Oxfordshire County Council Schools Forum 12 December 2013 Implementation of New MIS System for Schools - Update

Transcription

1 Oxfordshire County Council Schools Forum 12 December 2013 Implementation of New MIS System for Schools - Update Settings Sector Academies Foundation Stage Maintained Schools Primary PVI Nurseries Secondary Special Schools Special Local Authority 16+ Schools Forum High Needs 1. Item for Information 2. Purpose of Report To provide Schools Forum with information and an update on the Management Information System (MIS) Implementation Project. 3. Recommendation/Actions/Decisions for Schools Forum Schools Forum is recommended to note this report. 4. Main Report Paper 8b 4.1 Further update to Paper 8a Implementation of New MIS System for Schools - 6 June All Oxfordshire schools SIMS.net data was successfully migrated from the Oxfordshire County Council (OCC) Central Data Centre onto schools selected MIS systems and their selected hosting environments within the timescales of the project. 4.3 All secondary schools were migrated and environments tested in good time in order to complete both A level and GCSE Exam downloads in a stable and supported environment. 4.4 All schools successfully submitted the School Census return on 16 May CEF Data Analysis reported that the End of Key Stage Early Years Foundation Stage, Year 1 Phonics, Key Stage 1 and Key Stage 2 returns were returned inconsistently and, in some cases, the returns were late for After investigation of what the problems were, CEF have commissioned the Schools Support Team to manage the End of Key Stage return process for Page 1 of 7

2 4.6 All schools successfully submitted the School Workforce Census return in November Oxfordshire Pupil Tracking (OPT) There were delays for the primary and nursery schools who had selected to migrate to RM Integris. RM had worked extremely hard to design and introduce the replicated OPT resources. However, OCC were not happy with some of the functionality and advised schools that the OPT resources would be delayed. This was very frustrating and difficult for schools to accept. However, RM corrected the issues and the OPT resources were then tested and fit for purpose during August. RM Schools were able to continue to access SIMS Central during July through to 18 October. This gave the schools reassurance that they had access to their OPT data should they need it The Schools Support Team migrated all the schools OPT data across to RM Integris during the summer holiday period. Permission was given by headteachers to manage the migration of data on behalf of the schools. The Schools Support Team chose to provide this service in order that the schools OPT data would be available for checking by schools on their return in September Training for all teachers and administrative staff in the use of the OPT resources within RM Integris began in September. Over 100 schools received training within three weeks. These staff learnt how to check their migrated data, how to set up the resources for other staff users, how to enter new data and how to continue to use the OPT data for internal monitoring of pupil progress The OPT Service continues to be well subscribed to by primary and nursery schools, regardless of whether they are using SIMS or RM Integris. Functionality is similar and software development continues in both Ofsted Ready Data courses have now been successfully delivered to RM schools. 4.8 SIMS Central was finally closed to all schools on 18 October The special schools have all had their CASPA data bases moved to a local installation and the migration of the historical data was completed by ICT Services. All special schools were able to complete their statutory returns on time. Guidance will be provided to cover the annual upgrade and backup of the CASPA system going forward. Page 2 of 7

3 4.10 Final Data Cuts As part of the final closure of SIMS Central, all schools will receive a copy of the Final Data Cut via secure transfer. This Final Data Cut will release the responsibility from OCC of holding a copy of the schools data. Schools will take full ownership of the data and OCC will delete all copies of schools SIMS data from the Data Centre in Oxford. There are three components of the data to transfer to a school: SQL Data The supporting database for SIMS.NET containing the core MIS dataset. This data will have been migrated to the new MIS system over the spring and summer migration periods. This data is comprised of the following formats: a..mdf - database primary data file b..ldf - database log file c..bak generated from a SIMS.NET backup Document Repository The Capita SIMS Document Server that exists as part of any standard implementation of SIMS.NET to store files (including, but not limited to,.doc,.xls,.xml etc.). This is NOT a standalone document management service and requires SIMS.NET to store and retrieve files in a usable format. Should the school wish to access this data, they should make arrangements to have a local read only version of SIMS.net installed. School's Fileshare This includes data that schools retained in the SIMS central platform in the shared folders for the purposes of day to day school operations. Schools file share data will only be provided in the same format of the source folder and file structure. Examples of this data include: a. School documents and files that may have been uploaded from client machines or exported from SIMS. b. Any supporting flat file databases or cache/configuration for third party plug-ins and applications either maintained by the LA or the school. c. Application program file data and configuration files (including, but not limited to,.exe,.dll,.ini etc.), but may not include the original installers or licence keys. d. Any other files the school may have stored (and not deleted) up until the agreed cut off period. Page 3 of 7

4 4.11 The Capita ONE system that collects a weekly pupil transfer of attendance and pupil address data from schools (B2B) is based in County Hall. The One Support Team are currently receiving manual files from both RM and Bromcom that are being manually uploaded by RM and Bromcom (securely) then manually downloaded and imported to One by the One Support Team. They are working with both suppliers and Capita in order to establish B2B Open which is essentially B2B for non-sims MIS users which would automate the process both ends and save an enormous amount of time that the manual process is using. They have re-established B2B with all but a couple of SIMs using schools - the two that are outstanding are working to resolve in-house technical issues, but one of them is also able to send the LA manual files Schools ICT Support Team The Schools ICT Support Team continues to develop their skills in both Capita SIMS and RM Integris MIS systems. The team continue to offer support, training and consultancy, including a full schedule of courses for schools. It is noted that schools who have selected not to buy into the OCC MIS Support Service are continuing to attend courses on a Pay as you Go scheme The Schools ICT Support Team has worked closely with RM Education to encourage development and improvements to the MIS system. Schools will begin to see the additional features in the MIS system in the areas of staffing, assessment and reporting RM Education will be offering some promotional sessions in January 2014 for schools who may wish to consider the RM Integris MIS system as an option for the future. 5. Financial Implications Schools are now in control of the full cost of the MIS system and the selected hosting environment. They have the choice of several MIS Support Service providers at a range of competitive charges. 6. Equal Opportunities Implications and Impact on Equality Groups Not applicable. 7. Conclusions 7.1 All Oxfordshire schools are now migrated from SIMS Central. Page 4 of 7

5 7.2 All Oxfordshire primary and nursery schools (with the exception of Bromcom schools) are now in possession of the OPT Resources and have historical data migrated. 7.3 The training of schools that selected to migrate to RM Integris and wished to use OPT was delivered on time. All schools have received training. Two key staff members from schools were invited to attend the presentations and the hands on sessions covering setup, data entry and analysis. 7.4 Special schools will receive guidance from OCC on the management of the CASPA system. 7.5 Final Data Cuts will be sent to all schools. 7.6 The B2B links for all schools will be re-established as soon as possible to support the data flow to the county Capita ONE system which provides supporting pupil data to stakeholder teams within the Council. 7.7 The OCC Schools MIS Support Team continues to offer MIS Support Services to any school, regardless of their chosen MIS Supplier and Service provider, and will continue to develop MIS Support Services to maintain a local presence. This includes a full schedule of MIS courses covering both RM Integris and Capita SIMS courses including SIMS Discover and RM Intelligence. 8.8 The OCC Schools MIS Support Team continues to work with both Capita and RM Education to develop the MIS software for the future. 8.9 The OCC Schools MIS Support Team have been commissioned by CEF to manage the support and training for the End of Key Stage Returns Future Review by Forum in: to be determined by Schools Forum 9. Contact Details of Lead Officer/Author If you have any queries or comments in advance of the Schools Forum meeting about this report, please contact: Name: Polly Hedges, ICT Schools Support Manager Telephone Number: Direct Line: or Mobile: Address: polly.hedges@oxfordshire.gov.uk Page 5 of 7

6 10. Officers/Staff attending to present the Paper If different from the Lead Officer/Author, please list name(s) below and, if more than one, obtain permission of the Chair: Name: Sandra Higgs, Education Support Services Manager Telephone Number: Direct Line: Address: Page 6 of 7

7 Appendix 1 MIS Supplier Schools RM Integris 147 Capita SIMS 135 Bromcom 7 Serco CMIS 2 None (Oxfordshire Hospital School) 1 Appendix 2 Question asked by Schools Forum on 6 June 2013, which was not related to the MIS Implementation Report. The Virtual School uses Capita One as their MIS system and can access attendance data thereon for all pupils at the Virtual School who attend an OCC school. They also use Welfare Call to collect attendance data for those children not at an OCC school. Page 7 of 7