Online Free School Meals Back-Office System Software for Data Analysis Limited Version: 1-1/2013-04-01
Contents Introduction 3 1. Signing into the OFSM Back-Office System 4 2. School Menu Bar 4 2.1 Eligibility 5 2.2 Saved Not Found 6 2.3 Changes 6 2.4 Day by day 7 2.5 Search 7 2.6 Searching on specific criteria 8 2.7 Searching on grouped criteria 9 2.8 School Information 11 3. Individual Pupil Information 13 4. Ending a session 16 Software for Data Analysis Limited 2 Version: 1-1/2013-04-01
Introduction This guide is designed for school staff who have responsibility for administering free school meals and/or the online application system. The School Back-Office allows users to check the current status of applications for Online Free School Meals (OFSM) in a variety of formats. Firstly, there is a need to sign in to the system. Note: All the data displayed in example screenshots are entirely fictitious and bear no intentional relationship to any actual person or school. Software for Data Analysis Limited 3 Version: 1-1/2013-04-01
1. Signing into the OFSM Back-Office System Figure 1 shows the sign in screen for the School Back-Office. Figure 1 The logins are provided to you separately. The password should be changed the first time the system is used. Your Username and Password will automatically direct you to your school back office system. 2. School Menu Bar The menu bar as shown in Figure 2 will be present. Figure 2 The far right of the menu bar shows: the current user signed in; accesss to a Help menu; and the Sign out menu button (see Section 10). The Help menu option provides information on the different eligibility status categories that can be recorded for an individual application. The left hand side of the menu bar indicates the main administration menu. The following sections give more details of these menu options. Hyperlinks which are directedd to an external site are indicated by a links will normally open in a new window or tab. symbol. Such Software for Data Analysis Limited 4 Version: 1-1/2013-04-011
2.1 Eligibility Figure 3 shows the Eligibility status for children in the school. Figure 3 The orderr criteria may be changed by clicking on the appropriate column heading. The order by default is alphabetically by Lastname. Clicking on the Reference for a pupil will bring up the detailed information about the application see the Individual Pupil Information section below. Although all screens may be printed directly from the browser window (see below) this view may also be downloaded in a PDF 1 file for emailing to caterers etc. using the [Download a PDF] button. Printing from Browser Window Firefox, Internet Explorer, Opera, Safari [Ctrl] + [ P] Google Chrome [Ctrl] + [ Shift] + [ P] 1 Portable Document Format (PDF) is a formal open standard known as ISO 32000. For more information see http: ://www.adobe.com/products/acrobat/adobepdf.html. Software for Data Analysis Limited 5 Version: 1-1/2013-04-011
2.2 Saved Not Found Figure 4 shows applications that have been submitted (and have been checked for 30 days following the initial application) but the ECS has never returned a 'Found and Eligible'. You may use thesee applications if parents supply physical evidence and set to 'Eligible' manually on the application page. Figure 4 2.3 Changes Figure 5 shows the Changes menu view from the date specified for the school selected from the top menu. Figure 5 Software for Data Analysis Limited 6 Version: 1-1/2013-04-011
2.4 Day by day Figure 6 shows the Day by Day menu view of changes for the school for the last 5 days. Figure 6 2.5 Search Figure 7 shows the Search menu view. This allows a variety of search criteria. One or more of these may be selected from this menu. Note that the search facility within the school back office can only be used to search for applications from that school. Figure 7 The item is selected by clicking on it and entering the appropriate data item from the dropdown list or free text and deselected by clicking on the red minus circle ( ) see Figure 8 below. Software for Data Analysis Limited 7 Version: 1-1/2013-04-011
Figure 8 2.6 Searching on specific criteria Figure 9 shows the search result based on a specific application status, in this case Eligible (ECS). Figure 9 Software for Data Analysis Limited 8 Version: 1-1/2013-04-011
2.7 Searching on grouped criteria Figure 10 shows the search criteria for ALL eligible pupils using the grouped status of Eligible. Figure 10 The resultant table may be sorted by any of the column headings by clicking on that column. In addition, clicking on the specific Reference within the table will reveal the full data behind that application, and display the following screen (Figure 11) : Figure 11 Within this screen various values may be viewed in more detail (indicated by a blue hyperlink). Software for Data Analysis Limited 9 Version: 1-1/2013-04-011
However, the main purpose of this screen is to manually change the eligibility status for a child. This is done by clicking on the Change to dropdown menu, selecting the appropriate value and then clicking on the Save button. The Change to options are: Eligible (ECS) Eligible (LA) Eligible (School) Pending (Service Down) Pending (Saved Not Found) Pending (ECS Not Found) Not Found (ECS Checked) Not Found (LA Checked) Not Found (School Checked) Inactive (Leaver: End of Year) Inactive (Leaver: In-Year) Inactive (Withdrawn) More information regarding the definition of each of these options may be found by utilising the Help menu option. Software for Data Analysis Limited 10 Version: 1-1/2013-04-01
2.8 School Information Figure 12 shows the School Information menu view which displays information about the school selected. Figure 12 The screen includes a link to the relevant Edubase 2 record for the school. Any changes in the school information need to be alerted to the LA user. This screen may be used to add new users, change user names and passwords and change the level of access and notification status of the users. To add a new user click on the green plus circle ( Add user). 2 http://www.education.gov.uk/edubase/home.xhtml Software for Data Analysis Limited 11 Version: 1-1/2013-04-01
Figure13 shows the edit, delete or add a user screen. Edit or create the appropriate fields as necessary and press: [Save] to amend/create the new/changed items or user; [Delete] to remove the user; or [Cancel] to return to the user list. Figure 13 Note: The [Delete] button does not appear if editing one s own details. Software for Data Analysis Limited 12 Version: 1-1/2013-04-01
3. Individual Pupil Information Figure 14 below shows the main pupil information screen. Figure 14 The current status of the pupil may be changed by selecting the appropriate value from the Change to dropdown and selecting Save. The previous value will be entered into the Full Change History table. The various change options are; Eligible (ECS) Eligible (LA) Eligible (School) Pending (Service Down) Pending (Saved Not Found) Pending (ECS Not Found) Not Found (ECS Checked) Not Found (LA Checked) Not Found (School Checked) Inactive (Leaver: End of Year) Inactive (Leaver: In-Year) Inactive (Withdrawn by School/LA) Clicking on the Help menu at the top right of the screen gives more information on the exact meaning of these terms. Software for Data Analysis Limited 13 Version: 1-1/2013-04-01
For users with full administrator rights there is an option to amend application details from this screen. Clicking on the Amend button at the bottom left of this screen will display the Amend view as shown in Figures 15 and 16 below. Figure 15 This screen would normally only be used if the applicant has made a spelling or similar error. The applicant s details, as shown in Figure 9 above, are critical when the ECS checks eligibility. In particular, any changes to the applicant s Lastname, Unique Identification Number and/or Date of Birth could result in a change in eligibility. This screen would normally only be used: (a) (b) if the applicant had made a spelling or similar error (e.g. transposing Firstname and Lastname); or the applicant s contact information changes, especially email address. Software for Data Analysis Limited 14 Version: 1-1/2013-04-011
Information less critical to the checking and notification of eligibility is shown in Figure 10 below. In addition to the rectification of spelling errors, this screen can be used to amend information if: (a) (b) (c) the applicant changes address; the child s legal name changes; or the child s recorded names do not match those confirmed as being correct in the school s Management Information System (MIS). Figure 16 Software for Data Analysis Limited 15 Version: 1-1/2013-04-01
4. Ending a session All computers from which the system is being accessed should be secure and as part of good security practice it is important that users exit the system correctly before they physically leave the machine on which they are working. Firstly, select Sign out from the right hand menu. (Your session will be terminated and you will be returned to the Sign in to OFSM page.) Secondly, close the browser window/tab 3 to ensure no-one else can view easily the URL or gain access to the login details. Thirdly, ensure that your browser settings are such that your history is cleared whenever you exit the browser. In the unlikely event of experiencing pop-up activity (such as Text Enhance), this is not a part of the system and users should not activate any redirection to another page/site 4. 3 If you feel there is any opportunity for another person to access your browser while you are not in attendance then you should always exit the browser rather than just close the tab. 4 Should a user inadvertently do so, the consequences are entirely theirs. Software for Data Analysis Limited 16 Version: 1-1/2013-04-01