Bases
Bases Focus
The Bases Focus is accessed by selecting Bases from the Focus menumenu. It allows you to view and update details of an existing base, add details of a new base not known to the system so that students and their results can be associated with the base, or delete a base.
A link to Bases Online enables full Bases functionality within the v4 Online environment.
Base Enquiry is used to search for an existing base.
To add a new base, click on New. A message will ask ‘Do you wish to add a Base from the National Database’. Click on ‘Yes’ to open the National Base Enquiry or ‘No’ to add the details in Base Definition.
National Base Enquiry
Enter at least two characters of the Base Name or the whole of the School Number (Base No) and click on Search. The number of bases found that match the criteria is displayed beneath the browse. To limit the number of bases returned from the enquiry, select the Intake Gender and the LA from the drop-down lists. The matching bases will be displayed in the browse. Select the required base by double-clicking in the browse or by highlighting and clicking Select.
Base Enquiry
Base Enquiry is available in the Bases Focus to search for an existing base. You can limit the number of bases returned from the Base Enquiry by entering information into one or more of the following: Base NameBase Name, Base TypeBase Type, ActiveActive, Base SelectionBase Selection, School NumberSchool Number, URNURN.
When the Base Enquiry is opened from an Assessment Manager project you can also search on Assessment StageAssessment Stage.
Click on Search to display matching bases in the browse. To view or update the details, select the required base by double-clicking or by highlighting it and clicking Open in New Window.
You may expand or collapse the Base Enquiry panel by clicking the expand iconicon. Click the down arrow and check Automatically Collapse if you wish the Base Enquiry panel to collapse after every search.
To delete a base, highlight it in the browse and click on Delete. You will be prompted with a message ‘Are you sure you want to delete this Base’. If you select Yes, the base will be deleted, otherwise it will remain highlighted in the browse.
You can switch the feature panels on/off by clicking the Show/Hide button at the top of the page. The Show/Hide button includes drop-down options allowing you to customise the desktop by selecting the feature panels you wish to show.
The size of each panel can be adjusted by hovering the mouse on an outside edge of the panel, when the cursor changes shape, "click and drag" to the required size.
Base Definition
Base Definition consists of panels for:
- Basic DetailsBasic Details
The Basic Details stored for the Base are NameName, Official Base NameOfficial Base Name, Base TypeBase Type, LALA, ControlControl, Education OfficeEducation Office, SEN School TypeSEN School Type, Cost CentreCost Centre, School NoSchool No, URLURL, URNURN and ActiveActive, Inactive Date/Inactive ReasonInactive Date/Inactive Reason.
- Assessment StagesAssessment Stages
Select the check boxes to indicate which Key Stages (1-5) or EYFSP are provided for at this Base.
- Terms and Opening TimesTerms and Opening Times
The panel displays all Term dates, but can be limited by selecting the Academic Year Starting from the dropdown.
Highlight a record and click on View to open a read-only window of the Base Term Details (Term Details and Opening Times).
- Principal Site DetailsPrincipal Site Details
A base must have one principal site. The Site Name is the Base Name entered in Basic Details. The Address details for this site are selected by clicking on the Select button which opens the Select Address facility and double-clicking on the required address. The Telephone number(s), Fax and Email address are optional.
- Principal Site ContactsPrincipal Site Contacts
The Name and Telephone Number of the Caretaker, Key Holder and Transport Contact at this site are optional.
- Site Room/Location DetailsSite Room/Location Details
Details of Site/Room locations can be Added or Removed. The Name and Description are stored.
- SitesSites
A base must have one principal site. Additional sites can be added after the details of the principal site have been saved. The panel displays details of any additional sites recorded. You can Edit an additional site after highlighting it. To add a new site, click on Add and enter the Site Name and Site Contacts.
- User Defined FieldsUser Defined Fields
User Defined Fields (UDFs) are set up in Tools | Administration | UDF Management and by clicking on the UDF Manager button. They allow you to add extra fields to accommodate data items that the system does not store. When defined they are stored in a series of UDF tables.
Links are available to Activities, Equipment, Exclusions and Pupil Funding Transfers Summary for Base.
A link to Provision Summary allows Provision by Base to be defined.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on and the area where the Mail Merge is being created.
Clicking the UDF Manager button opens the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs.
UDF Management can also be found in Tools | Administration.
Clicking the Bases Online button opens the One v4 Online application enabling full Bases functionality.
Provision by Base
Provision by Base allows you to view the number of Provisions and costs, per Base, for a selected Provision Year. This is accessed by clicking Provision in the Links panel of the selected Base. This will open the Provision Summary page. Clicking Search will list all Provision records for the Provision Year. The Provision Year will default to the current Provision Year but it may be changed should you wish to view records for another year. The search can be refined by selecting a Provider, Service and selecting Start and End Dates.
- Provision SummaryProvision Summary
When the Provision link is selected from a Person or Student record this page is opened listing any existing Provision records for the selected person; it also allows you to create a new Provision record. If the Person or Student has a long history of Provision records the Provision Search allows you to enter search criteria to find a specific record.
Provision by Base: If the Provision link is selected from a Base record the page summarises all Provision records for the Base. A Provision record, when viewed from a Base, does not show the Subjects (5) and ContactPoint (8) panels.
Available search criteria are: Provider, Service, Provision YearProvision Year and Provision Start and End Dates.
Summary information displayed is the Base Name, the Service for which the provision record is created, Funding Body If there is more than one Provision Funding Body for the Provision, the Funding BodyFunding Body, Charge Type with details, ie FTE, Hrs/Wk, Wks/Year, Current Rate, PBPB, Start and End Dates, the Calculated Estimate, the Edited Estimate, the Amount Paid, the Provision Year the Provider and the Service Team.
Selecting a Provision record for editing purposes or clicking New will open the Provision Allocation Details page.
- Provision Allocation DetailsProvision Allocation Details
The Provision Allocation Details page is a series of panels in which to enter information relevant to the provision being provided. These panels are headed by the Provision Details panel which contains the Service Team name.
If a Service Team does not have any Service Categories, it will not be included in the Service Team Chooser. Service Categories are defined in Services | Service Categories.
To add a new provision record:
- Click the Service Team browse button to display the Service Team Chooser dialog.
- Select a Service TeamService Team.
- Select the radio button for Provider and Service or Charge Type.
- Provider and Service
The Provider and Service field identifies the Provider and the Service. This information is defined during the Service Provider Link setup. - Charge Type and Service
Alternatively, a Charge Type (Lookup Table ID 1062) may be used with a Service; this allows it to be independent of an individual Service Provider link. This also allows multiple provision records, linked to a Charge Type to be maintained easily in bulk.
For example, if a Local Authority chooses to associate a Charge Type with a specific Service, it means that any changes to the Charge Type will affect all Provision records for that Service.Changes to a Charge Type will affect all records using it.
- Provider and Service
The radio button controls the use of the Provider and Service and Charge Type fields to enable you to recognise which fields are required when creating a new provision.
When the Charge Type and Service option is used and the record is saved, an additional Change Charge Type field is displayed and the Charge Type field is made read-only. The Charge Type may be changed, if necessary, and a new Service can then be selected. The Charge Type field will be updated when saved.
Clicking the Change Charge Type browse button opens a dialog from which to select an alternative Charge Type. When a new Charge Type is selected a Preview dialog is then opened allowing you to see the effects of the new Charge Type on the Provision costs.
The Provision Start Date is mandatory and may be changed. If the Provision is for a limited period an End Date may be selected but it may be left blank for ongoing Provision needs.
Click the Save and Continue button to generate the Provision record and open the full Provision Details panel, including the associated Charge/Cost Details panel.
The Base field is mandatory and shows the name of the student/person's registered school or establishment; this may be changed.
The Owner field, Shared and CarryOver checkboxes are only populated by migrated provision records.
Select the Personal Budget check box if you wish to record details about provisions that are personal budgets.
Select a Personal Budget TypePersonal Budget Type.
Select the Third Party Arrangements check box, if you wish to record payments that are made directly to other people
- Charge/Cost DetailsCharge/Cost Details
The Charge/Cost Details panel will apply the charges added when the Service Provider Link was defined or when selected with a Service, based on the Start and End Dates of the Provision and the Provision Years on the system; these may be changed to reflect new costs by clicking the Edit.gifEdit icon. This will open the Cost Details dialog in which to make the changes. Changes made in the Edit dialog will affect all records using that Charge Type.
Changing Charge/Cost DetailsCharge/Cost Details directly on the Provision Details panel will update all Charge/Costs for the current Provision record only. Changes will not affect the Charge/Costs in other Provision records.
Charges will not be displayed until the record is saved.
- Provision Cost DetailsProvision Cost Details
The maintenance of the Charge/Cost information for Provision may be set up against Service Providers and the relationship between Providers and Services (i.e. to identify which Service is provided by which Provider) in which case the Charge/Cost information will be recorded against this Provider/Service relationship.
Alternatively, Charge Types are created via Services | Provision Charge Types. Once the Charge Type has been created, it can be linked to none, one or more Service Teams. This allows the user to set specific Charge Types for a Service Team; these Charge Types are subsequently available for use by that Service Team when allocating Provision to a Student. This method allows a Charge Type to be changed and then cascaded to all Services using that Charge Type.
The linking of Charge Type to a Service Team is carried out as part of the CSS Service Teams Administration | Charge Types panel.
Charge/Cost elements will be automatically created by the system which will record as many Charge/Costs records as needed based on the Start Date and End Date of the Provision together with the Provision Years present in the system.
Changes to a Charge/Cost which you wish to take affect on all Provision records using the same Service and Provider must be made via the Service Provider Link or, if linked to a Service, the change should be made using the Services | Provision Charge Types route.
In edit mode the dialog displays fields which are non-editable, editable and calculated; the Provision YearProvision Year, Provision Start and End DatesProvision Start and End Dates, the UnitUnit on which the Provision is costed, eg Monthly, Cost per UnitCost per Unit, Period AllocatedPeriod Allocated for the Provision, Staff FTEStaff FTE, Current Rate %Current Rate %, Carry Over Rate %Carry Over Rate %, Hours/WeekHours/Week, Weeks/YearWeeks/Year, Calculated EstimateCalculated Estimate and Edited EstimateEdited Estimate, these two fields will initially be the same; a negative value can be entered, Amount PaidAmount Paid, Amount OutstandingAmount Outstanding and PaymentsPayments.
- PaymentsPayments
To record payments against the Provision select the Payments icon. This opens the Provision Transaction dialog.
The Subject panel is automatically populated with student/person details or Subject of Involvement for whom the Provision record is being created.
- Provision TransactionsProvision Transactions
This allows you to record payments to third parties as Transactions against a Provision Charge/Cost.
All payments will be listed in the top half of the dialog showing the Date Created, Type and StatusStatus and Amount. The lower half of the dialog displays details of the highlighted payment. Click NewNew to add a new payment transaction.
To complete a transaction enter the following: TypeType, Created DateCreated Date, Created byCreated by, AmountAmount, StatusStatus, Pay by Date, Invoice Number, Invoice Date, Authorisation Date, Authorised byAuthorised by, Last Updated and Updated byLast Updated and Updated by.
Payments will not be displayed on the Provision record unless they are either Issued or Authorised
- Payee DetailsPayee Details
This panel enables you to record the financial details of the person or organisation who are receiving the funding linked to this provision line.
- Other PanelsOther Panels
Other panels for completion from lookupslookups are: Provision Reasons, and Funding BodyFunding Body; the Specialist(s) involved panel is populated by selecting an appropriate person or Key Contacts (Key Contacts are not available when adding a Base Provision record); the Funding LA is mandatory and is completed by selecting from the Local Authority lookup, defined in Tools | Administration | LookupsLookups. In the Send Data to ContactPoint panel the Send to ContactPoint, ContactPoint Sensitive and Pre-Archive Period are all recorded against the Provision. However the consent to send the involvement is recorded against the Subject. If there are multiple subjects consent can be applied for each one. This is carried out using the ContactPoint Consent button in the Subjects panel.
- Key ContactsKey Contacts (Person enquiry)
The Person Enquiry window enables you to select a person known to the system using the Person Enquiry.
Alternatively, where a subject is already selected, click the Key Contacts tab to select from a list of key contacts for the current subject. If there is more than one subject, the drop-down can be used to select the one required.
In the case of Early Years Service Providers there are no Key Contacts.
A third tab called Base / Role is available when adding a From or To contact from the Communication Log.
Any ACLs set up against a service team, involvement or person, are passed through to the key contacts in the communication log and these persons are hidden, if appropriate.
Contacts Tab
The Key Contacts tab lists most contacts from the Social Network for the selected subject and on an ICS or EHCP form, where a question type of ‘A person with roles (adult or student)’ is used.
Roles for key contacts include Parents/CarersParents/Carers, Base ContactsBase Contacts, CaseworkersCaseworkers, Administration OfficersAdministration Officers, EHCP ProfessionalsEHCP Professionals, Other SEN ProfessionalsOther SEN Professionals, the subject themselves, their siblings and other contacts linked to the selected subject. You can select a group of contacts or an individual member by clicking in the adjacent box. Those selected will be listed in the panel beneath and if required they can be removed from the list using the Remove icon.
Base / Role Tab
The third tab called Base / Role allows an Agency to be added as a From or To contact on the Communication Log. Click on this tab to select a Base Name using Base Enquiry and a Role using People/Role Enquiry.
People / Role Enquiry
Optionally enter a partial Description or Code. The SEN only check box is a tri-state check box that defaults to false but can be updated to true (ticked) to only include such roles. Click the Search button and a list of matching People Roles is returned. Highlight the required entry and click the Select option. The selected Roles are listed at the bottom. When you have selected the required Roles click the OK button to return to the previous window with these Roles selected.
Click the OK button to close the Person Enquiry window and return to the previous panel with these contacts selected.
- Functionality and LinksFunctionality and Links
Functionality at the top of the page includes a Memo which will be linked to the Provision record.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on (User Name) and the area where the Mail Merge is being created (Entity Name).
Clicking the UDF Manager button opens the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs.
UDF Management can also be found in Tools | Administration.The Links panel contains hyperlinks to Activities, Student Attendance Summary and Communications Log.