Any other Data Officers/Managers here?

[ICTLady]

I'm starting my new job as Data Officer for a large secondary school tomorrow. Remit: information management, SIMS, lots of Excel. Anyone else here doing the same job, would love to compare notes and hear war stories

[witch]

Well, @vikpaw is a Sims guru so that would be a start!

[elsiegee40]

@Soulfish has taken on a lot of data responsibilities too.

[PhilNeal]

Three quick tips:

• Make sure you make use of result sets they are incredibly powerful and important.
  
• If you are going out into Excel a lot you are probably missing a trick. Data needs to be shared by all and as soon as its in Excel it becomes inaccessible and out of date
  
• EduGeek is brilliant but do remember specialist assessment knowledge is also available on SupportNet Forums
  

[vikpaw]

Good points Phil.

what xperience do you have with SIMS @ICTLady ?

Discover as cleverly formulated marksheets could limit need for Discover

[Ecclesbury]

I'm a data manager and started in probably the same boat as you about 4 and a half years ago.

 

Phil Neal's advice is good. I imagine you are probably taking over an established system, but if you are having to build up any SIMS assessment stuff, don't just rush into it! I'm sure there are lots of data managers out there who to love to start from scratch with assessment manager! Result Sets are definitely king (I think a good approach is to try to set up a system with the smallest number of aspects as you can)

 

Another general rule of thumb that might save you head/heart ache is to strive as much as possible to encourage people to record and access data in only 1 place (usually SIMS.) Keep everything as central as possible and avoid double entry wherever possible (you'll be surprised how many people suggest double entry as a solution to problem, it pays to be firm!)

 

When I started the job I spent 4 days straight reading SIMS documentation! Although this was eye-wateringly boring, it was a good foundation! I personally think that is most important to understand the way that the different areas link together, rather than how each area works on it's own. Particularly the links between the timetable, academic manager, course manager, exams and assessment manager.

 

If you haven't already get yourself signed up for Support Net on the Capita website. While you'll get some great advice on EduGeek, there are many more data manager types over on Support Net (or so it seems to me!)

[number34]

I've been a data manager for too long and agree with Phil when it comes to Excel. We have 1200 pupils and it is impossible to keep Excel up to date. For example our science department has Excel wizards and some very intricate and complex spread sheets but they have given up trying to track KS3 and KS4 progress in them as they were constantly having to alter the classes as pupils came and went or because of demotions and promotions. In SIMS the data is always there in the right place. I do use Excel for producing final printed versions of mark sheets but that is all.

In general I would advise keeping close view on this forum and also the Capita support net. Also worth doing the Capita courses if you can get to them and can afford them.

[Ecclesbury]

Good point about Excel. Using excel only really works to create snapshot/summary data, don't use it for data you need to update and maintain (it's that double entry thing again)

[number34]

I found the diagram attached when giving a talk to a year 12 ICT group. You may find it useful.

Curriculum - User Forum - November 11 7.pdf

[CAM]

Data Manager here. In my experience, you will want a nice way to share assessment data but SLT love their spreadsheets so your Excel skills had better be kept up to date. VLOOKUP is especially important.

[number34]

Data Manager here. ......SLT love their spreadsheets so your Excel skills had better be kept up to date. VLOOKUP is especially important......

 

I managed to wean them off this by making sure that they could find the mark sheets in SIMS, especially as they seem to have a constant need to identify EAL, SEN, FSM and pupil premium groups in amongst all the other stuff. Getting them to use Discover is good but it does need percentages to satisfy their craving for statistics.

[LosOjos]

Another data manager here

 

If I could restart with SIMS (again, I actually got that Data Manager's dream of a clean SIMS install to work on a couple of years ago when we merged with another local school!) I'd make sure I had a solid understanding of how everything linked together. Keep aspects as generic as possible, make result sets as logical as possible, use the minimum amount of gradesets you can get away with (i.e. you don't need three gradesets for GCSE grades, this will only make it trickier to keep track of what's what later on, especially true of BTEC's!)

 

Whenever possible, thoroughly test any new functionality (or even "new-to-you" functionality) to be sure you know the ins and outs of it before you roll it out en masse - it's much easier to correct your mistakes early on in testing than to create 100 templates and then realise you misjudged a formula!

 

SupportNet is a very good resource, every member there is a SIMS user, but there are some real pros here too; it pays to search both!

 

One last thing, feel free to pose questions here that may seem incredibly simple, as quite often others manage to see a way of doing things that makes so much more sense than the way you first think they have to be done!

 

If you haven't already, bookmark EduGeek

Edited February 4, 2013 by LosOjos

[PhilNeal]

There are also a few "Did you know" videos that may help. Capita SIMS - YouTube

[CyberNerd]

 

• If you are going out into Excel a lot you are probably missing a trick. Data needs to be shared by all and as soon as its in Excel it becomes inaccessible and out of date
   
  

 

True for Excel - but you can also import live data into Google apps using the Secure Data Connector https://developers.google.com/secure-data-connector/docs/1.0/overview

You essentially run a report at a scheduled time, import it into a google spreadsheet automatically and hey presto you have a live(ish) spreadsheet to share with staff.

It doesn't just stop with spreadsheets - you can integrate with visualisation, appengine and Google sites API's.

 

[kerchung]

Google Secure Data Connector for the win. Brilliant.

[GREED]

Ex data manager here. Then went over to the other (dark) side

[Pico]

Congratulations on your new position! You don't say what your background / prior experience is. At any rate, I don't use SIMS, but I want to second some of the points that have already been made in this thread:

 

• Get to know the different parts of SIMS and how they inter-relate. The more you can get SIMS to do the work for you, the better.
  
• Try to avoid doing too many data tasks in Excel. Excel is fantastically powerful, but it does create management problems for the data (keeping it up to date) and keeping track of the all the different files you'll end up creating. You'll also find yourself doing the same tasks over and over again, so you'll either need to set up templates with the calculations pre-created or use VBA to process the data you export.
  
• Find out what third-party tools are available and allowed to be used in your school. Google SDC has been mentioned. I use Reporting Services.
  
• Plus, get extra training if you need it. Your skills are a benefit to the school, so there should be scope for CPD of some kind.
  

 

One thing I would say is important that doesn't seem to have been mentioned yet is that you will need to be included in discussions about what the school's goals are and how the work you do relates to them. If you're not included in these discussions you won't be able to plan the kinds of reports you need to create and identify commonalities between the different groups of people you'll be working with. The type, quality and structure of the data you collect in SIMS will impact on how easy it is for you to bring everything together. Understanding the big picture is crucial here. Of course, this big picture is actually a moving target ...

 

One last thing: give yourself time to settle in the school and work out how things have been done up until now, what has worked and what hasn't. But the main thing is to give yourself time.

 

Best of luck!

[Ecclesbury]

Just had a thought that if you are in the enviable position of having a blank slate to work with, assessment wise, it might be worth keeping half an eye on the potential developments with the English Baccalaureate certificates (all aboard Michael Gove's Time Machine!)

 

Given that there is talk of a new assessment framework, if you can keep any future distruption to a minimum it is going to make your life easier. Of course, it would nice if we had even the slightest clue of what might change. Ho hum.

 

Out of interest did any data mangery types out there contribute anything to the eBac consultation?

[ICTLady]

Hello everyone and thank you all so much for the replies.

 

To answer some of your questions.............. I'm an ex-database programmer so used to working with big datasets but completely new to SIMS. From what i can see, it's pretty straightforward but has its quirks like all systems - I may be eating my words later

 

There is what seems like a fairly well bedded-in SIMS system up and running at the school, and I'm lucky to have a handover with my predecessor who is showing me the ropes. Lots of scope to develop further and put my own stamp on things though.

 

Pico, I 100% agree with what you've said. I think I got the job because I'm absolutely passionate about good quality data and what it can do for the organisation. What do staff wish they knew about how the school worked? What do they wish they could achieve? What are we as an organisation working towards, and how might imaginative collection and analysis of data help us to achieve that? Obviously I have to get on top of the day-to-day basics before I can start thinking big in that way but I very much see data as a tool that can open up new possibilities and reveal things about the organisation that help us all to work better...................

 

Once I get assigned a desk and a computer (!) I'll be signing up for SupportNet so expect to see you over there too. Thanks again everyone.

[CAM]

I managed to wean them off this by making sure that they could find the mark sheets in SIMS, especially as they seem to have a constant need to identify EAL, SEN, FSM and pupil premium groups in amongst all the other stuff. Getting them to use Discover is good but it does need percentages to satisfy their craving for statistics.

 

I tried that. "But I want the columns in a specific order for my spreadsheet."

 

....

[BKGarry]

Part of my Job is Data Managing (other part is to Line Manage the ICT Dept like a NM and the other is Timetabling, for my sins) I am always happy to help, just drop me a PM.

 

I agree with a lot of people, a good data cleanse would be great. Got part of the way there by "z"ing old aspects and setting up the Result Sets (makes such a difference) i have also overseen the removal of End of Year Reports being written in comments with Assessment Manager and into Profiles where they belong.

 

All i would say is watch out for old Grade Sets, they will be a pain if you are using formulas, but I have done some pretty crazy things with Assessment Manager and the very little of Performance Analysis I have used, even got a Sub Levels of Process thing done for KS3 which does the breakdown by class (did take a while to setup and more to maintain) and got distance from targets for KS4 in a breakdown by class.

 

I would recommend getting onto a Assessment Manager course as I have seen nightmares in other schools out there, where every aspect has its own result set etc etc. and I really want to get onto a Performance Analysis course to learn how to use it properly.

 

Also try and make use of Discover and teach your SLT how to use it, they will find it great to find out data breakdowns visually,

 

/2penceworth

[vikpaw]

If you've got a good setup, you'll hopefully learn how things link together at least in your system. The thing i would be most interested in, is the end of year / start of new year tasks. This is when you find out how well set up the system is. Most systems generally work, otherwise, you'd be here asking for help to fix it. The issue is, how much time it takes to get the system reset for next year. In a well thought out system, you just have to allocate marksheets for each new class to the relevant template.

 

I fully advocate being included at SLT level about the school's plans, if they are open to it. Quite often, you end up being the data skivvy, and they come to you at the last minute with random requests that will take hours of work to produce. This is why your every day Data Manager resorts to Excel. Not because SIMS can't do it, but because it takes too long to set it up.

 

Every year for the last 3/4 years i've had to make major changes to our system, as simple as swap when that grade is collected between term 1 and term 2. Easy to say, a real PITA to implement, on every template, marksheet, independent report!

 

I've never done a SIMS course that i've found helpful, but defo read the manuals, and between here and SupportNet you'll have it covered.

 

Discover is a powerful tool, Graham Cooper, SIMS product manager, describes it as a tool to turn the wealth of data stored in SIMS into information. It's that information you need to show Ofsted you know what's going on.

 

It's not the only way to get data out, but a very good one that is hard wired to your live SIMS data.

[BKGarry]

@vikpaw do use the Replace button on your marksheets at all, Its great if you have a result set for each term, makes the process much quicker on the template side.

[NormalDistribution]

Hi ICTLady,

 

Firstly welcome to the best job on earth.

 

Secondly, as quickly as possible suss out your MIS setup - what staff already use it for, how they currently use it and what they want to use it for.

 

Thirdly - do not restrict yourself just to your MIS and the outputs it provides. Investigate other products that can enhance the MIS and the information it provides.

 

The key to this is to get a sound grasp on school priorities, hopefully you'll have some senior leaders who are data literate and also dialled into what they want and how this will help all staff engage with the MIS and whatever else you use to present information.

 

Despite some warnings above - do not be afraid to use excel. If set up effectively and in harmony with the outputs from the MIS it can provide THE most powerful and flexible analysis to get real messages across to staff. Problems come with excel when it gets out of hand in terms of planning and purpose. If you have your excel outputs planned and designed properly like you would anything else then it works great. Systems people also never advise it - for simple economic reasons - you are not using their system.

 

I personally prefer to leave my MIS as just that - managing information, because that is what it is designed for. If you want to do analysis then use something that is designed to do just that. The MIS systems in school have become bogged down in trying to do a little bit everything, instead of just being perfect in what they are supposed to do.

 

Let the educationalists lead on what they want - don't invest loads of time / tie yourself into in a particular methodology because the sands of educational strategy move so quickly you'll be out of date in no time - stay connected, stay flexible is my advice.

 

As important as the MIS is getting on top of all the national data sources you will need to reference and forge links with local schools data groups / local authority contacts they all have a wealth of knowledge and experience.

 

Good luck. A brilliant career awaits in the UKs best industry.

[skunk]

Another data manager here, amongst other roles, with near on a decade at the SIMS coalface. SIMS is good at inputting, holding and sharing data. It's ability to analyse the data can often be found lacking, but is improving with each release. I tend to end up producing termly data reports for the SLT in Excel, using VBA scripts to give the granular analysis they require in a single document.

 

Always happy to help here or on SupportNet. Enjoy the role @ICTLady.