SIMS census request

[Starbug1]

Each year we have issues with staff wanting to run the Census and the staff doing the Census are not always sure what is required in terms of filesets and other prerequisites so have sent this request to us (IT support):

We need a system that ensures SIMS is completely up to date with all filesets, patches and whatever other words for systems I have missed, before each census runs.

Can you please see this is ready for whoever runs it, at each point?

How would you handle that?

 

Thanks

[Seb1780]

A combination of LA support team, Capita knowledgebase and various Data Manager forums - this is a moving feast and changes frequently.

 

This year has been particularly bad, with some issues still unresolved.

 

Current latest set-up is fileset 1605 with patch 26059 - but it's not fixing everything!!

[Pink_Panda]

Whoever is running your Census should know which file set is up-to-date and which patches are required. I wouldn't dream to leave it to my IT support to keep track! Why does the staff member responsible for the Census not know? Edited October 5, 2020 by Pink_Panda

[Koldov]

Do you run SOLUS 3?

[Starbug1]

Thanks for the replies

Whoever is running your Census should know which file set is up-to-date and which patches are required. I wouldn't dream to leave it to my IT support to keep track! Why does the staff member responsible for the Census not know?

Problem is we have a high turnover of staff in that role. So the new person doesn't know the procedures. The request didn't come from that person, but someone who is training them.

 

I get the impression many other schools have a dedicated SIMS Data manager who has a good overview of what developments are going on with SIMS, what patches may be required, and that sort of thing. We don't really have that here.

 

It's always interesting to hear how other schools do things; there often isn't necessarily a 'right' or 'wrong' way but there can be better ways and it's useful to know what goes on in other schools and how reasonable expectations of the IT support departments are.

Do you run SOLUS 3?

Yes we do. I filtered the list of available patches for 'census' and installed the two that I found. However I think we're being asked to proactively do that on a regular basis in advance of the census, rather than when they ask us to do it.

 

The other issue is the filesets; they can download them and install them into SIMS, and indeed they have done this on previous occasions, including this time, but I think the request is for us to do it in future because they're very busy.

 

SIMS is a bit of a grey area here; some aspects that are bit complex for admin staff can be perceived as 'an IT support issue' rather than part of an admin role, on occasions.

Edited October 6, 2020 by Starbug1

[Pink_Panda]

Wow, that makes me feel a bit uneasy! The Census can have such a big impact if it's done wrong, and I think it's more than a 'normal' admin's persons' job, especially when there is a high turnover. When I was telling other admin staff at my old school before to make necessary changes, they just didn't get that it had absolute priority and were hiding behind the 'my LM didn't tell me I had to do it' mantra when naff all had been done.

 

My previous NM was a bit more in the loop with file sets and patches than my current one, but even though, I'd always check that he knew what was what. NM always installs any file sets and patches, I don't get involved in that, but as I said, I'm keeping track of the file sets and patches needed. I wouldn't think it's a sole IT responsibility.

 

If you haven't got a DM, who is in charge of your data?

Edited October 6, 2020 by Pink_Panda

[paulkerton]

We need a system that ensures SIMS is completely up to date with all filesets, patches and whatever other words for systems I have missed, before each census runs.

Can you please see this is ready for whoever runs it, at each point?

 

This is called a Data Manager, surely?

Also shouldn't your support team (be it LA or otherwise) be keeping you up to date with when these things are released, so you can trigger the updates via SOLUS 3?

Or even... do them for you?

Edited October 6, 2020 by paulkerton

[Starbug1]

Wow, that makes me feel a bit uneasy! The Census can have such a big impact if it's done wrong, and I think it's more than a 'normal' admin's persons' job, especially when there is a high turnover. When I was telling other admin staff at my old school before to make necessary changes, they just didn't get that it had absolute priority and were hiding behind the 'my LM didn't tell me I had to do it' mantra when naff all had been done.

My previous NM was a bit more in the loop with file sets and patches than my current one, but even though, I'd always check that he knew what was what. NM always installs any file sets and patches, I don't get involved in that, but as I said, I'm keeping track of the file sets and patches needed. I wouldn't think it's a sole IT responsibility.

If you haven't got a DM, who is in charge of your data?

We (IT support) have to do patches of course (we use SOLUS3 for that); we are happy to do them and I always do them late at night (working remotely of course) when hardly anyone is using the system, the issue here is that we are basically being asked to proactively look for patches, whereas in the past we would install patches on request (and always the same evening; we wouldn't keep them waiting!)

Filesets won't deploy for me using SOLUS3 for some reason; they always give errors, but admin staff have always been happy to update the filesets in the past as that's something they can do and they know how to do it and when they're needed. That's never been an issue before but someone is basically now asking us to check for when new versions are made and for us to update them so that they don't have to.

As for who is 'in charge' of the data, that isn't not really an issue as such, as we have a good structure in place in terms of who is 'in charge' (Admin Manager and ultimately Business Manager); the issues more surround the day to day aspects, as I get the impression each element is delegated to people with no-one really keeping an overview of developments in SIMS and data generally. The people who are in charge are really busy with lots of other things, whereas I get the impression some schools have someone who is dedicated to keeping an eye on data and to systems such as SIMS, and that the Census may be done by them? Whereas here the Census may be done by a different person each year as the person who does the Census is a relatively junior admin position with a high turnover of staff, if you see what I mean.

[Starbug1]

This is called a Data Manager, surely?

Yes I think so. I don't think we have a 'Data Manager' as such but data would be the responsibility of the Admin Manager (and ultimately the Business Manager) but the Admin Manager is really busy with lots of other stuff e.g. personnel issues and more.

Also shouldn't your support team (be it LA or otherwise) be keeping you up to date with when these things are released, so you can trigger the updates via SOLUS 3?

Or even... do them for you?

I am not sure if we get much support from the local authority in this area (if we do, I don't know about it! I could try to find out though!) though we are an Academy Trust school, if that makes a difference.

 

In the past I've really just run patches as they've been requested from us and it's not really been a problem, we always do it the same day; I'm a bit unsure on how to respond to this request to be more proactive.

Edited October 6, 2020 by Starbug1

[DrBeaker]

....I'm a bit unsure on how to respond to this request to be more proactive.

 

Thing is unless you have the staff level, you can only be reactive surely? IT by itself is a very reactive industry.

[ajp233]

SOLUS3 can (and should be setup) to download and install filesets automatically. It is just then a matter of your IT support/LA authorising the filesets as they are released by Capita.

[tech-man]

SOLUS3 can (and should be setup) to download and install filesets automatically. It is just then a matter of your IT support/LA authorising the filesets as they are released by Capita.

 

How do you do this?

[tmints]

Hi we are still having issues with 2767q have run the patch 26059 but no joy, anyone any ideas???

[synaesthesia]

One VERY important thing. Like many systems needing updates, and even more so with Capita, DO NOT EVER INSTALL ANY UPDATE IMMEDIATELY UPON RELEASE.

Unless absolutely necessary, give it a week minimum. Watch Edugeek and Capita's "support forums" for other people having problems. Wait for Capita to release a fixed version of that broken update. Install

Filesets are OK as there's little that can go wrong, but patches and the sims quarterly version updates absolutely!

[Koldov]

One VERY important thing. Like many systems needing updates, and even more so with Capita, DO NOT EVER INSTALL ANY UPDATE IMMEDIATELY UPON RELEASE.

 

This....

 

A million times this!

 

But then I am always very late to any party, I do prefer to stand on the shoulders of the giants here who are installing all the latest OS/patches/updates and such on the day of release... very brave and I do admire them (but I am always very wary of anything that could bring the whole thing to a standstill as I am on my own and although I do have EDUGEEK to turn to, I really don't want to be dealing with that level of drama on a daily basis).

 

I also seem to be in a position very similar to you @Starbug1 - I have very little to do with SIMS and I view the day to day running of it as an admin task not an IT one.

 

I do of course look after the technical aspect of SIMS and SOLUS 3 on the server (because nobody else can access the server), I install SIMS on workstations (or at least initiate it from SOLUS), I install patches when requested (I don't install every patch either - only those that relate to specific problem we have and none that relate to anything we don't use - not sure if that's wise or not - actually still NOT on Summer release yet... but it's imminent) and I will try to help with any issues anyone might have (but we also pay for CAPITA support if anything goes seriously wrong or if I can't find the answer).

 

But, we do have an admin 'team', with a Business manager and a Bursar (for FMS) and reception staff (one of whom deals with admissions and other student issues on SIMS). Luckily we are a small Junior school, so don't leverage half of what SIMS can do - no worries on Timetables, or any other kind of reporting/apps/exams etc.

 

I too have never managed to get SOLUS to install a fileset, I tried once and it failed... then the Business Manager said he had done it and that was the way it has been ever since.

[ajp233]

For installation of Census filesets via SOLUS you need to have a SIMS DMS setup in the SOLUS3 UI on the server in Environment > Targets > Services

 

 

That service needs to be configured with SIMS server details and a valid SIMS username and password

 

[Koldov]

We have that set-up here...

 

The only difference I can see is the 'installation files path' - not sure why it's in 'x86 but it was set-up years ago by Capita so your guess is as good as mine, but I'm certainly not messing with it.