Data Management Schedule for Autumn Term 2010 - Primary Phase

Service Sector:	VT Four S
Target Audience:	All Headteachers
Type of School:	Nursery, First, Infant, Junior, Primary, Short stay school, Special
Date:	07/21/2010	Reference:	10/FS/151
Information Category:	Information	Respond /Action by:

Summary:

This bulletin is to inform you of the Data Management schedule for the Autumn Term 2010. Please ensure this information is disseminated to all relevant staff (as indicated).

Document Contents:

We begin this Bulletin by thanking you for all your efforts over the past school year and acknowledging the need for a consistent and high level of communication. We would ask that you please be pro-active in ensuring you are receiving and reading all relevant Bulletins and, where applicable, emails being sent to schools. There is a need to have in place the necessary communications plans that allow data administrators to receive and pass on the detail around information management across the whole school.

If you are not receiving a weekly reminder with a hyperlink to the Schools Bulletin and would like to, please contact the authority on schoolsbulletin@surreycc.gov.uk and request you be included.

Year Planner (Administrative Staff)
We are in the process of producing the 2010/11 Management Information Year Planner. This will be mailed out to all schools at the end of August as usual in order to be with you at the beginning of term. The Planner will arrive in a cardboard tube – please keep your eye out for it as we understand these are sought after!

Please note the dates provided for each return are deadline dates – returns will always be accepted prior to deadlines, but we would ask for your support and assistance in meeting these dates.

School Census (Headteacher, Administrative Staff and IMS Coordinator)
The DFE School Census guidance notes are available for download on the Four S ICT Data Management website. These contain specific details of the data items to be collected each term.

Autumn Census (October)

all pupils on the register on census day
any additional pupils subject to any type of exclusion in the Spring Term 10
any additional pupils who attended the school in the previous term

The Autumn Census count day is Thursday 7 October 2010. DFE will, once again, be implementing a ‘staging’ approach to COLLECT access as this proved successful in reducing performance issues last term. Details of the schedule will not be provided until the end of term, so we will be writing to you again early in September to confirm exact timings. However, we would expect all school files to be uploaded to COLLECT by no later than Tuesday 12 October 2010.

As always, individual pupil data is included in these termly returns, so please ensure all relevant data for these pupils is updated on an event-driven basis.
School Workforce Census – All schools – Autumn 2010 (Headteacher and Administrative Staff)
As you are aware the Workforce Census is now an annual collection. Count day is Thursday 4 November 2010. As yet we have not been informed by the DFE if there will be a staging process for COLLECT but will notify you nearer the time. All school files will be required onto COLLECT by no later than Tuesday 9 November 2010. Notes are available for download on the Four S ICT Data Management website.

B2B Update of Pupil Data (Headteacher and Administrative Staff)
Please check the B2B task log on a regular basis to ensure B2B is still functioning properly in your school – this is particularly important at the beginning of the term as some schools do ‘shut down’ systems at the end of term. This direct connectivity ensures the central Education Management System (EMS) continues to be updated for services working directly with individual children and schools in general.

If you are unsure how to check the task log, notes are available on the Four S ICT Data Management website, or you can contact the service desk on 0800 073 4444 option 1, option 1.

Performance Indicators in Primary Schools - PIPS (Assessment Coordinator, Administrative Staff and Class Teachers)
There is no data collection carried out by the authority. All Schools with Yr3 pupils have been registered for PIPs and should receive all the necessary paperwork early in September. Schools submit test papers to Durham University and analysis will be returned directly to schools later in the autumn term. Your Assessment Coordinator should be aware of the details for this.

We make use of your School Census file to supply Durham University with a Year 3 pupil-level file, which saves you from having to undertake this task. Therefore, we do need your support in making a prompt return, as any delay will subsequently affect the return date of analysed PIPs data back to you in school.

Schools need only to identify students on the test papers for matching purposes, i.e. Surname, Forename, LA, School number and the Class name. Please remember UPNs should only be transferred electronically and these will be included in the file we send to Durham on your behalf. UPN identifiers make for easy import into your systems once the analysis is returned to you.

Termly School Bases Update (Headteacher and Administrative Staff)
This is a termly event to ensure accurate information is available throughout the year. Information on your School details, including Headteacher name, contained in EMS provides the basis of the data used throughout the county and is also published in the list of schools on the SCC public website.

Details will be available on the Four S website under ICT Data Management. A nil return is required. Nil returns can be submitted via the Four S website.

Strategic Information (Headteacher and Administrative Staff)
Strategic Information is under review by senior management within Surrey. Updates will be posted on the Four S website STOP PRESS.

2010 (for 2012) School Targets (Headteacher, Chair of Governors and Administrative Staff)
Schools will have received details of the FFT Live website for accessing all target setting data.

The collection of 2010 School Targets remains automated with all details available on the Four S website under ICT Data Management by no later than October half term, and earlier if at all possible. The Excel Workbook requires pupil numbers to be entered – the percentages for assessment targets are then calculated for you. You will also require a whole school Absence Target percentage.

Returns should be made to Four S, via WebXchange, by no later than Friday 19 November 2010. Please ensure the required Governors’ meeting to agree school targets has been set to meet this deadline.

Monthly Finance Reconciliation (Headteacher and Administrative Staff)
All schools are now returning monthly FINU81a forms electronically via WebXchange for automatic reconciliation into SAP, the County’s financial system. This process has reduced the need for double input and has resulted in more accurate figures being reported. Please check the 2010/2011 Year Planner for deadline dates.

For schools not using SIMS FMS, there is a spreadsheet available for use to enable this electronic transfer to take place.

Information Management Seminars (Headteacher and Administrative Staff)
There will be two seminars held next term. The first will be on Tuesday 23 November 2010 at Epsom Downs Racecourse 9:30 – 12:30. A second seminar will be held the following day 24 November 2010 at Kempton Park Racecourse 9:30 – 12:30.

The final programme and course booking details will be sent out in the Autumn Term. Please note there is no additional charge for these seminars as it is part of the SDA with Surrey. In the meantime, if you have any queries about the seminars or would like to suggest items for the programme, please email admin.trainers@vtplc.com.

Contact Name :	Teresa Scoble, Data Management Team Leader, VT Four S	Creation Date :	07/21/2010
Tel :	0800 073 4444	Published On :	07/20/2010
Fax :	01372 834000	For Academic Year :	2009/10
Email :	Teresa.scoble@vtplc.com	Retention Date :
Postal Address :	VT Four S Head Office and Development Centre, Bay Tree Avenue, Kingston Road, Leatherhead KT22 7UE