the relevant return being authorised.

IMPORTANT NOTES: When a return file is deleted, any associated files, e.g. Validation Errors Summary, detail reports, etc. that have been produced are also deleted.

Any return files that have already been authorised cannot be deleted.

1. Select Routines | Statutory Returns | to display the browser.

Click the Search button to ensure that the list of return files is displayed.

Highlight the return file to be deleted then click the Delete button. A message prompts for confirmation that the selected return should be deleted.

Click the Yes button to permanently delete the selected return file and all associated report files.

The deleted return file is removed from the browser and the storage folder, along with any associated reports.

04| Completing the Attendance Collection Return

04| Completing the Attendance Collection Return

34



33

Index

A

access rights5

age at date14

attendance codes10

attendance collection folder

specifying6

authorising the return32

C

checking

return details14

school information15

creating a new return13

creating and validating a return19

D

deleting

an unauthorised return34

temporary web browser files28

detail reports23

generating27

specifying security message8

transferring to a spreadsheet28

E

editing

an unauthorised return31

return details14

school details15

entering

completion times17

errors

resolving20

exporting

the return file to the LA33

N

new return

starting the process13

P

panels

return details14

school information15

survey completion time17

permissions5

preparing

checking data9

configuring the return folder6

minimum version of SIMS6

permissions5

specifying the security message8

the return process4

printing

reports28

validation errors summary20

producing

detail reports23

summary report29

Q

queries

checking20

R

reporting

deleting temporary files28

reports

detail reports23

current pupil24

generating27

leavers25

summary report29

resolving

validation errors and queries20

return details

age at date14

checking/editing14

return file

submission dates1

transferring to the LA33

S

school information

checking/editing15

security

deleting temporary files28

location of return storage folder6

security message for reports8

sending


setting up

return file storage folder6

specifying

return file storage folder6

submitting the return file33

dates1

summary report

printing28

producing29

survey completion time

entering17

T

temporary web browser files

deleting28

transferring

detail report to a spreadsheet28


U

unauthorised return

deleting34

editing31

V

validating and creating a return19

resolving validation errors20


35

36



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