School Workforce Census “Working together”

1. School Workforce Census “Working together” Eric Jackson, head of business development & information Sharon Walton, performance improvement manager 17 February 2011

2. 2010 full return of Central file completed, preparation for 2011 (November) return underway. Pilot school had successful parallel returns using both HR and SIMS systems. Successful joined up working with LA teams and external software/Hardware support. Development of system (to meet DfE change requirements), including Midland liaison with the council for adjustments to data capture, which require ongoing clarity from DfE due to initial contradictions in process. XML load of data into Chris planned for Quarter 2. Schools to ensure dry runs to the return, filling data gaps. Colleagues in schools should ensure that they have read DfE guidance and checked FAQ’s to ensure that queries are quickly resolved (e.g. SIMS schools return). Where we are & lessons learned

3. Where we are & lessons learned • Contract information, Service Agreement and role/scale must be kept up to date – these are the most common missing data from SIMS schools returns. • Resilience (back up process) agreed and reviewed to ensure minimal interruption/manual entry for schools. Being prepared for evolving requirements by the DfE. • Schools bulletin used to communicate issues and process changes – clear communications route and guidance developed. Feedback from schools on the last return was used to shape the current strategy. • Error checking and resolution, Colleagues working together to achieve clean and accurate data. • Understanding and supporting of each others roles, priorities and challenges in achieving a successful return.

4. When - cycle • When is the next School Workforce Census? The next census will be in the autumn 2011 term (Expected to be 3rd of November, DfE to confirm by May). • How will my school complete the return? The completion notes for School Workforce Census will be made available nearer to the autumn 2011 term by the DfE, the council will provide a program of support and training schedule by the end of April. • Please keep your data up to date all year round, whichever systems you are using for census.

5. How does it work? • How does it work? The Census works by allowing schools and local authorities to extract data already held in their management information e.g. SIMS. The Council uses its link to CHRIS to create central return data. In turn, this is shared with the Department for Education (DfE) via its secure web-based collection tool, COLLECT. The LA undertakes the submission to COLLECT on behalf of all Croydon schools.

6. Help - Training / Guidance and who’s who • Training program - Schedule available from April • Guidance notes- Will be published via schools bulletin monthly • System updates and support • Schools SIMS system– CReDIT team • CHRIS support – HR team • Collect system – Performance team • Who can help? Where can I find guidance? Schools bulletin publications, FAQ and training sessions will provide regular updates and handouts. Your Council HR, Performance and Credit support teams contacted via email or telephone; CHRIS queries on returns HRreports@croydon.gov.uk Schools census queries and collect return John Dyson cypl.performance@croydon.gov.uk Credit SIM’s Support educationict@croydon.gov.uk

7. Flow chart

8. Questions and summary feedback • Schools advised that they found the return and submission process became simplified and cleaner as further clarity was offered. SIMS and HR support acknowledged in overall support. • Communications to be improved for next collection. • Credit team support for SIMS updates appreciated. • Helpdesk via Performance team for error resolutions to schools files, HR support for files. • Dry runs to be completed as a regular routine prior to statutory date for SIMS schools. • Timetable via Schools bulletin and website.

9. Contingency • System – CHRIS HR working closely with the Council to ensure that system is ready to handle any changes that Dfe may require in the next return. • All schools should maintain CHRIS and clean their data regularly.

10. Communications and information • Schools bulletin to be used to inform schools. • Training schedule to be shared. • Flow chart of process shared to aid schools. • Help contacts and FAQ provided. • Site support available via CREDIT team. • Guidance to be published to schools bulletin.

11. What next – cycle and thank you • Remember the next return is November 2011(DfE to confirm date nearer the time) , but it is important to regularly update your data and ensure that you attend training offered. • Training will be advised via the schools bulletin in April. • And most importantly! Thank you to all schools for their successful completion and support of the 2010 return. From your HR and performance colleagues.