ICES Information on Children, Education and Schools' Data Collection sub group

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Welcome to the Data Collection Sub ICES group
meetings 4th / 6th March 2008 1030 to
300pm LEEDS The Queens Hotel LONDON New
Connaught Rooms
I C E S Information about Children, Education
and Schools
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Welcome, Domestics and Updates Michael
Ellis DCSF
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(No Transcript)
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Introduction Liz Tadd / Margaret Frosztega
DCSF
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School Census 2008 - Spring collection update and
forward look Steve Creasey DCSF
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School Census - Spring 2008

• Steve Creasey
• DCSF Project Manager

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School Census Spring 2008 Agenda

• Autumn Census November Sub ICES
• Preparation Implementation Planning
• Data Collection Period
• Remaining Milestones
• QA

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Autumn Census November Sub ICES Meetings

• LAs were on the whole frustrated and dissatisfied
  with the Autumn Census experience
• The key concerns were as follows
• Poor system performance over the first few days
• Discrepancies between Schools MIS and COLLECT
• COLLECT wasnt user friendly
• Delays in providing the test blade and final
  guidance
• A general lack of confidence in the system with
  many not allowing Schools to access the system

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Spring Census Preparation Implementation
Planning

• The Department took the following actions to
  mitigate many of the key concerns from Autumn
• Improve CPU management and optimise COLLECT
  coding
• Rationalise a small number of validation rules
• COLLECT functionality improvements (eg. Return
  level notes, error report etc)
• Improve communications
• Improve internal project delivery capability,
  processes and implementation planning

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Spring Census Data Collection Period (Overview
Chart)
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Spring Census Data Collection Period (Overview
Chart)
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Spring Census Data Collection Period (Overview
Chart)
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Spring Census Data Collection Period (Overview
Chart)
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Spring Census Data Collection Period (Overview
Chart)
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Spring Census Data Collection Period (Overview
Chart)
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Spring Census Data Collection Period (Specifics
1)

• At the submission deadline there were less than
  90 returns outstanding out of 22,218 and over 90
  had been approved
• As at 25/2 these stats had improved to 21 returns
  outstanding and nearly 95 approved
• Error and query counts are much reduced
• System performance has been generally good
  although there were 4-5 blips of severe
  degradation

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Spring Census Data Collection Period (Specifics
2)

• Feedback on the new error and duplicate reports
  has been generally positive although there have
  been some teething issues
• There has been regular communications with LAs
  around progress and issues
• User feedback has been on the whole positive

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Spring Census Remaining Milestones

• 10/3 99 of returns in approved/authorised
  status
• 28/3 Complete Duplicate UPN/Pupil resolution
• 3/4 Provisional funding figures available on
  K2S
• 25/4 - Confirmed pupil numbers for DSG funding
• 30/4 Database closure
• 13/5 Final funding figures published on K2S

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Thank you and now .....
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COLLECT update and forward look Steve
Bibby DCSF
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COLLECTSteve BibbyData Services GroupDCSF
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January 2008 the COLLECT family

• School Census
• School Workforce
• Early Years Census
• Alternative Provision
• SaLTS
• Each has different characteristics.

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Recent Critical Feedback

• Some performance and reliability issues remain.
• Some functionality issues
• Duplicate reports timing out
• 10 schools/pupils per page is too restrictive
• Need to streamline some key functions
• There are others
• An Issues Log will be placed on TeacherNet.

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Recent Positive Feedback

• Reliability has improved (and its getting
  better).
• Performance has improved (we aim to improve
  further).
• Functional improvements have been delivered (e.g.
  we improved the duplicates report performance as
  soon as we could).
• Some people reported that they found the system
  straightforward to use.

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Some suggestions.

• We could improve our guidance documents. Some
  useful features have been overlooked by some LAs.
• Better use of other communications opportunities
  could be helpful.
• We have a list of requirements/improvements that
  have been raised. Well publish on TeacherNet.

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What next?

• Summer SC blade is out with schools MIS suppliers
  now and will be issued to LAs/schools on 31
  March.
• Autumn SC blade will be released, we hope, in
  April.
• Keystage 1 and FSP in the Summer.
• Children in Need.
• Workforce pilots continue
• Were working hard to get the blades built early,
  while engineering improvements.

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The COLLECT User Group

• Meets every couple of months. Fluid membership.
• Reviews issues, suggests improvements and informs
  DCSF from the school and LA perspective.
• Provides DCSF with requirements, a sounding
  board facility, challenge, debate and a reality
  check.
• The entire process is positive and pragmatic and
  I am grateful to LAs who have contributed.

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What more would LAs like us to do?

• Were improving performance reliability.
• Were improving functionality.
• Were improving consultation process with LAs.
• Were improving communications.
• Were improving guidance and training facilities.
• What else could we be doing?
• What three things would bring most benefits?

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Thanks for listening

• If you have questions, problems or concerns about
  COLLECT, please contact the DSG helpdesk via
  email or telephone.
• All COLLECT issues are directed to me or my team.
• We are listening and we value your feedback.

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Thank you and now .....
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COLLECT QA Steve Bibby DCSF
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Thank you and now .....
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Duplicates Graham Knox DCSF
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DuplicatesThe story so far.
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The Past

• Data collection done in DAZ
• No direct access to DCSF database for LAs or
  Schools
• Duplicate reports issued only once
• Reports werent issued until end February
• Not all schools had returned data
• LAs responsible for returning spreadsheets with
  actionable codes to DCSF
• No sight of amendments being made until funding
  figures issued

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The Present

• Data collection done in COLLECT
• Direct access for schools and editorial access
  for LAs
• All reports available after 2 weeks
• Significant more time to resolve duplicates
• Can action as and when the LA wants
• Responsibility passed to LAs to clean duplicates
• Transparency for LAs to see amendments made

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Spring 08 Duplicates Update

• On 12 Feb, there were 7,200 pairs of duplicate
  UPNs and 43,000 duplicate Names.
• As at last Tuesday, there were 5,100 duplicate
  UPNs. (The position on duplicate names remained
  constant.)
• This was a massive effort, especially given the
  half term break. Thank You!
• There are just 3 weeks left after this to resolve
  duplicates so please keep up the hard work.

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The Future and known Issues

• Whether schools should re-submit or LAs should
  amend COLLECT manually?
• The need to have an easy way of moving a pupil
  from On Roll to Off Roll.
• At what time should reports be made available?
• The run-time and time-out problems experienced.
• On what status the returns should be based.
  Approved only or including Submitted data?
• Cross collection Duplicates?

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Thank you and now .....
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Duplicates - breakout session issues for LAs
and how DCSF might help
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Thank you and now .....
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• MIAP Managing Information Across Partners -
  update
• the Learner Registration Service
• the UPN
• the Learner record
• Malcolm Edmonds
• LSC

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MIAP Services

• The Learner Registration Service
• The Unique Pupil Number
• The Learner Record

Malcolm Edmonds Implementation Consultant,
MIAPmalcolm.edmonds_at_lsc.gov.uk
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LRS Update

• Release 1b
• Released 21st January 2008
• Backward compatibility of batch upload files with
  Release 1a
• More effective management of potential data
  challenge (merge/unmerge) with an audit trail
• Web Services initially in a test environment
  (disaster recovery staging environment (DRSE))
• Followed by Web Services in a production
  environment available to accredited users
• Enhanced help functionality

www.miap.gov.uk
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LRS Update

• Release 2a
• Due April 1st 2008
• Incorporates change requests from QCA for 14-19
  Diploma
• Web service to view merged ULNs
• May be changes around matching algorithm
• Prototype Learner Record (NB NOT part of LRS
  release)

www.miap.gov.uk
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LRS Update

• Release 2b
• Due September 1st 2008
• Portfolio of changes from change requests
• LRS will support Offender Learning Skills
  (OLAS)
• The integration of the LRS with UKRLP to provide
  single sign-on
• 1st production release of the Learner record
• Learner self-management facility

www.miap.gov.uk
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Whats Next?

• Implications for Schools Local Authorities
• Diploma Centres need to register as a Learner
  Registration Body.
• Pupils being entered for the 14-19 Diploma will
  need a Unique Learner Number before they can be
  registered.
• Implications for MIAP
• Support for schools and local authorities in
  conjunction with DSG and QCA
• Telephone, prompt sheets, internet, email
  support, forum

www.miap.gov.uk
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• Questions
• Thank you

Helpline Tel [phone]  
emaillrssupport_at_miap.gov.uk
www.miap.gov.uk
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The ULN and the Learner
GSCE
GSCE
GNVQ
A-Level
College Diploma
WBL NVQ
Data Bin
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Thank you and now .....
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LUNCH
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Bectas IMS framework discussion Terry
Keane Becta

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Information Management STRATEGY Framework

• Data Services Programme

• Session Objectives
• Communicate brief overview
• Answer any questions/discussion/ gain feedback

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Information Management Strategy Guide

• Based on consultation with LAs and schools
• Self Review Framework style
• Draft Framework based on work with cross section
  of LAs and schools during 2 day workshop
• Part of wider guide / compliment existing support
  

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Thank You for Listening Next Steps

• Have you any questions?
• Discuss draft Framework handouts
• If possible please email any comments to
  tim.spiers_at_becta.org.uk by 7 March 2007

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Thank you and now .....
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School Census - breakout session on general
issues
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Thank you and now .....
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Feedback from breakout session Michael
Ellis DCSF
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Thank you and now .....
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• School Census forward look -
• Summer and Autumn 2008
• Spring 2009
• post-16
• Sam Currie Gerard Hassett Simon GrigorDCSF

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Looking forwardSchool Census Summer
Autumn 2008
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Summer 2008

• Familiarisation Blade released to Software
  Suppliers 18th February 2008
• Familiarisation Blade released to LAs, Academies,
  CTCs and NMSS 31st March 2008
• Census Date 15th May 2008
• Return Deadline (100 approved) 11th June 2008
• Readiness letter w/c 31st March
• Project Manager Samantha Currie

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Summer 2008

• Duplicate reports will be available in COLLECT in
  the same way as Spring.
• Were not enforcing resolution but providing
  these reports to allow your schools to further
  clean their systems.
• There are no changes to Summer 08 from last
  Summer other than the collection of Post 16 data,
  which was first collected in Autumn 07.
• Over to Gerard for more information

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Summer 2008Post - 16

• Summer 2008 will be the first summer collection
  of Post-16 Learning Aims data.
• Schools need to record all learning aims being
  pursued by students in year 12 or above and level
  3 learning aims being pursued by learners in year
  11 or below (secondary schools only).

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Summer 2008

• Post-16 problems
• International Baccalaureate Validation problems
  in Autumn collection due to character.
  Change now made to specification and suppliers
  endeavouring to implement.
• Some qualifications were missing from QWS in
  Autumn, mostly due to late changes in
  qualifications. DCSF will make changes to the
  database if informed of any absences.

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Autumn 2008Planned dates

• Familiarisation Blade released to Software
  Suppliers April 2008
• Familiarisation Blade released to LAs, Academies,
  CTCs and NMSS May 2008
• Census Date 2nd October 2008
• Return Deadline (100 approved) 29th October
  2008
• Readiness letter w/c 11th August 2008
• Project Manager Steve Creasey

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Autumn 2008

• Post 16 Learning Aims to be collected in Autumn
  2008
• Differs from Autumn 2007 retrospective
  collection including final outcomes for those
  learning aims still active in Summer 08.
• More details closer to the time.

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School Census 2009

• Changes Timetable
• Simon Grigor
• Data Services Group

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Changes Census 2009

• Moratorium still in place
• Nonetheless a couple of changes
• Parent/carer contact details
• Unique Learner Numbers (14 )
• Funded hours for 3- and 4-year olds
• Plus minor amendments (validation tidying, date
  changes)

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Census 2009 - Timetable

• Baseline the specification and issue to suppliers
  end March 2008
• Guidance Notes draft by end March 2008 (LA
  reviewers welcome)
• Summer revise Fair Processing Notice
• LA Events Autumn 2008

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Thank you and now .....
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Final QA and AOB Close Michael Ellis and the
panel DCSF

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Farewell until the next Data Collection Sub ICES
group meetings to be announced
I C E S Information about Children, Education
and Schools