SIMs clutter - advice needed

[MrW]

Hi all,

 

New to forum as I could use some people with experience for a bit of advice on a few issues.

 

Our MIS (SIMs) has hundreds of staff on there ranging from current teaching staff to former staff (up to 10 years ago) and includes any staff working at the academy so receptionists, cleaners, catering etc

 

My question is who actually needs to have a SIMs profile?

Id like to go though and delete anything not required (Ive already deleted 50+ legacy teachers from NOVA T6)

 

Any guidance much appreciated !

[fiza]

Anyone who works for the school needs a staff record in SIMS. Anyone who needs to log into SIMS needs an account. When they leave your SIMS clerk or HR person should put in an employment end date. The record stays in SIMS but is not shown under current staff.

[MrW]

Thanks so anyone at all employed by the school goes onto SIMs as a record and only if they use SIMs do they need an account

Whats the difference between a record and an account - so when you search for someone the people who come up under 'staff' are there people with records or accounts or both?

 

Thanks Fiza

[fiza]

Thanks so anyone at all employed by the school goes onto SIMs as a record and only if they use SIMs do they need an account

Whats the difference between a record and an account - so when you search for someone the people who come up under 'staff' are there people with records or accounts or both?

 

Thanks Fiza

 

An account allows you to log into SIMS, a record is just a record same as you have for a student or parent. When you do a search you will find everyone who has a record. To look at anyone who has an account you have to go through Focus>System Manager>Manage Users

[bobsmith]

The #1 reason that ALL employees (and perhaps even agency staff over 28 days service) should have a RECORD in SIMS is for the staff workforce census AND as your Single Central Record (for DBS checking purposes).

 

Accounts should definitely be restricted to those with a need to know (i.e. access to staff records by HR etc, access to student data by teachers/TAs etc).

[MrW]

Thanks this is really helpful - well I enquired with both HR and SIMs manager and network services and all say that they can be deleted !!

 

Is there a way I can tell if its a staff member has just a record or a record with SIMs account ?

Also with former staff - do they stay on SIMs? if they do how long etc

 

Thanks again really useful I am very much learning on the job with this !!

[winng]

As @fiza said above, Focus>System Manager>Manage Users will list everyone with an account (to access and use SIMS). You can print this list (preferably to Excel) and with a bit of reformatting you can easily see who has what levels of access.

 

It's worth doing this now and again to keep it tidy, especially with people leaving your employment or when someone changes their role in school. i.e. they may no longer require the same level of access as before.

[bobsmith]

Generally don't delete staff who have actually worked in your school, SIMS doesn't like it.

 

Removing accounts is fine, but again I tend to just remove all their permissions (with an end date) and mark them inactive. It's better for auditing.

[Greg]

SIMS won't let you delete any staff that are linked to Student records (attendance marks, etc)

Don't forget there are data retention requirements to consider when deleting school data