Schools need to checkCollect Reports(including‘Missing Contracts’):

Once latest Swf return has been on Collect overnight,launchbelow reports,investigating issuescorrecting any issues (found in a Collect overnight report) back in the MIS and repeat all steps.

When?Afteryou load/update all required data,loadheadcounts (again if they vanish), generate your latest SWF return, dothe9 quick checks (that take 2 minutes, which anyone can do) on latest return, save the return from MIS (download it as a file for Collect),uploadxml(not zip) to Collect,and once the ‘status of return’ in Collect’sfront page says “…validated” or better(not still saying “awaiting validation”) and after youcheckCollect’s modules have enough records, and resolve (back in MIS) all errors resolvable queries found in Collect (using ‘open return’, clicking ‘all errors’ button seen at top, to see Collect’s error list), that is all possibleon same day asreturn is uploaded to Collect(and, if any editmade in MIS to fix issues,after all the above is repeated,replacing Collect’s return), once Collect ‘All Errors’has onlyunresolvable queries…

At least8DfE reports are expected to be available in COLLECT, which schoolsmustlaunch to further check for other issues in the SWF return, in COLLECT (“launch” them from front page)…

Only once the latest version of the return has beenuploaded andon COLLECT overnight:

  • Missing Contracts (must not show anyone, even leavers)see below‘tips’ link on this.
  • Missing Payments (must not show anyone) very slow to run (ifit runs at all this year).
  • School Error (show errors/queries) only leave unresolvable query here (add notes later).

Then after all issues above fixed & rechecked includingMissing Contracts or Paymentsand then only after the latest version of your return has been on COLLECT overnight:

  • Teacher with Multiple contracts(if visible)showsonly FTEover1.2 – fix Hours/FteHrs.
  • Teacher Missing Qualification(s) (ignoreany who left before census date in this report only)
  • Teacher Pay Outside range (if visible) fixall real*‘base pay’/‘pay range’/‘hours’issues.
  • Teacher Headcount Variance (if this reportvisible to school?Possiblystill just ‘LA-only’).
  • Tryreports below in case they already showissues, but they may not show anyuntil...

…after all the above is checked ok forlatest returnand MIS ‘(DfE) School Summary’(ofSwf) has been checked by head/‘delegated other’,any return-level note added, and Collect’s‘submit return’button has been pressed, andreturn has hadstatus ‘Submitted’ in Collectovernight

  • Return Credibility checkreport: has counts while(2) supplementary reports give detail:
  • Teacher Data Consistencyreport names those countedin certain parts of the ‘returncred.check’ report).
  • and (if this is still visible: it may not bein 2018) return ‘Credibility Check Names’report.

DfE feel the reportsare“intended to help”school toidentity issues so theschool submits correct data forstaffing position, before census closes and the school-level summaryismade public.

(Tips) to save you time with this aspect of the return follow:

To see immediately, “same day”,whether you’ve cured all Missing Contractswhichyou thinkare fixed:then after regenerating the return: rather than waitinga day to runthe Collect overnight missing contracts report, only to find, a day later, that you still have some(and who they are)… beware you cansee immediately how many missing contracts your newest return has “same day”, by looking in MIS SWF report called “(DfE) School Summary”, where, in “Table A: Staff records and contracts / service agreements”, the final columnmust show zeros, in“Number of staff records with no contract/service agreement…”, (ifthere are none missing)... which is 1 of the9 quick checks anyoneshould do as soon asreturn is generated/regenerated.

For the most common Causes Solutions of Missing Contractssee our two page sheet at:
(<link).

*moreinfo on these reports + DfE bugsis in 2018’sdetailed report guide(<link) (from DfE’s ‘latest’ report guide:2015 still).

Collect Overnight Reports School Must RunDavid Saxton Version last changed 22/10/2018