27 February 2013

Hints & Help: School SLAs for a new Academic Year

This Hints & Help blog is going to focus on producing SLA’s with schools and how the system can help with this process. In order to create SLA’s for Schools you will need to have the next academic year set up with the schedules, for more information on how to do this please follow the New Academic Year Help Guide. You will also need to have run the Calculate School Billing process for every term in the following academic year.
There are three reports that the system will produce, each one provides a specific function for the SLA process, I will explain each in turn, and in the order in which you should use them.

Stage 1: School Contract Service Advice

SLA1
Ribbon Menu > Schools > School Contract Service Advice

This is the report of the SLA process, this is designed to be sent to each School to show them the lessons that they currently have with you and the cost of signing up for another year. This is the ideal report to encourage them to sign up for more tuition.
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Once you have received feedback from schools you will then alter your next year’s scheduled accordingly, so you will now have an accurate requirement of work for each school. Using this information you can now start to build schedules for your teacher,  and calculate accurate projections for school income. However you will want to confirm this information with the schools first…

Step 2: School Contract SLA

SLA2
Ribbon Menu > Schools > School Contract SLA

Once you have set up your Academic Year and run the Calculate School Billing process for each term, you will be able to produce  the SLA with each school. This report will information on each lesson, including the cost and Teacher if you have assigned one. It will also show a total fee by term, contain your terms and conditions of your agreement, and any other information you deem necessary.
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As a side note to this, many services are starting to use this document to state that, in order to receive this tuition, Schools will be required to supply statistics for the ACE Data return. Now the SLA has been sent to the schools you will want to see an internal report showing you figures for your annual school projected income, which will help you build projections for your service. This is what the third report is designed for.

Step 3: School Contract Summary

SLA3
Ribbon Menu > Schools > School Contract Summary

This report is an internal document which will give you a summary of what each School is purchasing from you over the next academic year, this report also will give you a total, so you can see how much income you are set to get. You can also sub this total by Provision if you need to.
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This internal report can then be related to income analysis reports you will produce throughout the year, so you will be able to see any differences between the projected income, and the actual income.
If there are any further questions you have on any points covered in this blog please either comment or contact the Paritor Support Team. Also if there are any areas you would like the Hints & Help blog to cover, please feel free to contact me at will@paritor.co.uk
Thank you for reading.

26 February 2013

The Official Launch of Schooble


Paritor and the ISM are getting exciting about the official launch of Schooble in just over 3 weeks (20th – 21st March). Visit us at the ISM stand, where you’ll get a chance to try out Schooble on our iPads as well as talking to the developers who are behind this amazing new creation. We look forward to seeing you there!

18 February 2013

Getting your teachers involved with Schooble

To help you get started, we've developed a new function within Schooble where you can easily create accounts for your teachers, making getting those data returns even easier! They'll even get an email informing them that Schooble is ready for the input.

For Ensemble users:

Simply go to the 'Teacher' tab within the software and click on 'Schooble Export'.

For non Ensemble users

The import Teacher function provides you with a method to create Schooble accounts for a set of your employees. Simply use Excel to create a CSV file containing 4 columns ("First Name", "Last Name", "Email" and "Gender") then browse to that file and press the Import button below.

Schooble will validate the file and create a new Schooble account for each of the individuals listed providing they don’t already have a Schooble account. It uses the email address to checks this. Schoobee will then create the connection between the individuals account and you and sends out and email to the individual telling them they now have a Schooble account. The email also includes a temporary Password. The first time they log in they are asked to change this password.




14 February 2013

Hints & Help: ACE Data Return – Question 7

This series of Hints & Help blogs is all about questions 3 to 7 of the ACE Data Return and how you can use Ensemble to produce the relevant information. This guide is working on the assumption that all of the relevant information is contained within Ensemble.
Also for those who do not yet have them, here are the links to the ACE Data Return Template and Guidance Notes. You can use these as a reference for the guidance below.

Question 7

Question 7 is asking for the number of Pupil on each of the Assessment levels that are currently receiving tuition. This information is simple to get from Ensemble provided you have the pupils in lessons and log their assessments in the system
  1. Extract Pupils – Make sure you select the following options on the Pupil extract.
    1. (Pupil Tab) One Record Pupil Activity
      1. School And Centre Tuition
      2. Autumn Term 2012
This will give you the details of all Pupils in School and Centre tuition. From here you will now be able to group this information by assessment level. To do this go through the following steps:
  1. Group the data by the ‘NQEQUIV’ columnimage
  2. Create Summary Dataset
This will give you the aggregated statistics of Pupil numbers by National Equivalent, rather than by your own assessment levels.

Hints & Help: ACE Data Return – Question 6

This series of Hints & Help blogs is all about questions 3 to 7 of the ACE Data Return and how you can use Ensemble to produce the relevant information. This guide is working on the assumption that all of the relevant information is contained within Ensemble.
Also for those who do not yet have them, here are the links to the ACE Data Return Template and Guidance Notes. You can use these as a reference for the guidance below.

 

Question 6

This is the question that requires sensitive pupil information, namely Free School Meals and Special Educational Needs information. This is required for your group member records.
To get the information into Insight follow the steps below:
  1. Extract Pupils – Make sure you select the following options during the extract.
    1. (Pupils Tab) One record to Pupil Activity
      1. Group membership
      2. Autumn term 2012
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You will now have a list of all Group Members in Insight, from here you can now aggregate the data to give you the information you need. The table for Question 6 can be split into two sections, and I will approach them separately in this blog.
  1. Part one: Gender by Key Stage
    1. This is a relatively simple bit of information to get, you will need group your Data by Year Group, then Gender
    2. In order to get the Key Stage data you will need to do a Custom filter to select multiple Year Groups
    3. Once you have done this you can Create Summary Dataset, this will give you the number of Pupils by Gender and Key Stage.
    4. image_thumb5
  2. Part two: FSM, SEN and Both
    1. The potentially tricky bit with this information because if Pupils are both, they need to be in a separate column, but using the Filter and Grouping functions you can get the figures you need. image
    2. You will then need to group the data by Key Stage, in the same way you did for the first part of this question. 
    3. Once you have done this, you can use the filtering function to get the information you need. The filters you need to do are as follows:
      1. FSM: FSM Column = True
                  SEN Column = Blanks
      2. SEN: FSM Column = False
                  SEN Column = NonBlanks
      3. Both: FSM Column = True
                  SEN Column = NonBlanks
The Count figure for each of these filtering options will give you the figures you need by Year Group
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Hints & Help: ACE Data Return – Question 5

This series of Hints & Help blogs is all about questions 3 to 7 of the ACE Data Return and how you can use Ensemble to produce the relevant information. This guide is working on the assumption that all of the relevant information is contained within Ensemble.
Also for those who do not yet have them, here are the links to the ACE Data Return Template and Guidance Notes. You can use these as a reference for the guidance below.

 

Question 5

Question 5 of the Data Return is split into three parts; Information of Ensembles Managed by Schools, Partners and the Hubs themselves. Only part ‘c’ can be answered using Ensemble. Here is how this can be done.
  1. Apply Genres to your Groups
    1. If you have not got this feature activated please contact the Support Team and they will talk you through what to do.
    2. Make sure that you set up the Genres in the system so that they are the same as the categories applied in the ACE Data return document.
    3. You can apply the Genres to groups on the Detail tab of the Group record.image
  2. Extract Groups – make sure you select the following options when in the Extract Groups process.
    1. One record per group.
    2. Extract Data
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You will now have a list of all groups in Insight, you can now manipulate this data to give you the aggregated statistics you require.
  1. Group by GenreDsc image
  2. Create Summary Dataset
You will now have the number of groups by Genre.

Hints & Help: ACE Data Return – Question 4

This series of Hints & Help blogs is all about questions 3 to 7 of the ACE Data Return and how you can use Ensemble to produce the relevant information. This guide is working on the assumption that all of the relevant information is contained within Ensemble.
Also for those who do not yet have them, here are the links to the ACE Data Return Template and Guidance Notes. You can use these as a reference for the guidance below.

Question 4

 

This question is to provide the ‘total number of pupils who received whole
class ensemble tuition in the previous academic year and
indicate how many of these continued to learn to play a
musical instrument in the period 1 September to 31 December
2012.’
The two figures required are the number of pupils who received Wider Opps/First Access/ Whole Class tuition last year (which we will assume that you have from previous data returns) and  the number of Pupils who have continued with tuition this year. The way to get the second figure of continuation is to analyse tuition this year based on Year Group; for example if last year you provided Wider Opportunities to Year 4, if you look at tuition in year 5 this year you will be able to see your continuation figures.
  1. Extract Pupils – Make sure you select these options in the extract
    1. (Pupil Tab) One Record Per Pupil Activity
      1. School & Centre Activities
      2. Autumn 2012
    2. Extract Data

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This will give you a list of all pupils in Centre and School tuition in the Autumn term, you can now filter this information down to give you figures you require. This can be done with either Simple or Custom filters, how detailed you wish to be with your information.
  1. Count your records by clicking on the ‘Σ’ icon on the Year Group column, then select the Count option. This give you a total number of pupils at the bottom of your screen.image
  2. You can now activate the filter function by selecting ‘Filter’ from the Ribbon Menu, once you have done this you can now filter by column.image
  3. Here is where you have a couple of options, you can either just filter your data by a particular Year Group which will give you all pupils receiving tuition in a particular year group. Or if you provided Whole Class tuition across multiple year groups you can select Custom from the list of available filtering options to select multiple year groups at once.

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13 February 2013

Hints & Help: ACE Data Return – Question 3

This series of Hints & Help blogs is all about questions 3 to 7 of the ACE Data Return and how you can use Ensemble to produce the relevant information. This guide is working on the assumption that all of the relevant information is contained within Ensemble.

Also for those who do not yet have them, here are the links to the ACE Data Return Template and Guidance Notes. You can use these as a reference for the guidance below.

 

Question 3

This is a table displaying aggregated data for WCET Tuition. The information that can be produced from Ensemble for this question is the School Name, School’s DFES Number, Local Authority, Year Group and Number of Pupils per lesson.

In order to retrieve this information you will need a working knowledge of the Extract wizards and of how to group and filter data in Insight. The steps you will need to take are as follows:

  1. Extract Pupils – Make sure you select these options through the extract.
    1. (Pupil Tab) One Record Per Pupil Activity
      1. School Activities only
      2. Autumn Term 2012
    2. (Year Group Tab) Younger than school year: 10
    3. (School Tab) And Attends a School Lesson of Activity Type: Wider Opps

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This will give you a list of all Pupils in Wider Opps lessons in your system. You will now be in a position to manipulate the data to give you the information you require.

  1. Group Data
    1. Group the data by the following columns in the following order:
      1. School
      2. DFESNo
      3. Year Group
  2. image
  3. Create Summary Dataset

By clicking on the Create Summary Dataset icon the system will create a new table from the groupings that you have done. This table will show the aggregated statistics for the majority of the columns required for Question 3. The ones you will have to fill manually are the terms of the lesson and whether or not it was the first time these pupils had received Whole class tuition.

12 February 2013

How to use Schooble for Arts Council Data Returns


Registering and connecting to a service
The first thing that you will need to do is register:
www.schooble.com

This will then take you to your homepage. On the left of the page there is a ‘Connections’ section. Click on ‘Add New Connection’.
Use the drop down menu to select ‘Music Service’ and then search for the one that you would like to connect to.

The first person to connect to a ‘Music Service’ will automatically become the administrator. This person will be the person who can manage the service. They will be able to approve connections by clicking on “Edit Profile” from the Music Service’s page where there is a list of all pending requests and if required they can add further administrators.
Collecting information for your Arts Council Returns

Once you have made the connection to the music service (your request firstly needs to be confirmed by an admin) on the right hand side of the Music Service’s profile page there is a section entitled ‘Schemes’. Within this section there is a link to ‘ACE Reporting’.
All connections will be able to see ‘ACE Reporting Data Entry’ where they will be able to input all information required by Arts Council. There is also a detailed ‘help’ link within each data entry form that will give more information as to what data is required.

 Viewing and analysing information for your Arts Council Returns
Once you have made the connection to the music service (your request firstly needs to be confirmed by admin) and approved as an administrator on the right hand side of your homepage there is a section entitled ‘Schemes’. If you click on the ‘ACE Reporting’ link you will be able to see the links within ‘ACE Reporting Data Analysis’ 

Administrators will then be able to see all the input information on the ‘View Data Summary’ as well as being able to export it into excel. There is also a link to ‘View Teachers’ which displays who has entered data into the system.

 

Collecting information for your Arts Council Returns

We are pleased to announce that Schooble is now ready for you to use FREE of charge!

Following on from last week’s email we received an enormous amount of interest in using Paritor Schooble to complete the Arts Council Returns.  All you need to do is create yourself a FREE a
ccount and connect to your music hub, then email your teachers asking them to also create an account, add a and 
complete their elements of the annual return. Each teacher can create their own unique account where they can then add their information through a set of simple forms. This information can then be automatically collated and downloaded to excel, providing you with a simple and timesaving way in which to collect this important data.   To find out more simply go to www.schooble.com and click on the About Schooble link and view the two help subjects under the ACE reporting Scheme section.

Kind regards,

The Paritor Team


11 February 2013

Arts Council Returns Guidance Update

Further to the feedback from our discussion day together with other information received, the Arts Council have now released an update on their data returns guidance. Please visit the link here.

Depending on whether they receive a lot of new queries, they may issue one last update on or about the 18 February.

We hope this helps.


5 February 2013

£50 OFF our amazing Teacher Travel add-on

This month we’re giving you £50 OFF our amazing Teacher Travel add-on which allows you to calculate at the touch of a button!

Allowing you to dynamically link your teachers schedule to show you:
  • View your Teacher’s mileage at the click of a button
  • Produce and Print Directions for your teachers
  • See the predicted durations of journeys and how that affects your schedules
Normally the annual subscription is £250 but we’re offering you 20% off your first year if you order before 28th Feb 2013, making in £200!

If this is of interest to you please could you give one the of team a call on 01395 445092 or email sales@paritor.co.uk.

 

Hints & Help: Complex Charges

In these changing times we are coming across a wider variety of charging structures to encourage schools to purchase more time from you. Some of these incentives are becoming quite complex, and in this Hints & Help blog I want to show you how Ensemble can help manage these charges.

the Banding Option tool when creating charges is not something that many customers use, however this function is what allows the system to calculate and manage very complex charges without causing administrators any extra work.

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This function is most commonly used for termly variations in charges, for example the first term is half price. However recent additions to this tool mean that it can now be even more capable.

The example that I would like to use to demonstrate this is the idea of altering hourly rates for lessons depending on the duration of that lesson. i.e a lesson costs £30 per hour for the first two hours but anything over two hours long will be £25 per hour. Therefore if a lesson is four hours long the cost will be three hours of £30 + I hour of £25. Making the lesson £115.

This can be managed in Ensemble with just one charge provided is it set up with the correct Banding Type. To do this what you need to do is create the charge and select the Session Duration banding type. You can then specify that the first 180 minutes is £30.00 but after 181 minutes the lesson rate decreases to £25.00

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When this is applied to a lesson the system will then calculate the correct charge of £115.00 per session, and the School Billing report below shows that 10 sessions is £1,150.00

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If you have any more questions on this please either leave a comment below or contact us on support@paritor.co.uk

Thank you for reading, the Hints & Help blog will return soon.

Will Parslow
Product Manager for Paritor Ensemble

4 February 2013

Feedback to go to Arts Council from Paritor’s Music Education Management Discussion Day


Last week we held our hub managers discussion day and during the afternoon session we debated the imminent data return as requested by the Arts Council England.  I believe that everyone found it very useful and this is a few questions/points that were raised and have been sent to Arts Council for clarification.

  1. There is a possibility a duplicate counting of pupils when compiling the statistics.  For example with regards to question 6, the hub will collate totals submitted by schools and partners regarding the number and mix of pupils taking part in Ensembles/Choirs.  It is fairly common for a pupil to be a member of an Ensemble in a school and also be a member of one or more out of school.  A single pupil will therefore be counted in each one creating a duplicate situation.  The same issues occurs when reporting on levels.  If a pupil is learning two instruments are they to record the pupil twice or do they pick one of the instruments and the level there are for that instrument.  If so which do they pick.
  2. There is still some confusion about the definition of an Ensemble/Choir.  Clearly a rock band is an Ensemble but there is a definite grey area over large group teaching.  Some hubs will define many of these as Ensembles and others won’t.
  3. Where a pupil is learning an instrument prior to first access and continues this after first access, should they be included in the first access continuation count.  Various Hubs have a differing policy on this.
  4. Many Hub managers ask if ACE could provide a letter in their name to be given to schools explaining the value of the information being requested.
  5. It is assumed that only pupils up to the age of 18 should be included, is this correct?
  6. Clarification was requested into the meaning of SEN.  Are they to include those pupils classified as School Action and School Action Plus.