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 changes, additional payments and allowances, Re-visit choice of Post, changes to Qualified Teacher Status /

HLTA status, qualifications gained above A Level, etc.) during school year on an on-going basis as changes

occur.

School to upload return to COLLECT, as shown in the next Collect flowchart,using our LA SWF ‘Process’ guide that covers all above + next page which

school must do: checking return to see if each module has suitable record count, running COLLECT’s 2 “Missing …” reports & other reports, resolving COLLECT

errors (back in MIS), resolving any resolvable Queries (back in MIS) that involves repeating this MIS flowchart again) then, once all is ok, that ‘Process’ (and next page) explain school must sign off return in COLLECT using ‘submit’ button, so

that LA can ‘Approve’ & DfE ‘Authorise’. This box is covered over page & in more detail in our LA step-by-step ‘Process’ on WebFronter* (by mid Oct 2015).

Partial validation of SWF return data is done within MIS: resolve appropriately the errors & queries found by your MIS (and any missing contracts if your MIS can find these too) (Although a few of your queries might not be resolvable – and will need notes on Collect later – almost all queries

can and must be resolved suitably, but see WebFronter* for our “Common Errors And Solutions” guide and for “Breaking News” on any errors to ignore. Call for support if unsure (0207 364 49

42).

In parallel with this: upgrade MIS if necessary. (familiarisation site allows early tests/dry run until Oct half term break)… then on census day: capture and load the census day specific SWF School-Level

(headcounts per group) data and any teacher vacancies (including temporarily covered vacancies)

(so no errors /queries shown by MIS).Even if no issues found here by the MIS, later

(over page) a COLLECT checkmay find some

Resolve missing data, Errorsand resolvable Queries

appropriately in your MIS.

Generate Return from MIS using steps of this flow chart below Note that HR/admin staff working on this return may choose to check data and ‘authorise’ return in MIS themselves, rather than involve (at this early checking stage) the leadership team/Head for authorisation & checking

below, then involve head/etc. to check summary just once when all COLLECT issues are resolved.

NO

YES (MIS found no issues)

Create SWF School Summary (from MIS SWF section)

Check SWF school summary figures yourself for any obvious issues (no absence, etc.) (note total staff

will include the required leavers too) without involving the leadership team at this early stage of checks (we advise head’s checking is done after Collect checks

over page)

Your MISshould 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 whodid not know your school can do in only a 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 Summaryhas not been published by DfE in recent years

but if the DfE do publish advice then wewill send it to schools & put it

on WebFronter*.

Doschool summary

figures seem right to you?

NO

“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 involve the Head later (just before pushing the ‘submit’ button in Collect, near end of the next page).

.

,

Now start the Collect Flowchart

(over page)

YES

DoesMIS think data is OK?

Only start here if coming back from Collect Flowchart

(on next page)

e.g. refer to our “On-going Preparations…” guide + our “Autumn term actions needed by school” document (both can be downloaded from our WebFronter* SWF page) for more details. Check latest ‘Privacy Notice’ is

in school’s new starter pack so new staff always get one).

Flowchart Page 1 of 2

e.g. use our form on WebFronter* to capture suitable staff list for headcount part of return.

at least by doing the ‘9 quick checks’ doc in webfronter*

* WebFronter\TowerHamlets\dataandstatistics\ then pick ‘census’ (in menu at top) then ‘SWF census’ (in left menu).

…then, the steps in DfE’s COLLECT Live/Familiarisation web system:

Flowchart file version 2015-09-16 21:22 as PPT-PPS

Head teacher to check & approve school’s latest

SWF15 school summary (ensuring it is for most

recent version of return) now (if Head chose to

not be involved in SWF process until after all

COLLECT checks done).

Go to DfE’s Secure Access site and Log in and chose COLLECT then pick the correct collection line:

School Workforce… 2015

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.

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/ payments, has suitable notes on irresolvable queries and once head has approved all figures on school summary – this will “submit” the return for LA to check credibility on & ‘Approve’, then DFE to ‘Authorise’.

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.

Upload (if re-uploading do overwrite) latest return (‘…SW3…’ file), wait until Collect says return is “…queued awaiting validation…” Press OK, log off from Collect & immediately log back in (picking ‘workforce …15’

again).

Data OK ?resolved list in “All Errors”

(button)

Resolve all errors, missing data and queries back in MIS (and repeat wholeMIS flowchart process, to get revised new return on to Collect & recheck it)

Ensure in Collect the count of School Workforce members is not larger than the count of Contracts in COLLECT

NO

YES

If it is ok, (or if you can’t tell who’s missing) wait until this latest return has been on Collect overnight…

Run all Collect reports not just Missing contracts + Missing…pay.

Staff seen oneither of those “missing…”

reports must be investigated andresolved in MIS so that current staff all

have pay AND all SWF members including anyone who left (in either the current or

previous academic year) get their contract records into Collect. Any ‘contract details’ type

reports in MIS SWF area help findstaff with no contract; webfronter has

guide to finding & fixing ‘MissingContracts’ then check the

other reports

Gotany missing

records or pay issues revealed ? (e.g. by MIS

school summary figures or if recordcounts in relevant modules are

wrong or in ‘Missing…’report / other

report

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 issues to be

corrected (e.g. on other reports) then: Add suitable notes (and ‘create’ after typing) on each irresolvable query, in the ‘All Errors’ list

(Only add note at ‘return level’ in top module if that ‘All Errors’ list did not allow note creation).

.

Log off Collect, wait some time*, Log into Collect LIVE,

chose School Workforce 2015 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)

Doesreturn status say

‘…Validated’ yet?

NO YES

NO

YES

Check back periodically (log off Collect & logon again each time)

Use Open Return in Collect (if necessaryin ‘compatibility mode’ for IE8+ users)

check each module on grey menu for suitable number of records in each of

the relevant Collect modules – e.g. refer to our “Collect Modules” guide on

WebFronter.

Sorry, go back to the green ‘start’ box on MIS flowchart (previous page)

Flowchart Page 2 of 2

If you can see who

or what is missing…

If a

ny is

sues

fo

und

by

the

He

ad

Start hereif coming from the

MIS steps flowchart

(on previous page/slide)