School Workforce Census Pilot

1
School Workforce Census Pilot

• Sue Wiffen - Representing

2
Number of Schools by Status

• 2 Nursery
• 470 Infant/Junior/Primary
• 80 Secondary
• 19 Special
• 4 Pupil Referral Units

3
Management Information Systems

• 464 Capita Sims P7
• 85 Research Machines Integris
• 17 Serco CMIS
• 5 Premier

4
Project Arrangements

• Cross Functional Team
• John Baker Project Sponsor
• David Jackson Project Manager
• Sue Wiffen Schools Workforce Manager
• Terry Roberts Workforce Planning Manager
• Peter Ginn HR Systems Support
• Vimal Khandelwal HR/Payroll Technical
  Consultant

5
Source of Data

• LEA System Genus an Oracle HRMS Integrated HR
  Payroll System
• We worked alongside BT (our working IT partners)
  to develop this system in compliance with all the
  DCSF requirements. This meant we were able to
  produce returns for our centrally paid employees
  that fall in scope. We successfully submitted a
  return the for Jan 08 pilot from this system
• Schools MIS
• We will expect all schools to update their
  systems with all the required information

6
Possible Solutions Considered

• Option 1 Manual submission of return
•   This option would allow the Schools to submit
  their returns directly to Collect. 
• Due to the build of our Schools Data Submission
  file not being ready in Oracle, we used this
  option for all the Pilot Schools to make their
  returns. From the validation rules in COLLECT we
  produced error reports in Excel and returned
  these to schools to enable them to data cleanse
  and resubmit a clean return so ECC were able to
  authorise them.

7
Continued Possible Solutions

• Option 2 Capita
•  
• Our first approach was to ask Capita to provide
  a complete solution using EMS and B2B this was
  not a good solution due to difficulties
  extracting the necessary information from the
  other MIS suppliers. The solution would have only
  supplied information for approximately 80 of
  the staff.  For this reason it was rejected.

8
Solution Adopted

• ORACLE A data validation system with
  archiving and reporting facilities
• Why?
• The cost of resource for managing an automated
  process was a lot more favourably than that of
  manual returns i.e. using COLLECT.
• For larger authorities Oracle deemed to be a more
  robust system able to cope with high volumes of
  school returns.
• It already holds all of the HR and Payroll data
  and staff are fully trained to use the system
• How?
• The schools local MIS will produce a validated
  file containing workforce information in an XML
  format. The schools will transmit the file down a
  secure path to our ECC domain where automatic
  loading and validation will be carried out
  against Genus data held in our Oracle database.
  Genus will produce Error and Warning reports that
  ECC and schools will jointly use to correct any
  anomalies/omissions
• Once the data is clean and complete ECC will
  submit in batches to DCSF Collect system.

9
Outcome of the Pilot

• 29 out of 31 Pilot Schools made a successful
  return. The unsuccessful 2 were not able due to
  problems with their MIS which their suppliers are
  looking into
• Only a handful of schools submitted a clean
  return first time
• RM Schools seemed to encounter very little
  problems producing their returns. Only one patch
  to apply
• Capita Schools had many patches and lookup tables
  to apply before they could produce this return.
  This needs to be communicated from suppliers very
  early on when the upgrade takes place and
  monitored very closely

10
Feedback from the Pilot Schools

• Capita Schools
• My main problems were altering old data to fit in
  with the requirements to get rid of errors. Was
  time consuming but would improve with time much
  like school census as our data becomes more
  standardised.
• There seemed to be lots of information arriving
  at various times. I know lots of it was updating
  us with new information but it was difficult to
  keep reading through to make sure you were
  following the latest advice. Sue and Helen thanks
  for all your help. I couldnt have done it
  without you.
• My advice to schools would be to have a really
  good look at your data well in advance and do it
  more than once as you often spot something at a
  second look. Could the LEA provide a list of
  common errors detected on the pilot school runs
  so new schools can check their data against it
  and correct if necessary? Information relating
  to sickness and ethnicity springs to mind.
• The most difficult issue was that the LA did not
  have SIMS.net in front of them and were therefore
  unable to understand the queries we had when
  looking for areas on the screen. In addition,
  they did not understand the link between SIMS.net
  and FMS6, which is quite pertinent when it comes
  to staff contracts. When taking on the rest of
  the Essex schools this would be a distinct
  advantage!

11
Feedback from the Pilot Schools

• RM Schools
• Start to populate the area as soon as possible as
  it takes ages trawling through everyones files
  to find the information
• We need the RM support team to be conversant with
  the software before we try to get help and
  support from them
• PLEASE COULD WE HAVE A LETTER FROM ECC ASKING THE
  TEACHING STAFF AND LSAS FOR THEIR QUALIFICATIONS
  AS THEY ARE REFUSING TO PROVIDE THEM THEY SAY
  ITS AN INSULT!!
• I would note that the majority of problems I
  encountered related to my own lack of knowledge
  in our MIS System. I had not previously used the
  MIS System to record staff details and so I found
  this to be my biggest challenge
• Don't worry - once all information has been
  entered and checked it is satisfying to know the
  system is up to date. 

12
Problems Encountered

• ECC Governance Procedure was initially difficult
  to progress with regarding decision making on
  costs, systems and the various options available.
  Advice would be to start your planning as soon as
  possible and identify all business stakeholders.
  Make sure you get everyone concerned on board
  from the beginning and identify your cross
  functional team.
• Working to the DCSF Technical Spec proved
  difficult sometimes when trying to identify our
  centrally paid employees that were in scope,
  especially support roles. We also found we needed
  more detailed clarity concerning our claims based
  as when teachers. We do not hold precise dates
  worked for these employees in Oracle, so did
  agree with the DCSF to report on those that have
  been active/inactive during the last 4 months.
• If in doubt ask, we did many times.

13
Tips to help you

• Dos
• Start communicating with schools as soon as
  possible and give them plenty of warning that
  this is on its way. Identify the person in
  schools that will be completing the return
• Be prepared to nurture schools through this
  process
• If you havent already got access, obtain a
  licence for the predominant MIS used.
• Be sympathetic to data security issues - hot
  topic in schools at the moment.
• Build up relationships with all your schools
  software suppliers. This proved invaluable to us,
  especially regarding the planning and deliverance
  of training events.

14
Tips to help you

• Don'ts
• Assume that schools will have all their systems
  fully populated with data. This was not the case
• If possible do not use generic school e-mail
  addresses to send communications. We chased
  schools on numerous occasions for responses only
  to hear that they hadnt received anything
• Take on too many schools at once especially if
  you are a large authority. Plan out a gradual
  implementation programme that fits in
  realistically with your resources
• DONT PANIC!! Youll get there in the end

15
Questions?

• Contact details
• Sue Wiffen
• 01245 435829
• Sue.wiffen_at_essex.gov.uk