Producing the PLASC 2015 Return

C|Contents

01| Introduction

Overview

How has the PLASC Return Changed?

Where to Find More Information

PLASC Return Process Flow

02| Preparing for the PLASC Return

Setting Permissions

What Version of SIMS is Required?

Preparing Data for the PLASC Return

Using the Bulk Update Routine

Specifying the Return Folder Name and Security Message

Configuring the Return Folder

Specifying the Security Message for Reports

Importing Revised Filesets for Validation and Reports

Before Importing the Revised Files

Importing the Revised Files

03| Completing the PLASC Return Details

Creating a New PLASC Return

Order of Working on the PLASC Detail Page

Editing Census Details

Editing School Information

Calculating Details

Editing Class Information

Adding a Class

Deleting a Class

Undoing Changes

Editing Details of Teachers with a Full-Time or Part-Time Contract

Editing Details of Teachers with a Short-Term Contract

Editing Support Staff Details

Entering General Information

Entering Teacher Qualifications

Entering Education Qualifications

Entering Survey Completion Times

04| Creating and Validating the Return

Creating and Validating the PLASC Return

Resolving Validation Errors and Checking Queries

Producing Detail Reports

Generating Detail Reports

Transferring Report Data to a Spreadsheet

Printing a Report from your Web Browser

Deleting Temporary Web Browser Files

Deleting the cache in Windows Internet Explorer 10

Deleting the cache in Windows Internet Explorer 8 and 9

Producing the Summary Report

Authorising the PLASC Return

Submitting the PLASC Return

Retrieving Authorised Census Return Files

Copying a PLASC Return File

Deleting an Unauthorised PLASC Return File

Index

01|Introduction

Overview

This handbook provides instructions for Special schools in Wales to complete the Pupil Level Annual School Census (PLASC) Return, which takes place on Tuesday 13 January 2015.

NOTE: The contents of the graphics (dates, names, panel numbers, etc.) are examples only of what you might expect to see when using SIMS to produce the PLASC Return.

The PLASC Return collects detailed information about each individual pupil/student, e.g.name, date of birth, UPN, ethnic code, etc. Summary information is also collected about teachers and support staff, classes as they are taught at the time of the return and information about the school as a whole. The content of the PLASC Return varies depending on your school phase.

When the create and validate routine is run, SIMS automatically validates it against a set of Welsh Government rules and then produces a list of any errors and queries, along with their suggested resolutions. Any errors should be corrected and queries checked to ensure that the data is accurate.

The completed return should be sent to your school’s Local Authority, where additional checks and validations are performed before it is dispatched to the Welsh Government via the Data Exchange Wales initiative (DEWi) data collection portal.

How has the PLASC Return Changed?

Census date: 13/01/2015

Age at date: 31/08/2014

Changes to the PLASC return include the following.

Addition of the Federated Governing Body Number

Focus | School | School Details

Routines | Statutory Returns | PLASC

A new field (Federated Governing Body Number) has been added to the Establishment panel to enable schools in a federation that share the same governing body to be identified.

This information is optional but if the data is present, it is displayed in the School Information panel in PLASC and also collected in the return.

Where to Find More Information

A wide range of documentation is available from within SIMS via the Documentation Centre. This documentation includes handbooks, tutorials, quick reference sheets, etc. and can be accessed by clicking the Documentation button on the SIMS Home Page. Once open, click the button associated with the type of documentation you require.

References to any other documents mentioned in this handbook can be accessed from the Documentation Centre unless otherwise specified.

Additional supporting documentation can also be found on our SupportNet website ( as soon as it is made available by entering PLASC15 in the Site Search field on the SupportNet home page then clicking the Go button.

Online help can be accessed by pressing F1 or clicking the applicable Help button.

PLASC Return Process Flow

The process of producing the PLASC return can be separated into a number of steps, some of which might have to be repeated in order to eliminate validation errors and queries.

02|Preparing for the PLASC Return

Setting Permissions

The following permissions are applicable to users who deal with returns.

Producing the Return

To produce the return, you must be a member of the Returns Manager user group in System Manager.

Editing and Preparing Data

Users who edit and prepare data must have permissions to access other areas of SIMS, e.g. pupil/student details, school details, etc. These users must be a member of any of the following user groups in System Manager:

• Administration Assistant
• Admissions Officer
• School Administrator.

Importing Revised Files

The Import Fileset functionality enables updates to the Validation Errors Summary and the Summary report (derived from files supplied by the Statutory Body), and detail reports (provided by SIMS), to be imported into SIMS between SIMS releases. To use the Import Fileset functionality (via Tools | Setups | Import | Fileset), you must be a member of any of the following user groups in System Manager:

• Personnel Officer
• Returns Manager
• System Manager.

For more information about the Import Fileset functionality, please refer to the applicable preparation guide, available on our SupportNet website (

Where to find More Information about Permissions

Please see your System Administrator/Manager if you are not sure whether you have the required permissions. For more information, please refer to the Managing SIMS Users, Groups and Databases handbook.

For a list of the permissions available for each release, please refer to the appropriate permissions spreadsheet, which can be found on our SupportNet website ( by entering PERMLIST in the Site Search field on the SupportNet Homepage then clicking the Go button.

What Version of SIMS is Required?

In order to run the return, you must have the SIMS 2014 Autumn Release (7.160) or later installed.

To check the version of SIMS installed, open SIMS then select Help | About SIMS. A dialog similar to the following graphic is displayed.

The version should read 7.160 or later.

Preparing Data for the PLASC Return

Before beginning the process of producing the return, it is advisable to spend time ensuring that all pupil/student level and school level information is present and up-to-date in SIMS.

IMPORTANT NOTE: If details in SIMS Personnel are updated after the PLASC return is started, the updated information can be added to the return by clicking the Recalculate button in the Teachers or Support Staff panel, as applicable. Please be aware that by doing this, all manual edits in that panel are lost. If manual edits have been made, it is recommended that you make a copy of the return before recalculating, so that they can be reinserted with confidence.

An Errors and Resolutions document is being prepared, which provides suggestions on how to resolve any validation errors and check queries that may be reported when the PLASC return is created and validated. This document, together with any other useful information, can be found on the SupportNet website ( as soon as it is made available by entering PLASC15 in the Site Search field on the home page and clicking the Go button.

Using the Bulk Update Routine

To prevent validation errors occurring, it is advisable to check your SIMS data, e.g.English as an Additional Language (EAL), ethnicity, SEN status, etc. before the return is created and validated.

This can be achieved by using the Bulk Update functionality available within SIMS. It enables you to search for missing or invalid data and then update in bulk. For example, it is possible to search for all pupil/students who do not have EAL recorded against their name. From the pupil/students found, a value can be assigned to all or several pupil/students.

This prevents the need for manually entering/changing values for individual pupil/students.

1.Select Routines | Pupil (or Student) | Bulk Update to display the Bulk update Student page.

2.In the Student Population panel, select the required Group Type and Group from the drop-down lists.

The Group Typeindicates the type of group to list while the Group enables the specific group of pupil/students to be listed. For example, selecting a Group Type of Year Groupenables a specific year to be selected from the Groupdrop-down list, such as Year 8.

When searching for missing information, the Group Typeis usually a field of data, such as Ethnicity and the Group is a specific value, such as <NONE>.

It is also possible to use this functionality to review the data entered for all the pupil/students in the school. This is achieved by selecting Year Groupfrom the Group Typedrop-down list and <ANY> from the Groupdrop-down list and then selecting the required Data Item.

3.The Effective Date is the date on which the membership of the group is based and defaults to today’s date. This can be changed to the start of the academic year, for example, to display pupil/students who were on-roll on that date.

4.In the Update Data Item panel, select the required Data Item from the dropdown list, e.g. English Additional Language. The Effective Date in this panel is used to determine the date when the change will become effective and defaults to today’s date. In most circumstances, it is best to change this date to the start of the academic year because most data recorded is applicable from the start of the academic year.

5.When the required criteria have been selected, click the Searchbutton to display the Members panel, which displays a list of pupil/students matching the chosen criteria and the choice of English Additional Languageability levels:

A = New to English

B = Early Acquisition

C = Developing Competency

D = Competent

E = Fluent

0 = Not Applicable

TIPS: Use the horizontal and vertical scroll bars to view additional columns or rows as required.
Rightclick any column heading and select Narrow Columnsfrom the pop-up menu to increase the number of columns visible on the page.

Bulk Updating Data with the Same Data Item then Editing the Exceptions

Often, the most effective method of populating missing data is to fill all the rows with the same data item, then edit the exceptions (for example, depending on the ethnic range within your school).

The following example illustrates how to set all the pupil/students as B = Early Acquisition then edit the exceptions.

1.Right-click the heading of the B = Early Acquisition data entry column (hover over the heading to see the full title) then select Check All from the pop-up menu.

All the cells within that column are populated with ticks.

Edit the exceptions by clicking in the cell associated with the individual pupil/student and their status, e.g. Stan Ackton is New to English.

2.Once you have made all the required changes, click the Save button to bulk update the records.

Bulk Updating Data for a Selection of Pupil/Students

It is also possible to bulk edit data for a selection of pupil/students as follows:

• Hold down the Ctrlkey and click the row of each required pupil/student to highlight them. Release the Ctrlkey, and then click one of the highlighted cells of the required column. A tick indicates that the pupil/student has been selected.
• To enter values for sequentially listed pupil/students, click the first pupil/student, hold down the Shiftkey, then click the last pupil/student in the list (alternatively, hold down the Shiftkey and press the Down Arrowkey). Release the Shiftkey then click one of the highlighted cells in the required column. A tick indicates that the pupil/student has been selected.

Specifying the Return Folder Name and Security Message

Before creating a PLASC return, a folder in which the return file and report files will be saved must be specified. The security message, which will be displayed at the top of the applicable reports, must also be checked and edited, if required.

This procedure must be performed for all returns displayed in the Folder Names and Security Message dialog. Blank fields and fields displaying non-existent folders are highlighted in red when the Save button is clicked. The correct location for all folders must be defined before the save process can be achieved.

Configuring the Return Folder

Before a return can be created, a folder in which the return file and the associated reports will be saved must be specified. The folder must be available to any workstations on which the return will be run.

IMPORTANT NOTE: Due to the sensitive nature of some of the data stored in SIMS, careful consideration should be given when specifying the location of any folder into which you save sensitive data, e.g. census returns, imported and exported CTFs, etc.
You should be mindful of your school’s responsibilities with respect to information security. Consider which users have access to the chosen folder, especially if the folder is shared on a Server. If you are in any doubt, you should consult with your IT Security Officer before proceeding.

1.Select Tools | Statutory Return Tools | Folder Names and Security Message to display the Configure Return Folders page.

2.Specify the folder where the PLASC files are to be stored by entering the folder location in the PLASC Folder field.

Alternatively, click the PLASC Folder browser button to display a standard Windows®Browse For Folderdialog.

Navigate to the location of the required folder and highlight it. If a suitable folder does not exist, click the Make New Folder button and enter a suitable name for the new folder.

IMPORTANT NOTE: If you are changing the location of the folder, ensure that authorised personnel only have access to the new folder, as it will contain sensitive data. For more information, please see the important note at the beginning of this section.

3.Click the OK button to select or create the folder and return to the Configure Return Folderspage.

NOTE: SIMS expects a folder to be specified for each Welsh return applicable to your school. Therefore, ensure that there is an entry in each folder name field before saving the folder names.

Specifying the Security Message for Reports

Below the folder name is a Security Message for Reports field, which contains text that will be displayed at the top of the applicable reports.

1.The security message text defaults to This report contains sensitive information, but can be edited, if required.

If any edits are made, you can click the Default Message button to return to the default text.

2.Click the Save button.

A message reminds you to ensure that authorised personnel only should have access to this new folder because it will contain sensitive data.

3.Click the Yes button to continue.

Importing Revised Filesets for Validation and Reports

Applicable to the Personnel Officer, Returns Manager and System Manager

The Validation Errors Summary and the Summary report are derived from files supplied by the Statutory Body. In addition, SIMS provides detail reports to enable the checking of data used to generate the return. These report files are initially installed automatically during the SIMS release upgrade.

Occasionally, additions or corrections are made to these files, after a SIMS release, which are required for the forthcoming return. The Import Fileset functionality is provided to enable these files to be imported into SIMS, by the Personnel Officer, Returns Manager or System Manager between the SIMS releases.

IMPORTANT NOTE: The report files are not always updated between releases. Therefore, it is not always necessary to use the Import Fileset routine. A SupportNet () news feed will be posted if updated files are available for import.

If revised files are supplied, the fileset will be available as a ZIP file, which should be downloaded from SupportNet, unzipped, then imported into the SIMS Document Management Server (DMS) via Tools | Setups | Import Fileset. Ensure that the DMS is configured correctly before attempting to import the files.