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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
Matthew.nall@cambridgeshire.gov.uk
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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
MIS.
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.
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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
purposes.
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.
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
presentation.
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
pupils.
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
performance.
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.
planning.
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
communications.
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
application.
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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
internally.
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.
release.
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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