This document is primarily for School SIMS System Managers but by KzOLGr

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									                                          Information Notice
                                                08-E16
                                    When read, please file in the EIS ICT
                                     Support Folder in the school office


The Purpose:
To inform schools about the availability of the SIMS 2008 August Main Release and
provide instructions on how to download and apply the update using SOLUS 2.

Who is it for:
This document is primarily for School SIMS System Managers but when the upgrade is
implemented it is recommended that the information in the ‘What is included in the SIMS
2008 August Main Release’ section, which can be found at the end of this notice, should be
shared with other SIMS users as appropriate.

Who should do this upgrade:
It is strongly recommended that all schools complete this main release
upgrade.
Schools that wish to use the automated method of applying this update (see EIS
Information Notice 06-E27) are advised to complete the routines for ‘Making a Manual
Backup of your SIMS MS SQL Database’, ‘Making a Manual Backup of your SIMS FMS6
Database’, ‘Making a Copy of your SIMS Setups Folder’ and ‘Safeguarding Any Custom
Made Reports’ as described on pages 1 to 9 of this information notice prior to scheduling
the automated upgrade files download and database upgrade processes.

IMPORTANT INFORMATION
This upgrade release can only be run on Microsoft SQL Server 2005/SQL
Express and MUST be applied on the computer that is the SIMS SQL Server.

Benefits:
The SIMS 2008 August Main Release contains new functionality, including the base
release of Partnership Xchange. Improvements have also been made to Assessment 7
for Primary schools (in particular), Attendance 7, Exams Organiser, Personnel 7,
Registrations and Admissions and STAR.
This release also contains the School Workforce Census Autumn Return for those
schools in involved in the SWC Pilot.
To improve the speed of the upgrade on clients, the PDF handbooks are now delivered
by SIMSCentralSetup.exe to the SIMS File Server only. These books will be accessible
from the workstation via the network. Existing handbooks will remain on the workstation.
Full details of what has been included in this update release can be found at the end of
this information notice.

Support:
If when carrying out these instructions, you have any questions
about any of the procedures please contact the EIS Helpdesk:

Telephone              01622 672779
Faxback Number         01622 673441
E-mail Address         eis.support@kent.gov.uk
SIMS 2008 AUGUST MAIN RELEASE
Summary: This Information Notice is for the attention of the SIMS System Manager
and will take you through how to update SIMS by downloading and applying the SIMS
2008 August Main Release upgrade files using SOLUS 2 via the Internet.
The SIMS 2008 August Main Release contains new functionality, including the base
release of Partnership Xchange. Improvements have also been made to Assessment
7 for Primary schools (in particular), Attendance 7, Exams Organiser, Personnel 7,
Registrations and Admissions and STAR.
This release also contains the School Workforce Census Autumn Return for those
schools in involved in the SWC Pilot.
To improve the speed of the upgrade on clients, the PDF handbooks are now delivered
by SIMSCentralSetup.exe to the SIMS File Server only. These books will be accessible
from the workstation via the network. Existing handbooks will remain on the workstation.
Full details of what has been included in this main release can be found at the end of
this information notice.


IMPORTANT INFORMATION
This release can only be run on Microsoft SQL Server 2005/SQL Express and
MUST be applied on the computer that is the SIMS SQL Server.
If users try to apply the upgrade by running SOLUS on a SIMS client computer, the
upgrade will fail and the database will be rolled back to the previous version.
If this upgrade is applied to SQL Server 2000 or MSDE, the following error message will
be displayed when the SQL database is being upgraded:
‘Invalid SQL Version Detected: This upgrade can only be applied to a SIMS database on
either a SQL 2005 or SQL Express Instance.’
This update release should only be applied if you are, as a minimum, already on
version 7.104 or above of SIMS .net.
Is my Internet connection up to downloading this update?
This will depend on how much bandwidth you have available on your Internet
connection. For most schools with a Broadband connection such as the Kent
Community Network (KCN) or the Medway Broadband Network or the London Grid for
Learning or an ADSL Internet connection this should be more than adequate.
For schools still with an ISDN connection for Internet access it is recommended
that you do not attempt to do this update and contact the EIS Helpdesk who will
arrange for a CD and some further instructions to be sent to you so the update
can be done without the need to download the upgrade files.
Advice for performing this update
EIS strongly suggest that you prepare carefully for this update by reading these
instructions in full before starting the update.
Please set aside sufficient time to perform this update and plan it to coincide with the
available times for the EIS Helpdesk (8.30am to 5.00pm Monday to Friday excluding
public holidays) should you need to call us for advice/support whist performing the
update.
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EIS would recommend updating in the morning or early afternoon so that should any
unexpected problems arise EIS can assist you in either completing the upgrade or by
returning your SIMS system to its original state before the end of the working day.
On which machine should you run this update?
This update must be run on the machine which is used as your SIMS database server.
This will be the machine where the SIMS database files are actually physically located.
In the case of most Primary and Special schools this will be the main office computer
(referred to as the Workgroup Server) which may also have a tape backup drive installed
in it.
In some larger Primary and Special schools and most Secondary schools this will either
be your main server or your dedicated SIMS database server.
If you are not sure which machine you should be using please contact the EIS Helpdesk
for assistance before proceeding.
For Windows XP, 2000 or 2003 computers/servers you must log in as a user with
Administrator permissions.
It is also recommended that you establish the SIMS module path (unless you
already know it). The module path will be something like F:\SIMS although some
systems will be using other drive letters (examples of other expected drive letters
could be C or S or T or X).
It is VITAL that you do a manual backup of your SIMS SQL database and make a
copy of the \SIMS\Setups folder as described below before attempting this update.

Making a Manual Backup of your SIMS MS SQL Database
1. Please ensure a manual backup of your SIMS Microsoft SQL Database is
   performed. To do this, run SIMS .net and login as a user with SIMS System
   Manager for Windows access rights. Now run System Manager for Windows. At
   the SIMS System Manager Module screen select Tools then Create Backup… and
   the following box will appear.




    NOTE: The path in the Backup Directory could be different from that above as it is
    dependent on how your system was configured when Microsoft SQL Server was
    installed.
2. Type in a Backup Description of ‘Pre SIMS 2008 August Main Release Backup’
   and then click Create. The following window will appear and you should click Yes to
   start the backup.




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    The backup will then be created. When the backup has finished the
    ‘Backup/Restore Status’ box will close and you will be returned to the System
    Manager screen.
    You should now exit from System Manager for Windows and SIMS .net in the
    normal way.
    IMPORTANT NOTE: If for any reason the backup is NOT successfully created
    (if this is the case you should get an error message telling you this) please DO
    NOT proceed any further and contact the EIS Helpdesk for assistance.

Making a Manual Backup of your SIMS FMS6 Database
Because SIMS Personnel 7 works in synchronisation with FMS6, it is VITAL that copies
are made of your CFR (F:\SIMS\CFR) and SQL (F:\SIMS\SQL) database folders, where
applicable as described below before attempting this upgrade. This is necessary to
ensure synchronous continuity between the two applications should a restore be
necessary following an upgrade failure.
As EIS is currently in the process of migrating FMS6 databases in schools from SQL
Anywhere to Microsoft SQL Server 2005/SQL Express two sets of instructions are
provided below for backing up FMS6. The first set of instructions (Set A) is for those
schools that have not yet had their FMS6 database migrated from SQL Anywhere to
Microsoft SQL Server 2005/SQL Express and the second set of instructions (Set B) is
for those that have had their FMS6 database migrated to Microsoft SQL Server
2005/SQL Express.
A. Schools where FMS6 is still using SQL Anywhere should follow these
instructions for backing up FMS6.
The following instructions assume that your SIMS data is stored in the folder F:\SIMS
however some systems will be using other drive letters e.g. it may be C: or S: or T: or X:
instead of F: and you should adjust these instructions accordingly.
NOTE: Some schools may only have a single FMS6 database and if this is the case for
your school you will only need to make a copy of the F:\SIMS\SQL folder and not the
F:\SIMS\CFR folder as this will not be present.
1. Click on Start, then Run and in the Open box type F:\SIMS and then click OK.




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You should now get a window showing the contents of the F:\SIMS folder similar to the
one below. Now find the SQL folder and click on it once to highlight it.
Next click on Edit, then Copy followed by Edit, then Paste to make a copy of the SQL
folder in the SIMS folder.




The system will now start to copy the files into a folder called Copy of SQL.




The Copy of SQL folder will normally appear at the bottom of your SIMS folder as shown
in the picture below.




You should now do a single right mouse button click on the Copy of SQL folder and
from the menu that appears select Rename with a left mouse button click. Now change
the name of the folder to Copy of SQL Pre 2008 August Main Release and press
Enter.
You should now repeat the process for the F:\SIMS\CFR folder if one exists. Please
make sure that when renaming the Copy of CFR folder you rename it to Copy of CFR
Pre 2008 August Main Release.




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B. Schools where FMS6 has been migrated to Microsoft SQL Server 2005/SQL
Express should follow these instructions for backing up FMS6.

Currently for FMS6 where it has been migrated to Microsoft SQL 2005/Express there is
no facility to do a backup of FMS6 from within the software (although this will be
introduced in the near future) and therefore the backup has to be done using an external
utility provided by Capita called the SIMS Database Management Utility. The instructions
below will take you through doing a backup using this utility.

1. To open the utility select Start | Programs | SIMS Applications | dbAttach.




2. The SIMS Database Management Utility will now open and the boxes should be
completed as follows:

Server Name – This is the name of your SIMS server and the SIMS MSSQL Instance.
In the example below the server name is GARDNR01and the MS SQL Instance is SQL
2005. Please note that it is important that the \ is put between the two as shown in the
example.

Username – This is simply ‘sa’ which is the MS SQL System Administrator user.

Password – This is the password for the MS SQL System Administrator user.

Once you have entered these click on Connect.




Page 5                         EIS Information Notice 08-E16                   August 2008
3. If you have entered the data correctly the Server Name, Username and Password
data boxes will become greyed out and the other data boxes on the screen will become
editable.

The only data box you need to use is in the section at the bottom entitled ‘Backup a
Database’.




4. In the bottom section entitled ‘Backup a Database’ please click on the down arrow
next to the Database Name field and select the ccsfms database.

Having done this click on the Backup box over on the right hand side and a backup will
commence of your FMS6 database.




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5. When the backup is complete a message box will appear on the screen telling you
that ‘The database ccsfms has been backed up successfully.’ And you should click OK
to acknowledge this message.




You have now successfully backed up your Microsoft SQL 2005/Express FMS6
database.

If any errors are reported please contact the EIS Helpdesk and do not proceed
further.

Page 7                        EIS Information Notice 08-E16                August 2008
Making a Copy of your SIMS Setups Folder
Following some problems experienced by a few schools with past updates, EIS feels it
would be advisable to also make a copy of the S:\SIMS\Setups folder (some systems
will be using other drive letters e.g. it may be C: or F: or T: or X: instead of F: and you
should adjust these instructions accordingly).
To do this click on Start, then Run and in the Open box type S:\SIMS and then click OK.




You should now get a window showing the contents of the S:\SIMS folder similar to the
one below. Now find the Setups folder and click on it once to highlight it.
Next click on Edit, then Copy followed by Edit, then Paste to make a copy of the
Setups folder in the SIMS folder.




The system will now start to copy the files into a folder called Copy of Setups.




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The Copy of Setups folder will now appear in your SIMS folder as shown in the picture
below.




You should now do a single right mouse button click on the Copy of Setups folder and
from the menu that appears select Rename with a left mouse button click. Now change
the name of the folder to Copy of Setups Pre SIMS 2008 August Main Release and
press Enter.




You have now successfully made a copy of your S:\SIMS\Setups folder.

Safeguarding Any ‘Custom Made’ Reports

EIS feel it would also be prudent for schools to safeguard any ‘custom made’ reports
(these are reports that have been produced in-house using the SIMS .net Reporting tool)
as outlined in EIS Information Notice 08-E06 which can be downloaded from the
Information Notices section on our web site at www.eiskent.co.uk.

Page 9                         EIS Information Notice 08-E16                 August 2008
Instructions for Upgrading to the SIMS 2008 August Main Release
Important Note:

No users should be logged in to SIMS or FMS when you perform this upgrade.

This release can only be run on Microsoft SQL Server 2005/SQL Express and
MUST be applied on the computer that is the SIMS SQL Server.

To perform the upgrade click on Start, Programs, SIMS Applications, Update and
Run SOLUS.
1. After a pause you may get a File Download – Security Warning appear (this will
   depend on your Internet security settings). If you do get this warning click on Run
   and then move on to item 2 below, if you do not get this warning then move straight
   to item 3 below.
2. The ‘Internet Explorer – Security Warning’ box may appear next and you should
   again click on Run.




3. The SIMS SOLUS Installation box will appear and after a short pause the ‘Welcome
   to the SIMS .net Online Update Service Wizard’ will come on screen.




4. You will see from the previous picture that Version 2.20 of the SIMS SOLUS 2
   Wizard has various options. This screen should be completed as follows:
    (a) Enter a SIMS User Name and SIMS Password of a SIMS user that has full
    SIMS System Manager for Windows access.
    (b) Please leave the FMS section blank. Separate instructions for the upgrade of
    FMS6 will be issued when applicable.
    (c) The SLG Installation Upgrade tick box should also be left blank unless your
    school has purchased the SIMS Learning Gateway (SLG) from Capita Children’s
    Services Limited. If you have purchased this software then you should tick the box.
Page 10                        EIS Information Notice 08-E16                  August 2008
     (d) The CCS Installation Upgrade box should NOT be ticked.
     Now press the Login button




5.   Because you have not entered an FMS username and FMS password as instructed
     above you will be warned that as no FMS login credentials have been entered they
     will not be validated and therefore no FMS upgrade releases will be made available.
     Simply click OK to acknowledge this and continue.




6.   If your SIMS User Name and Password has been accepted the ‘Downloading and
     Applying Packages’ window will appear showing that the SIMS 2008 05a May Main
     Update and the May Main Update – Patch 11895 are available. Click on the Next
     button to continue.




7.   You will be asked if you wish to download and apply the available packages. Click
     Yes to continue.




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8. At this point the updates (and any patches if applicable) are downloaded and placed
   in a temporary folder in your SIMS/Setups folder. How long this will take will depend
   on how much bandwidth you have available on your Internet connection and when
   you last applied a SIMS update.




     Once the updates have downloaded, they will begin to apply automatically and you
     will get several windows such as the one shown below appearing on your computer
     screen.
     There may also be several pauses during this part of the process so please be
     patient and allow the upgrades to complete.




9.   Once the updates have been completed the SIMS Database Upgrade Tool window
     will appear and the database upgrade will start automatically. While the database
     upgrade is taking place there will be times when the process appears to ‘freeze’.
     Please do not interrupt the upgrade as it will still be working. If you are concerned
     about what appears to be a long period of inactivity please call the EIS Helpdesk
     before attempting to stop the upgrade in any way. As a guide, the database upgrade
     will probably take between 30 and 90 minutes depending on the technical
     specification of your SIMS Database Server.
     Note: Due to the way SOLUS 2 works you will see that the database upgrade is run
     from an unusually named temporary folder in the \SIMS\Setups folder as shown
     below. This is normal behaviour so please do not alter this. Once the upgrade is
     complete the temporary folder will be deleted.




Page 12                         EIS Information Notice 08-E16                  August 2008
10. When the database upgrade is complete the following window will appear and you
    should click on Finish to complete the upgrade.




Log in to SIMS .net (where installed)
On those workstations where SIMS .net has been installed, when a user next logs into
SIMS .net an automatic update will take place before the SIMS .net login banner is
provided. On most workstations this update will take no longer than 60 seconds but this
will depend on the CPU speed and memory available on each workstation.
It is recommended that users use the Start | All Programs | SIMS Applications | SIMS
.net method to start SIMS .net following an update as it has been found that using a
SIMS .net shortcut icon from the desktop does not always kick off the automatic update
process.




Please don’t worry if you see lots of files being skipped as the update will only install
files which are of a newer version than those you already have.
Check SIMS .net Version Number
Once the update has been completed the SIMS .net version should be 7.108 and the
Database Build should be 3.61.476 Build 11. To check this go into SIMS .net, select
Help\About SIMS .net and the version number will be displayed as shown below.




Once you have checked it click on OK to close the window.
Page 13                          EIS Information Notice 08-E16                    August 2008
Importing the Updated SIMS .net Reports
The following instructions only need to be done once to make the reports available to all
computers that run SIMS .net on the school network.
1.   To import the reports login to SIMS .net and select Reports | Import. The Import
     Reports window will appear.




2.   Click on Open and the ‘Select report file to import’ window will open and you
     should see a file called Predefined_Reports_v7108.RptDef. Select it by clicking on
     it and then click on Open.




Page 14                        EIS Information Notice 08-E16                   August 2008
3.   The Import Report(s) window will now open. Check that all the reports have a tick
     next to them on the left hand side and that a tick is present in the Import associated
     templates box. Now click on Import to import the reports to your SIMS .net
     Document Server.




4.   When the reports have been imported the word Imported will appear in the Status
     column as shown below. Click on Close to complete the process.




The new/updated reports are now imported and will be available to all computers that
run SIMS .net.

Importing the CCS Base Lookups File for SIMS Personnel 7
There is not a new CCS Base Lookups File with this release.
Page 15                         EIS Information Notice 08-E16                   August 2008
What is included in the SIMS 2008 August Main Release
To assist schools in identifying which items are relevant to their school colour coded
relevance keys have been introduced as follows:
All Schools = All
Primary = Pri
Special = Spe
Secondary/Middle = SM

Assessment 7.108                                                                 All
New Features

    This release includes the following new features:

   To complement the Tracking Progress Marksheet Templates
    developed for Primary schools in Assessment 7.104 (May 2008),
    August sees the release of Pupil Tracking Grids. This new type of
    analysis grid shows pupil names as well as numbers within the grid,
    similar to the tracking grids defined by the Primary National Strategy, to
    help track pupil progress term on term. Predefined Pupil Tracking Grid
    templates are provided for Primary schools in England and Wales.
    Secondary and all other school types will be able to build their own
    template linked to existing assessment aspects.

   The option to install and update AMPARK resources automatically
    when you open Assessment is now available. This is intended to
    ensure that schools are using the most up-to-date versions of these
    resources. The school type determines whether this auto import is
    available or not.

   Deleting result sets - A new system utility has been provided, which
    enables you to delete a selection of result sets. For more information,
    please refer to Deleting Result Sets in Chapter 15: System Utilities of
    the Assessment Manager in SIMS .net handbook.

   Deleting Key Stage Manager Wizards - A new system utility has been
    provided, which enables you to delete a selection of Key Stage
    Manager wizards. For more information, please refer to Deleting Key
    Stage Manager Wizards in Chapter 15: System Utilities of the
    Assessment Manager in SIMS .net handbook.

   Setting templates, aspects and result sets active or inactive - It is now
    possible to mark templates, aspects, result sets as either active or
    inactive. For more information, please refer to Creating Templates in
    Chapter 10: Creating and Maintaining Templates, Creating Aspects in
    Chapter 7: Creating and Maintaining Aspects and
    Activating/Deactivating Result Sets in Chapter 8: Creating and
    Maintaining Result Sets, all in the Assessment Manager in SIMS .net
    handbook.

Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:
Page 16                          EIS Information Notice 08-E16                   August 2008
   When selecting a colour for a column in a marksheet, it is now possible
    to select the colour White.

   It is now possible to add, view all, view own, and edit Student
    Registration permissions for Assessment Co-ordinators.

   Results can now be imported for all pupil/students.

   Importing individual reports with a supplier name that includes an
    apostrophe now works correctly.

   You can now import the KS2 Wizard from AMPARK.

   When filtering a marksheet using a group filter, all pupil/students are
    now displayed.

   Results sets by scheme are now displayed in the tick grid (via Focus |
    School | Academic Structure | Curriculum Assignment by
    Scheme).

Attendance 7.108                                                              All
New Features

    This release includes the following new features:

   Archiving Attendance Marks

    Tools | Housekeeping | Archive Attendance Marks

    To improve the performance of SIMS .net when viewing and editing
    attendance marks, session and lesson marks can now be archived. All
    marks, with the exception of those recorded in the current academic
    year and the preceding academic year, can be archived.

    When the data has been archived, it is no longer available for editing.
    However, reports can still be run on the archived data.

    The process is performed using a Windows scheduled task, which
    should be set up by your System Manager.

    For more information, please refer to Chapter 6: Housekeeping
    Routines in the Attendance in SIMS .net handbook.

   Producing Attendance Letters

    Tools | Setups | Attendance Setup | Letter Definition

    Reports | Attendance | Letters

    There is often the need to produce standard documents associated
    with attendance, such as letters requesting an explanation for absence
    or certificates rewarded for good attendance. In SIMS .net, these
Page 17                          EIS Information Notice 08-E16                August 2008
    documents are referred to as Attendance Letters.

    The Letters routine enables this type of document to be created, edited
    and printed. An import routine enables any letter templates previously
    used in version 6 of the software to be imported into version 7.

    A Created Letters report can be produced, which lists the recipient of
    the letter and the associated letter details, e.g. the date created.

    For more information, please refer to Chapter 7: Producing Standard
    Attendance Letters in the Attendance in SIMS .net handbook.

   Additional Pupil/Student Columns

    Tools | Setups | Attendance Setup | Module Setup

    SEN, Behaviour and Gifted and Talented options are now available in
    the Default for Specific Routines panel. Selected options are
    displayed as additional columns in all routines where pupil/student
    names are listed.

    For more information, please refer to Chapter 2: Setting up Attendance
    in the Attendance in SIMS .net handbook.

   Show Preferred Surname Instead of Legal Surname

    Tools | Setups | Attendance Setup | Module Setup

    A new setup option enables you to show the preferred surname instead
    of the legal surname wherever a screen or report displays pupil/student
    names.

    For more information, please refer to Chapter 2: Setting up Attendance
    in the Attendance in SIMS .net handbook.

   Group Comments and Minutes Late

    A comment can now be entered, then recorded against each of several
    selected pupil/students. Where group comments have been added, a
    red triangle is displayed in the top right-hand corner of the cell.

    A figure for minutes late can now be entered, then recorded against
    each of several selected pupil/students. Where minutes late have been
    recorded, the background colour of the cell is cyan.

    Both comments and minutes late are displayed as hoverhelp.

    For more information, please refer to Chapter 3: Taking the Register in
    the Attendance in SIMS .net handbook.

   Edit Marks Option to Show Students with Unexplained Absences

    Focus | Attendance | Edit Marks


Page 18                         EIS Information Notice 08-E16                 August 2008
    For clarity, the title of the previously named Show only students with
    N today radio button has been renamed to Show only students with
    Unexplained Absences today.

    For more information, please refer to Chapter 4: Edit Marks Routines in
    the Attendance in SIMS .net handbook.

   Changes to DCSF Codes

    Changes have been made to three of the ‘attendance not required’
    codes in line with those defined by the DCSF. These are:

     Previous Previous Definition               New New Definition
     Code                                       Code
     X        DCSF #: School closed to          #    School closed to
              pupils.                                pupils.
     !        DCSF X: Non-compulsory            X    Non-compulsory
              school age absence.                    school age
                                                     absence.
     *           DCSF Z: Pupil not on roll.     Z    Pupil not on roll.

    All historical, current and future data displayed in SIMS .net now shows
    the new codes. Please note that these changes do not affect version 6
    of the software.

    For more information, please refer to Chapter 10: Additional Information
    in the Attendance in SIMS .net handbook.

    IMPORTANT NOTE: Schools must be aware that the SIMS 2008
    August Main Release makes significant changes to Attendance codes
    in line with guidance from the DCSF. Schools will no longer be able to
    enter ‘illegal’ codes, for example, the use of Z indicates an authorised
    absence. The use of ‘illegal’ codes prevents the accurate collection of
    data required for the School Census.

    After upgrading to the SIMS 2008 August Main Release, schools that
    have continued to use the Z code will find that the CTF Export routine
    interprets the Z code to mean ‘Attendance not required’. This will result
    in inaccurate Attendance Summary data being included in the CTF
    Export file.

    To prevent this occurring, it is strongly recommended that schools that
    have continued to use the Z code to mean an ‘Authorised absence’,
    replace it with a legal code. It is possible to produce a report through
    SIMS .net Reports to show all the pupil/students who have a Z code
    and the sessions for which they have been given. The illegal Z codes
    can be replaced with an appropriate legal code. Note that it will be
    necessary to allow existing marks to be overwritten using the buttons at
    the top right hand side of the screen.

    This solution will also be needed by schools that find that the School
    Census manual attendance panel is populated or that the 2500 School
    Census error is reported for all their pupil/students.


Page 19                         EIS Information Notice 08-E16                   August 2008
   Manual Entry Sheets

    Reports | Attendance | Manual Entry

    The ability to print registers and manual absence sheets is now
    available in
    version 7.

    For more information, please refer to Chapter 8: Printing the Manual
    Entry Sheets in the Attendance in SIMS .net handbook.

Enhancements and Fixes

    This release includes a fix in the following area:

   ‘No mark recorded’ has been removed for part-time Attendance flags (!)
    (PM sessions).

Cover 7                                                                      SM
Enhancements and Fixes

    This release includes a fix in the following area:

    When viewing the Cover and Absence Statistics reports, you can now
    display the details of covers and absences for a selected member of
    staff.

CTF                                                                          All
Enhancements and Fixes

    This release includes a fix in the following area:

    Contacts are no longer duplicated when importing a CTF file containing
    contacts without their gender recorded.

    IMPORTANT NOTE: Schools should read the important note in the
    section on Attendance above on how the Attendance code changes
    can affect attendance data provided in a CTF file.

EMA                                                                          SM
Enhancements and Fixes

    This release includes a fix in the following area:

    You can now export via the EMA Enrolment Export process (via
    Routines | EMA | Exports to APB | Enrolment).




Page 20                          EIS Information Notice 08-E16               August 2008
Examinations Organiser 6.66                                                     SM
New Features
  This release includes the following new features:

   There has been an extension to the PI calculations to cater for a
    request from DENI (Northern Ireland). This new feature can also be
    used by schools in England and Wales, if required.

    For more information, please refer to Chapter 12: Preparing the Data
    for the Performance Indicators Reports in the SIMS Examinations
    Organiser 6.66 handbook.

    As a result of these changes, the Performance Tables report has been
    amended to include two new controls – Qualifying Date and Format.

    For more information, please refer to Chapter 13: Producing Reports in
    the SIMS Examinations Organiser 6.66 handbook.

   It is now possible to view and edit a candidate’s Unique Learner
    Number (ULN) via the Internal Candidate Details form and the
    External Candidate Details form.

    The introduction of the Unique Learner Number is in response to a
    government requirement for pupil/students aged 14 to 19 to be
    allocated a number that they will retain for life. This enables people to
    build a lifelong record of their learning participation and achievements
    (learner record), which they can access and can also choose to share.

    For more information, please see Chapter 5: Viewing Examination
    Details for Internal Candidates and Chapter 6: Viewing Examination
    Details for External Candidates in the SIMS Examinations Organiser
    6.66 handbook.

   Examinations Organiser now employs an embargo on Results Day,
    which prevents the viewing of examination results in SIMS .net for the
    2007-08 academic year. Result Days fall on Wednesday 13th August
    2007 and Wednesday 20th August 2008. On these days only,
    examination results can be viewed only in Examinations Organiser.

    For more information, please see Chapter 11: Processing Results in
    the SIMS Examinations Organiser 6.66 handbook.

Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:

   Adjustments applied for double and short courses in the printed report
    are not being applied in the export.

   The ULN is now displayed in the Submission File.

   Marksheets now show the supervisors.

Page 21                          EIS Information Notice 08-E16                  August 2008
   Export results have been reviewed (via Exams | Reports | Results |
    Export Results).

   You can now generate a forecast submission file (via Exams | Focus |
    Submissions | Generate).

   AQA AAS Certification items can now be imported.

Fees Billing (Where Licensed)                                                 All
New Features

    This release includes the following new feature:

   Additional methods have been provided to generate Bill Payer
    Reference Numbers. These methods include using the first four
    characters of the Bill Payer’s Surname followed by four digits (i.e.
    SMIT0001) or an eight digit number that increments sequentially (i.e.
    00000124, 00000125 etc.).

    For more information, please refer to Chapter 2: Setting up the Fees
    Billing System in the Fees Billing in SIMS .net handbook.

Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:

   The first sibling is now taken into account when sibling discounts are
    applied to a charge.

   Improvements have been made to the manner in which percentage
    discount charges are applied for recalculation purposes.

   It is now possible to add a Deposit to an applicant (via Focus |
    Admission | Application).

Lesson Monitor 7.108                                                          SM
New Features

    This release includes the following new features:

   Archiving Attendance Marks

    Tools | Housekeeping | Archive Attendance Marks

    To improve the performance of SIMS .net when viewing and editing
    attendance marks, session and lesson marks can now be archived. All
    marks, with the exception of those recorded in the current academic
    year and the preceding academic year, can be archived.

    When the data has been archived, it is no longer available for editing.
    However, reports can still be run on the archived data.

Page 22                         EIS Information Notice 08-E16                 August 2008
    The process is performed using a scheduled task, which should to be
    set up by your System Manager.

    For more information, please refer to Chapter 6: Housekeeping
    Routines in the Lesson Monitor in SIMS .net handbook.

   Producing Lesson Monitor Letters

    Tools | Setups | Attendance Setup | Letter Definition

    Reports | Lesson Monitor | Letters

    There is often the need to produce standard documents associated
    with attendance, such as letters requesting an explanation for absence
    or certificates rewarded for good attendance. In SIMS .net, these
    documents are referred to as Attendance Letters.

    The Letters routine enables this type of document to be created, edited
    and printed. An import routine enables any letter templates previously
    used in version 6 of the software to be imported into version 7.

    A Created Letters report can be produced, which lists the letter
    recipient and the associated letter details, e.g. the date created.

    For more information, please refer to Chapter 7: Producing Standard
    Attendance Letters in the Lesson Monitor in SIMS .net handbook.

   Additional Pupil/Student Columns

    Tools | Setups | Attendance Setup | Module Setup

    SEN, Behaviour and Gifted and Talented options are now available in
    the Default for Specific Routines panel. Selected options are
    displayed as additional columns in all routines where pupil/student
    names are listed.

    Chapter 2: Setting up Lesson Monitor in the Lesson Monitor in SIMS
    .net handbook.

   Show Preferred Surname instead of Legal Surname

    Tools | Setups | Attendance Setup | Module Setup

    A new set up option enables you to show preferred surname instead of
    legal surname wherever a screen or report displays pupil/student
    names.

    Chapter 2: Setting up Lesson Monitor in the Lesson Monitor in SIMS
    .net handbook.

   Group Comments and Minutes Late

    A comment can now be entered in a single dialog, then recorded
    against each of several selected pupil/student. Where group comments

Page 23                          EIS Information Notice 08-E16                August 2008
    have been added, a red triangle is displayed in the top right-hand
    corner of the cell.

    A figure for minutes late can now be entered in a single dialog, then
    recorded against each of several selected pupil/student. Where
    minutes late have been recorded, the background colour of the cell is
    cyan.

    Both comments and minutes late are displayed as hoverhelp.

    Chapter 3: Taking the Register in the Lesson Monitor in SIMS .net
    handbook.

   Changes to DCSF Codes

    Changes have been made to three of the ‘attendance not required’
    codes in line with those defined by the DCSF. These are:

     Previous Previous Definition               New New Definition
     Code                                       Code
     X        DCSF #: School closed to          #    School closed to
              pupils.                                pupils.
     !        DCSF X: Non-compulsory            X    Non-compulsory
              school age absence.                    school age
                                                     absence.
     *           DCSF Z: Pupil not on roll.     Z    Pupil not on roll.

    All historical, current and future data displayed in SIMS .net now shows
    the new codes. Please note that these changes do not affect version 6
    of the software.

    For more information, please refer to Chapter 10: Additional Information
    in the Attendance in SIMS .net handbook.

    IMPORTANT NOTE: Schools must be aware that the SIMS 2008
    August Main Release makes significant changes to Attendance codes
    in line with guidance from the DCSF. Schools will no longer be able to
    enter ‘illegal’ codes, for example, the use of Z indicates an authorised
    absence. The use of ‘illegal’ codes prevents the accurate collection of
    data required for the School Census.

    After upgrading to the SIMS 2008 August Main Release, schools that
    have continued to use the Z code will find that the CTF Export routine
    interprets the Z code to mean ‘Attendance not required’. This will result
    in inaccurate Attendance Summary data being included in the CTF
    Export file.

    To prevent this occurring, it is strongly recommended that schools that
    have continued to use the Z code to mean an ‘Authorised absence’,
    replace it with a legal code. It is possible to produce a report through
    SIMS .net Reports to show all the pupil/students who have a Z code
    and the sessions for which they have been given. The illegal Z codes
    can be replaced with an appropriate legal code. Note that it will be
    necessary to allow existing marks to be overwritten using the buttons at
Page 24                         EIS Information Notice 08-E16                   August 2008
    the top right hand side of the screen.

    This solution will also be needed by schools that find that the School
    Census manual attendance panel is populated or that the 2500 School
    Census error is reported for all their pupil/students.

   Edit Marks Option to Show Students with Unexplained Absences

    Focus | Lesson Monitor | Edit Marks

    For clarity, the title of the previously named Show only students with
    N today radio button has been named to Show only students with
    Unexplained Absences today.

    Chapter 4: Edit Marks Routines in the Lesson Monitor in SIMS .net
    handbook.

Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:

   The Absence Reports Total column is now populated (via Reports |
    Lesson Monitor | Selected Student Reports | Lesson Absence
    Report).

   The Class Register Report now displays correctly (via Reports |
    Lesson Monitor | Whole Group Student Reports | Class Register
    Report).

Nova-T6                                                                      SM
Enhancements and Fixes

This release includes a fix in the following area:

There is now a shortcut bar icon for accessing Nova-T6 in SIMS .net.

Personnel 7                                                                  All
Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:

   Members of staff who have a Date of Leaving are not displayed in
    selected browsers.

   Any date can be entered into the Continuous Services Start Date,
    Local Authority Start Date and Employment Start Date fields.

   A new file containing all the available JACS codes (Joint Academic
    Coding System) is deployed with this release and can be located in
    your shared SIMS folder - JACSCodes0808.zip. Schools that wish to
    record Qualifications, using subjects currently not available in SIMS
    .net, should import this file so that the recognised subjects are
Page 25                          EIS Information Notice 08-E16               August 2008
    available. This file can be imported by schools in all regions in a similar
    manner to CCSBaselookups.zip.

    For more information, please refer to the Personnel 7 Managing Staff in
    SIMS .net handbook.

Profiles 7                                                                        All
Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:

   Selecting Registration Groups now displays correctly (via Focus |
    Profiles | Student Profiles).

   ESC Teachers now display correctly in the Profiles Template (via
    Focus | Profiles | Student Profiles).

   The List Entry Save button (via Focus | Profiles | Data Entry | List
   Entry) now works correctly.

Registrations and Admissions 7.108 (Where                                         All
Licensed)
New Features (English OAA School using the OAA – Basic or OAA –
Full Licence)

    This release includes the following new features:

   Enhancements have been made to the ADT import and ASL export to
    meet the annual changes to the Admissions Code of Practice for use in
    Autumn 2008, as required by the DCSF. The ADT file now includes
    information regarding whether the application is for a child of a crown
    servant.

   An additional field entitled Child of Crown Servant has been included
    (via Routines | Admission | Record Application Criteria – full licence
    and Routines | Admission | ASL Data Entry – basic licence).

   NOTE: The ADT import file and the ASL export file are both version
    5.2.

Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:

   The Intake Group (via Focus | Admission | Application) now
    displays correctly.

   The Correspondence and Parental Responsibility check boxes (via
    Focus | Admission | Application ) now display correctly.

   Interviews and Visits documents (via Focus | Admission | Interviews

Page 26                          EIS Information Notice 08-E16                    August 2008
    and Visits) can now be deleted.

Reporting 7.108                                                             All
New Features

    This release includes the following new feature:

   The Aggregated Student Conduct Points report is now available.
    This report displays pupil/student behaviour, achievements and points
    over a date range.

Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:

   The Parental Consent report now includes any parental comments
    that have been added to SIMS .net.

   The Parents Informed field in the Behaviour report now displays
    correctly.

   You can now select an output at runtime.

   The following Pre-defined Behaviour reports now work correctly:
          Behaviour Report by Gender
          Behaviour by Action Taken
          Behaviour by Ethnicity
          Behaviour by Location
          Behaviour by Reg Group
          Behaviour by SEN Status
          Behaviour by Time

   The Data Collection Sheet now displays correctly for newly created
    pupil/students.

School Workforce Census Autumn Pilot 2008                                   All
New Features

    This release includes the following new features:

   Authorised returns cannot be deleted.

   The default return details are determined by the system date.

   When more than one Nova-T4 subject is mapped to the same DCSF
    subject, one curriculum record will be displayed for the cumulative
    number of hours for this subject.

Page 27                         EIS Information Notice 08-E16               August 2008
    NOTE: The SIMS 2008 August Main Release or subsequent releases
    must be used to generate the Autumn 2008 Return.

    For more information, please refer to the Producing the School
    Workforce Census Autumn Return 2008 handbook.

School Census Autumn 2008                                                       All
New Features

    This release includes the following new features:

   Functionality to improve validation and the Summary report by
    including a DSCF XSL file.

   Learning Aims are now included for Post-16 students taking a two year
    course without starting a one year course in the second academic year,
    and leaving prior to the Autumn Census Day.

   Learning Aims for resits are now included for students in Year 12.

   Learning Aims are now treated as Withdrawn/Transferred for
    Leavers.

    IMPORTANT NOTE: Schools must be aware that the SIMS 2008
    August Main Release makes significant changes to Attendance codes
    in line with guidance from the DCSF. Schools will no longer be able to
    enter ‘illegal’ codes, for example, the use of Z indicates an authorised
    absence. The use of ‘illegal’ codes prevents the accurate collection of
    data required for the School Census. The solution will be needed by
    schools which find that the School Census manual attendance panel is
    populated or that the 2500 School Census error is reported for all their
    students.

    After upgrading to the SIMS 2008 August Main Release, schools that
    have continued to use the Z code will find that the CTF Export routine
    interprets the Z code to mean ‘Attendance not required’. This will result
    in inaccurate Attendance Summary data being included in the CTF
    Export file.

    To prevent this occurring, it is strongly recommended that schools that
    have continued to use the Z code to mean an ‘Authorised absence’,
    replace it with a legal code. It is possible to produce a report through
    SIMS .net Reports to show all the pupil/students who have a Z code
    and the sessions for which they have been given. The illegal Z codes
    can be replaced with an appropriate legal code. Note that it will be
    necessary to allow existing marks to be overwritten using the buttons at
    the top right hand side of the screen.

SIMS Learning Gateway 1 and SIMS Learning                                       All
Gateway 2 (Where Licensed)
    There is no update for SIMS Learning Gateway 1. To make SLG1

Page 28                         EIS Information Notice 08-E16                   August 2008
    compatible with the SIMS 2008 August Main Release, organisations
    that host a SIMS Learning Gateway service should follow the
    instructions for Adding or Editing a Schema in the SIMS Learning
    Gateway for System Administrators (Hosting Organisations) handbook
    available from Capita’s support website (http://support.capitaes.co.uk).

    For information on the new version of SIMS Learning Gateway 2,
    please refer to the release notes that will be made available from the
    Capita SOLUS website (http://www.capitaes.co.uk/solus) once the
    update is released.

STAR 7.108                                                                     All
New Features

    This release includes the following new features:

   Staff members who have left your school may have attached
    documents within SIMS .net they marked as Private. As a
    consequence, it is not possible for anyone else to access these
    documents. It is now possible for School Administrators to identify such
    documents, view their content if required then either delete the
    documents or amend the status to Public or Confidential. For more
    information, please see the Maintaining Staff Leavers Private
    Documents section in Chapter 8: Housekeeping Routines of the School
    Setup in SIMS .net handbook.

Enhancements and Fixes

    This release includes enhancements and fixes in the following areas:

   When entering address information in SIMS .net, the Town field is now
    populated and the Country field is left blank.

   Past behaviour incidents can now be deleted from the Behaviour panel
    (via Focus | Student | Student Details | Links | Behaviour
    Management).

   The membership dates for User Defined Groups are now displayed
    (via Focus | Groups | User Defined Groups).

   You can now edit a pupil/student’s leaving date (via Focus | Pupil |
    Pupil Details).

   Accepted applicants are now displayed in next year’s pastoral structure
    (via Focus | Admission | Application).

   The Teachers timeline now displays the last thirty minutes from the
    end of the school day.

   Includes functionality to ensure that planned and actual end dates for
    courses are added when a pupil/student’s date of leaving is entered on
    the actual day they leave.

Page 29                         EIS Information Notice 08-E16                  August 2008
System Manager                                                              All
Enhancements and Fixes

    This release includes a fix in the following area:

   Editing a login name that contains an apostrophe now works correctly.

Updated and New Handbooks Available with this                               All
Release
    The following handbooks have been updated or are new for this
    release. Please refer to the What’s New in This Release section in
    each handbook for details of the specific changes.

    Admissions Code of Practice Own Admissions Authority Basic Licence
    Admissions Code of Practice Own Admissions Authority Full Licence
    Assessment Manager in SIMS .net
    Attendance in SIMS .net
    Fees Billing in SIMS .net
    Lesson Monitor in SIMS .net
    Managing Pupil/Students in SIMS .net
    Producing Attendance Reports in SIMS .net
    Producing Lesson Monitor Reports in SIMS .net
    Producing the School Workforce Census Autumn Return 2008
    School Setup in SIMS .net
    SIMS Examinations Organiser 6.66
    Tracking Pupil Progress in Primary Schools




Page 30                          EIS Information Notice 08-E16              August 2008

								
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