Stages in MIS Development for Cambridgeshire Schools

By William Sims,2014-12-29 13:41
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Stages in MIS Development for Cambridgeshire Schools

    Stages in MIS Development for

    Cambridgeshire Schools

    This guidance is designed to be used alongside the Cambridgeshire MIS Policy Template and is intended to assist schools in identifying the areas and ways in which they can develop their use of MIS. As in all areas of ICT, change is endemic, so this guidance will be regularly reviewed in the light of developments in ICT, in government and local policy and strategy and, most importantly, in the light of schools’ experience in using this guidance.

    Most of what has been written has been aimed at general MIS issues and references to specific software systems such as SIMS have been avoided where possible. In the same way, very detailed guidance could have been produced in specific areas, such as finance or pupil attainment systems. This has been avoided in order to keep the document manageable and because schools wishing to develop specific areas of expertise are more likely to want to do that by working with colleagues or support staff from the LEA rather than reading a lengthy document.

    If you have suggestions that would contribute to the development of this guidance, please email them to

    112654099.doc, Page 1 of 7

    Stages in MIS Development for Cambridgeshire Schools

Starting Out Progressing Established ;

    1. Leadership and Monitoring

    ; ; The school leadership team ; MIS system is part of school ; There is a shared vision

    have not articulated a vision development plan and linked amongst staff and governors

    for the use of MIS across the to the development of in the use of MIS, and the

    whole school or how it will curriculum ICT. A senior school has a review

    contribute to the member of staff has programme in place that

    accomplishment of curriculum accountability for MIS covers all aspects of MIS

    developments. development. development.

    ; ; Pockets of MIS development ; MIS developments more ; A strategic framework exists

    but not co-ordinated. strategic and targeted at for the development of MIS

    specific areas of concern systems over a five-year

    such as attendance or period with clear milestones

    assessment. and priorities.

    ; ; Management Information ; MI policies exist in key areas ; The school can demonstrate

    policy is under development. of interest, e.g. pupil a whole school Policy for

    attainment. Management Information.

    ; ; Governors not involved in MIS ; MIS is part of governors’ ; There is a shared vision

    planning. strategic view of school. amongst staff and governors

    in the use of MIS.

    ; ; The Leadership discuss the ; MIS is part of the Leadership ; MIS systems are discussed

    use of MIS on an ad hoc team’s agenda cycle. by the Leadership on a

    basis. regular basis and includes an

    appraisal of progress.

    ; ; School is aware of potential ; School develops a process for ; Evidence that all key change

    external and internal changes, managing change within the management issues were

    which may impact upon them, school and ensuring that the routinely identified and

    but it does not always act key issues are addressed in appropriately addressed in

    upon them in time. time. time.

    2. Pupil Information

    ; ; Incomplete data input and ; All data centrally stored and ; All pupil data is entered

    very little useful or meaningful easily accessed. There are directly into a central MIS at

    output. Many paper-based some instances where paper-the point at which it is

    records, some conflicting. based records are collected.

    subsequently input into the


    ; ; No processes for ensuring the ; Standard operating practices ; Documented procedures are

    quality of information entered are in place to ensure that in place that clearly set out

    into the MIS system. data is kept up to date, that good working practices and

    standard reference codes are standards for data entry, data

    used and that data is encoding and information

    consistently entered into MIS management.

    packages by all users.

    ; ; Unnecessary duplication of ; No unnecessary duplication of ; The MIS is recognised as the

    information across the school information although separate central repository for all

    in different databases. databases may still exist. information feeding other

    applications and

    spreadsheets as appropriate.

    ; ; No processes for archiving ; Information is archived on a ; Procedures exist for

    historical data. periodic basis. accessing archived data

    should the need arise.

    112654099.doc, Page 2 of 7

    Stages in MIS Development for Cambridgeshire Schools Starting Out Progressing Established ;

    ; ; No processes exist for the ; Processes are defined for ; Use is made of S2S and other

    management of permanent or managing the allocation of web-based systems to ensure

    temporary Unique Pupil temporary unique pupil maintenance of key data

    Numbers. numbers (UPN’s) and their including UPN.

    subsequent conversion to

    permanent UPN’s

    3. Assessment and Monitoring of Pupil Progress

    ; ; Pupil performance data is ; Effective processes are in ; Pupil performance data is

    incomplete and may be held place to maintain pupil entered at the point of

    in a variety of systems, some performance data. assessment wherever

    electronic, some paper. possible. Staff rarely need to

    transfer records from paper to

    the MIS.

    ; ; Little use is made of pupil ; Use is made of a variety of ; A range of reports has been

    performance data beyond standard reports as a means developed and is in regular

    creating standard reports e.g. of assessing progress of use by the school for

    end of key stage. individual pupils and groups. performance monitoring


    ; ; No use is made of external ; Some use is made of one or ; Selective use is made of

    systems (e.g. Interactive more external systems, using external systems, depending

    Autumn Package, Key to standard outputs and on appropriateness to the

    Success, EMS online). analyses. school’s needs.

    4. SEN

    ; ; SEN stage data is present for ; SEN stage data is properly ; Use is made of SEN

    some pupils. Little use is maintained. information as part of the

    made of this. school’s management of SEN


    ;; Pupils’ IEP is held on paper ; IEP is maintained on the MIS, ; School has evaluated IEP

    probably as a word-processed systems with a view to using

    file. them to maintain and monitor

    pupils’ IEPs

    ; ; SEN attainment records are ; SEN attainment data falls ; Attainment data is used to

    still paper-based. Use of within the normal procedures inform decisions about how

    assessment systems to hold for maintaining pupil’s best to meet pupils’ needs.

    this are being considered. attainment data.

    5. Reporting

    ; ; Identifies and uses ; Establishes accuracy and ; Uses information from a

    appropriate sources of relevance of information. range of sources to evaluate

    information. school performance.

    ; ; Obtains relevant information ; Extracts key patterns and ; Makes predictions for school

    and maintains it in appropriate trends from information. performance from trends in

    forms. the MIS data and other value ; Identifies links between added information. different sets of information.

    ; Simplifies information for

    interpretation and


    ; ; Most requests for ; Limited ability to develop ; Custom information is easily

    management information custom reports and produced for and by staff from

    involve starting from scratch. management information from reporting facilities within the

    the MIS package. MIS.

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    Stages in MIS Development for Cambridgeshire Schools Starting Out Progressing Established ;

    6. Attendance

    ; ; Attendance data is not part of ; An Attendance package ; The Attendance system is

    the school’s MIS. exists though use is limited to used in a variety of ways to

    generating end of term/year monitor pupils’ attendance

    attendance statistics. generally and improve

    attendance rates for identified


    7. Information Exchange

    ; ; No documented framework ; Processes and systems for ; Responsibility for the

    for managing the electronic managing the electronic management of incoming and

    import and export of transfer of data are under outgoing datasets is clearly

    information to different development. defined and documented

    agencies. within the school.

    ; ; Statutory and local returns are ; Statutory returns and some ; All national and local

    produced on paper. local returns (e.g. Key Stage requirements for information

    1 data) are produced are produced from the MIS

    electronically wherever and transmitted electronically

    possible. wherever possible.

    ; ; Little or no use of Common ; CTF is used for some ; CTF is seen as the main

    Transfer File (CTF); some transfers of pupil data. means of transferring data

    awareness of the Impulse School is making a between schools and the

    project contribution to Impulse. LEA. The school takes full

    advantage of the

    developments within Impulse.

    8. Finance

    ; ; The school has a ; The finance system is used ; Key financial reports and

    computerised financial extensively to monitor the measures have been

    system, but records are school’s finances. developed by the school

    largely restricted to recording management in order to

    purchases. improve the school’s financial


     ; ; The finance records are rarely ; Reconciliation is standard

    reconciled with bank practice and the school has

    statements or corporate confidence in the accuracy of

    statements. their financial data.

    9. Staff Information

    ; ; No personnel data is held as ; Good personnel records are ; Personnel data is used as

    part of the MIS data set. maintained and some use is part of curriculum or financial

    made of these to inform HR, planning and staff Continuing

    curriculum or financial Professional Development.


    10. School Policies and Documentation

    ;; School has its own ICT ; School develops its IM ; The school has a regularly

    strategy, which may include strategy, which relates to reviewed and updated IM

    information management & other school strategies, strategy, which is monitored

    office systems, but it does not reflects current practice within and evaluated systematically

    have a separate IM Strategy. the school and future plans. against the needs and aims of

    the school.

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    Stages in MIS Development for Cambridgeshire Schools Starting Out Progressing Established ;

    ; ; There are no documented ; The school has established ; There are clear policies

    quality standards or policies, good office practice in covering quality standards of

    and there is some doubt maintaining some but not all all aspects of the school’s

    about the validity of some of data sets. For example pupil MIS, in particular pupil,

    the school’s data. contact data is well-assessment and financial

    maintained but assessment data.

    data is patchy.

    ; ; School is aware of the need ; The IM Strategy includes the ; Evidence that all staff are

    to change the culture to bring school’s aims and values, and working positively and

    about the changes required to identifies where and how the enthusiastically to achieve the

    successfully implement culture needs to change school’s aims and routinely

    raising standards and within the school. There is embrace change when

    improving pupil achievement, evidence of initiatives taken to appropriate.

    but it is unsure how to change the culture.

    achieve it.

    ; ; Governors, head teacher and ; School’s vision is turned into ; A review process is used to

    senior staff realise the need to reality, with a senior member foster continuous

    develop the ability of their of staff responsible for leading improvement of the school’s

    school to manage their on Information Management. information management

    information in a way that Governors and school’s system, asking questions of

    leads to informed decision management team keeps each element like: what

    making, raising standards and progress under regular worked well last time?; what

    improved pupil achievement. review, modifying plans when didn’t?; what else has

    appropriate. changed?; and how can it be

    done even better next time?

    11. Internal and External Communications

    ; ; Email used on an ad hoc ; Email regularly used by key ; Email used by all staff as a

    basis management and admin staff key method of

    communication, both for

    internal and external


    ; ; Internet rarely used as a ; Internet in regular use by ; Majority of staff frequently use

    source of information. management and admin staff. the internet as a source of key

    MI. There are effective

    processes in place for sharing

    useful sources.

    12. Access to Management Information

    ; ; Use of MIS is seen largely as ; MIS is in regular use by ; All teachers use the MIS for

    an administrative or school administrative staff, their own classroom and

    secretarial responsibility. senior management and other curriculum management.

    Access to information staff with specific ICT

    restricted to one or two responsibilities.

    people in the school.

    ; ; No documented policy for ; Access to information ; Access to the MIS systems is

    assigning rights to view, properly defined and controlled through

    change, add and delete key controlled through application infrastructure controls (i.e.

    data items across the school. controls that are documented. users’ access to the school

    network via a logon

    procedure) as well as

    permissions within the


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    Stages in MIS Development for Cambridgeshire Schools Starting Out Progressing Established ;

    ; ; No documented policy for ; Policy for the protection of ; School pro-actively updates

    Data Protection. data is clearly documented. Data Protection registration in

    line with changing use of

    information across the school.

    ; ; Access to the computer(s) is ; Administrative and ; Access to equipment for MIS

    limited to one or two management staff have is available to all who need it.

    administrative staff. access to computers for MIS. As the school is promoting

    MIS use to all staff, plans and ; The school is developing systems are being developed plans for increasing access to to support this. equipment for MIS purposes.

    13. Support and Training

    ; ; Maintains irregular ; Maintains regular and ; Takes account of different

    communication with external proactive two-way cultural styles and values

    support agencies. Frequent communication with external when dealing with external

    changes of support supplier. support to ensure school is organisations. Actively

    Heavy dependence on kept informed of manages external contacts

    parents and governors. developments and that through structured meetings.

    services provided meet need.

    ; ; MIS manuals and helpsheets ; Manuals and helpsheets are ; High levels of staff training

    are not up to date for the MIS kept up to date for all users in have reduced the

    software. line with developments of the dependence on manuals and

    product. helpsheets.

    ; ; Staff rarely attend training ; A clear programme of training ; Identifies and makes use of

    courses. Information largely exists for all MIS users, based events for developing

    passed on by predecessors. on identification of needs. capacity and capability


    ; ; Professional development of ; Professional development ; Performance Management

    MIS users not linked to the linked to School Improvement Framework includes appraisal

    school MIS policy or School Plan. and monitoring of MIS at an

    Improvement Plan individual and team based

    level. Induction of new staff

    includes MIS policy and MIS

    training needs for staff.

    ; ; Task competencies in key ; More than one member of ; Framework for MIS

    modules restricted to one staff can support the different professional development in

    member of staff with no cover modules within the system. place across the whole school

    available. linked to the access policy for

    the school.

    ; ; Unsure of who to contact ; Identifies and nurtures ; Provides pro-active advice to

    regarding the escalation of external support to ensure it suppliers generating ideas for

    problems, making complaints supports the needs of the the development of the

    and developing use of the school. product and participating in

    system. field trials.

    14. Managing the Technology

    ; ; Limited MIS systems ; Networked access to MIS ; Networked access to MIS

    availability from standalone systems for the leadership systems across the whole

    computers. team. school connected to the

    Internet with e-mail available

    throughout the school.

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    Stages in MIS Development for Cambridgeshire Schools Starting Out Progressing Established ;

    ; ; Internet access or e-mail ; MIS staff connected to the ; Central information held on

    facilities for administrative Internet with e-mail. MIS accessible from outside

    staff exist but are little used. the organisation through a

    secure route.

    ; ; Backup software installed on ; Backup software installed and ; School Emergency Plan

    server but recovery processes recovery processes integrated with backup

    not documented or tested. documented and tested on an procedures and tested on an

    annual cycle. annual basis for MIS.

    ; ; Occasional upgrades to the ; Upgrades and maintenance ; School pro-actively plans for

    system applied on an ad hoc releases of software applied new releases and takes steps

    basis. on a regular cycle and within to ensure systems are

    three weeks of the software appropriately upgraded.


    ; ; Investment in MIS systems is ; An investment plan is in place ; School pro-actively seeks out

    occasional and ad hoc. to fund the development and innovative MIS solutions that

    maintenance of MIS systems. will support school

    improvement and evaluates

    costs and benefits.

    ; ; There is some networking in ; The administrative and ; The full potential of linking all

    the school, but office and curriculum systems are systems on a common

    curriculum systems remain networked together but there network is being realised.

    isolated from each other. is limited use of MIS in the The school has clear plans for

    classroom. how the whole school network

    will be used to achieve

    important goals.

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