School Workforce Census

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School Workforce Census

• Steve Baxter
• Head of Information Management

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South Gloucestershire Department for Children and
Young People

• Establishments
• 96 Primary Sector
• 3 Special Schools
• 15 Secondary Schools
• Services provided
• All schools buy Council payroll service
• All schools buy CYP personnel service
• All (but one) schools buy CYP IMS service
• Systems used
• Personnel and Payroll use Northgate Resourcelink
• All schools use same MIS Capita SIMS

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Information Management Section

• Provides
• ICT services and support to schools
• IMS and MIS services and support to schools
• Data services to schools and the CYP Department
• ICT and CMS development and support for the
  Department
• SWF Project Team members
• Heads of Schools Personnel and Information
  Management
• Schools Personnel Officer (618G veteran!)
• IMS Support Officer

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Existing Information Systems for Personnel
Resourcelink
P A Y R O L L
F I N A N C E C i v i c a
Schools Personnel
D a t a S e r v i c e s
POST
Citrix
Schools' SIMS P5
Schools' Finance
Other information on staff
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Identify Data Sources

• Most of the required data is held in schools in
  some way
• Some information is only held at schools
• In South Gloucestershire, central council
  services are the prime data source for payroll
  and contract information only. However most of
  this was already being duplicated in schools for
  their own records!
• But - who actually owns the data?
• So, decided to work with schools to consolidate
  all required information at the source i.e.
  schools except for directly centrally
  employed staff and in the process streamline
  the information flow

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Sector Skills Councils

• Similar data collections are being implemented
  throughout the public service sector to aid in
  workforce development.
• They will provide robust information to
  influence strategic planning for service
  provision, resource allocation, identify skill
  gaps, learning needs, etc. - DCSF, DoH
• Corporate Personnel Departments are now much
  more aware of these processes, especially as the
  requirements for NMDS-SC have arrived. It is
  vital that all areas work together schools,
  data teams, schools personnel, childrens
  services personnel and corporate personnel.

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How do you sell SWF to schools?

• Try to identify whats in it for them
• Make the process as painless as possible be
  prepared to support as needed.
• Build on the success of the School Census
• Aim would be that, eventually, it becomes part of
  normal everyday processes in schools.
• Therefore this is a business re-engineering
  programme.

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Involvements

• Heads briefings
• Project Board has Heads representatives
• Admin staff briefings
• Admin staff training
• Convert P5 to P7 and clean data joint IMS
  Personnel work
• Entered additional information as necessary
• Several dry runs of SWF in each school
• Remote Access invaluable
• However significant on-site time at secondaries
  was required
• Data Services received files from schools and
  uploaded to Collect on their behalf
• Feedback to schools of issues and help with
  corrections

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Fair Processing Notice

• Local authorities should
• Notify all members of the workforce whose details
  will be included in the census.
• Review their existing fair processing notices and
  include the suggested text. Revised notices
  should be sent to staff as soon as possible, and
  certainly well in advance of the first
  collection.
• Ensure that procedures for new members of staff
  are amended to include the new fair processing
  notice.

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Pilot

• In January 2008
• 17 Primary Sector schools
• 1 Secondary school
• All completed on time and loaded successfully
  into Collect. Only significant validation errors
  on the non supported schools file!
• Have now successfully run the SWF in all Primary
  Sector schools and produced (CMS) validated
  files. No significant issues identified in any
  school.
• In September 2008
• Plan to run SWF in all Primary Sector schools
• We are, tomorrow, meeting with secondary school
  Heads to encourage as many as possible to be
  ready.

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Data Issues so far

• NI Numbers
• Qualifications
• Absences
• Conflict with corporate data requirements
• No central personnel system capable of extracting
  SWF

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Data Issues to be tackled

• Scope of whos to be included?
• Non LA employees in schools
• Centrally employed staff
• Quality and completeness, especially secondary
  schools
• Federations and Partnerships
• NMDS-SC
• Fair Processing Notices
• Develop central personnel system capable of
  extracting SWF

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Proposed Information Systems for Personnel
Resourcelink
P A Y R O L L
F I N A N C E C i v i c a
N M D S
Interface
ONE Personnel Schools CYP Personnel / Training
D a t a S e r v i c e s
DCSF Collect
Citrix
Schools' SIMS P7
Schools' Finance
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Key Points

• Dont worry about data quantity yet concentrate
  on processes and quality
• Plan for sustainability not a quick fix must
  be embedded into processes.