School workforce census COLLECT reports available to users with the role of source
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1 School workforce census 2016 COLLECT reports available to users with the role of source September 2016
2 Contents Background 3 Return management 3 School error report 3 Notes report 5 Matching and reconciliation reports 5 Academy m and r&r advice report 5 Reconciliation queue report 6 Pre reconciliation report 7 Post reconciliation report 9 Contract reports 11 Missing contracts report 11 Missing payment details for contracts report 11 Teachers with multiple contracts report 13 Credibility checks 15 Return credibility check report 15 Teacher data consistency report 16 Credibility check staff names report 17 Teacher Qualifications Missing report 18 Teacher pay outside range report 19 2
3 Background This document outlines the reports available within COLLECT to users with the role of Source and is to be read in conjunction with the COLLECT guides available on the School Workforce webpage which provides information on how to launch the reports. The role of Source is provided to COLLECT users at schools, including academies and free schools. Please note that some of these reports are only available to users with the role of Source within Academies/Free Schools. Reports will either run against the live data or on data in COLLECT on the previous day. Against each report in COLLECT, wording is included within the report description to inform a user whether the report runs against the live data or not. Return management This section outlines the two reports that are available to assist in the management of returns and in data cleansing. The reports available are: School error report Notes report School error report The school error report provides an overview of all types of validation error and query that have been raised against a return and whether the error/query is a return level one or specific to a workforce member. The error report is to be used as a basis for data cleansing activity. This report runs against live data so will show the current position of the data should an updated return be loaded into COLLECT. An example of the report is shown on the following page. 3
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5 Notes report The Notes report shows all notes linked to a return. This report runs against live data so will show the current position of the data should an updated return be loaded into COLLECT. An example of the report is shown below. Matching and reconciliation reports This section outlines the four reports that relate to the matching and reconciliation (M&R) functionality within COLLECT and are only available to those establishments whose Agent is the DfE. This mainly includes academies and free schools. These reports are not available to other schools as Matching & Reconciliation is undertaken by the local authority if required. The reports available are: Academy matching and reconciliation advice report Reconciliation queue report Pre reconciliation report Post reconciliation report Academy matching and reconciliation advice report This report is provided for academies/free schools to enable them to quickly identify if matching & reconciliation (m&r) is required for the schools return and also identify the current position of the return through m&r should this be required. This report does not run against the live data. The data output in the report applies to the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day.
6 The following statuses may be output within the report: Status on Report Description/Criteria Action Required M&R Not Required Please Run Matching Manual Matching Required Please Run Reconciliation Manual Reconciliation Required Only a single source file uploaded onto COLLECT for that Source Multiple source files uploaded onto COLLECT for that Source so M&R is required Unmatched records remain after running matching Matching completed with no unmatched records Reconciliation run but unreconciled records remain No Action Check that all source files are valid. If multiple file uploaded by mistake, delete these source files. If all source files are valid, then run matching Manually match staff records. Run reconciliation Manually reconcile staff records M&R Completed M&R Issue - Reconciliation cannot be completed Reconciliation complete and no unreconciled records remain so only single source visible Multiple sources remain after reconciliation. Data issues must be present that require investigation. No further M&R Action required Check data in source files Reconciliation queue report This report enables an academy/free school or the DfE to monitor the reconciliation queue during the running of matching & reconciliation. It displays the position of the returns in the reconciliation queue. This report runs against the live database. An example of the report is shown below. 6
7 Pre reconciliation report This report displays all the potential data items that need to be reconciled for an academy/free school s workforce members. This report will only output any information when the following criteria have been met: Run matching has been completed Resolve matching has been completed Run reconciliation has been completed Resolve reconciliation has not been fully completed This report does not run against the live data. The data output in the report applies to the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. An example of the report is shown below on the following page. 7
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9 Post reconciliation report This report displays any changes made to originally submitted data as a result of matching and reconciliation. This report does not run against the live data. The data output in the report applies to the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. If no data has been changed, then the message There are currently no reconciled records for this school will be displayed. An example of the report output where data has changed is shown on the following page.
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11 Contract reports The following three reports relate to the contract module provided within the SWF return and highlight where data is missing or there are anomalies.. The reports available are: Missing contracts report Missing payment Details for Contracts report Teachers with multiple contracts report Missing contracts report This report shows staff members who are included in the return but there is missing contract/service agreement information. This report does not run against the live data. The data output in the report applies to the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. An example of the report is shown below. Missing payment details for contracts report This report shows staff members who are included in the return but there are missing payment details from the contract or service agreement section of the return. This report does not run against the live data. The data output in the report applies to the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. An example of the report is shown below.
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13 Teachers with multiple contracts report This report enables a school, academy or the DfE to display a list of teachers within a return that have more than one open contract on census reference date where the combined FTE is greater than 1.2. The report excludes: Support staff and teaching assistant contracts Contracts in other returns Closed contract records (records where the end date has been provided and is prior to the census reference date) Non visible records these are contracts that were part of an original return that has been matched and reconciled into a COLLECT master record. If no teachers have multiple contracts on the schools return, then the report will only output the header information. This report runs against live data so will show the current position of the data should an updated return be loaded into COLLECT. An example of the report is shown on the following page.
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15 Credibility checks Credibility checks compare data in the schools or local authority return against predefined criteria for both in year and year on year checks to highlight where data inconsistencies may arise. The following reports have been developed to aid in delivering improvements in workforce data quality: Return credibility check report Teacher data consistency report Credibility check staff names report Teacher qualifications missing report Teacher pay outside range report Return credibility check report The credibility check report compares data in the return to predefined criteria for both in year and year on year checks to highlight where data inconsistencies may arise. It is available to schools, including academies and free schools, local authorities and the DfE. Where the credibility check does not breach any of the tolerances, the message no action required will be displayed in the report. If no return has been uploaded, then the report will output the message no data present The school credibility check report checks the credibility of the data within a school return. The report does not run against live data. The data output in the report applies to the data loaded by the end of the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. An example of the report is shown below.
16 Teacher data consistency report This report provides supplementary information to aid investigation of specific queries identified from running the return credibility check report. These relate to discrepancies in: National insurance number Teacher number Qualified teacher status FTE Ratio This report checks the consistency of this key teacher data against that provided in the previous year collection. This report does not run against the live data. The data output in the report applies to the data loaded by the end of the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. An example of the report is shown on the following page. 16
17 Credibility check staff names report This report is to provide a detailed list of teachers that have failed any of the checks included in the school credibility check report. This is to enable local authorities and schools to quickly identify the staff member that may have data errors and correct these to enable an improvement in the overall data quality of the workforce return. This report does not run against the live data. The data output in the report applies to the data loaded at the end of the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. An example of the report is shown below.
18 Teacher qualifications missing report This report is to enable schools/local authorities to identify specific teachers where qualifications are missing. This report is to supplement the return credibility check report implemented for the 2015 data collection and provides lower level detailed information to enable the resolution of data quality issues. This report does not run against the live data. The data output in the report applies to the data loaded at the end of the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. An example of the report is shown below. 18
19 Teacher pay outside range report This report is to enable schools/local authorities to identify specific teachers where their base pay is outside the expected range. This report is to supplement the return credibility check report implemented for the 2015 data collection and provides lower level detailed information to enable the resolution of data quality issues. This report does not run against the live data. The data output in the report applies to the data loaded at the end of the previous day, thus, if any changes have been made to the return, these will only be reflected in the report the following day. An example of the report is shown below. 19
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