Designing the EWO Weekly Attendance Report

Thongsley Fields Primary School, Cambridgeshire


Overview

Improving life for school administrators, by providing efficient ways to complete the mundane tasks they are expected to undertake, is something that The ICT Service MIS and Helpline teams take pride in doing. Just one example of this is the Weekly Attendance Report that our Helpline team member, Rob Gorst, has designed to support Thonglsey Fields Primary School and a number other schools in Cambridgeshire using SIMS.

The challenge for school administrative staff

A weekly report of ‘Percentage Attendance Per Pupil’ is commonly requested of school administrators by Education Welfare Officers (EWOs). A pre-defined SIMS Attendance Report can be run (Reports | Attendance | Selected Pupil Reports | Percentage Attendance Report), however, this report will only show one week at a time. Whilst it is possible to change the date range, generate the report and then copy and paste the results into an Excel spreadsheet, this is a time-consuming task and requires a certain amount of post-production (i.e. pupils leaving or joining the school mid-year makes matching up the list of pupils, week-on-week, an arduous process).

How an efficient solution was created

Our Helpline team member, Rob, is extremely experienced in supporting schools with all manner of requests and he recognised that several schools were finding this data formatting task inefficient. He designed a new SIMS report definition – named ‘EWO Weekly Attendance’ – and he produced a detailed visual guide for our customers to use; which includes how to import the SIMS report definition, run the report, add filters and change the sort order. The guide also includes examples showing how selecting the attendance data and running conditional formatting in the report, can make it easier to interpret the results. This solution has succeeded in reducing a rather laborious process do to just a few steps.


“To be able to track from week-to-week, either class by class or for an individual child, using colour to see when attendance goes up or down has been amazing.

The government expectation of monitoring every child less than 95% is a monumental task!

The EWO’s expectation of what we could produce in SIMS was not possible. I asked Rob for his advice and I was impressed with how quickly he was able to help, and that he came into school to see for himself how we worked.

Rob has designed reports which have made identifying an attendance issue much quicker. I can also pick up groups of children, i.e. SEN, EAL, PP. I probably use one of Rob’s reports every few days!”

Caroline Carrier, Secretary, Thongsley Fields Primary School

Why use The ICT Service?

The ICT Service currently offers FREE MIS audits, which we hope will increase and expand your understanding of what the SIMS system can do for you and how it can better meet the needs of your own specific school requirements.

We offer regular training to support your staff throughout the year with key areas of focus and across all aspects of SIMS.  Please visit www.theictservice.org.uk/training for the full schedule of workshops available.  Alternatively, our consultants can deliver training via remote sessions or in-school consultancy.

If you think your school would benefit from a bespoke service offered by The ICT Service MIS Team, please call us on 0300 300 0000, send an email to support@theictservice.org.uk or visit our website at www.theictservice.org.uk


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