SWC Unit 4 – Run LIVE report
1. Generation
2. Maintenance
3. Add teacher vacancies
4. Add occasional teachers
5. Add third party support staff
6. Extraction
1. Generation
You must carry out all the steps in Unit 3 - Run and Correct TEST report immediately before you run the report in LIVE.
1. Check the date in the Census Date panel.
Either: In the Census Date panel, if the date in the Return Date field does not show 03.11.2016 delete the year in the Return Year field and click the Save as Variant black button.
Or: In the Census Date panel, if the Return year shows 2016 and the Return Date shows 03.11.2016 you do not need to change anything, just click the Save as Variant black button.
2. The Variant Attributes screen opens. Click the Save black button again.
The Overwrite variant dialogue box appears. Click Yes.
You will be returned the Report RPUSWFG1 screen. An information message appears in the bottom left corner of the screen telling you that your variant has been saved successfully.
3. In the Processing Steps panel make sure the radio button is in the Generation option and check your school number is in both Establishment fields.
4. In the Data Modules panel make sure that there is a tick next to each of the Data Modules (ignore the greyed out options) and that there is a tick in the Mandatory Staff Details box.
5. In the Processing Options panel take out the tick next to Test Mode.
6. Click the Execute black button at the top of the screen to run the report.
7. This brings you to the Statistics screen. All of the information required by the DfE has now automatically been collected. You must now run the report again in Maintenance so that you can add the three manual counts carried out on Census day.
Click the Back black button to return to the initial screen (ignore the message at the bottom of the screen).
2. Maintenance
1. Leave all options in panels the same as when you ran the report in Generation, except for the Processing Steps panel where you need to click in the radio button next to Maintenance.
2. Click the Execute black button at the top of the screen to run the report live in Maintenance.
3. The report is generated in Maintenance and you must now add all three manual counts which you carried out on Census day 03.11.2016.
3. Add teacher vacancies
1. Use the Vacancy module to record each unqualified and qualified teacher post actively recruited (permanent or a contract of one or more terms) that is vacant or temporarily filled on Census day.
A post is considered vacant if it is:
a) not covered
b) covered temporarily by other staff within the school
c) covered by a teacher on a contract of less than one term (a third of an academic year)
d) covered by a teacher on a contract of at least one term (a third of an academic year) and no more than an academic year (except if the teacher is on recognised long term absence such as sick leave, maternity leave, other paid leave, training or secondment).
The following vacant posts should be included in the census:
a) those the school has tried to fill, but which were not filled on the Census day
b) those where an appointment has been made but the appointee was not in post on the Census day
c) those for all types of unqualified qualified teachers (including Head teacher, Deputy head, Assistant head, Classroom teacher, Advanced skills teacher, Executive head, Instructor).
The following vacant posts should be excluded from the census:
a) those not becoming vacant until after the Census day (eg where teacher has resigned but is serving notice).
2. You must carry out these steps even if you had no teaching vacancies on Census day.
3. Click the Vacancy module black button.
Click Yes.
4. How to enter 0 teaching vacancies.
If you did not have any teaching positions vacant on Census day click the Save black button.
Click Yes.
This module is now complete. You must now complete the Staff Information module. See Add occasional teachers.
5. How to enter 1 or more teaching vacancies.
Click the Change Layout icon.
6. In the Change Layout dialogue box click the Display tab, put a tick next to Optimize Columns and then click the Green tick icon.
7. To add an empty row to add the information you need to, click the Insert Row icon.
8. Add information as necessary eg:
Year / Enter 2016
SWF Term / Greyed out
Level / Click in the field then click and select L from the picklist
SWF LEA number / Enter 850
SWF Establishment / Enter your 4 digit school number
Vacancy Post / Click in the field then click and select option from the picklist
SWF Sequence Number / If there is more than one vacancy for the same type of post (eg 2 Primary Classroom teachers) enter 1 for the first, 2 for the second and so on.
Otherwise leave blank
Subject Code / Click in the field then click and select option from the picklist. PRI for Primary or SEN for Special schools
Vacancy Tenure / Click in the field then click and select option from the picklist
Temp Filled / Click in the field then click and select option from the picklist
Vacancy Advertised / Click in the field then click and select option from the picklist
9. You will need a new row for each vacancy with a different Vacancy Post or Subject Code. Click the Insert Row icon and complete the information from the table at step 8 above.
10. When you have entered data in all the fields click the Save black button.
11. Click Yes.
This module is now complete. You must now complete the Staff Information module. See Add occasional teachers.
4. Add occasional teachers
1. Use the Staff Information module to enter the number of occasional teachers in school on Census day.
Occasional teachers are supply teachers who have a contract, or are employed under a service agreement but are not in regular service with a school, ie they are employed for less than 28 days. This count does not include supply teachers employed by Hampshire County Council.
2. You must expand the rows and complete this module even if you had no occasional teachers on Census day.
3. Click the Staff Information module black button.
4. Click Yes.
5. Click the Change Layout icon.
6. In the Change Layout dialogue box click the Display tab, put a tick next to Optimize Columns and then click the Green tick icon.
7. To add an empty row to add the information you need to, click the Insert Row icon.
Year / Enter 2016
SWF Term / Greyed out
Level / Click in the field then click and select L from the picklist
SWF LEA number / Enter 850
SWF Establishment / Enter your 4 digit school number
Qualified Staff / Delete the zeroes in the field and enter the number of qualified agency teachers
Enter 0 if none - do not leave blank
Unqualified Staff / Delete the zeroes in the field and enter the number of unqualified agency teachers
Enter 0 if none - do not leave blank
Not Known Staff / Delete the zeroes in the field and enter the number of agency whose qualifications are unknown
Enter 0 if none - do not leave blank
1. Add information as necessary eg:
8. When you have entered data in all the fields click Save.
9. Click Yes.
10. Note. The system will add zeroes to the last three columns when you have saved the data.
11. This module is now complete. You must now complete the Agency TP Staff module. See Add third party support staff.
5. Add third party support staff
2. Use the Agency TP Staff module to add the number of agency third party staff in school on Census day.
Agency third party staff are support staff (Eg teaching assistants, contract cleaners, nurses employed by a PCT, catering staff etc) who are not employed directly by Hampshire County Council or the school ie not staff paid by SAP via Timesheets..
3. You must save this module even if you did not have any agency support staff on Census day.
4. Click the Agency TP Staff module icon.
5. Click Yes.
6. How to enter 0 agency third party staff.
If you did not have any agency non teaching staff on Census day click the Save black button.
Click Yes.
This module is now complete. You are now ready to run the report in Extraction. See Extraction.
7. How to enter 1 or more agency third party staff.
8. Click the Change Layout icon
9. In the Change Layout dialogue box click the Display tab, put a tick next to Optimize Columns and then click the Green tick icon.
10. Click the Insert Row icon.
11. Add information as necessary eg:
Year / Enter 2016
SWF Term / Greyed out
Level / Click in the field then click and select L from the picklist
SWF LEA number / Enter 850
SWF Establishment / Enter your 4 digit school number
Role / Click in the field then click and select option from the picklist
Only select support staff roles
Support Staff / Enter the number of agency support staff in this role in the school on Census day
12. You will need a new row for each different Role Code. Click the Insert Row icon and complete the information from the table at Step 10 above.
13. When you have entered data in all the fields click Save.
14. Click Yes.
15. You are now ready to run the report in Extraction. See Extraction.
6. Extraction
1. When you have completed all three modules in Maintenance click the Back black button.
2. Click Yes.
3. Click the Back icon again (ignore the message at the bottom of the screen).
4. Leave all options in panels the same as when you ran the report in Generation, except in the Processing Steps panel where you click in the radio button next to Extraction (XML files) then click Enter on your keyboard.
This allows you to enter data into the File Type field:
Enter 1 if you are a secondary school which returns Curriculum data via SIMS.
Enter 2 for all other schools.
5. Click the Execute black button at the top of the screen to run the report live in Extraction.
Click Run.
This Security warning dialogue box may appear.
6. Click Yes.
7. In the SAP dialogue box click in the Directory field. Then click the Search icon which appears.
8. The Save In dialogue box appears.
Check the drive showing in the Save In: field.
If the U:drive is not showing, click the downward pointing black arrow next to the Save In: field and select the U drive
File name: Enter the file name for your report using the convention:
(ie SWC(space)Autumn(space)2016(space)school number(nospace).xml)
Save as type: All Files [*.*]
Click Save.
9. The SAP dialogue box appears.
Click Generate.
10. The Security warning dialogue box appears.
Click Yes.
11. You are now finished in the IBC portal. Leave the IBC portal session open in case you need to look at any staff personnel records if you have any errors or queries when you have uploaded your report to COLLECT.
12. You now need to upload the report to COLLECT. Refer to SWF Unit 5 – Upload report to COLLECT.
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