SWC Spring 2010 Application Version 1.0 1

SWC Spring 2010 Select Folder 2

You will need Statutory Returns and Personnel Officer permissions to run the School Workforce Return application 3

Click School Workforce Census 4

Ensure that the Spring Term is specified 5

Click the three dots to change the folder as necessary. 6

The normal Browse for Folder appears and you can create a new folder as necessary 7

It is very important to select a folder that is available to all users who will be involved with the Return, … but that folder must be secure as it will hold staff details. 8

IMPORTANT NOTE: Due to the sensitive nature of some of the data stored in SIMS.net, careful consideration should be given when specifying the location of any folder into which you save sensitive data, e.g. census returns. You should be mindful of your school's responsibilities with respect to information security. Consider which users have access to the chosen folder, especially if the folder is shared on a Server. The DCSF recommends ISO27001 as the standard for information security, a copy of which can be found at If you are in any doubt, you should consult with your IT Security Officer before proceeding. 9

SWC Spring 2010 Security Message 10

New Feature Security Message This can now be added/edited by the user and will be printed at the top of the Validation Report and each of the Detail Reports. 11

This is the default message, but this can be added to or edited 12

Click Search 13

This indicates that changes to the security message have been saved 14

SWC Spring 2010 Add a Return 15

Click Search to list Returns that have already been worked on 16

One dry run has already taken place 17

Click New for another dry run 18

The Census Date is the reference date for all snapshot information and you would need permission from your LA/DCSF to change it. 19

This is a dry run so you can change the description to indicate this 20

The date span for the collection of absence information is shown, but cannot be edited. 21

The date span for the collection of attendance information is shown, but cannot be edited The date span for the collection of continuous contract information is shown, but cannot be edited. 22

It a good idea to save the file with this revised description. 23

Click the relevant shortcut to navigate the panels 24

The School Information has been taken from SIMS, but you can click School Details to jump to the relevant section and adjust as necessary 25

If the Links panel appears you can remove it by clicking here 26

If you make a change, don’t forget to save before you close the Window 27

Click OK to close the Window 28

Click Calculate All Details to populate Absence on Census Day panel 29

In fact, as only the Absence on Census Day panel is calculated, you can recalculate without removing entries from other panels 30

Click to move to Absence on Census Day panel 31

Absent on Census Day has been populated from Personnel 7, but can also be typed in directly. 32

Click to move to the Vacancies panel 33

34 New Feature Vacancy Subject “Not Applicable” is now available for Head Teacher, Assistant Head and Deputy Head.

Personnel 7 does not hold vacancy information so this must be entered manually Click New to add a vacancy 35

Choose a Post Name for the vacancy 36

Choose a General Subject for the vacancy. In a Primary School this will be Primary Curriculum 37

Tenure can be Full Time or Part Time 38

Has the vacancy been filled temporarily? 39

Has the vacancy been advertised?

Click to move to the Occasional Teachers Information panel

The software no longer attempts to collect this information from Personnel 7, so it must be entered directly.

Click to move to the Third Party Count panel

The DCSF doesn’t expect schools to store third party staff information in their MIS, so this information is entered as a count for each role. If third party staff have more than one role, each of their roles should be included in the count.

Click new to add one or more roles

You can add all the roles you need at this point, but if you forget some you can always come back and add more later.

Click add to move the role(s) from Available to Selected

Click Update to make use of the selections

Add the number of third party staff undertaking each of the roles

You should save before you move on to creating and validating the XML Return file

The information has been saved successfully

SWC Spring 2010 Create & Validate 53

Click to create the XML Return file and to run DCSF validation across the file.

This indicates that creation and validation of the Return file is taking place.

56 You can drag the divider upwards to show more of the problems.

57 If it is getting in the way you can drag it to the bottom of the screen

Click here to get a list of the errors/queries that have been generated and to select a particular error/query to use as a filter. 58

59

60 It is no longer necessary to click Search to get your choice applied

You can move back to seeing all of the Validation Summary

New Feature Print becomes Report Output is now sent to the browser as HTML rather than as a direct print – this should make it easier to store the information and/or move to other office applications.

The XML Return file has been created and the DCSF XSL file has been run across it to validate the content. Click Report to…

We recommend printing to get full details of the issues and then use the screen display to jump to the relevant issues

The content can also be copied to other office applications, e.g. a spreadsheet. However, you should be careful where you save such information as it should be kept secure. We suggest you save them in the same folder as the Return file.

Once the information is in an office application it can be formatted, ordered and filtered as much as you find helpful.

Click to look into this Ethnicity error

This looks OK but if we click the drop down we will be able to see the problem

The red text indicates that an inactive lookup is linked to the workforce member

We should select the equivalent active lookup

Don’t forget to save

It is a good idea to close as soon as you have saved

Changes will not be taken into account in validation unless you click validate again

76 If you jump to a place to deal with an issue, don’t forget to save the change. If you make a change in SIMS that is part of the Absence of Census Day calculation, don’t forget to recalculate the panel and save those changes. If you make a change in a panel don’t forget to save the change. If you want changes reflected in the Return don’t forget to Create & Validate.

SWC Spring 2010 Detail Reports 77

Click the drop down to get the choice of Detailed Reports

New Features Detail Reports User can now select as many of the reports as they wish in one go. A security message can be set up and included for each report. Criteria used for report is included at the top of each report.

We can still select individual reports, but we will look at the new “Print All Reports” functionality.

We can untick all the reports we don’t want output, but in this case we want them output so we leave them all ticked. Click to create the reports

New Feature Detail Reports New report added to show which sections have been included for each member of the workforce

SWC Spring 2010 Authorise 90

Authorise changes the file extension to XML which can then be uploaded to COLLECT It is OK to Authorise a Return with validation warnings, but errors should be cleared with the LA or DCSF

Authorised Returns cannot be edited, but it is possible to copy them if you have to resubmit.

SWC Spring 2010 Copy 93

Click to see a list of all the returns.

This Return hasn’t been Authorised so its extension is still UNA

The Copy functionality has been provided, but it will only be helpful if you have entered information in the panels. You will still have to click on Create & Validate to produce the Return file itself.

SWC Spring 2010 Files 97

It is easy to identify the files belonging to a particular Return as they share the same name at the start.

Thank you for your time 99