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AGENDA Statutory Returns Statutory Assessments SIMS End of Year GDPR Update SIMS Software Update Performance Summary

Statutory Returns 2019 Jonathan Howells

SIMS Version Before you can start the Summer Census you will need to have upgraded to the SIMS Spring release Version 7.186 If you are not sure if SIMS has been upgraded - in SIMS Select Help\About SIMS.Net

Changes to the Summer Census There are NO new data items in the Summer Census for 2019 There is one changed data:- SEN Need Type of 'Visual Impairment' becomes 'Vision Impairment'

Collection Dates Summer 2019 School Census Collection Dates Summer 2019

Collection Dates The Census Reference Date is set to 16/05/2019

Attendance Data – Primary \ Special \PRU Attendance is collected for the previous term for all Schools

Exclusions Data Exclusions are collected for two Terms previous

Free School Meal Data Eligibility for FSM is collected for the day after the previous Census up to and including the day of the current Census

DfE Validation Files A “base” XSL file, used for validation and the creation of the Census Summary files, has been included in the Spring 2019 release. An updated fileset will be provided and we will advise when this becomes available. This will need to be imported manually into SIMS.

DfE Validation Files The latest Fileset is 1202 This is now available to download from our website www.pennineeducation.co.uk under the Documentation\Files tab OR From the Pennine Portal on First Class for Oldham Schools

Dry Run We would like to encourage all schools to complete a Dry Run as soon as possible, so that any Issues or Errors can be resolved in advance of the Census. Fileset 1202 will be made available to download from our website with instructions on how to import into SIMS. Census Notes will be available to download from our website tomorrow. Password to download files from the website is: Summer2019

Pupil Premium Calculated from January 2019 Spring Census REMINDER Files are produced by the DfE that can be imported into SIMS to update this information. Files are made available in June\July from the Key To success Website. We will monitor this and advise when they are available We would highly recommend that everyone does this. Your SIMS system will then accurately reflect who you are receiving Pupil Premium for in the Financial Year 2019/20

Statutory Assessments

Statutory Assessments EYFS Phonics Year 1 Phonics Year 2 Key Stage 1 Key Stage 2

Statutory Assessments EYFS - No changes Year 1 Phonics – No changes – Date Threshold mark Released 24th June Year 2 Phonics – No change

Statutory Returns Key Stage 1 There are changes to Key Stage 1 this year. These changes are as follows: Introduction of new Key Stage Standards There are additional grades available to select this year in English reading, writing and Maths • Standard 4 • Standard 3 • Standard 2 • Standard 1

Statutory Returns Key Stage 1 P Scales The P scales have also changed from last year and you can select P1 to P4. Different P scale options are available for different subjects.

Statutory Assessment Key Stage 2 There are changes to Key Stage 2 this year. These changes are as follows: Introduction of new Key Stage Standards Schools are no longer required to make statutory Teacher Assessments judgements in English Reading and Maths

Statutory Assessments Key Stage 2 Grades available for selection in this year are : • Standard 6 (working at the KS expected standard) • Standard 5 (working towards the KS expected standard) • Standard 4 • Standard 3 • Standard 2 • Standard 1

Statutory Assessments Key Stage 2 P Scales The P scales have also changed from last year and you can select P1 to P4. Different P scale options are available for different subjects.

SIMS End of Year Jonathan Howells

SIMS End of Year You MUST complete the creation of the New Academic Year and Pupil Promotion Routines BEFORE 01/09/2019

End of Year Capita Advice As many of you know, giving pupils dates of admissions and/or dates of leaving during school holidays is very likely to trigger validation failures within the School Census. I have asked the DfE about this and they have confirmed that both dates of admissions and dates of leaving should be dates when the pupil could attend. With the above, we recommend that dates of admission and dates of leaving should not be during school holidays or on staff INSET days. Perhaps the most important implication is that setting the leaving date for pupils to the 31st August is very inadvisable and will almost certainly trigger validation failures.

End of Year Oldham Councils Dates:- Year 6 Leaving Dates - Last day of Term Other Year Leavers - Last Day of Term Academic Year Start Date – First Day School is Open including INSET Days Admission Date - The first day the pupils are expected in school

End of Year Example: Pupils start back to school on Wednesday 4th September Monday 2nd and Tuesday 3rd are INSET Days so the Academic year would start on Monday 2nd September Admission date for your New Intake, and any new starters would be Wednesday 4th September, as that is the first day pupils could attend school

End of Year – National Curriculum Years National Curriculum Years – Nursery Pupils N1 and N2 – Some schools have the Nursery set up with one Nursery Year Group in SIMS with both N1 and N2 Pupils in the one group. Although this does not cause any issues e.g. The Census, as it uses DOB for Nursery Pupils, we would highly recommend that you create N1 and N2 Year groups as it will make analysis and Academic Promotion easier. If you would like to discuss this, or need any assistance please log a call with the Helpdesk.

End of Year – National Curriculum Years National Curriculum Years – Nursery Pupils E1 and E2 – Last year some schools needed the E1 and E2 set up on their SIMS system as they were taking “Early Years” Nursey E1 - 01/09/2018 – 31/08/2019 E2 - 01/09/2017 – 31/08/2018 ---------------------------------------- N1 - 01/09/2016 – 31/08/2017 N2 - 01/09/2015 – 31/08/2016 ---------------------------------------- R - 01/09/2014 – 31/08/2015 If you would like to discuss this, or need any assistance please log a call with the Helpdesk

End of Year Training We will be running two ½ Day Courses on 26th & 27th of June covering the End of Year for £85.00 Or If you wish to purchase this as a Managed Service we will assist with the End of Year procedures, on-site, for £150.00

GDPR UPDATE

GDPR New functionality within SIMS to Support GDPR:- Delete Unlinked Person records Delete All Student Data Improvements to the Staff Deletion

GDPR Delete Unlinked Person Records Unlinked persons can now be deleted from SIMS. These may be applicants, agents, pupils or other individuals whose historical personal data should no longer be retained in line with GDPR guidelines

GDPR Delete All Student Data The Delete All Pupil Data option has been added to the Bulk Delete Pupil data routine. This gives two options:- You no longer need to select all the data areas you wish to delete individually Gives the ability to totally remove pupil records from the SIMS in bulk These options should only be used to delete data in line with your own schools data retention policy and can only be applied to Pupils who have left the school a minimum of four Academic Years ago

GDPR Remember it is possible to prevent specific students’ data being deleted via the bulk routine:- A protect from Bulk Data Deletion check box located on the student record Protect from Bulk Data deletion located in the Bulk Update area

GDPR SIMS System Manager Please note that unused user logins in SIMS System Manager can be deleted via Focus | System Manager | Manage Users. If a member of staff has data recorded about them in any other area(s) of SIMS, it will continue to be impossible to delete the member of staff.

GDPR Enhancement to Delete Staff Records Routine The delete staff routine was originally intended as a means of deleting a member of staff from SIMS who had been recorded in error and therefore had no links to other areas of SIMS To assist schools in being GDPR compliant, the rules to determine whether a member of staff can be deleted have been relaxed

GDPR To assist with GDPR requirements you are now able to Anonymise staff leavers records which are exported into FMS. This is only relevant for schools which use the Personnel links integrating contracts from Sims into FMS Under Tools/Setups/School Options/GDPR panel

GDPR Data Deletion IMPORTANT REMINDER With the removal of the following data items from the school Census: Nationality Country of Birth Proficiency in English Schools must no longer request this information from parents, or retain the data within their system, for purpose of transmitting to the DfE via the school census

GDPR A Significant number of schools have yet to request the patches to delete the data or advise that it is being retained by school Nationality – Patch 24433 Country of Birth – Patch 24372 Proficiency in English – Patch 24423

GDPR Some schools who requested the patches have not yet applied them. If you have applied latest SIMS upgrade V7.186 and not applied the patches then you will need to request them again as they will not run after the SIMS Upgrade We will send a reminder email for schools which will include a link to submit a form on the website requesting these patches.

Sims Software Update

Sims Technical Update We have been advised by Capita that support for Server 2008 R2 will terminate when the Spring 2020 upgrade is released in March 2020. We are waiting for further confirmation of this information to come out in the next week or so from Capita. We wanted to inform schools as they will have to consider the budget implications of replacing the server. I would recommend that schools speak to their Technical and Finance Team in this connection. Once confirmation of this has been received we will email out to all schools.  

Sims Spring Upgrade CTF Issue An email was sent out with regard to the CTF issue. To clarify: SIMS Spring 2019 Database Patch 24836 has been made available via Solus and addresses a CTF issue identified with the SIMS 7 Spring 2019 Release 7.186 which has been raised by one school.  Once the SIMS Spring 2019 Release is applied please also apply Patch 24836 to prevent this potential CTF issue.   For schools that have upgraded to Sims Spring Release you must apply patch 24836 before any ctf’s are imported or exported.  For schools that have not upgraded to Sims Spring Release please upgrade and apply the patch 24836 before any ctf’s are imported or exported.  For schools that have upgraded and have imported a ctf  before applying this patch please log a call with the helpdesk as we will need to run a diagnostic script on your Sims Data.  If you have any questions in this connection please do not hesitate to contact us.

Software Update The Assessment Manager and Performance Analysis Resource Kit (AMPARK) provides a set of resources for use with SIMS Assessment. This kit has been updated for the SIMS 2018 Spring Release.

Software Update Amendments to the Service Term - SWR Post Lookup Values Tools | Lookups | Maintain To accommodate changes for the School Workforce Census 2019 Return, the following codes have been added to the Service Term - SWR Post lookup. APP - Apprentice Teacher LNT - Leadership Non Teacher. This ensures that apprentice teachers and leadership non- teachers can now be assigned separately, rather than being classified as SUP - Support Staff.

Software Update Behaviour Management Linking Notes and Documents to Behaviour Incidents Focus | Behaviour Management | Maintain Behaviour Incidents It is now possible to link notes and documents to a behaviour incident via the Behaviour Incident Notes/Documents panel. Viewing the Status of a Behaviour Incident It is now possible to review changes made to the status of a behaviour incident by clicking the Change Log button in the Details panel of the Behaviour Incident Details page. Selecting Multiple Bullying Types in an Individual Behaviour Incident To enable more in-depth reporting on bullying concerns, it is now possible to select more than one type of bullying in an individual behaviour incident.

Software Update Enhancements to Conduct Browsers Focus | Behaviour Management | Maintain Achievements Focus | Behaviour Management | Maintain Behaviour Incidents Focus | Behaviour Management | Maintain Detentions It is now possible to view the names of pupils who are associated with an achievement, behaviour incident or a detention via the Students Involved panel on the right-hand side of the browsers

Software Update - FMS Consistent Financial Reporting All the CFR reports have been updated to display the correct financial year. Expenditure E28 Bought-in professional services – other has been split in 2018/19 as follows: E28a : Bought-in professional services – other (except PFI) E28b : Bought-in professional services – other (PFI). On upgrade, all ledger codes mapped to E28 are mapped to E28a automatically. Where schools have a requirement to record expenditure against E28b, they should seek guidance from their LA support with regards to any additional ledger codes that will be required and the recording of any transactions. Additionally, all validations have been updated in line with recent DfE specification updates.

Software Update - FMS Provision of the Payment Analysis Report (Prompt Payments) Reports | Accounts Payable | Supplier Analysis | Payment Analysis In conjunction with the Small Business, Enterprise and Employment Act 2015, UK companies must submit a report on a half-yearly basis detailing their payment practices, policies and performance for financial years beginning on or after 6 April 2017. To enable large Academies and Independent schools to comply with this requirement, the Payment Analysis report has been provided.

Software Update - FMS National Insurance 2019/2020 An email with instructions has been sent out for the new National Insurance Rates to be added to Sims. Anonymising Staff Data in FMS Tools | Setups | School Options in Sims To assist schools in being GDPR compliant and to retain the integrity of the salary related financial data held in FMS, where Personnel Links are in use and the option to exclude staff leavers from the salary extract has been selected in SIMS, excluded staff data will be substituted for anonymised data in FMS.

Software Update- FMS Making Tax Digital I have sent out emails with regard to making tax digital in connection with Vat returns. The last email requires action by Academies, Trusts and Independent Schools. Local Authority schools that send the Vat Return to the local Authority will be able to send this electronically in XML or Excel output . This functionality will be available from Summer 2019

Software Update - FMS Schools that are using BACS Email Remittance Advices which are emailed through First Class As you change your password in First Class you will also need to change it in FMS Instructions on how to change the password for Bacs e advices are on the website and in the Pennine Portal and have emailed to schools

Accreditation 2019 We are currently going through the process of renewing our SIMS Accreditation. As customers, you will all be asked to complete a Customer Satisfaction Survey on the Service that you receive from us. As this is a major part of the accreditation process, we would like to ask if you would all take 5 minutes to complete the survey as we need as many schools to respond as possible. We will send you an email prior to the survey to warn you that it is imminent. As we had the best response rate in the country on our last Accreditation we would like to match this response or improve on it but need your help.

Training Schedule The Summer Training Schedule is now available on the website. To book a place please submit a form on the training page Please email us with any specific requests for training

Training Course Introduction to Power BI 3rd July – Half Day Have you heard of Power BI yet? IT IS FREE!!!!! Power BI is a powerful analysis tool to easily create graphs and visualisation from your SIMS data. Capita have released some batch files and reports that make the process of exporting from SIMS into Power BI much easier. Even allowing for a degree of automation so reports are updated on a nightly basis. Demonstration: https://app.powerbi.com/view?r=eyJrIjoiZmI4ODE1ZDktYWNiNS00Njg0LTg zZDMtMjZiMGE2NDRkNTU3IiwidCI6IjFlZGFhZDgzLWIyZWYtNDgzZC04MWY xLTJjNDg2ODJmNDBlYyIsImMiOjh9  

Training Course We have introduced a new course for staff that are new to Key Stage. Key Stage Entry We are putting this course on 12th June. It is half a day and costs £85.00 + Vat Assists with the completion and understanding of all the marksheets and individual reports for: EYFS Phonics Year 1 and 2 KS1 and Key Stage 2 Will show how to export marksheet for teachers to complete and then how to import them.

Training Course Advanced reporting- PRIMARY/SECONDARY For those people who are proficient in reporting we are going to offer an Advanced Reporting in the Autumn Term which will involve reports in Excel by creating customised templates, using macros and pre-populated formulas etc. and Power BI. It will be a full day course costing £135.00 + Vat and will be particularly useful to, not only single schools but Multi Academy Trusts for consolidated reporting. Please email ayaseen@pennineeducation.co.uk if you would be interested in this course

Training Schedule Cluster Training We are happy to offer cluster training, to any group of schools Training Pathway on website Recommended training programme for New starters is available on the website and in the Pennine Portal.

Performance Summery Helpdesk Statistics from 1.1.2019 to 31.03.2019 No. of Calls Logged = 840 No. of Calls Logged Resolved within SLA Agreement =100 % No. of Calls Resolved on First Contact = 98.4% We hope you are happy with the service you are receiving. If you have any comments, or you think we can do something better please email: esmith@pennineeducation.co.uk.

Helpdesk Calls Did You know? In the E mails you get from Freshdesk, our Helpdesk software, there are links to your call details. By clicking on the link you can see all details of the call, including any updates and comments.

CONTACT INFORMATION Telephone Office\ General Enquires : 0161 684 2320 Helpdesk: 0333 999 7185 Email Addresses support@pennineeducation.co.uk info@pennineeducation.co.uk

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