[sims] Absence Analysis

[Sivadam]

Keep up the good work trolley01.

And thanks again.

[trolley01]

Hi everyone!

 

New version out! Had a good look at performance in this one. Much quicker to import information now. Also fixed quite a big issue where the cover staff data was not being imported. You may have to re-import your Cover data again if you see some reports with blank data.

 

Hope people are finding this useful. If you have any suggestions please post them on here or PM me.

 

Page with Information

Direct Download

 

Craig.

[academic_mwnci]

Hi Craig,

 

Now we are in the holidays I have some time to look at this. I can see this being very useful. I have tried it with one set of data which worked well once I figured out that I had to enter :1 as period name (The lessons are labelled 2Fri:1) I have tried it with a second set of data but can't get the periods to work, the lessons are labelled Fri 2 1 if have tried " 1" but the leading space is removed. Is there a way around this?

 

Cheers

[trolley01]

Hi,

 

Do you have a 2 week timetable?

 

Is there any chance you could send me one of your exported cover sheets? You can delete the staff names for privacy. My email is craig at craig-tolley.co.uk (replacing at with @). I will then have a look and see if I can fix this for you.

[academic_mwnci]

Just a quick update for anyone else looking for the solution that Craig helped out with. So without any quotes for a two week timetable with the lesson format of similar to Fri 2 1. If you simply put the week number a space and the lesson number i.e. 2 4

Here is the periods table from that school

Period Name Period Type

1 1 Lesson

1 2 Lesson

1 3 Lesson

1 4 Lesson

1 5 Lesson

1 6 Lesson

2 1 Lesson

2 2 Lesson

2 3 Lesson

2 4 Lesson

2 5 Lesson

2 6 Lesson

Registration Registration

 

Hope that helps someone.

 

Richard

[trolley01]

Hi all,

 

Slightly later than planned. Summer Holidays got the better of my planning and preparation!

 

Anyhow, new version, few minor updates.

 

Firstly, you can now set the days that your school works. This means that you can do an analysis for any number of days in the week, instead of being restricted to Mon-Fri. Found out there is a school in India that is using this and has a 7 day week (is a boarding school though...).

 

The Import now ignores Room Changes, and doesn't report them as absences. Tidies up some of the graphs and the reports.

 

Went through and did a load of tidying up of the Import processes too. Slightly quicker, and slightly more elegant code!

 

As usual, any suggestions will be much appreciated.

 

Link to the information and download is: http://www.craig-tolley.co.uk/absence-cover-analysis

[vikpaw]

Cheers. When i eventually get around to using it, the days of the week thing will be really useful for us here to.

[BKGarry]

Just discovered this, it is a life saver.

 

Now to figure out getting a calendar to show where absences are for each member of staff,going to take me a while

[trolley01]

Now to figure out getting a calendar to show where absences are for each member of staff,going to take me a while

 

 

What sort of thing are you looking for BKGarry? There is a lot of data in the workbook, so may be able to use it to create a calendar like what you are looking for?

 

Craig.

Edited March 19, 2012 by trolley01
Typos.

[BKGarry]

our Admin team want to be able to have a year calendar with the days absent marked on them, one for each member of staff. Either an actual calendar or something like the Student attendance reports. I think they are going to have to rely on pen and paper, I am trying to get them to look at the Weekday breakdown on your report.

 

Thank you Craig

 

Garry

[trolley01]

Thanks Garry - that makes sense. Something like the SIMS Student Attendance should be able to be created - I will try and have a look at it shortly.

 

Craig.

[trolley01]

Hi all,

 

Another new version and a few more updates - nothing major - but some may be useful.

 

No Cover Required is now populated correctly when running Generate Data, where it was missing out some records before and showing records in charts with no information. The limit of 32768 records for cover has now been removed (never thought that there would be that many records in a cover database!), and finally a fix which allows two digit year numbers, e.g 07 has been put in place.

 

A little more tidying up of the code and a couple of minor performance changes. too.

 

As usual, any suggestions will be much appreciated.

 

Link to the information and download is: Absence & Cover Analysis | Weird & Wonderful IT

 

Still going to look into a table similar to the SIMS Attendance Chart for a student, but for a member of staff instead. I'm looking forward to that as a challenge - but may be delayed due to other work for a short while.

[Kyle]

Our ISP is blocking this, does anyone have a copy of the zip file anywhere?

[vikpaw]

Our ISP is blocking this, does anyone have a copy of the zip file anywhere?

PM me and i can help you.

[dastrix]

Hopefully someone will respond, we have longer hours on a Monday and shorter hours on a Friday is it possible to enter these if so what format?

[trolley01]

The spreadsheet itself has no concept of time. It only deals in periods. Unless something has changed in a very recent release of SIMS, every day has to have the same number of periods, however you can choose whether or not to use these periods for teaching or leave them unused.

 

I am not sure whether any of the reports would actually use this information. Typically Absence reports are using whole days, and Cover reports only relate to information about cover that has been imported from the Notice Board Summary.

 

If you have a particular requirement that the workbook does not currently support, then let me know and I can see if it can be included in a future version.

[dastrix]

Been looking at using this but wondering how people deal with Part time members of staff? and how its reported?

[bobsmith]

staff attendance is normally reported in terms of days missed, not percentage attendance.

 

Part timers therefore present no difficulties.

[trolley01]

Been looking at using this but wondering how people deal with Part time members of staff? and how its reported?

 

bobsmith is correct in what he has said.

 

The workbook does not have any concept of Part Time staff or staff that have other commitments that mean that are not equivalent to 1 FTE. A lot of the focus of the workbook is looking at the effect on students and identifying trends.

 

If you have any other questions just let me know.

[ctapp]

Hi! Could anyone share with me the structure of the data as loaded into this workbook? We use CMIS and would like to be able to get this workbook working for us too!

Thanks.

[trolley01]

Hi,

 

I've just sent you an email with the details and some templates that you can use. However for the benefit of others:

 

It should be possible for you to make it work, it might just require a little bit of work putting the data in the correct format first. There are 3 types of data that can be imported into the workbook; classes, absence and cover data. I have detailed how each of these need to be laid out below.

 

Classes:

XLS Document

Row 1 = Headers

Column Headers required:

Class

Teacher

Subject Code

Subject

Students

Girls

Boys

 

The students, girls and boys columns are totals for each of the classes.

All other records should be in consecutive rows.

 

Absences:

XLS Document

Row 1 = Headers

Column Headers required:

Preferred Surname

Preferred Forename

Title

Absence Start Date

Absence End Date

Absence Type

Role

 

Cover:

This one is likely to be a little more tricky, as the workbook is designed to read in SIMS Cover sheets. The following format should work though.

 

In cell A1 there needs to be the header with the date in the format: "Full List of Staff and Room Details: 06-Jun-2015"

Row 4 = Headers

Column Headers required:

Period

Staff or Room to replace

Reason

Activity

Rooms

Staff

Assigned Staff or Room

 

The Period should be in the format "Mon:1" with the day and period number separated by a colon. The period number is the number that will need to be listed on the Periods worksheet.

 

The 'Staff or Room to replace" should be in brackets - e.g "(Hill, Mr J)".

The remaining columns are imported as they are found in your file that you create. The assigned staff name should be in the same format as the 'Staff or Room to replace, just without the brackets. Supply staff names should start with a $ sign and then a space - e.g "$ Hill, Mr J"

 

Hopefully that all makes sense. If anything is not clear though, let me know. If it all works and you get some meaningful data then I may be able to look into making it compatible with CMIS reports.

[smidsy]

I have been asked to look at a better way to anaylse staff attendance and this looks like it fits the bill so far. The only thing we would love to add is the ability to generate the Bradford index for staff. This is worked out with the formula S x S x D where S is the total number of separate absences by an individual and D is the total number of days of absence of that individual.

 

I can see that all the required information is in the workbook to create the formula but I don't have the excel capabilities to include it into your great work. Would this be something that you could look at trolley01?