Wauton Samuel Open Day Friday 10 th January 2013 WELCOME

Wauton Samuel Open Day

Friday 10th January 2013

WELCOMEPresented by :

David Waugh Jan Spaticchia Abdul MuhaiminMichael HooperJayne HooperMoira Dunn

David Waugh - Introduction to the dayCore ValuesOur core philosophy, values and vision

JS

Meet the teamAn introduction to the team at Wauton Samuel

AM

The last 2 yearsInsight into our activities over the last 2 years

AM

Client SupportUpdates from client support and feedback from Client Survey

JH

Product DevelopmentsImportant development plans for the next 12 months

MH

Break

David Waugh - Introduction to the dayUpgrade updatesUpdates and information on upgrades

MH

School web servicesNew features in School Web Services

MD

Communication to schoolsUpdate on activities to communicate our messages

AM

School census changesImportant January 2014 School Census information

MH/JH

School workforceImportant information regarding School Workforce

MH/JH

The Future Our vision for the next 5 years

JS

Questions and Answers ALL

To create magical solutions• We create magical solutions which bring order and clarity to

complex problems

To empower people• We empower people to work to their full potential and

achieve results that they never thought possible

To make a real difference• We make a real difference through passionate people who

strive to deliver excellence in everything they do

Our Core Purpose

We are the future

Our Core Values

Integrity Taking an open, honest and ethical approach to what we do.

Our Core Values

Quality ServiceQuality service as measured by our customers, delivered by outstanding people who really care

Our Core Values

InnovationFinding new, exciting and highly efficient ways to solve challenges

Our Core Values

RewardCreating a nurturing environment where everyone feels challenged, contributes effectively and is fairly rewarded.

Our Core Values

DeterminationBeing clear about what we want to achieve and not letting anything stop us from getting there

Our Core Values

FlexibilityAdopting a highly flexible approach by listening to our customers, understanding their needs and going the extra mile

Our Core Values

give your customers a damn good listening to

Integrity Taking an open, honest and ethical approach to what we do. Quality ServiceQuality service as measured by our customers, delivered by outstanding people who really care

InnovationFinding new, exciting and highly efficient ways to solve challenges RewardCreating a nurturing environment where everyone feels challenged, contributes effectively and is fairly rewarded. DeterminationBeing clear about what we want to achieve and not letting anything stop us from getting there

FlexibilityAdopting a highly flexible approach by listening to our customers, understanding their needs and going the extra mile

Our Core Values

MEET THE TEAM

Christmas 2013

David Waugh

• Chairman and Chief Executive

• The ‘Wau’• Determined, organised

and focussed

Abdul Muhaimin

• Managing Director• 12 years• Previously administrator

at Ofsted inspections

Jan Spaticchia

• Non-Executive Director• Chairman & CEO – The

énergie Group• 18 years experience in general

business and marketing• Formerly advisor to major

groups including Marriott and Ernst and Young

Michael Hooper

• Development Manager• 9 years• Likes Cold Beer

KimAdam

Clinton

Jayne Hooper• Client Support Manager• 16 years• Organised, Committed

and a Mother

Linda Michelle Robyn Jasmine Sam Moira

Alex Kim WilliamSimeon

Shirley Grace• Finance Specialist• Since Wauton Samuel

started! • Honest, Dedicated and

Reliable

Chris Edmund

• IT Technician• Reserved, Polite, Quiet• Chicken pie and chips

Ines Robyn

The last 24 months

South London Busines Awards 2011

Best Customer Service 2012

Best Customer Service 2013

IMLS Framework

• Information Management and Learning Services• Created to provide Local Authorities and schools:

a) Easy and trusted purchasing routesb) Validated software suppliers and productsc) Local Authorities to tenderd) Open the marketplace

• Over 4 months work to become a verified supplier:a) Included practical tests by DfEb) Written processes of key areas such as assessmentsc) Financial verification

Finance for Academies

• Adapting software to cater for new academies and existing schools

• Meeting YPLA and EFA requirements• Changed to meet external company accounting• Updates to meet HMRC VAT requirements• No extra charges to our schools transitioning to

academies

Finance to SWS

• Development took longer than expected• All functions complete• User testing phase• User test group - volunteers• Looking for early adopters • Little or no retraining required

Finance Screen Shots

Finance Screen Shots

SWF in SWS

• School Workforce Return changes ready for November 2014

• Everything you need in School Web Services• Employee management • Safeguarding• Summary reporting

LA and DfE Returns

• Continued updates of all software to meet statutory returns

• Continued updates of all software to meet LA requirements

• Working with third party software i.e. target tracker, atomwide, lgfl

• DfE Software supplier meetings

PARENTPAYReporting Balances

to Parents

SWSUploading

balances to Parentpay

PASAPPDinner Money

and Clubs

EYFS Statutory Developments

• Full development of EYFS statutory framework• Ready from July 2012• Detailed analysis in SWS automatically

converts to statutory return in PASAPP• Already included in SWS• No extra charge

EYFS Screen Shot

Client Support

Presented by :Jayne Hooper

Call Statistics

September

October

November

0 500 1000 1500 2000 2500 3000 3500 4000

20132012

Client Survey

THANK YOU

0

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70

HOW CLIENTS SCORE OUR PASAPP SOFTWARE

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HOW CLIENTS SCORE OUR FINANCE SOFTWARE

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60

HOW CLIENTS SCORE OUR SCHOOL WORKFORCE SOFTWARE

20082009201120122013

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HOW CLIENTS SCORE OUR SCHOOL WEBSERVICES SOFTWARE

2009201120122013

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HOW CLIENTS SCORE OUR I.T. SUPPORT SLA

20052006200720082009201120122013

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HOW CLIENTS SCORE OUR TELEPHONE SUPPORT

200420052006200720082009201120122013

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60 HOW CLIENTS SCORE WAUTON SAMUEL OVERALL

200420052006200720082009201120122013

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100

WOULD YOU RECOMMEND OUR SOFTWARE TO ANOTHER SCHOOL OR L.A.?

200420052006200720082009201120122013

Comments from SurveyTelephone Support: Score 5 - ‘Always very helpful’

Telephone Support: Score 5 - ‘Excellent patience of a saint - if any of you need adopting let me know’

Telephone Support: ‘Call backs….!!!!’

Telephone Support: Score 5 - ‘Always helpful and always get a solution’

Telephone Support: Score 2 - ‘Takes a long time to resolve an issue’

Client Relationship Managers

Focus Group

Finance Support• Shirley Grace

i. With Wauton Samuel since it first startedii. Expert School Finance Support

• Anne Sandersi. Available from April – on site supportii. Expert School Finance Support

• April Marti. Available for bursarial ad hoc appointmentsii. Expert School Finance Support

Wauton Samuel Product Development

Presented by :Michael Hooper

Current Market Conditions● Increasing trend to utilise Web Based Products as opposed to Windows

Applications

● Suppliers are finding it difficult to develop new web based products or convert existing Windows Applications○ New products have lack of depth of information○ Older converted products have unwieldy interfaces

● Future changes in DfE Census Collections in 2016 require planning of development resources

● We are in an advantageous position of having over 15 years of product development available in Pasapp, School Workforce and Finance, and a relatively new web based product allowing us to be flexible in its conversion.

Where We Are● Finance Application 100% Converted to web based application and undergoing

system testing, available for Beta Testing

● Lessons learned from finance conversion being used in Pasapp Conversion

Browser Based Software

IE Safari Firefox

Client machines just need a web browser:

Chrome

Browser Based Software

IE Safari Firefox

Client machines just need a web browser:

Chrome

Apple MacLaptops

pc

tablets

pda’s

Can be used on a range of devices:

Browser Based Software

Can be used on a range of devices:

IE Safari Firefox

Apple MacLaptops

pc

Client machines just need a web browser:

Chrome

pda’s

tablets

Browser Based Software

Can be used on a range of devices:

IE Safari Firefox

Apple MacLaptops

pc

Client machines just need a web browser:

pda’s

Chrome

tablets

Browser Based Software

Can be used on a range of devices:

IE Safari Firefox

Apple MacLaptops

pc

tablets

Client machines just need a web browser:

pda’s

Chrome

Where We Are

● Finance Application 100% Converted to web based application and undergoing system testing, available for Beta Testing

● 60% of PASAPP already in School Web Services

● Lessons learned from Finance conversion being used in Pasapp Conversion

● Pasapp Access Version Available with fresh look and all 2014 Census Updates following Census testing

Where We Are● Finance Application 100% Converted to web based application and undergoing

system testing, available for Beta Testing

● Lessons learned from finance conversion being used in Pasapp Conversion

● New Pasapp Access Version Available with updated display and all 2013 Census Updates following Census testing

● Pasapp in early stages of conversion to web based application

● More focus being put onto development requests being developed and released

● More focus will be required in planning for future DfE Census changes

2014 Development Plan● Pasapp Conversion

○ We will be converting Pasapp one menu area at a time

○ Before starting each menu area we are reviewing any outstanding development requests for that menu area and attempting to implement your suggestions while moving through the conversion

○ We will increase the number of WSSWS releases and keep users up to date with what features have been included in each version

● Release of a new WSSWS Dashboard and controls to enable a better overview of school characteristics.

● Planning for DfE School Census replacement

2014 Remaining 40%

BREAK•See Abdul about signing up for text messaging?

•Are you making best use of Assessment tracking?

•Are you using EYFS in SWS?

•See Moira to sign up for IT Support today!

•Do you want to get involved in testing?

•See Jayne to sign up for the focus group!

•Remember to complete your feedback cards!

Pasapp Upgrade Issues & Solutions● Issues with Patches since clients moved from Windows XP

● Issues with Browser Security making patches harder to download

● WS Automatic Upgrade only works when run as administrator

● Not always clear whether a new version is required

○ We are going to use digital certificates to improve the download experience and improve security

○ We are writing an update service that will prompt you when a new version is available

○ The prompt will tell you what is new in the version so you will not need to continue visiting the website to get these details

○ The service will need to be installed using administrative rights so all users of the computer will be updated in single go.

School Web Services

Live Demo

Presented by :Moira Dunn

www.wautonsamuel.co.uk

• Easy to navigate• Easy to update• Clear, concise and user friendly• Flexible for us to provide you with more

targeted information• We would love to hear your feedback and

ideas!

School Census

Presented by :Jayne Hooper &Michael Hooper

Version of PASAPP

9.6.3 release date 13th January 2014

School Census Spring 2014

Last digit of DFE number

Selected time

0, 1 or 5 The selected time is one hour before the end of morning school

2, 3 or 6 The selected time is one hour after the start of afternoon school

4, 7, 8 or 9 The selected time is one hour after the start of morning school

Time of Day

New and Updated Items• Top-Up Funding - This information is collected for each pupil in a school on roll on

Census Day for whom the school receives top-up funding from the local authority or in the case of a PRU another school. Top-up funding from the local is supplied from the local authority from their high needs budget directly, or in the case of PRUs though other schools, to meet the additional costs of support for individual pupils.

New and Updated Items

• Adopted From Care - due to confidentiality this information is only stored temporarily at the time of each census - This information is collected for each pupil in a school on roll on Census Day who were looked after immediately before adoption. It will be up to those who have parental responsibility (adoptive parents, special guardians and carers) to decide if they wish schools to know whether such children have been adopted, or are under a special guardianship order or a residence order.

• Accepts a new FSM meal rate type of other - useful for children with parents in Armed Forces or receiving free meals for reasons other than deprivation.

• Admission Appeals & Infant Admission Appeals in Academies - Schools of type Academy (49) are now required to return information on admission appeals for September 2013. This means that for all schools that are their own admissions authority, information is required on the number of appeals lodged, withdrawn, heard, rejected and decided in favour of the parents for all appeals lodged before 1 September 2013.

What’s CollectedExcluded Pupils Permanent exclusions in the previous academic year will be collected in the Spring Census

Attendance PeriodsStart of the Autumn term (from 01/08/2013) to 31/12/2013

FSM PeriodsFSM since the previous Census i.e. on or after 04/10/2013 and up to including the Spring Census Day

What’s CollectedPupil Funding Ages15 hoursPupils Aged 2 at 31st December 2013Pupils Aged 3 at 31st August 2013(DOB is between 01/01/2009 and 31/12/2011 inclusive)(DOB is between 01/09/2008 and 31/08/2009 inclusive)

25 hoursPupils Aged 4 at 31st August 2013(DOB is between 01/09/2008 and 31/08/2009)

Errors and FixesError: Rank 1 SEN Type must be provided for pupils with SEN Provision of 'P' or 'S‘Go into: School Census/Maintain Pupil SEN/Select Child/Type of Need. Rank them in order of the greatest need

Error: Activity is missing for MarsGo into: School Census/Classes/Ensure activity is completed for every class

Error: Pupil reconciliation does not matchGo into: School Census/Classes/click on Clear at bottom of screen and re run census

Error: Pupil with SEN Provision of S (statement) reported not to be in receipt of top-up funding, please check if this is correct.Go into: School Census/Top up funding/Tick whether child receiving Top Up Funding

Error: Invalid Post Code - SE15Go into: School Census/Update Pupil/Enter Childs Name/Amend postcode as necessary

Errors and FixesError: Childs Funded Hours MissingGo into: School Census/Funded Hours/Enter appropriate hours for all 2, 3 and 4 year olds/Select update all 2, 3 and 4 year old/close screen

Error: Hours at Setting missingGo into: School Census\Hours of Setting

Error: No details of admissions appeals foundGo into: Click Admission Appeals then enter admission appeals information or if you don’t have any, enter 0

Error: No source of Ethnicity found for this pupilGo to: update pupil and put in the details

Errors and FixesError: Where first line of address is present second also must beGo to: update pupil and put in full address

Error: Class type and year group not compatible Go to: update pupil and check they are in the correct year group and recheck date of birth and check the year group of curriculum

Error: Please check sessionsGo to: attendance and check no information has been generated or entered for holidays or during school closure periods. DfE do not count # or Y in the collections, these can remain.

Error: Year group or key stage not consistentGo to: housekeeping/year groups and check that the academic year of births are correct

Summary Report

Please!

Check the Summary Report

School Workforce 2014

Presented by :Jayne Hooper &Michael Hooper

How To Avoid SWF Problems

1. Use SWF to load ALL employee details

SWF

FINANCEPASAPP

EMPLOYEES

How To Avoid SWF Problems

• The tick box ‘Include on School Workforce?’ on each employee record should be completed when loading if they should be included

• Enter an employees Qualifications

• Enter an employees Contract Information

• Enter an employees Pay and Conditions

• Ensure that you have entered ‘Eligible to Teach’ if they can

• Ensure that all teacher have a ‘Teacher Number’

How To Avoid SWF Problems• Import FinanceStandingData.mdb when it is released

• Run SWF Returns regularly, print & use the summary report to observe changes in school employment & attendance patterns

• Check the Summary Report – if you only have one member of staff in school this is a good induction that the employee data isn’t quite complete

• Wauton Samuel can provide SWF Health Checks to resolve common issues over the Summer Holiday

• New Report to be developed to show employees included in the return and those that haven’t along with reasons

• New Function being developed to allow users to manually override a spine point if schools no longer use DfE’s recommended Spine Points

People can be divided into three groups

those who make things happen

those who watch things happen

those who ask ‘what happened’?

Success.

Questions?