Newsletter. Summer KLZ Secure & Support. My Portal. SIMS Training. Tech Services

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1 Newsletter Summer 2017 KLZ Secure & Support My Portal SIMS Training Tech Services

2 KLZ Secure Messaging KLZ users can now benefit further from the integration with Microsoft Office 365. KLZ now offers a FREE secure facility. This can replace schools use of Egress which was KCC s previously recommended solution, saving schools 49 per user per year. To make use of KLZ secure messaging you simply need to include a special keyword in the title of your to have it routed securely. One of the benefits of this method is that it doesn t matter whether you are using Outlook on your PC, your mobile phone or tablet or web based OWA to send your message. Include the keyword in the title of your and it simply works! Keyword is: klzsecure You don t need to register to use the service it just works. All KLZ users are able to make use of this service, not just school leaders or office staff. s between KLZ users are already secure as they don t have to travel across the Internet. s remain on our servers to get delivered to the KLZ recipients mailbox. If you need to send sensitive or personal information to external agencies then remember to include the keyword to send the securely. The keyword is: klzsecure

3 KLZ Support Materials Did the sharp eyed among you notice the change in June? The KLZ support article library has been moved from its old home in SharePoint to the new EIS Support Portal. This brings KLZ support in line with the other EIS teams. This means that support for all your EIS contracts and services will now be in one place. We also took this opportunity to review the support articles, so they should all be up to date and current by the time you are reading this newsletter. We also managed to rationalise some of the articles and remove some articles that were no longer relevant. We hope that you find it as easy to find the support articles as you did before. The EIS support portal uses the KLZ user database for customers to login and access support articles. If you have already logged into KLZ (and why wouldn t you have?) then you will gain seamless access to the EIS Support Portal. The filter information has been reviewed so that you can filter the list of support articles based upon your role in school. This is in addition to being able to filter based on the subject matter. WordPress Updates Contact Form 7 As part of our managed WordPress website hosting service we have been making improvements to the offering. In April this year, we replaced all school contact forms with a new plugin. The new plugin provides ReCaptcha functionality to help reduce spam comments being sent to schools. ReCaptcha is a popular method to help prevent spam-bots automatically sending spam via web based contact forms. Website users will need to tick a box presented to them at the bottom of the contact form to prove that they are human! Other plugins are also being considered to add further functionality to the WordPress websites. If you would like to see an additional feature then please us with your idea for wider consideration: cloudservices@eisit.uk

4 Free Wi-Fi access at sites across Kent and the UK Eduroam is a FREE service which allows participating organisations to connect to the eduroam Wi-Fi network at other participating eduroam organisations using their regular network login credentials. This is a global service with availability throughout the world; a full list of sites supporting eduroam Wi-Fi is available at EIS Customers can use their KLZ (Kent Learning Zone) credentials to connect to the eduroam Wi-Fi network with the assurance that it is enabled for Staff KLZ users only. It has recently been implemented in all Kent County Council sites including Libraries and is also available at Universities, Colleges and EIS. For more information on eduroam and how to connect your device please visit My Portal My Portal has been available for some time now. There are still some schools who haven t taken hold of this idea to help bring together access to all their online services. With My Portal, a key difference between maintaining your own list of favourites, is that the school can provide a list of services to each of their different groups of users which can be accessed from anywhere. Users can access these favourites from any device that they use, as My Portal is essentially a webpage. This becomes more and more useful in a world where students are using their own devices, especially at home to complete homework. Schools can t generally afford to provide 1:1 devices so students are more likely to be using their own tablets and PC s at home. This is where the strength of My Portal really comes in to play. Has your school setup any My Portal tiles for you yet?

5 My Portal KLZ Pre-Requisites With the current pace of change in technology and new updates being released on a regular basis, we thought that it would be a good time to remind users of the current pre-requisites for KLZ: PC Software Requirements Minimum Configuration: Windows 7, Internet Explorer 11 (32 bit) and Office 2010 Recommended Configuration: Windows 10, Internet Explorer 11 (32bit) and Office 2016 Your PC or laptop needs to be kept fully up-to-date with software updates and security patches to get the best performance and features from KLZ. Configuring your Browser for the best KLZ Experience You need to be using the 32bit version of Microsoft Internet Explorer 11 to get the best experience from KLZ. Microsoft has added functionality to support other browsers so that you can use the latest version of Google Chrome or Mozilla Firefox. However, for optimal compatibility, we recommend that you use Internet Explorer. Trusted Sites and Compatibility View To ensure that KLZ works effectively you will need to have the website address added to the list of Trusted Sites in the Internet options. KLZ will also need to be set to compatibility view. You will only need to do this once. You can get more information about setting up your browser from the support article:

6 School Holiday Services We can fix it while you are away for the summer! While you and your students enjoy a well-earned break this summer, why not arrange for EIS to repair your faulty or broken electrical equipment ready for the new school year. Server & PC Deep Cleans Projector Servicing Touch Panel and Whiteboard Installations Printer Servicing Free Site Surveys and Consultancies Classroom Moves - All IT and AV Kit Our skilled engineers are available during the summer holidays and the October half-term. We can also service and clean your whiteboards, projectors and printers. Are you still running old, slow RM PCs? We also specialise in cost-effective RM upgrades. Expertise you can trust Call for a no-obligation quote.

7 Cyber Attack - What Schools need to know Following the recent cyber-attack that hit many organisations, EIS would like to advise schools on best practice to protect against attacks. What EIS does for you All EIS Schools Broadband customers (KPSN) benefit from the highly resilient and enterprise class network protection that this solution provides. This includes reacting to threats as they occur to prevent impact on schools. In this case firewall and filtering changes were made over the weekend. Where EIS provides a School Technician (on-site), we routinely ensure school servers are patched with the latest security updates. Would your school like automated patching, managed by EIS? EIS are considering providing this service for Primary schools, if you think your school might be interested, please support@eisit.uk to let us know. What should your school do? Servers Your school needs to ensure your servers are updated with the latest Microsoft security releases. If you do not have an EIS Technician but have Administration and/or Curriculum contracts, EIS can patch your server for you, remotely via our Centrastage management software. In order for us to do this, you must provide Headteacher s authorisation via to support@eisit.uk for us to connect to your servers and schedule an overnight update and reboot. PCs, Laptops, Windows tablets These devices should be left switched on with Microsoft updates configured to run until all updates have been downloaded and installed. Best practice All schools should be cautious and particularly suspicious of s with attachments that were unexpected (can include Word/Excel documents). If in doubt delete and do not open attachments. Schools should also ensure up to date backups are in place (e.g. EIS Remote Backup Service) in case data does become infected.

8 Training Training Recruiting School Staff for September? Don t forget to book SIMS Training! Will they need any training in the relevant SIMS modules, so that they can be effective as soon as possible? We are running a series of training courses early in the Autumn Term aimed at new school staff and places can be booked now. EIS offers 3-day or 5-day E-Vouchers for schools, offering a discount on purchase of multiple training days. These can be used by the school for any EIS full day training courses click on this link to find out more information. Visit Kent CPD Online at and find out more about the courses and how to book a place. Enter the course code into the Keyword search to find the courses you are interested in. SIMS Core Managing Student Records 1 day 09:30-16:00 Course Code E256 Aimed at staff responsible for maintaining pupil/student and applicant records in SIMS. 8th September th September th September 2017 We also provide a free half day session to our support contract customers for eligible support staff (within first term of joining the school) - Office Manager - Getting Started in Your New Role (Code E032) - Register your interest on Kent CPD Online. SIMS Attendance (Primary) 1/2 day 09:30-13:-00 Course Code E192 Applicable for staff responsible for management and maintenance of pupil statutory attendance data. 13th September th September 2017 You may also be interested in further training for Attendance Officers take a look at our Attendance Monitoring Course (Code E382) first available date 12th October 2017.

9 SIMS Attendance Using Lesson Monitor (Secondary) 1 day 09:30-16:00 Course Code E284 Applicable for staff responsible for management and maintenance of student statutory and lesson attendance data. 19th September 2017 You may also be interested in further training for Attendance Officers take a look at our Attendance Monitoring Course (Code E382) first available date 12th October 2017 SIMS Secondary Exams Organiser 2 days 09:30-16:00 Course Code E049 Aimed at staff responsible for management of the external examinations process. 20th & 21st September 2017 SIMS Personnel for New Users 1 day 09:30-16:00 Course Code E287 Designed for Personnel Officers and other staff responsible for the maintenance of staff records and statutory School Workforce Census data within SIMS 14th September th September 2017 SIMS Personnel Refresher 1/2 day 09:30-13:00 Course Code E465 This course is aimed at staff who are experienced in the use of SIMS Personnel but would benefit from a refresher course in preparation for the November School Workforce Census. This course is not suitable for staff who have never used SIMS. 21st September 2017 SIMS Course Manager & Post-16 Learning Aims 1 day 09:30-16:30 Course Code E344 Designed for staff responsible for the management of Sixth Form course records and generation of School Census data relating to Post-16 funding. 12th September 2017 SIMS Post-16 Learning Aims 1/2 day 09:30-12:30 Seminar Code S371 FREE This session is designed for staff who would like a refresher in the key elements of the Post-16 Census and a reminder of data checking activities. This is not suitable for staff who have not used SIMS Course Manager. 14th September 2017

10 Update from Capita on the General Data Protection Regulations (GDPR) Capita have provided an update on the action they are taking to review the GDPR legislation and the impact of the any changes that may be required to the SIMS software. Capita have consulted with a variety of users over the past few months and are now planning a solution that they expect to deliver within the timeframe required by the GDPR timetable. Background The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a Regulation by which the European Commission intends to strengthen and unify data protection laws for individuals within the European Union (EU). It also addresses export of personal data outside the EU. The Commission s primary objectives of the GDPR are to give citizens back the control of their personal data and to simplify the regulatory environment for international business by unifying the regulation within the EU. When the GDPR takes effect it will replace the data protection directive (officially Directive 95/46/EC) [2] from The regulation was adopted on 27 April 2016 and will take effect from 25 May 2018 after a two-year transition period. The result of the 23 June 2016 referendum on membership of the EU now means that the UK Government needs to consider the impact on the GDPR and confirm its adoption. It is extremely likely that the UK Government will still adopt the GDPR regulations. Capita SIMS Capita takes its responsibility very seriously in supporting schools to ensure they meet their obligation to protecting data. Capita are reviewing the legislation and have already started a discussion on the impact of the changes with the ICO (Information Commissioners Office). The ICO will shortly be publishing guidance on the new regulation and the difference of the existing Data Protection Act against the new GDPR, which will allow Capita to consider further any changes they may need to make in their SIMS software. Should Capita need to implement changes to SIMS or offer enhanced support services as a result of GDPR, then they would expect to do this as part of their 2017/18 SIMS Roadmap to ensure schools have the ability to be compliant before May When Capita publish further advice about SIMS and GDPR, EIS will issue further information as to how schools can use SIMS in order to comply with the new GDPR regulations. EIS are expecting Capita to provide a further update towards the end of October 2017.

11 Attention: Primary Schools - How to Make Secondary Schools Happy! Secondary schools really appreciate receiving CTF files for new students for September as early as possible, so that they can start to carry out the multitude of tasks in preparation for the new academic year. You can send off CTF files at any time, as this process does not take students off roll. Although you will not yet have KS2 SATS results, this does not matter as the secondary schools can download this data separately from Key2Success when it becomes available. We have published notes on creating CTF Files in our EOY Procedures: Pastoral Processes guidance (Information Notice 17-E039), which you can find on the EIS Support Portal by clicking on the End of Year button on the Home Page. If you need any support, simply call the Service Desk on and we will be happy to help you.

12 The Next Generation of SIMS and FMS You may already be aware that Capita have recently announced that in early 2018 they will be releasing the next generation of their SIMS and FMS products, known as SIMS Primary and SIMS Finance. For more information on these next generation products and a first glimpse of what it will look like, please visit Capita s website. Capita have told EIS that they have worked closely with their customers and partners over the years, listening to feedback and ideas about where SIMS and FMS should be heading and as a result, they have re-engineered their solution for the education market. With Capita s unrivalled knowledge of the education sector and their management information Photo system fade expertise, Capita are confident that they have delivered a solution that will truly help schools and academies inspire. SIMS Primary is an evolution of SIMS, which Capita say, is a faster, flexible, intuitive, and cloud-based, management information system. Capita have made it easier for everyone across the school community to make effective use of the information in SIMS and ultimately support decision-making and improve learning outcomes for pupils. SIMS Finance is Capita s new true accounting solution engineered to meet the needs of a modern education system. Providing a central view to individual purchase order views in just a few clicks, the new system will allow unlimited user numbers, instant reports and an all-round intuitive interface designed for the finance office. What about SIMS for other schools? Other sectors of education have not been forgotten or ignored. A new generation of school solutions for Options, Examinations, Staff Cover and Timetabling are all in development to make them even better than the current offerings. As these new solutions are released, schools and academies will be able to use these alongside the current SIMS solution and from September 2018, they will form part of a new, cloud-based SIMS for secondary schools, with independent and special school versions following closely behind. At present Capita have issued no information about the cost of the new products other than it will be charged on a software as a service annual subscription basis. The new products will also only be able to be hosted by Capita themselves although EIS will still be able to provide support, training and consultancy services for the new products. As more detailed information is released by Capita, EIS will be keeping all its SIMS and FMS customers informed about these next generation product developments. We plan to organise demonstrations of the new solutions so that users can see first hand these next generation versions of SIMS and FMS and we ll let you know the dates soon! Although no end of life date for the current versions of SIMS and FMS has been officially announced by Capita, EIS believes the current versions will be available and supported by Capita until at least the second or third quarter of SIMS Exams Organiser - Exam Results Season Secondary Exam Results season is fast approaching and schools are encouraged to ensure their data is ready for processing the results to provide PI reports at the press of a button on the day. This year schools will need to ensure the Performance Measures linked to their exams are updated to reflect the new points values introduced by the DfE for both Key stage 4 and Key Stage 5 results. Fortunately there is a patch to assist with some of the ground work required and EIS have provided a number of related documents to assist schools negotiate this new area.

13 Personal Tax Account In 2016 HMRC launched the Personal Tax Account, which enables people to be able to register to be able to access and monitor the information HMRC hold about them e.g tax code, tax credits, state pension age. The details can be found using the following link: Registration is easy to do in order to do this you will need to have: Recent P60 or latest payslip National Insurance Number Mobile phone Part of the process will require you to confirm your National Insurance Number and answer questions with regards to details shown on either the P60 or payslip depending on what you have. You will need your mobile phone as once you have registered an address, a PIN number will be sent to your phone which you will need to confirm in order to progress to the screens to view your details. You will be required to have your phone with you each time you attempt to access your details as a PIN code will be sent each time you do this, which you will need to confirm as part of the log in process. Once registered you are able to: Register an address to receive notifications Update your details on-line View all information held by HMRC about you Please share this information with your staff as it could assist with certain queries that won t have to be dealt with via the HMRC helpdesk. Teachers Pensions This is a reminder that Teachers are now required to register their details with Teachers Pensions via the Teachers Pensions Website; Once registered Teachers will be able to: Check their service record Opt Out of the scheme Opt In to the scheme Instigate Retirement Process Access forms to both manage and get the most from the scheme Get notifications on changes to the scheme Access calculators for the calculation of benefits Teachers will no longer receive any paper notifications from Teachers Pensions regarding their service or pension details, the requirement is that this will be managed on-line. It is important that the information is accessed to ensure individuals are able to check the information held about them is correct and that they are happy with their service details. If there are any queries it is advisable that these are dealt with as soon as possible. Please could you share this information with your teachers to ensure that they have registered.

14 Tel: Fax: The Shepway Centre Oxford Road, Maidstone Kent ME15 8AW