Data Management - Marksheets and Templates

Marksheets

Marksheets are intended to present and manipulate a set of results for a group of Aspects and a group of Students.

The group of Aspects is specified by a Template. A Marksheet must be associated with one and only one Template. A template is defined in the Templates focus.

The group of Students is defined within the Marksheet itself using choosers.

Select Focus | Data Management | MarksheetsMarksheets  This path may be different if the Menu has been customised to open the Marksheet Enquiry.

  • Marksheet EnquryMarksheet Enqury

    The Marksheet Enqury is opened by selecting Focus | Data Management | MarksheetsMarksheets. It allows you to search for existing Marksheets.

    To find the required Marksheet enter a full or partial description in the Name field.

    Clicking  Search will return a list of Marksheets, in alphabetical order, matching the selection criteria. You may expand or collapse a panel by clicking the expand iconicon. 

    Click the  Next and  Previous icons to move to a different record. Double click on a record or highlight a record and click the  Open in New Window icon to view the Marksheet Details.

    If you wish to add a new Marksheet click the New icon and enter information for Basic DetailsBasic Details, Template DetailsTemplate Details and Student Selection.

  • Marksheet DetailMarksheet Detail

    The Marksheet Detail[name] shows panels for:

    A Wizard is available allowing you to move through each panel by clicking Previous or Next instead of scrolling down the page. Click the Wizard icon again to return to a scrollable form.

  • Student SelectionStudent Selection

    The Student Selection panel lists the group of students linked to the Marksheet. The browse can be ordered by clicking a column headercolumn header. 

    To add a group of students to the Marksheet click the Add Item to List button. Enter details for the required Choose Student Criteria.

    To remove a student from the list click the Remove Item from List button. To remove a group of students hold down the Ctrl key and highlight the students you wish to remove.

    Click on the  Grouping button to select an Area, Cluster and Grouping Enquiry.

  • Choose Student CritieriaChoose Student Critieria

    The Choose Student Criteria panels are opened from the Student Selection window. Criteria to choose from are: Student, Bases, Home Language, Home Religion and Ethnic Origin.

    You can search for Students by their Gender, NCY, SEN Stage and/or FSM Eligibility.

    The Bases Cohort Date defaults to today's date. Click Add to open the Base Enquiry to search for a base by Name, Base Type, Base Selection, Active or Key Stage. Clicking Search will return a list of Bases, in alphabetical order, matching the selection criteria. The browse can be ordered by clicking a column header.

    Click the Next and Previous icons to move to a different record. Double click on a record or highlight a record and Select to insert into the Search Criteria.

    Click the Open icon to view the details in the Base Definition below 

    If you wish to add a new Base click the New icon and enter the required information.

    Although the Delete icon is available, if you try to delete a base the following error message is shown at the bottom of the window:

     Selected Base cannot be deleted, it is being used by the sytem.

    To choose a Home Language, Home Religion or Ethnic Origin click Add and select from the corresponding Lookup Enquiry.

Templates

A template is a set of columns, the purpose of which is to allow the Local Authority to create standard Assessment Templates for export to Schools.

These Templates are exported in XML format to Schools. Importing the Templates and linking students to them creates Marksheets. The Schools will use them as instructed by the Local Authority to record results for students. These are then exported by the School and imported by the Local Authority, this allows the Local Authority consistency, to analyse and compare the results for schools within their Authority, on a like for like basis

Templates are a means of defining columns for use in Marksheets. The columns can be Aspects or formulae based on Aspects. Hence templates can be thought of as a group of Aspects and related formulae columns.

Templates are used by Marksheets to specify the layout and content of their columns. 

Selecting Focus | Data Management | TemplatesTemplates This path may be different if the Menu has been customised. opens the Template Enquiry page.

  • Template EnquiryTemplate Enquiry

    The Template Enquiry page is access by selecting the File | Data Management | TemplatesTemplates This path may be different if the Menu has been customised. Menu.

    Initially it will be blank until a search has been made. A search can be filtered by entering search criteria, if known, in the Template Name, Author, Template Category, and/or Date Created fields. 

    The search will return a list of Templates, matching any criteria entered, for you to select from. Alternatively, you may click Search which will return all Templates for you to select from.

    Details of each Template can be opened by Double clicking on an item in the list or clicking Open in New Window. This will open the Template definition page, if the New icon is clicked, this will open a blank Template definition page.

    You may expand or collapse the Enquiry Search Criteria panel by clicking the  icon (the arrows on the icon will invert appropriate to the next available action). Clicking the adjacent down arrow gives you the option to Automatically Collapse following a search. This setting will take effect on all Enquiry pages.

  • Template Details
    This page shows details of the Template selected from the Template Enquiry page.
    • Basic DetailsBasic Details

      Basic details panel for a Template comprise the Template NameTemplate Name, Template NotesTemplate Notes and AuthorAuthor.

    • Template ColumnsTemplate Columns

      A template is a set of columns. Each column can be defined as Read-Only or allow Data Entry: There are four types of columns, Data Entry, Data Entry Review, Formula Entry and Formula Entry Review. Selecting any column type opens a different dialog in which to enter/select appropriate parameters.

      • Data Entry
        • This column is associated with an Aspect. 
        • A Marksheet associated with the Template would, for each student, display the results stored in the Aspect. It would also allow the user to enter a result for each student and store the entered result in the associated Aspect
      • Read-Only Formula
        • This column is not associated directly with an Aspect. Instead it is a calculation which uses data from other columns in the Template.
      • Data Entry Formula
        • This column is associated with an Aspect. 
        • A Marksheet associated with the Template would initially, for each student, display the results stored in the Aspect. When Calculate Functions is clicked, this column will display the results of its calculation for each student. The user then has the opportunity to save the calculated value into the associated Aspect.

      A Result Set can be associated with a column. If it is, the relevant column of any Marksheet associated with the Template will only retrieve results marked with the specified result set. As an example, this could be used to create a Marksheet with a column that only retrieved mock scores (if a mock result set has been used to identify the mock results).

      Once a column has been added to the Template definition, only limited information can be edited. Click the Edit icon to open the Edit Template Column dialog.

    • Templates for Assessment ManagerTemplates for Assessment Manager

      An Assessment Manager Template is the definition of the set of columns that will appear in the resulting Marksheet(s) after it has been imported into a school. Principally, it consists of: a Name, a short textual description which appears as Notes on subsequently generated Marksheets, Data Entry columns, Data Review columns which display previously recorded results, Formula columns which calculate results using outcomes from other columns in the Template. The calculated results can be saved (Data Entry Formula columns) or produced for display purposes only (Data Review Formula columns).

      Templates can also be exported and therefore shared between schools or across establishments. The Local Authority may supply schools with Templates to import, in addition to those that may be supplied by One Children's Services.

      Once the required Templates have been defined and exported to schools, associating the Template with one or more groups creates Marksheets. This process creates one Marksheet for each Supervisor of each chosen group. The Marksheet will include the list of columns (Aspects) specified in the Template definition and a row for each student in the selected group. By exporting appropriate Templates to schools Local Authorities can ensure consistency of approach in data collection exercises, easy return of results and a great reduction in workload for school staff.

    The Properties panel displays updated information about the Template.
    Categories may be defined which allows you to search for a Template by filtering on Category. Each Category must be unique.
  • Template Column DefinitionTemplate Column Definition

    Select the columns by clicking the Add icon, which will open the appropriate Template Columns dialog. Order the Columns by using the Up/Down arrow icons. The Column options are:

    • Data Entry
      Select one or many Aspects. A Result Set can be associated with the column. If it is, the relevant column of any Marksheet associated with the Template will only retrieve results marked with the specified result set.
    • Data Review
      Select one or many Aspects as above and apply an appropriate filter conditionfilter condition This may be by selecting a Result Set, entering a Date Range and the Result Display (Recent, Highest, Lowest or Mean) or opt for No Filter. Show most recent result.. 
    • Formula Entry
      A Result Set can be associated with the column. If it is, the relevant column of any Marksheet associated with the Template will only retrieve results marked with the specified result set. 

    To define the Column select an AspectAspect options to select a single Aspect can be Direct which displays the Aspect Enquiry or from an Aspect Hierarchy. The Column Heading will display the Aspect description but this may be changed. Select a Formula Type by clicking the down-arrow. The Aspect Type controls the Formula Types offered, these are Marks IntegerMarks Integer Difference, Division, Equals, Grade Tally Columns, Grade Tally Historical, If Then Else, Max, Mean, Multiplication, Nested if Then Else, Percent, Plus, Position, Sum and Value or GradeGrade Equals, If Then Else, Marks to Grades, Mean and Nested if Then Else. The Formula Description box will provide instructions and advice on using the selected Formula Type.

    • Formula Review
      This column displays the result of a calculation using a formula, but does not store the calculated outcome, ie it is not written to the database. The formula depends upon the Formula Type selected.

    The Formula Type controls the operators for the Formula Definition. 

  • Formula DefinitionFormula Definition

    There are various formulae from which to choose, determined by the Aspect selected. Each formula is described on screen as it is selected.

    Formula Description
    Age at Result This Formula will calculate the age of the Student on the date that they attained the Result displayed in the column selected from the list when defining this column. This uses the Result Date and not the date when the result was entered.
    Difference This Formula will generate the difference between the two elements by subtracting the second element from the first element. An element is a selected/defined Column or Constant Value.
    Division This Formula will divide the first element by the second element. An element is a selected/defined Column or Constant Value.
    Equals This Formula will copy the contents of the specified Column or Constant Value.
    If Then Else This Formula allows you to generate an ‘either/or’ outcome based upon the conditions defined. These are based upon various Column or Constant Values and a selected Comparator (Greater Than, Less Than etc.)
    Marks to Grade This Formula will use the Results displayed associated with the selected column.
    Max This Formula will return the result with the maximum value in a set of columns. Alternatively, it can be used to return the result in the nth position in the set of columns. Select the columns by clicking the Add icon, which will open the Template Columns dialog listing columns defined for the current Template.
    Mean This Formula will generate the mean of the Results found in the set of columns selected. Select the columns by clicking the Add icon, which will open the Template Columns dialog listing columns defined for the current Template.
    Multiplication This Formula will generate the product of two elements. Each element may be a reference to a Column or Constant number.
    Nested If Then Else This Formula allows you to generate a nested If Then Else outcome.
    Percent This Formula will generate the value of the Result found in the selected Column  as a percentage of the defined value.
    Position This Formula will calculate the position of the Student within the Column by using the Result found in the column selected from the list when defining this column.
    Sum This Formula will generate the sum of the Results found in the set of columns selected. Select the columns by clicking the Add icon, which will open the Template Columns dialog listing columns defined for the current Template.
    Value This Formula will generate the value of the Grade found in the column selected from the list when defining this column.
  • Formaula Selection TableFormaula Selection Table

    When working on the definition of a formula column, the selection of an Aspect for the column should determine the type of formula available as defined in the following table. 

    This is for Formula Entry columns. For the said Column Type there is Aspect associated with the column and the user has to initially choose the Aspect which is to be associated with the column. Once the Aspect is selected, depending on the Aspect type, the formulae as listed in table below are available to user. 

    Outcome Aspect Age Aspect Mark Aspect Grade Aspect
    Age At Result Yes No No
    Current Age Yes No No
    Difference No Yes No
    Division No Yes No
    Grade Tally No Yes No
    Grade Tally Historic No Yes No
    If Then Else No Yes Yes
    Marks to Grades No No Yes
    Max Yes No No
    Mean No Yes Yes
    Multiplication No Yes No
    Nested If Then Else No Yes Yes
    Percent No Yes No
    Position No Yes No
    Sum No Yes No
    Value No Yes No
    Plus No Yes No
    Equals Yes Yes Yes
  • Edit Template ColumnsEdit Template Columns

    This dialog is opened from the Template definition page by clicking on the required column name, and then clicking on the Edit icon or double click on the Column Header name. Each edit dialog will include the Column Heading in the title, ie Edit Template Columns <Column Name>.

    Once a column has been added to the Template definition, only limited information can be edited, regardless of whether the Template has been saved.

    For all columns, the Column Heading can be amended as required and the Hidden flag may be checked/unchecked as appropriate. There may be occasions when you want to hide a particular Data Review column, where you are using the outcome of that column as part of another calculation. By default, Column Headings will display the Aspect Code until changed.

    Other attributes of the column will be read-only depending upon the Column Type.

    For Data and Formula Review columns it is possible to change the Date Range together with which result should be displayed (i.e. Recent, Highest, Lowest or Mean). In addition, you can hide the column by selecting the Hidden check box. This would normally be required if this column was being used in a calculation and you do not want the column to be displayed in the Results Organiser analysis. The structure of the formula cannot be edited.

    For Data and Formula Entry columns, you can change the read-only status by selecting or de-selecting the Read-only check box. Read-only status for Review columns cannot be changed.