School Workforce census: Steps in your Management Info. System… START HERE: Load/Review/ Update all School Workforce (SWF) data in school’s Management Information System (MIS) (e.g. contract changes, ended contracts, leavers, new starters, new contracts, promotions, absences, changes to roles, hours & pay changes, additional payments and allowances, Re-visit choice of Post, changes to Qualified Teacher Status / HLTA status, qualifications gained above A Level, etc.) during school year on an on-going basis as changes occur. School to upload return to COLLECT, as shown in the next Collect flowchart, using our LA SWF ‘Process’ guide that covers: above and checking return to see that each module has suitable count of records, running the 2 COLLECT “Missing …” reports and resolving any COLLECT Errors (in MIS), resolving (or adding acceptable notes to) any Queries (all resolutions to be done in MIS so will also involve repeating this MIS flowchart again) then, once all is ok, explains school must sign off return in COLLECT using ‘submit’ button, so that LA can ‘Approve’ & DfE ‘Authorise’: this box is all covered over page & in more detail in our LA step-by-step ‘Process’: (published on WebFronter* near 17 th Oct 2014). Partial validation of SWF return data is done by the MIS: resolve appropriately the errors & queries found by your MIS (and any missing contracts if your MIS can find these too) (Although a few of your queries might not be resolvable – and will need notes on Collect later – almost all queries can and must be resolved suitably, but see WebFronter* for “Common Errors And Solutions” guide + “Breaking News” on any errors to ignore e.g Call for support if unsure ( ). In parallel with this: upgrade MIS if necessary. (familiarisation site allows early tests/dry run until Oct half term break)… then on census day: capture and load the census day specific SWF School-Level (headcounts per group) data and any teacher vacancies (including temporarily covered vacancies) (so no errors /queries shown by MIS). Even if no issues found here by the MIS, later (over page) the COLLECT checks might find some Resolve missing data, Errors and resolvable Queries appropriately in your MIS. Generate Return from MIS using steps of this flow chart below Note that HR/admin staff working on this return may choose to check data and ‘authorise’ return in MIS themselves, rather than involve (at this early checking stage) the leadership team/Head for authorisation & checking below, then involve head/etc. to check summary just once when all COLLECT issues are resolved. NO YES (MIS found no issues) Create SWF School Summary (from MIS SWF section) Check SWF school summary figures yourself for any obvious issues (no absence, etc) (note total staff will include the required leavers too) without involving the leadership team at this early stage of checks (we advise head’s checking done after Collect checks over page) Your MIS should be able to make a SWF school summary file (tables A to Q) as well as the separate SWF return XML file. There are some checks that even someone who does not know your school can do in only a minute: see our ‘9 quick checks’ 1 page doc on webfronter *. DfE guidance on checking a SWF return using your latest School Workforce (SWF) School Summary has not been published by DfE in recent years but if the DfE do publish advice then we will send it to schools and put that on WebFronter* too. Do school summary figures seem right to you? NO “Authorise” in MIS – Although Head teacher’s approval step ought to occur here (i.e. each & every time a return is “Authorised” in MIS), if Head wishes, their approval of SWF return and their check of the summary to instead occur only once (at end of all the Collect checks), then instead involve the Head later (just before pushing the ‘submit’ button in Collect, near end of the next page).., Start the Collect Flowchart (over page) YES Does MIS think data is OK? Only start here if coming back from Collect Flowchart (on next page) e.g. refer to our “On-going Preparations…” guide + our “Autumn term actions needed by school” document (both can be downloaded from our WebFronter* SWF page) for more details. Check latest ‘Privacy Notice’ is in school’s new starter pack so new staff always get one). Flowchart Page 1 of 2 e.g. use our form on WebFronter* to capture suitable staff list for headcount part of return. at least by doing the ‘9 quick checks’ doc in webfronter* * WebFronter\TowerHamlets\dataandstatistics\ then census in menu at top then SWF census in left menu.

…then, the steps in DfE’s COLLECT Live/Familiarisation web system: Flowchart file version :45 as PPT-PPS Head teacher to check & approve school’s latest SWF14 school summary (ensuring it is for most recent version of return) now (if Head chose to not be involved in SWF process until after all COLLECT checks done). Go to Collect LIVE and Log in and chose correct collection: School Workforce… 2014 Users of Internet Explorer version 8 or later (IE8+) should use ‘compatibility mode’ (e.g. turn compatibility mode/view ‘on’ if a Collect button seems to not work). School must to use the “submit return” button in COLLECT to sign-off that return once it has complete and accurate data in each module, has no Collect errors, has no resolvable Collect queries (checked using the LA SWF Collect Process guidance document), has no missing contracts/ payments, has suitable notes on irresolvable queries and once head has approved all figures on school summary – this will “submit” the return for LA to run credibility checks on & ‘Approve’, then DFE ‘Authorise’. Use Collect “All Errors” button to view errors/queries (you may have several pages of them in Collect even if your return had no errors & no queries in your MIS. Upload (or re-upload & overwrite) latest return (‘…SW3…’ file), wait until Collect says return is “…queued awaiting validation…” Press OK, Log off from Collect and immediately log back in (choosing ‘workforce 14’ again). Data OK ? Solved list in “All Errors” (button) Resolve all errors, missing data and queries back in MIS (and repeat whole MIS flowchart process, to get revised new return on to COLLECT & check it) Ensure in Collect the count of School Workforce members is not larger than the count of Contracts in COLLECT NO YES If it is ok, (or if you can’t tell who’s missing) wait until this latest return has been on Collect overnight… Run Collect reports: ‘Missing contracts’ & ‘Missing …payments’ Any staff seen on either overnight report, must be investigated in the MIS and resolved so that current staff all have pay AND all SWF members including anyone who left (during either current or previous academic year) have a contract record being exported in the SWF return. ‘contract details’ type report in MIS may quickly find those with no contract. On WebFronter we have a guide on finding & fixing ‘Missing Contracts’ Any missing records or pay issues or any Missing Contracts (in school summary / ‘Missing…’ reports / if number of records in a relevant module is wrong) Only if the Head is happy with the figures in the final school summary and there are no missing contracts and no errors/resolvable queries nor any other collect issues to be corrected then: Add suitable notes (remember to ‘create’ after typing) on only irresolvable queries, strictly in the errors list (and referring to any LA ‘Acceptable notes’ advice if published this year).. Log off Collect, wait some time*, Log into Collect LIVE, chose School Workforce 2014 collection again (if needed get IE8+ into ‘compatibility mode’). (*immediately for first of these check-backs, then after 15min for any second check back, then approximately hourly if status of return is still “awaiting validation” on checking-back) Does return status say ‘…Validated’ yet? NO YES NO YES Check back periodically logging off & on again) Open Return in COLLECT (if necessary in ‘compatibility mode’ for IE8+ users) check each module on grey menu for suitable number of records in each of the relevant Collect modules – e.g. refer to our “Collect Modules” guide on WebFronter. Sorry, go back to green ‘start’ box of MIS flowchart (previous page) Flowchart Page 2 of 2 If you can see who or what is missing… If any issues found by the Head Start here if coming from the MIS steps flowchart (on previous page/slide)