guidance on alfresco for bristol standard e-submissions · guidance on alfresco for bristol...

Guidance on Alfresco

for Bristol Standard E-Submissions

of 18 Guidance for Bristol Standard e-submission (Updated Oct 2017)

Contents Overview ......................................................................................................................... 2

Required: ......................................................................................................................... 2

Optional (but recommended) ........................................................................................... 2

Finding the Bristol Standard blank paperwork ................................................................. 2

How to copy and save a file……………………………………………………………………3

Renaming your paperwork……………………………………………………………………..5

Editing, Updating your E-submission.............................................................................. 5

Working on a document using Alfresco ........................................................................... 6

Completing Dimensions .................................................................................................. 8

How to upload photographs ....................................................................................... 10

How to upload documents…………………………………………………………………10

How to upload paperwork to Alfresco ............................................................................ 12

Submitting E-Submission for review .............................................................................. 12

Using Workflow ............................................................................................................. 14

Submitting work for Validation……………………………………………………………….16

What happens nex?.......................................................................................................17




Overview This document has been written to support settings to complete their Bristol Standard using an E-submission via Alfresco. By using Alfresco your document is secure and will only be viewed or accessed by yourself and the Bristol Standard Mentor working with you and supporting your submission. It will then be accessed for Validation once you have submitted your completed submission. You will be able to access your work from anywhere as long as internet access is available. You should be able to find all the information you need to support you throughout the E-submission process but if not then please contact your mentor who should be able to answer any questions you have or get you the support you need.

Required: To be able to complete the Bristol Standard paperwork you will need Microsoft Word 93 or later.

Optional (but recommended) Software to condense the WORD document into a PDF standard, eg: Adobe Acrobat is probably the best known, but there are many alternative freeware versions available. Bristol City Council uses Adobe Acrobat, so any PDF software you choose must be compatible with the Adobe Acrobat Reader. It’s optional whether you condense your e-submission prior to any review stage, providing you follow the process outlined in this document for sharing your data.

Finding the blank Bristol Standard paperwork Connect to the Bristol Standard Forum on Alfresco using the link – https://bcc.zaizicloud.net/share/page/ If you have not yet received your login details yet please contact the BS Support Team at BEC, or your mentor.

https://bcc.zaizicloud.net/share/page/




Once you have logged into Alfresco you will arrive at your personal Dashboard. You need to click on Bristol Standard which is on the left hand side under My Sites. Click on Document Library at the top right and this will then give you the list of E-submission folders available.

You need to choose which folder is relevant to your setting e.g. Play Provision / 0-5 provision/ Joint submission. Within the relevant folder you will find the templates you need e.g:

Full E-submission V0516.doc First Interim E-submission V0516.doc Second Interim E-submission V0516.doc

(please note all folders are alphabetical not in order of completion) s You need to copy the file you need from the folder in the Document Library to the 'My Files' area in your Dashboard. How to Copy and Save a File you Need Open the folder containing the file you need (click on the folder name to open the folder). Click on the file you want to copy – the example below uses the file “Full E-submission V0516.doc” –




(NB: sometimes the file “viewer” on the left won’t open – don’t be concerned if this happens) Select the 'Copy to…' option on the right. A new window will pop-up – make sure you select 'My Files' under 'Destination' on the left section of the new window – Click on 'Copy'.




The file is copied to 'My Files', your personal and secure document management area. To access the document click on 'My Files' on the top menu bar (normally a black row along the top of the window).

Renaming your Paperwork It is vitally important that you rename the file you have copied and name it so that it represents you and your setting. Find the document in 'My Files' then click on ‘Edit properties’ on the right hand side and rename your document. Please follow the naming convention recommended below - Use the format “Setting Name Submission type Month and Year of submission.doc” . Try to avoid adding any full stops other than the one between the file name and the file type (ie: filename.doc), eg:

anursery I1 Oct 16.doc

(F=Full submission) (I1 = interim 1 submission) I2 = interim 2 submission)

If you are using a later version of Microsoft Word, you may wish to save your




submission as a .DOCX file NB: Document Footer –this is preset to the filename, but you may like to update this to the new file name you use (click on Insert in your Word document then click Footer and edit . Once you have changed the name you will need to click Close Header/Footer) All the e-submission forms are also available on the Bristol City Council website - https://www.bristol.gov.uk/resources-professionals/bristol-standard

Editing, Updating your E-Submission The Paperwork you download is created using Arial and Verdana, with variations in font size and colour for emphasis – this is the format we would like you to work with.

Document format/protocol Please use the standard format for submissions, as follows: Acceptable Fonts: Arial, Helvetica, Tahoma, Cambria, Callibri, Verdana Font Size: Typically 11/12, but allows for reduction to 8 as and when necessary, and increases for Headers, titles etc. Colour: black, with options to emphasis and highlight as and when necessary.

Working on a document using Alfresco Once your submission document is saved with its new name in “My Files” you are then ready to start working on your submission. You now need to download your paperwork to your computer to be able to work on it. Go to My Files and you will see a list of all your documents, on the right-hand side of the document you want to work on and click Download. Your computer may then give you the option to Open your download or if not you will find it in your Downloads folder on your computer. You can then work on your paperwork on your computer. You will then need to upload the paperwork to Alfresco to be able to access it online or share it with you mentor.

Completing Dimensions We want you to make your submission your own and so below are only suggestions of how to complete the dimensions. Many settings add more pages of evidence and may

https://www.bristol.gov.uk/resources-professionals/bristol-standard




make a piece of evidence fill a whole page where necessary so it can be read e.g. a page from a policy, you may also merge box cells if needed. Some settings prefer to write bullet points to share their strengths others write in sentences, it’s completely up to you. Remember not to duplicate evidence as you can cross reference your evidence with other dimensions. Each Dimension of a full submission has a Section for “Areas of Strength” – Typically, a submission will include a minimum of 3-4 “Areas of Strength”. Each area of strength can be recorded in a table, example below:

Areas of Strength - What we do well: (1)

(Insert evidence) (2) (Insert evidence) (3)

(caption) (2a) (caption) (3a)

Write about your areas of strength in the top row [1] (cross reference to other dimensions if appropriate) Insert evidence in rows [2] & [3], with associated captions in [2a] & [3a], Example:

We have a member of staff who leads Forest School sessions every week. The children are taken off site in

groups of ten and given opportunities to explore, challenge themselves and be creative in a safe forest

environment. They have a wide variety of experiences e.g. Using tools/ fires/ climbing trees. (cross

referenced with Dimension 6 – Observation, Assessment and Planning)




Exploring mud and water in the mud pit

Challenges are set up for the children to access independently- here a child is learning to balance and walk along a rope.

Example: We held a Forest School week where all children took part in activities in our Forest. We sent out a letter to parents/carers explaining what their child would need to bring with them and used pictures to support those who find it difficult to read/read English. After sending this letter out there were many parents who were interested in joining in the session with us so we had lots of adult support. It was wonderful to see the children and adults enjoying the forest together. (Cross reference: see evidence Dimension 5&9)




This is a letter that was sent to all parents/carers informing them of our Forest School Week.

How to Upload photographs – There are many different makes of computers/tablets so there may be different ways to complete this. If you click in the box you want to insert a picture and then click on Insert, often found on the top bar of your screen, and then click on Pictures. You can then choose the photo you want to insert by finding the folder you have saved it on your computer and click Insert.




How to upload documents – If you want to insert a document (e.g Newsletter/Learning Journal) into a box you can use the Snipping tool in Windows. Snipping tool: If you open the document you want to insert and ensure you zoom out on the page so that you can see the whole document on the screen. Next, search for the Snipping Tool in your search box, a small box will appear and click new. Drag the cursor around the part of the document you want to copy and then click on the copy button. Go to the file you would like to insert the document into and click on the box you would like to insert it into, then click paste and the document should appear. You then need to extend the document to fit the box/page. Areas to Focus on next – targets. These are the targets that you are going to set yourself to work on for the next year. Benefits for the children – related to targets. These need to be clearly identified and written for the child’s benefit (not the adults). The benefits need to specifically related to the targets you have identified. Tasks to be done in order to achieve targets This is where you (and your team) allocate tasks and time frames for your targets to be met. Choosing your Priority Targets You need to identify four targets that you have written in your submission that you want to have as your priority targets. Think about your setting and how to move it forward, which targets will benefit from becoming your priority targets. Once you have identified your targets write them in the boxes and which dimension it relates to in your submission.




Comments This is an opportunity to hear your feedback about your Bristol Standard Journey and the support and guidance you received. Your feedback helps us plan for the future when writing Bristol Standard documents and training offered.




How to Upload your Paperwork Go to My Files and find the document you are working on. Do not click on the document instead go to the right-hand side and click on More, then click on Upload New Version. A box will appear with Update File, click on Select Files to Upload. Find where you saved your document on your computer and click on the file you want to upload and click Open. Unless you have made major changes keep the version as minor changes and click Upload. Minor changes- if you have only made a few changes then your document will be saved as 1.1 or 1.2 etc. Major changes – if you have made major changes to your work then clock on Major changes and your document will be saved as 2. This will then override the paperwork that was already saved on Alfresco.

Submitting your E-Submission for Review

Sharing your Submission with your BS Mentor You can allow your Bristol Standard mentor access to your work by adding it to 'Shared Files' in Alfresco. Your mentor will have set up a folder in Shared Files/Bristol Standard/Bristol Standard mentoring …/mentors name which will have a folder in it with your setting’s name. Access to this folder will be restricted to yourself, your mentor and a member of the Bristol Standard central team. If you are not able to find your folder please contact your mentor.




Now the only other person who can see your Submission is the mentor. Bearing in mind that your mentor is not going to edit your document, when you share it with them it’s important to be aware that the default “role” of the person with whom the file is shared is “Contributor” – this means that they cannot edit your document. They can read it, download it, print it, but they can’t edit it or upload it and over-write what you have done. Therefore, you normally don’t need to change the “role” for the mentor when you add them. Following this protocol also saves you having to PDF the document prior to sharing it. Using Workflow with your E-Submission

This is like an email system in Alfresco and allows you to specify what you would like another person to do with your document (e.g. your mentor to look at your benefits to children), and when you’d like it done by. When you create a workflow, the person you select will automatically receive an email indicating that workflow has been established and a new task will be created in their Dashboard. To start workflow, find the relevant document or file in ‘Shared Files’, then on the right-hand side click ‘More’ and click on “Workflow” – you’ll get the ‘Start Workflow’ screen. Click on the drop down menu and select ‘Review and Approve’ If you cannot attached your document it may be that it is already open and needs closing before you attaching.




There are various options that need to be completed –

Message – free format text window where you can add useful information regarding the changes you’ve made

Due – enter the date you’d like the review completed by Priority – normally Medium, but could be low or high Reviewer – this is the person who will do the review (normally your BS Mentor)

To select your Reviewer click Select next to Assignee. Search for the name of the person you want by typing their name in the box and click Select. When the name of the person appears you need to click + symbol and the name should move onto the right-hand side. When this is done click OK.




Note that your BS E-submission has been selected as the “item” for review and that “Send Email notifications” has been automatically ticked

Click on “Start Workflow” once the relevant fields have been updated. Your BS Mentor is emailed and the task is now waiting for them in their Dashboard. Once your mentor has reviewed the information and closed the workflow you will receive a corresponding email and you will be able to view their feedback and comments in the workflow when you next connect to Alfresco. Submitting your work for the Validation Panel This is when your submission is complete and you are ready to send your submission to be validated. (The date for this should have been arranged with your mentor when you started your submission). Firstly you need to inform Helen Williams that you are ready to submit your Bristol Standard so that she can create a validation folder for your setting to submit your paperwork. Please email Helen, including the name of your setting: [email protected] Once Helen has confirmed the folder is available please check that your submission is saved with the correct title (as discussed above) and is in a PDF format (see below).

mailto:[email protected]




You then need to put your submission into the folder on Alfresco for validation. If you click on Shared files / Bristol Standard / Bristol Standard e-submissions / ‘the name of your setting’. You can then upload your submission to here. The access with then be restricted to the named person in the setting with an Alfresco licence and the Bristol Standard Team. Make sure your paperwork in not open on your computer otherwise it may not upload. How to make your work PDF You need to ensure your document is sent to Validation as a PDF so that it cannot be altered. To save as a PDF on your computer you need to open the Word document you want to change go to File and click Save As, you then will see the name of the file and a drop down box underneath, open this box and a list of saving formats will appear, choose PDF and click Save. You can then upload this document to Alfressco. What happens next? Your submission will go to the validation panel and you will be emailed the outcome within a few weeks of the panel meeting. If you have submitted on Alfresco your certificate will be posted to you. Settings who do not use Alfresco will need to collect their folder and certificate from Bristol Education Centre (Bristol Submissions, other counties may have different procedures).

guidance on alfresco for bristol standard e-submissions · guidance on alfresco for bristol...

Documents