School Workforce census: Steps in your Management Info. System…
START HERE: Load/Review/ Update all School
Workforce (SWF) data in school’s Management
Information System (MIS) (e.g. contract changes,
ended contracts, leavers, new starters, new contracts,
promotions, absences, changes to roles, hours & pay,
additional payments, re-visit choice of Post, changes to
Qualified Teacher Status / HLTA status, qualifications
gained above A Level, etc.) throughout the school
year on an ‘on-going’ basis (as changes occur)...
And in parallel: upgrade MIS if not web-based. Use familiarisation site for early tests/dry runs (open until
Oct half term break)… then on census day: capture & load census day specific SWF School-Level
(headcounts per group) data and any teacher vacancies (including temporarily covered vacancies).
e.g. refer to our “Early Warning Letter” which can be
downloaded from our WebFronter* SWF page, for more
details. DfE ask that their SWF guide (which is also a link
given on WebFronter) is used as a handbook throughout
the year. Check the ‘Privacy Notice’ is in the school’s
new starter pack always being issued to all new staff).
Resolve missing data, Errors
and resolvable Queries
appropriately in your MIS.
Only start here
if coming back
from Collect
Flowchart
,
NO
e.g. use our form on WebFronter* to capture suitable staff list for the headcount part of return.
Generate Return from MIS using steps of this flow chart below Note that HR/admin staff
working on this return are recommended to check data and ‘authorise’ return in MIS themselves,
rather than involve (at this early checking stage) the leadership team/Head for authorisation and
checks (head will check summary just once when COLLECT issues all fixed, later, on next page).
Partial validation of SWF return data is done by the MIS: appropriately fix the errors & queries
found in your MIS (and any missing contracts if your MIS can find these too) (Although a few of
your queries might not be resolvable – so will need notes on Collect later – almost all queries can
and must be resolved suitably, but for help see WebFronter* for our “Common Errors&Solutions”
dictionary and our “School Summary checks” sheet, etc. (For support if unsure 0207 364 49 42).
Does
MIS think data is OK?
(so no errors /queries shown by MIS).
Even if no issues found here by the MIS, later
(over page) a COLLECT check
may find some
YES
(MIS found no issues)
Create SWF School Summary (from MIS SWF section)
(on next page)
NO
Do
school summary
figures seem right
to you?
YES
Your MIS
should be able to make a SWF
school summary file ( tables A to S )
as well as the separate SWF return XML file.
There are some checks that even someone who
did not know your school can do in just 1 minute:
see our ‘9 quick checks’ 1 page doc on webfronter*.
DfE guidance on checking a SWF return using your
latest School Workforce (SWF) School Summary
Check SWF school summary figures yourself for any
has not been published by DfE in recent years
obvious issues (no absence, etc.) (note total staff will
but if the DfE do publish advice then we
include the required leavers too) without involving the
will send it to schools & put it
leadership team at this early stage of checks (we advise
on WebFronter*.
head’s checking is done after Collect checks over page)
at least by doing the ‘9 quick checks’ doc in webfronter*
“Authorise” in MIS – Although Head teacher’s approval
step ought to occur here (i.e. each & every time a return
is “Authorised” in MIS), if Head wishes, their approval of
SWF return and their check of the summary to instead
occur only once (at end of all the Collect checks), then
instead don’t involve head yet (head will check later: at
the step to submit in Collect, near the end of next page).
* webfronter.com\towerhamlets\dataandstatistics\ then
pick ‘census’ (menu at top) and ‘SWF census’ (in left menu).
School to upload return to COLLECT, as shown in the next Collect flowchart,
(referring to LA SWF ‘Process’ that .covers all above and the checks on next
page which school must do: to see if each module has suitable record count, run
COLLECT’s overnight “Missing Contracts” report and other overnight reports, fix
any COLLECT errors (back in MIS), fix any resolvable Queries (back in MIS)
(with any fixing involving repeating this MIS flowchart , then, once all is ok, at the
end of next page, the school must “sign off” the return in COLLECT by using the
‘submit’ button, so that LA can ‘Approve’ & DfE ‘Authorise’. This box is covered
over page in more detail and in our LA step-by-step ‘Process’ on WebFronter*.
Now start
the Collect
Flowchart
(over page)
Flowchart
Page 1 of 2
…then, the steps in DfE’s COLLECT Live/Familiarisation web system:
Start here
if coming
from the
MIS steps
flowchart
Go to DfE’s Secure Access
site and Log in and chose
COLLECT then pick the
correct collection line:
School Workforce… 2016
(on previous
page/slide)
Internet Explorer version 8 (or
later?) (IE8+) users may
need to use ‘compatibility
mode’ (e.g. turn compatibility
mode/view ‘on’) if any Collect
button seems to not work.
Sorry, go back
to the green
‘start’ box on
MIS flowchart
Use Open Return in Collect (if necessary
in ‘compatibility mode’ for IE8+ users)
check each module on grey menu for
suitable number of records in each of the YES
relevant modules, referring to page 3 of our
“Collect Modules” guide in WebFronter.
Does
return status say
‘…Validated’
yet?
Use Collect “All Errors” button to view errors/queries
(you may have several pages of them in Collect even if
your return had no errors & no queries in your MIS.
(previous page)
Resolve all errors, missing data and
queries back in MIS (and repeat whole
MIS flowchart process, to get revised
new return on to Collect & recheck it)
If any issues found by the Head
Upload (if re-uploading do overwrite) latest return (‘…SW3…’ file), wait
until Collect says return is “…queued awaiting validation…” Press OK,
log out from Collect & immediately log back in, pick ‘workforce …16’ again
YES
Got
any missing
records or issues
revealed ? (e.g. if record
counts in relevant modules are
wrong or Collect report shows
an issue or MIS school
summary counts
wrong)
NO
Head teacher to check &
approve school’s latest
SWF16 school summary
(ensuring it is for most
recent version of return)
now (if head had chosen
not to be involved in the
SWF process until all
COLLECT checks done).
NO
NO
Log off Collect, wait some
time*, Log into Collect again,
chose School Workforce 2016
collection again (if needed get
IE8+ into ‘compatibility mode’).
(*immediately for first of these
check-backs, then after 15min
for any second check back,
then approximately hourly if
status of return is still “awaiting
validation” on checking-back)
Check back periodically
(log off Collect & log
on again each time)
Data OK ?
fixed all in list in “All Errors”
(button)
Check MIS
SWF (DfE)SchoolSummary
TableA Col.6 ‘immediately’ (counts
YES
staff then listed, next day, in Collect’s
‘missing contract’ report). Suitably fix any
Ensure in Collect the count of School
Workforce members is not larger than
in MIS so all SWF members (including any
the count of Contracts in COLLECT
who left after 31/08/2015) have contracts in
Collect. Any ‘contract details’ type report in
MIS SWF area helps to find those with no
If it is ok, (or if you can’t tell who’s missing) wait until
contract; see our webfronter guide on
this latest return has been on Collect overnight…
fixing ‘Missing Contracts’. Check
Collect’s other overnight
Run all Collect’s overnight reports (not just “Missing contracts”).
reports too.
Only if Head is happy with all figures in latest
school summary in all tables and there are no
missing contracts and no errors/resolvable
queries nor any other Collect modules /reports
issues to be fixed (e.g. missing records) then:
Add suitable note (and ‘create’ after typing)
for each irresolvable query, as a listing by code
(By using the pencil seen at ‘return level’ in the
top module seen when you first “open return”).
School must to use the “submit return” button in COLLECT
to sign-off the return once it has complete and accurate data in each
.
module, has no Collect errors, has no resolvable Collect queries (checked
using the LA step-by-step ‘Process’ guidance document), has no missing
contracts, sufficient records, has suitable note for any irresolvable queries
and once head has approved all figures in school summary – this is school
“signing off” so the LA can check credibility & ‘Approve’ & DFE ‘Authorise’.
Flowchart file version 2016-09-23 20:01 as PPT-PPS
Flowchart Page 2 of 2