Key Stage 1 and 2 ReportingApril 2002

Table of Contents

1.Introduction – About Key Stage Manager

1.1.Who Should use this Document......

1.2.How this Document is Structured......

2.Key Stage 1 and 2 Reporting Process 2002

3. Getting started – Key Stages 1 and 2

3.1.To check the SIMS upgrade has been done......

3.2.Refresh School Details......

3.3.Import Key Stages......

3.4.Setting the Default Pupil Year Group......

3.5.Selecting a Key Stage to Work with......

4.Key Stage 1 Only - Reporting Process

4.1.Importing Pupils into Key Stage 1......

4.2.Printing Data Collection Sheets......

4.3.Entering Teacher Assessments and Test Results –Key Stage 1......

4.4.Validating the Key Stage 1 Results......

4.5.Creating the KS1 Return for the Assessment Team......

4.6.Printing the SEN Report......

4.7.About Key Stage Manager Reports......

4.8.Producing Reports......

5.Key Stage 2 Only - Reporting Process

5.1.Select the Key Stage......

5.2.Importing Pupils into Key Stage 2......

5.3.Deleting Pupils who have Left......

5.4.Printing Data Collection Sheets......

5.5.Entering Teacher Assessments and Test Results – Key Stage 2......

5.6.Validating the Key Stage 2 Results......

5.7.Creating a KS2 return for the Assessment Team......

5.8.Printing a Migration Report......

5.9.About KSM Reports......

5.10.Producing Reports......

6.Troubleshooting

6.1.No Key Stage Manager Icon in SIMS Launcher Window......

6.2.Warning Message Received......

6.3.Key Stage Manager Status Report indicates that UPNs are missing for some pupils

6.4.The pupils I require do not appear in the pupil browse......

6.5.The current Key Stage is correct, but expected pupils are not in the browse...

6.6.The Current Key Stage is KS2 but the Marksheet icon is greyed out......

6.7.KS1 Data Entry – Marks for pupils not accepted......

6.8.Key Stage 2 Graphical Comparative Reports levels are incorrect......

Appendix 1

Samples of the range of reports available from Key Stage Manager

1.Introduction – About Key Stage Manager

Key Stage Manager (KSM) is used for the collection and reporting of Key Stage 1 and 2 assessment results. It is accessed from SIMS Launcher and is designed to assist with the data entry and analysis appropriate to each Key Stage. As well as enabling data to be stored for specific Key Stage subjects and results, it provides:

  • Automatic validation of results keyed against QCA criteria,
  • In-house reporting facilities for pupil reports to parents,
  • In-house graph/report production for comparison of your results with NC data.

1.1.Who Should use this Document

You may have already used KSM to provide the QCA with your KS2 pupil details last December. This document is now provided specifically to help you use Key Stage Manager (KSM) to complete your Key Stage 1 and 2 data collection and reporting process for 2002. It contains step-by-step instructions and it assumes the reader has limited experience of the SIMS database.

For more general information on the use of KSM, you may wish to refer to the SIMS Key Stage Manager manual found on the SIMS Common Platform 2.45 upgrade CD-ROM.

1.2.How this Document is Structured

The KSM menu structures and screen design for each Key Stage differ considerably. You must therefore ensure that you are following the appropriate sections in the document.

Sections 2 and 3

Contain generic information and guidance on the Key Stage reporting process. All schools producing either the Key Stage 1 or 2 returns must follow these sections.

Section 4

Provides detailed activities for the Key Stage 1 (KS1) process, including the production of reports for use in analysis and reporting to parents.

Section 5

Provides detailed activities for the completion of the Key Stage 2 (KS2), including the production of reports for use in analysis and reporting to parents.

Please note

There is a software error in the production of KS2 Graphical Comparative reports – the data is shown against the wrong levels. We understand that this error will be corrected in the SIMS upgrade CP2.50 due for distribution in June 2002. Please ensure that this upgrade has been loaded before producing KS2 reports

Section 6

Contains information to assist with troubleshooting difficulties experienced whilst using KSM.

2.Key Stage 1 and 2 Reporting Process 2002

The diagram below provides an overview of the simple activities required in KSM to complete the reporting process for both KS1 and KS2 this year. Please note the dates for the receipt of your returns. If you are unable to provide your return(s) by these dates, please inform the Assessment Team (tel. 01582 830255).


Key Stage 1 and 2 Reporting Process Flow

These activities are described in detail in this document. Please note the Key Stage 1 process differs to Key Stage 2. Please ensure you are following the relevant sections of this document.

3.Getting started – Key Stages 1 and 2

Before you begin, SIMS must have been upgraded to Common Platform 2.45. Instructions for this upgrade were sent to your school in early April.

3.1.To check the SIMS upgrade has been done

  • Double-click on the SIMS Launcher icon on your desktop. Enter your Userid and Password and click OK. The following window should open.

  • Click on the menu options Help ¦About SIMS Launcher.
  • If your CPVersion is not 2.45 you must perform the SIMS upgrade before you can continue.

3.2.Refresh School Details

It is advisable to do this before you start as it ensures that your current school name and number are included in any returns.

  • Still in the SIMS Launcher window, Double-click on the Key Stage Manager icon. Please refer to page 36, Section 6.2 –Troubleshooting, if you get any message on opening the module.
  • Click on the menu options Tools ¦ Import from SIMS system ¦School Details. You may receive the following message.
  • ClickYes to continue.
  • You will receive the message “School Details successfully imported into Key Stage Manager”. Click OK to continue.

3.3.Import Key Stages

You may have already used KSM to provide the QCA with your KS2 pupil details last December, however before you can begin you need confirm that all the Key Stages relevant to your school are available in KSM.

  • Still in KSM, click on the menu options Tools ¦ Key Stage Set-up and a window called Select Key Stage will appear. This window displays all of the Key Stages available in your KSM module.

  • The above picture shows the Key Stage list for a primary school that used KSM to record Key Stage 2 data last year.
  • Check if the list displayed on your computer includes the Key Stages you require for this year’s process (i.e. Key Stage 1 2002 (England) and/or Key Stage 2 2002 (England), as appropriate). If not, you need to add them to the list as follows.
  • Click on the add button.
  • The KeyStageImport chooser window will appear. This lists the Key Stages that are available for you to add to KSM.

  • Click on the Key Stage required (a yellow highlight appears) and then click the Choose button. The Key Stage chosen will now appear in the ChosenKeyStages box. Repeat this if more that one Key Stage is required.
  • Click on the Import button.
  • A message “Import Complete” will be received. Click OK to continue.

The Key Stage(s) you have just imported should now appear in the Select Key Stage window. You are now ready to set the Default Pupil Year Group.

3.4.Setting the Default Pupil Year Group

You may have already set the default year group when you used KSM to provide the QCA with your KS2 pupil details last December, however before you can begin you need confirm that this has been done for all the Key Stages relevant to your school.

  • Still in the SelectKeyStage window, click on the Key Stage required (a yellow highlight appears) and then click on the edit button.

The Edit Key Stage Definition window will open.

  • Click on the FieldBrowser button and select the year group relevant to the Key Stage selected.
  • Click OK.

  • Repeat this action for the other Key Stage as required.

You have now set up KSM and are ready to select a Key Stage to work with.

3.5.Selecting a Key Stage to Work with

KSM needs to know which Key Stage you wish to work with so that it can provide the appropriate data entry screens and reports. Once selected, that Key Stage will remain current until another is selected - even if KSM is closed and re-opened.

  • Still in the Select Key Stage window, click on the Key Stage required (a yellow highlight appears) and then click the Select button.

The Key Stage currently in use is now reported in the bottom right hand of the KSM window as shown below.

You have now completed the activities required to prepare KSM for use. You should now continue to complete the sections relevant to your school.

Remember - screen design and menu structures for each Key Stage differ considerably. You must therefore ensure that you have set KSM to work in the appropriate Key Stage and that you follow the appropriate sections in the document.

4.Key Stage 1 Only - Reporting Process

4.1.Importing Pupils into Key Stage 1

Pupils entered for KS1 assessment need to be imported from SIMS Star.

  • From the SIMSLauncher window, Double-click on the Key Stage Manager icon.
  • Check that KSM is currently working in KS1 and amend if necessary. If you cannot remember how to do this please refer to page 9, Section 3.5 Selectinga Key Stage to Work With.
  • From the KSM window, click on the menu options Tools ¦ Import from SIMS System ¦ Pupils Details and Groups Assignments.
  • You may receive a confirmation request about importing teaching groups and pupil assignments. Click Yes to continue.
  • The SIMS Pupils Importer window will open. The pupils listed on the left hand side of this window belong to the year group you selected in Section 3.4 earlier.


  • Make sure a tick indicates that the pupils listed are restricted to Year 2. Click in the box to add one if required.
  • Click on the first arrow down (ChooseAll) to move pupils onto the right hand (PupilsChosen) side of the window.
  • Scroll down this list. In the unlikely event that a pupil needs to be removed from the chosen side, click on the pupils name (a yellow highlight appears) and click on third arrow down. This will move the pupil’s name back to the left hand (PupilsAvailable) side of the window.
  • Click the Update button once you are happy with your selection.
  • Click Yes to the message “Are you sure you wish to update these students?”
  • You may get a StatusReport. You can print this by clicking on the Print button if there are any problems reported. Click OK to finish.

Please Note

  • If the status report indicates that some of your KS1 pupils have no UPN recorded in Key Stage Manager, refer to page 36, Section 6.3 – Troubleshooting, for further guidance.

4.2.Printing Data Collection Sheets

You may wish to print Data Collection sheets. Please note, these sheets are only available in either alphabetical or admission number order (i.e. a list by Registration Group cannot be produced). However, once completed by hand they will considerably speed up data entry.

  • In KSM, Click on the menu options Reports ¦ Pupil Results. The following window will be displayed.
  • Select the presentation order ByName (it will make data entry easier) and click OK. The following report will be brought to the screen.


  • To print this report, click on the printer icon.

4.3.Entering Teacher Assessments and Test Results –Key Stage 1

Once the data collection sheets have been completed, the teacher assessments and results for each pupil need to be entered directly into KSM. Keying this data into KSM is likely to be a repetitive process and in the initial stages you will only be able to enter your Teacher Assessments. You may therefore need to refer to this section a number of times until all marks are complete.

  • In KSM, select the menu options Focus ¦ Pupil. The following window will be displayed.

  • Click to select the appropriate pupil and then click the View/Edit button to open up the pupils’ KSM record.

  • Click on Tab 2 Results and the data entry screen for that pupil will be
    displayed.
  • Click in the box where the level is to be entered. The input cursor should appear in that box, you may now enter the mark.
  • You may move on to enter the next result for this pupil by pressing the Tab key on the keyboard or by clicking into the next white box as appropriate.

Please note

  • You will receive a warning if you enter an invalid mark or combination of marks. Please read the warning messages closely as they provide useful guidance.
  • If you are unable to enter the marks specified on the data collection sheet, please refer to page 38, Section 6.7 – KS1 Data Entry for some of the common problems found with data entry.
  • When you have keyed all data relevant to this pupil for this session, click the blue tick to save.

  • To enter results for another pupil, click on the NextRecord button or click on the PupilBrowser button to select the individual required.

Continue with this process until all data has been entered.

4.4.Validating the Key Stage 1 Results

This should be done once all data has been entered.

  • Close the data entry window and select the menu options Tools ¦ Validate School Results.
  • If KSM detects that any KS1 results are incomplete or invalid the following message will be displayed.
  • Click OK and select the menu options Reports ¦ Status Report and select the reporting option to Include Pupil Missing Result Details. The report brought to the screen will give you details of any missing results.
  • You may find it useful to print off a further copy of the pupil results for data checking purposes. Click on the menu options Reports ¦ PupilResults.

Please Note

  • You can continue to the next section and produce the return providing the missing marks reported are appropriate for that pupil(s).
  • If the status report indicates that some of your KS1 pupils have no UPN recorded in Key Stage Manager, please refer to page 36, Section 6.3 for further guidance.

4.5.Creating the KS1 Return for the Assessment Team

  • Insert the floppy disk sent to you by the Assessment Team.
  • Select the menu options Tools ¦ File Export ¦ Results to Key Stage Manager Central (MTF).
  • You are reminded to insert a floppy disk. Click OK. The following screen confirming the directory is displayed. Click OK.

If any pupils results are missing or have errors the following screen will be displayed

Remember – you can send the return if the pupil should have missing marks, but not if a mark is invalid.

  • Click Print to print the report of pupils with incomplete data – place this report in the envelope provided by the Assessment Team.
  • Click OK to continue.

When the export file has finished copying to the floppy disk, you will see a message confirming the creation of a file. The file name will be in the format KSM1nnnn.MTF (where 1 = Key Stage and nnnn is your school’s four digit DfES number).

  • Click OK to continue.

If you repeat this procedure, a new file with the same name will be created. You will be asked if you wish to overwrite the existing one. Click Yes if you have created a revised file.

  • Place the floppy disk into the envelope provided by the Assessment Team.

4.6.Printing the SEN Report

  • Close Key Stage Manager and from the SIMS Launcher window, double-click on the SENCO module icon.

  • You may receive the following warning. Click Close to continue.
  • From the SENCO screen click on the menu options Reports ¦ SENRegister ¦In Stage Order. The following window will display.


  • Click OK. The following report will be displayed.


  • Please click the Print button to print the report.
  • Please highlight with a flasher pen all KS1 pupils on this report with a SEN statement (stage 5 or S as appropriate), write your school name and number at the top and place this report also in the envelope provided by the Assessment Team.

To Summarise

The envelope for the assessment team should now contain:

  1. A labelled floppy disk, containing the KSM return file. This file will hold your school’s Key Stage 1 Teacher Assessments and Results.
  2. A printed report, listing those pupils in your return who have incomplete data.
  3. A list of those Key Stage 1 pupils who have an SEN statement.

Place the envelope in the first class post to arrive no later than 24 June 2002.