Pupil Achievement Tracker Module 4: Administrator, Assessment Coordinator About this tutorial This is the Administrator's section of the PAT. It is divided into sections which you may view either consecutively or go to each one individually. In this section, you will learn how to: Install the PAT on the school network so that staff can access it from any PC Give different users different permissions Identify where data for the PAT can be acquired from Create your own files for the PAT Use the Pupil Attributes facility, so that staff can make full use of the data, looking at just the pupils they teach, targeted groups such as Gifted and Talented pupils or the achievement of pupils by ethnic origin Export data such as pupil targets from the PAT to your school Management Information System Note: Many computers are 'locked down' to prevent people from installing software. If this is the case, you will need to ensure you are logged in with full administrator rights. You might also need to consult your network controller or IT technician. Installation When you insert the CD, or download the PAT from the Standards website an installation screen should appear. To install, follow the on-screen prompts. If you are installing the PAT from the CD and the installation screen does not appear, then navigate to the setup.exe file on the CD. At a certain point, you will be given a choice between Typical, Network, LEA and Custom installations. Let's see what these mean. Types of installation Typical - choose this if you are installing on a single computer or beginning a network installation Network - choose this if you are installing as a client machine that will use data from the network LEA - this option is for LEA staff who want access to data about a number of schools. This also contains training and support materials. Custom – customise options Installation complete Once installed, a shortcut to the Pupil Achievement Tracker will appear under your Start/Programs Menu. Opening the Pupil Achievement Tracker When logging into PAT for the first time, the username is admin and the password is autumn. Adding new users Once installed, it is probable that many staff already have access to the Pupil Achievement Tracker. This means that they can add, change and delete data. To protect your data, you can set up different users with their own passwords and access rights - for example, the right only to view data. From the Start Menu under Programs/Pupil Achievement Tracker is the Administration Tool. Adding new users To log in you will be prompted for your username and password. If you are using this for the first time, the username is admin, while the password is autumn. Access rights Using the Administration Tool, you can add new users or change a user's access rights or password (Change Properties button). You are currently logged in as an administrator with full access rights. So that no one else can also log in as an administrator and, using admin and autumn change your password, you will need to change the password by pressing Change Properties. Type in the old password of autumn, and enter twice the new password. As with all passwords, as only you know what the password is, it is your responsibility to remember it. Once finished, press Update. Let's have a look at the different access rights you can set up new users with. Administrators: Have complete access to all sections of the Pupil Achievement Tracker Can add, remove or change users' details using the User Administration Tool One member of staff is typically assigned administrator privileges so he/she can set up other user accounts and run the Pupil Achievement Tracker fully. Expert Users: Cannot run the User Administration Tool Have complete access to all sections of the Pupil Achievement Tracker except the export feature Members of staff should be given Expert User privileges if they will be changing school or pupil data. Standard Users: Cannot run the User Administration Tool Cannot export data from the Pupil Achievement Tracker Cannot change school or pupil data in the Pupil Achievement Tracker Members of staff should be given Standard User privileges if they will only be analysing or viewing existing data in the database. Network installation You will wish to install the Pupil Achievement Tracker on a school network. The full version of PAT sits on the server, but each computer on the network has a copy of the Pupil Achievement Tracker installed on the hard drive that takes its data from a database on the network. Setting up a network installation To begin, you would install the standard software on the school network using either the Typical or Custom installs. You also need to ensure the folder where this is installed to can be viewed by other users on the network. Then, on the client machines, you would install the software as a network version. You will be asked during this process to select the network folder where you installed the PAT software. It will then install all the files that are required locally on the client machine and provide a shortcut to the software on the network. Updates to PAT The Pupil Achievement Tracker is updated when ever national data is released or new features have been developed. To obtain the latest version or an update file go to the PAT website and download to your computer the appropriate file from the Pupil Achievement Tracker website at www.standards.dfes.gov.uk/performance. To upgrade the software, open the downloaded upgrade file. To use the update file use the Update National/Local data menu, select Import National Data. Updates to PAT national data Press Browse for Data File, and navigate to the location on your computer to where you saved the .ndt file. Select the file and press Open. The Key Stage will be highlighted in blue. Press the Import Data Now button, and OK when the import has been successfully completed. Updates to PAT LEA data The same import process should also be used if your LEA has created and provided files containing LEA comparative data. However, if LEAs are to create these files, they need to choose the Enter/Edit LEA data option from the Update National/Local Data menu, and type in the results for each Key Stage and year for boys, girls and all pupils. From the toolbar at the top of the page, select Tools and then Create LEA Data File. Choose the Key Stage and Year, followed by Calculate, and an ndt file will be created which can then be imported by schools into their version of PAT. Checking for updates Updates to PAT will be released during the year when there are enhancements or bug fixes. Your version will be set to check for updates periodically, but you can also check for an update. From the toolbar at the top of the page, select Help followed by Check for Software Updates. If you are connected to the internet, you will either get a message that the software is up to date, or directed to a website to download and install an upgrade. Importing data The Pupil Achievement Tracker does not replace the assessment module of your Management Information System (MIS). You need to maintain that module to ensure that pupils who transfer have a complete assessment history, to make full use of other assessment information you hold on pupils, and possibly even for report writing. This is because the Pupil Achievement Tracker is designed only for the analysis of National Curriculum tests, GCSEs and QCA Optional Tests. While this may sound a bit restrictive, it ensures that a comprehensive range of analysis is available at the press of a few buttons and is available for all teachers and other staff who need to used this data. It is also designed only to import statutory assessment information where there is useful comparative national data. For example, PAT does not currently hold data on non-core subjects in Primary schools, as any comparisons could only be made within a school using their own MIS. Data files that are compatible with PAT are available from various sources, such as the Schools to Schools (S2S) website, the Performance Tables checking website (www.dfes.gov.uk/ptforms) or your LEA may be able to provide you with such files. Importing data You should treat your Management Information System as a data repository into which data is entered directly or is imported from Common Transfer Files or from assessment providers' files. You therefore need to learn how to copy data from your MIS to the Pupil Achievement Tracker. Data comes in a variety of formats. The most common ones are: Common Transfer File (CTF) - .xml .mtf files .csv files Let's look at each format in turn beginning with Common Transfer Files. Importing data – Common Transfer File The Common Transfer File (.xml) is the standard file format for the transfer of pupil data. Files can be created from your Management Information System, but will only contain data held in the required format in the first place. You will also receive .xml files from the previous school when a pupil transfers. If you don't know which school the pupil has come from, you can contact your LEA to search the National lost pupils database. This year xml files containing your pupils’ current and prior attainment data are available from the Performance Tables checking website www.dfes.gov.uk/ptforms KS1, KS2 and KS3 historical data files for 2001, 2002 and 2003 are also available to download from the new schools data website www.keytosuccess.dfes.gov.uk/schools/ Finally, all LEAs have access to the National Pupil Database, which can create .xml files for a group of pupils using their Unique Pupil Number. Your LEA may choose to provide you with files in this format. Importing data – mtf files The Pupil Achievement Tracker also supports the .mtf files used to transfer data between SIMS assessment systems. KS1, KS2 and KS3 data can all be acquired from Key Stage Manager. To do this, choose the option to export data to Assessment Manager. Don't choose to export to Key Stage Manager Central. Key Stage 2 and Key Stage 3 users should be aware that Key Stage Manager doesn't hold marks. This means that value-added graphs will be misleading as they rely on the marks for the output at the end of KS2 and KS3 English. You can also create .mtf files from Assessment Manager Importing data – csv files You can create files from your own spreadsheets. More information is contained in the help file about the precise column headings, but with just a bit of work, you can turn an export from your Management Information System or a spreadsheet into a file for the Pupil Achievement Tracker. Let's look at an example file of results. Setting up a spreadsheet to import into PAT You will probably have a spreadsheet where each pupil has one row of test data. To begin, you need to insert four header rows so PAT identifies the file. In the following cells, enter: Cell A1 Free text. Enter some text to help identify the file Cell A2 Type FORMAT=WIDE Cell A3 Type the Key Stage e.g. KS=2 Cell A4 Type the Year e.g. YEAR=2000 Rows 5, 6 and 7 contain column headings for your data. Row 5 identifies the pupils, and labels the subjects Row 6 identifies whether the data is for a test/task (TT) or is a teacher assessment (TA) Row 6 identifies the type of data, for example a mark (M) or level (L) Further information about the headings are available in the helpfile, and on the Pupil Achievement Tracker website. Finally, you need to save your spreadsheet as a comma separated file (.csv). The details will vary according to which spreadsheet package you are using, but you will need to change the Save as type from the default option to csv. You may also get a message telling you that only the selected worksheet is being saved, and not all the worksheets, because .csv files can only support one worksheet. Importing a spreadsheet into PAT To importing a CSV results file into PAT you should have already imported an attribute file for the pupils who results you would like to now import. Go to the Import / Edit Data section Click on Pupil Level Data button Select the pupil’s result CSV option Press Continue Browse your folders until you find the file Highlight the correct file Click the open button Check the basic details If correct click continue Now check your data Columns highlighted in blue indicate that PAT does not know the column heading. White columns have been recognised. If your data has headings missing or incorrect headings then PAT will prompt you for this. In this example you would; Click the header of the seventh column From the Data Field box select Key Stage 4 subject Under Common Subjects select Mathematics Click continue Your data will start to import Click to Calculate the school’s results Import Question-level Data If you have already entered data in a spreadsheet, you can convert this to a csv file, and import it into PAT. Further instructions including the test codes are in the helpfile. Please be aware that PAT follows the grouping of questions used by QCA, and so if you have some data using another method, then you will need to amend your data for it to import correctly. For example, on 2003 KS2 maths paper B, questions 7i and 7ii are treated as question 7 worth 2 marks, whereas you may have entered the data as two questions worth 1 mark each. For 2004 maths and science papers have been broken down by mark point, i.e. one mark per item. You can also import your own test definitions as a user-defined field. If you have typed your data directly into PAT, you will lose this data if any new test definition files are imported, unless you have exported the data first to disk. Select “Question Level Data” from the Import menu. An import box will appear. Select “Import Pupil Results” Browse your folders until you find the file Highlight the correct file Click the open button Click “Start Import”. Your file will now start importing. Close the Import box. Once you have imported your question level data, you can calculate the total marks. From the toolbar at the top of the screen choose Question Analysis, followed by Question-Level Validation. Choose the Key Stage and Year, and press Calculate Once the marks are calculated, you can then go the spreadsheet of pupil results. Go to Import/Edit data, and choose Edit Pupil Level Data. Bring up the results for the Year and Key Stage using the menu at the side, and press Apply Then press Verify Levels at the bottom of the screen. PAT will then calculate the levels from the marks. To save the levels, press Commit Changes at the bottom of the screen. Import Question-level Data from a database If you have used the QCA diagnostic software, you can import data from it by going to the Import/Edit Data Menu, and pressing the Question Level Data button. Then choose to Import QCA Database. Choose the year, and press Start Import Find the database for the test you want to import data from. Remember, each test has its own database. Press Open, and the data will be imported into PAT, but this could take a few minutes. Export Question-level Data You can also export the data to disk for sharing with the next school when a child transfers. You can also export a file to act as a template in order to add question level result. To export question level data, go to the Import/Edit Data menu, and press the button to Edit Question Level Data Bring up the data you have entered using the menu to the left of the screen and press Apply. Then press the Export button at the bottom of the screen. Choose a location to save the file to, and enter a file name, then press Save. You will get a message that the results have been exported successfully. The data is exported as a .csv file with the correct file headers for importing into the Pupil Achievement Tracker. Keeping Track of Your Data Once you have imported data, you can bring up a summary report of how many pupils you have results for. From the toolbar at the top of the screen, choose Reports, followed by School Reports Summary Report Press View Report You will then see a list of how many results you have for each year. Exporting data Not all the data in the PAT comes from your Management Information System. When setting targets, you are creating new data, which you can export as a simple text file. To do this, go to the Export button at the bottom of the page, click on it, give it a filename and save it to floppy disk or to your computer. You can open a file exported from PAT using a spreadsheet package. For example, if you were using Excel, you would look for files of all types and use the import wizard. Other spreadsheet packages such as OpenOffice.org can also import text files. If your Management Information System is set up to hold targets, you could convert the text file to the required format for importing. Exporting graphs You can also export graphs as images for inserting into documents or presentations. Press the Export button at the bottom of the screen. You will be prompted to save the file in a location on your computer or network, and to give it a filename. When you are writing a report or preparing a presentation, you can insert the image file. There isn't a set way of doing this that works with all software, but it will usually involve inserting a picture from a file. Pupil Attributes One of the most powerful features of the Pupil Achievement Tracker is to look at the results of specific groups of pupils. For example, you may want to look at: The progress made by pupils given support by a Higher Level Teaching Assistant The results of a booster group The results of pupils who recently joined the school Identifying pupil by attributes Before you can start looking at data by various attributes, you need to identify pupils in PAT. From the Import/Edit Data menu, choose Pupil Level Data You need to see on screen a spreadsheet of pupils. If you see something different, choose Pupil Attributes and Spreadsheet from the menu to the left of the screen, and press Apply. You will see a list of all the pupils, together with some attributes commonly held in your MIS, including ethnic origin, free school meals, and Special Educational Needs. There are also columns to record English fluency, and the child's Form. Adding pupil attributes Pressing the New Attributes button at the bottom of the screen brings up a box allowing you to add columns, or remove columns you've added. To add a new attribute, enter the name, and if this is an acronym or abbreviation, then fill in the full name in the description box. Finally, if you want new pupils to be assigned to this group, enter the default value. Once finished, press Apply. You can then continue to add extra columns, or press Close when finished. To see the extra columns, scroll the page to the right, where they appear in green. You then need to add your data. It is usually quickest to scroll down the list and enter a Y to identify pupils who belong to the group. Alternatively, you can enter more detailed information. For example, for Gifted and Talented pupils you could enter a G for Gifted, and a T for Talented. Adding a teaching group You can also enter teaching groups using the New Attributes facility, by creating a column with the name of the subject, and entering the group each pupil was taught in. Picking out pupils To make it easier to enter information, you can pick out particular pupils. For example, if you were entering the Year 7 teaching groups for maths, you would need pupils whose date of birth was between 1 September 1992 and 31 August 1993. To do this, press the Filtering button to the left of the screen, and either select pupils from the menus, or use the date filtering. One useful tip, clicking on the month or year at the top of the calendar brings up a list of months to choose from, and a scroll button for the year, which is quicker than using the left/right buttons. Pupil attributes from a spreadsheet If you have a large amount of data, and particularly if it changes, you can export it from your MIS system to a spreadsheet, and convert this to a csv file for PAT. The file just needs two column headings. Cell A1 just needs to contain the text VER=1.1 The column headings in Row 2 should match up with those in PAT, so any extra attributes you've added should have the same headings. In this example, the school has teaching groups for Maths. From the Import/Edit data menu, select Pupil Level Data, and then choose the last option 'Import pupil's attributes from a spreadsheet' Press Continue Navigate to the folder with your attributes file, and press Open If all the columns are correct, they will appear in white. If any of the columns are not matched they will appear in blue, and you can use the Data Field menu to identify which column is which. If you are importing some custom attributes, pick Custom Attribute from the Data Field list, and enter the name of the attribute in the Column Name box. Once finished, press Finish. If PAT already contains some of these pupils, their information will be updated. Please be careful though when using comma separated files (.csv), as any text with a comma in it e.g. White, UK Heritage, will appear in two columns, and therefore out of place. Viewing performance by pupil attribute To look at data by the pupil attributes, you can apply a filter to the value-added graphs, item-level analysis, and the target setting transition matrices. Look for the Options button, and select the group of pupils you wish to filter the graph by. Selecting a group to analyse at school level You can also look at the graphs in the School Level Data section by calculating figures for a sub-set of pupils. From the Analyse/Export Data menu, choose Calculate School Results Press the Filtering button. From the options, choose the set of pupils you wish to calculate results for. In this example, we're choosing Gifted pupils from the Gifted and Talented pupil attribute. Press OK. You will see from the top of the screen that the filtering is on. Press Calculate Results When looking at school data, there is an option to the left of the screen to Use Sub-Set ticking this box and then the Apply button will display the results for your selected group of pupils. You can only calculate and view one sub-set at a time, and there will be times when the sub-set box is greyed out and can't be used, because the graph also displays national data. If this happens, choose a version of the graph showing only the school dataset. Advanced graphs There may be times when there isn't a graph you want in the list of options. To create your own graph, press the Advanced Graphs button From the first page, select the type of graph you require, the results year, and the Key Stage. Press Next. From the second page, choose the type of data you want to display. In this case, the school has chosen the Science Teacher Assessment for Boys. Press Next. You can then either add another dataset, or finish. To carry on choose Yes and press Next. To finish, choose No and press Next. You'll then see a page summarising the choices you have made. Press Finish. You will then have the option to save the graph for future use. If you want to do this, give it a name, and press OK. You can then use the graph by selecting User Defined from the dataset, and selecting the graph from the list of graphs you have created. The graph will then be displayed using the relevant data held in PAT, and you can change the year in the usual way. Graph Styles You can change the colours and style of the graphs One quick way is to double-click with the mouse a bar or line on a graph, change the colour using the palette. The same box also comes up from pressing the Options button to the left of the screen, followed by Graph Styles If you have second thoughts about your chosen colour scheme, you can easily return to the default settings by choosing the reset options from the Graphs menu in the toolbar at the top of the screen. From the Options button you can also choose to add extra data, but you must do this in a certain order. Firstly, press the right arrow by the bar number until the number no longer increments. This is to indicate you are adding an extra bar, and not overwriting an existing one. Secondly, press the Insert Bar button. You will see the bar number increases by one. Thirdly, choose the data series you wish to add, be it national, school or LEA data if available, and whether it is for all pupils, boys or girls. Fourthly, choose a colour Finally, press OK Backing up your data You may want to make up a backup of your data. For example, you may want different databases containing data for specific teachers. To make a backup, you need to create a folder where you will keep the data. Then, from the Toolbar in PAT, choose Database - Backup Databases You will then be asked to select a folder to backup the databases to. Navigate to the folder you created, ensuring that you have double-clicked on the folder, so it is the last item in the list. The folder graphic will be of an open folder. To prevent anyone from overwriting a backup, you can only make one backup to the created folder. If you need to make another backup, you will either need to delete the databases from the folder you have created, or create a new folder. To use the data in a backup, there is an option to restore the data. Use this option with care, as it will overwrite any other data you have. For example, if you made a backup a few weeks ago, and have imported some new data since then, restoring from the backup will overwrite the databases, and you will lose all your newly imported data. From the Toolbar in PAT, choose Database - Restore Databases You will then be asked to select a folder to restore the databases from. Navigate to the folder you created, ensuring that you have double-clicked on the folder, so it is the last item in the list. The folder graphic will be of an open folder. Then press OK, and PAT on the computer will now copy these databases into the folder it runs from.