Tools - Administration

SQL Mail Merge

• SQL Mail MergeSQL Mail Merge

  Setup for SQL Mail Merge is done in One v4 Online.
  Permissions are set up in One v4 Client via User Group Permissions Editor.

  The primary function of this facility is to create a file of exported data on the basis of an SQL ‘Select’ query, typically for use in a Mail Merge Word document, but this is not the exclusive use. The data may also be used for analysis in Excel for example. Only SQL statements that begin with the word ‘Select’ are permitted; all other commands such as ‘Update’, ‘Insert’ or ‘Delete’ are prohibited and will fail validation. Equally, Statements separated by a semi-colon will also fail validation. Once the file is created you can export the data to a nominated file folder on the system’s network or to a local machine.

  The System Administrator has to nominate which Users or User Groups may initiate the Query.

  The SQL Mail Merge dialog is opened when you click on the SQL Mail Merge button in various areas of the system, such as Person Details and Student Details. 

  Clicking the button opens the  SQL Mail Merge dialog, with the name of the User and the area where the SQL has been defined. Use the Looking For field to find the Query. Highlight a record and click Preview (you may need to use the scroll bar to view all of the columns). Clicking Export opens the Save Output As dialog, enter a File Name and Save (SQL can only be saved as a .CSV file).
  
  

Attainment Projects Calendar Year

• UpdateUpdate

  Key Stage 1 (KS1), Early Years Foundation Stage Profile (EYFSP) and Phonics (PHO) data collections require yearly updates to some of the tables. These tables need to be updated with the latest details to run the KS1, EYFSP and PHO returns.

  After the Auto Update routine has been run, the respective tables will be updated with yearly changes. If there are no changes, apart from the yearly changes from the DfE for the statutory returns, the tables for each return, or all of the returns, can be upgraded automatically without upgrading the whole system.

  Permissions for the Attainment Projects Calendar Year panel are set up via Tools | Permissions | User Group Processes | Main Business Process – Administration | Attainment Projects Calendar Year Update.

  The following permissions are granted via Tools | Permissions | User Group Permissions | Permissions Editor | All Secured Services | KeyStageManageService:

  • Get attainment yearly update
  • Update attainment year
  • Delete attainment quest year log

  The update process is accessed via Tools | Administration | Attainment Projects Calendar Year Update; this displays the Attainment Projects Calendar Year Summary page.

  The Attainment Projects Calendar Year Update process is only available for Locale 1.

• Business RulesBusiness Rules

  The following business rules apply to this routine:

  1. The Run button is only enabled when one of the Assessment Stages is selected.
  2. Before running this automated routine, the latest AMPARK and CTF Translation (CTF_ASPECTS table) files should be imported for the latest Attainment Project Calendar Year.
     • If the Assessment Stage selected is All:
       If the latest aspects for any of the Keystage1, EYFSP and Phonics returns are not found in the CTF_ASPECTS table and the user tries to update the yearly changes for the attainment project table by this routine, One stops updating the yearly changes for the attainment project tables and displays the following task bar error message:

       Attainment project tables yearly update cannot complete; assessment stage aspects not found for the year <Calendar Year>. Please ensure AMPARK and CTF translation files have been loaded.

     • If the Assessment Stage selected is Key Stage 1: 
       If the latest aspects for the Keystage1 returns are not found in the CTF_ASPECTS table and the user tries to update the yearly changes for the attainment project table by this routine, One stops updating the yearly changes for the attainment project tables and displays the following task bar error message:

       Attainment project tables yearly update cannot complete, no Key Stage 1 aspects found for the year . Please ensure AMPARK and CTF translation files have been loaded.

     • If the Assessment Stage selected is EYFSP:
       If the latest aspects for the EYFSP returns are not found in the CTF_ASPECTS table and the user tries to update the yearly changes for the attainment project table by this routine, One stops updating the yearly changes for the attainment project tables and displays the following task bar error message:

       Attainment project tables yearly update cannot complete, no EYFSP aspects found for the year . Please ensure AMPARK and CTF translation files have been loaded.

     • If the Assessment Stage selected is Key Stage 1 – Phonics:
       If the latest aspects for the Phonics returns are not found in CTF_ASPECTS table and the user tries to update the yearly changes for the attainment project table by this routine, One stops updating the yearly changes for the attainment project tables and displays the following task bar error message:

       Attainment project tables yearly update cannot complete, no Phonics aspects found for the year . Please ensure AMPARK and CTF translation files have been loaded.

  3. The Assessment Stage tables can be updated only once by the automated process.
     • If the Assessment Stage selected is All:
       If the Assessment Stage tables for any one of the Assessment Stages is already updated via SQL scripts or the automated process and the user attempts to update the attainment project tables again via this routine, One stops updating the attainment project tables and displays  the following task bar error message:

       One/More Assessment Stage attainment tables yearly update is/are already updated for Attainment Project Calendar Year <Calendar Year>. Please update the assessment stage attainment tables yearly update for each assessment stage individually.

     • If the Assessment Stage selected is All:
       If the Assessment Stage tables for all of the Assessment Stages are already updated via SQL scripts or the automated process and the user attempts to update the attainment project tables again via this routine, One stops updating the attainment project tables and displays the following task bar error message:

       All Assessment Stage attainment tables yearly updates are already updated for Attainment Project Calendar Year <Calendar Year>.

     • If the Assessment Stage selected is Key Stage 1:
       If the Assessment Stage tables for Key Stage 1 are already updated via SQL scripts or the automated process and the user attempts to update the attainment project tables again via this routine, One stops updating the attainment project tables and displays the following task bar error message:

       Please check. All the Key Stage 1 attainment tables are already updated for Attainment Project Calendar Year <Calendar Year>.

     • If the Assessment Stage selected is EYFSP:
       If the Assessment Stage tables for EYFSP are already updated via SQL scripts or the automated process and the user attempts to update the attainment project tables again via this routine, One stops updating the attainment project tables and displays  the following task bar error message:

       Please check. All the EYFSP attainment tables are already updated for Attainment Project Calendar Year.

     • If the Assessment Stage selected is Key Stage 1 – Phonics:
       If the Assessment stage tables for Key Stage 1 - Phonics are already updated via SQL scripts or the automated process and the user attempts to update the attainment project tables again via this routine, One stops updating the attainment project tables and displays the following task bar error message:

       Please check. All the Key Stage 1 – Phonics attainment tables are already updated for Attainment Project Calendar Year <Calendar Year>.

  4. The following tables are updated by this routine:
     • QUEST_YEARS
     • KSM_EXP_SCHOOL_NUMBERS
     • KSM_PSCALE_CHECK
     • KSM_ASPECT_RESULT_VALUE
     • KSM_ASPECT_WEIGHTING
• SummarySummary

  The Attainment Projects Calendar Year Summary page is accessed via Tools | Administration | Attainment Projects Calendar Year Update. This routine updates the tables that are required to run the KS1, EYFSP and PHO returns, with the latest details.

  To update the attainment projects calendar year tables:

  1. Select Tools | Administration | Attainment Projects Calendar Year Update to display the Attainment Projects Calendar Year Summary page.
  2. Click the New button to display the Attainment Projects Calendar Year [New] page. 
     The Attainment Project Calendar Year is pre-populated with the year of the system date and is read-only.
  3. Select an Assessment Stage.
  4. Click the Run button to begin the update process. 

  When the process is complete, one of the following messages displays in the task bar, depending on the Assessment Stage selected:

  All Attainment tables updated successfully.

  Key Stage 1 Attainment tables updated successfully.

  EYFSP Attainment tables updated successfully.

  Phonics Attainment tables updated successfully.

  If One is unable to update any of the tables, an error message displays in the task bar. For more information, see Attainment Projects Calendar Year Update | Attainment Projects Calendar Year Business Rules.

  A Search button is available to search for historical records.

  The Delete button is only enabled for historical records.

Lookups

• Lookup TablesLookup Tables

  The Lookup tables page is accessed via Tools | Administration | Lookups. They are essential for populating fields throughout the system. 

  The Lookup Codes fall into two groups: the first where the codes are applicable only to the local situation and can therefore be solely user-defined and the second in which locally used codes need to be mapped to an external code.

  Specific lookup codes must be defined prior to use, this means that a considerable amount of planning and consultation should be carried out.

  Where there are many Lookup Tables listed the Looking for facility allows you to locate a Lookup Table by entering the first characters of the Table ID or Table Description. The search option is selected from the Search by drop down list. 

  As each Lookup Table is highlighted all Lookup Codes, both Active and Inactive, are displayed in the Lookup Codes panel. Highlighting a lookup code will display details of that code in the Lookup Code Details panel. The functionality on this panel allows you, in many instances, to edit the Description, change the Active flag and add new codes.

  The facility to make codes Inactive allows the System Manager to 'retire' codes which are no longer to be used but are needed for historical purposes. 

  Lookup Tables and Codes cannot be deleted.

• Define a Lookup TableDefine a Lookup Table

  To add a new Lookup Table click the New icon at the top of the Table Description panel. This opens the Lookup Definition (New Lookup Definition) dialog in which you must enter a Table Description and the Lookup Code Width which is a Code with a maximum of up to 6 characters. A unique Table ID will be assigned when the record is saved. User Defined Tables start with 8***. In the Table Description panel locate the new Table and double click on it. This will display a blank Lookup Codes panel labelled with the name of the Lookup Table. 

  The new Lookup Table must then be populated with Lookup Codes.

• Define Lookup CodesDefine Lookup Codes

  To define Lookup Codes click the New icon on the Lookup Code panel and enter a unique Internal Code and DescriptionDescription fields. The system will not allow duplicate codes to be entered for a given Table ID. By default, the Active flag will be checked True. Clicking Save will add the new code to the Lookup Table. Repeat the process to complete your requirements.

  This process can be applied to most Lookup Tables allowing you to customise a lookup to local needs, with the exception of lookups defined by the DfE where the option to “add new” will not be available.

• External CodesExternal Codes

  External Codes are used where the information provided is to be used to complete a DfE return, eg Ethnic Group, or where the software itself needs a prompt for certain activities. In these cases the user will decide on the codes and descriptions to be used to reflect the local situation and then decide how they should be mapped to the appropriate external code. This code cannot be altered.

  When a lookup table requires external mapping codes an additional field is available on the Lookup Code Details panel to select and display the mapping code.

• Use LookupsUse Lookups

  Lookup Codes are used to populate fields throughout the One system and are listed in alphabetical or numerical order. When a code is selected to populate a field and the record is saved, the selected code will then be displayed at the top of the list with other codes following is alpha order. If another code is selected and the record is saved the new code will assume the top position. 

  If a new code is selected and you move to a different panel and realise that the earlier change is incorrect, the previously saved code will still be at the top of the lookup allowing you to reselect it eliminating the risk of error.

UDF Management

• OverviewOverview

  The purpose of the UDF Management is to be able to add extra fields to accommodate data items that the system, as supplied, does not store. When defined they are stored in a series of UDF TablesUDF Tables. These fields are referred to as User Defined Fields (UDFs). They can be displayed in any data panel of your choice in various focuses.

  Existing UDFs in the v3 system are included in the migration to v4. Where UDFs exist they are displayed in a data panel specifically for UDFs in the appropriate focus. If necessary these can subsequently be reorganised and moved to a related data panel. If UDFs do not exist, a user with access to this functionality can add and locate them in the required focus and panel where this functionality is supported.

  UDFs are added on the UDF Manager page via Tools | Administration. They can be applied to all records for an entity or they can be added to an entity record, e.g. Student Details for <student name>, accessed via the relevant Focus menu. 

  UDFs are synced between the person and student records, so if a UDF is added to a person record and saved, it is displayed on the student record for that person. Users cannot disable these UDFs.

  If the entity which contains UDFs is included in a system Audit Trail, UDFs will be supported.

• UDF ManagerUDF Manager

  The UDF Manager can be accessed in two ways: by clicking the UDF Manager icon located at the top of the Entity page, eg Student Details for <student name>, or via the Tools | Administration | UDF Management menu.

  The UDF Manager is a vertically split page showing a) the Entity Selector and UDF List and b) the Entity Details with the UDFs added to the final panel. A Search mechanism is located top right of the page. This enables you to enter characters of a Field Name; all matching fields are highlighted in purple.

  For convenience, a dynamic view will be created for each migrated V3 table. The view name will be VIEW_UDF_{V3_Table_Name}. For example, the BASES table will have a dynamic view as VIEW_UDF_BASES. For reporting purposes, a new UDF may be included in the view by clicking the Compile View icon.The name of the View is displayed in the Status Bar at the foot of the page.

• Entity Selector PanelEntity Selector Panel

  From the Tools menu: This side of the page enables you to select the Entity to which you want to add the UDF. UDFs added this way are applied to all records for that Entity. Clicking the drop-down arrow will display a list of entities which are available. When selected, the UDF List is populated with any existing UDFs, both new and migrated. At the same time the Entity Details panel on the right of the page is populated with details related to the selected Entity, these are displayed in the number order in which they appear on screen.

  From an Entity page: the Entity Selector automatically shows that Entity and UDFs; you cannot change it. 

  UDF List: As a UDF can only be used in one location, once it has been included using drag and drop functionality in an Entity it will be greyed out in the list. Available UDFs are displayed in red print. 

  The following function icons are only enabled if you have been assigned appropriate permissions.

  To create a UDF click the Add icon, this opens the UDF Definition panel enabling you to enter details. Once defined, the UDF is then available to add a UDF to a selected entity.

  Clicking the Edit icon also opens the UDF Definition panel; this facility only allows you to change the UDF Description. Once saved, the database is updated and the Field Name and attributes cannot be edited.

  The Remove icon is disabled until a UDF is selected. On click, the UDF Definition panel is opened and a warning message is displayed informing you that if you continue, the UDF and values stored will be deleted from the database. If you choose to continue, the UDF will be removed from the list and the data will be deleted.

• Entity Details PanelEntity Details Panel

  There are two tabs to the Entity Details panel, Design which is the default tab and Preview. 

  The Design tab lists details of the selected Entity in treeview style, displayed in numerical the number order of the panels of the entity order. UDFs are shown in red text.

  The Preview tab enables you to see how a UDF will be displayed on the Entity page in a real scenario, although all panels may not be displayed in full.

  From the Tools menu: this tab is populated when an entity is selected.

  From an Entity page: this tab is automatically populated with details of the entity from which it was opened, eg Student Details for <student name>.

  A Search facility enables you to search fields by entering a few characters or full words. It is located at the top of the page. By default, all matched fields are displayed in Purple. If a matched field is a UDF, it will be displayed in Brown.

  If the entity which contains UDFs, is included in a system Audit Trail, UDFs will be supported.

• Add a UDF to an EntityAdd a UDF to an Entity

  The design of the UDF Manager enables you to include a UDF in an entity using the 'drag and drop' functionality.

  Click on the UDF in the UDF List panel and drag it to the required location on the Entity Design tab. The UDF is then shown in rd text text.

  For convenience, a dynamic view will be created for each migrated V3 table. The view name will be VIEW_UDF_{V3_Table_Name}. For example, the BASES table will have a dynamic view as VIEW_UDF_BASES. For reporting purposes, a new UDF may be included in the view by clicking the Compile View icon. The name of the View will be displayed in the Status Bar at the foot of the page.

  A UDF cannot be used in more than one location.

  When the UDF Manager functionality is opened directly from an Entity page, selecting the Preview tab enables you to view the UDF as it will be shown in a real scenario. 

  The Preview functionality is available via the Tools menu.

• UDF DefinitionUDF Definition

  This dialog is opened by clicking the Add or Edit icon on the UDF List panel. Defining the Field Name and Field Label are mandatory attributes for the UDF.

  • Field Name
    This is a unique code name by which the field is known in the database. When the UDF is saved, the field is added to the UDF table with a prefix of 'U_' to identify the field from those UDFs which are supplied at the time of installation. The Field Name cannot contain spaces or exceed 30 characters. The characters are automatically changed to UPPER CASE.
  • Field Label
    This is the description that is displayed on screen. You can enter up to 50 characters. The description may include an indication of the type of entry that is expected, e.g. FSM? (T/F), which indicates that the UDF is a logical field and displays as a check box.

  Other attributes which may be applied to the UDF are:

  • Multi Line
    The Multi Line check box is only enabled for UDFs with a Data Type of Text. Selecting the check box makes the Default Value field scrollable, enabling you to enter multiple lines of text.
  • Data Type
    There are five Data Type options:
    • Text – Selecting Text enables you to enter letters, numerals and symbols up to 250 characters into the Default Value field. It is the only field that can be used in conjuction with the Multi Line check box.
    • Number – Selecting Number only allows numerals to be entered into the Default Value field. The Default Value is dependent on the Length field; so if the Length is set to 10, then the Default Value can only be a number up to 10 digits. Selecting Number activates the Precision field, which enables you to set the number of decimal places.
    • Date – selecting Date defines the field to accept dates entered in the format of DD/MM/YYYY. A Default Value is only required if you wish to set a particular date as a default date.
    • Logical – This field displays in the form of a check box. It accepts a T (true) or F (false) response. The Length is set to 1.
    • Lookup – Selecting Lookup displays the field in the form of a browse, which is linked to an existing Lookup Table.
  • Length
    This field defines the number of characters allowed for each of the 5 data types. The following data types have set default lengths: Date = 10, Logical = 1, Lookup = 6. Number is user defined, up to a maximum of 18 digits. Text is user defined, up to a maximum of 250 characters.The Length also includes the decimal point and decimal places set up in Precision.
  • Precision
    This option is only available for the Data Type of Number. It is used to record the number of decimal places to be stored in a field. The decimal point and the decimal places are included in the Length field.
  • Lookup
    Selecting Lookup enables you to select a Lookup Table to which you wish to link your new field. The field displays as a dropdown from which you can select  a user code and description from the relevant lookup.
  • Enable Journaling
    Selecting the Enable Journaling check box makes the UDF available for auditing. The check box cannot be left blank.

  If the UDF Definition panel is opened by clicking the Remove icon, a warning message will be displayed informing you that if you continue by clicking the Delete icon on the panel all data assigned to this UDF will be deleted and cannot be restored.

Attendance

• Attendance OverviewAttendance Overview

  A separate licence is required to use Attendance.

  Schools must be open for 380 sessions a year, which is the equivalent of 190 days. At the start of each morning and afternoon session the school must take the Attendance Register which must show whether each pupil is:

  • Present
  • Attending Approved Education Activity
  • Absent

  Attendance data is required to be returned for every school in England, which should cover School level and Pupil level data. The census covers Nursery, Primary, Secondary, Special Schools and Pupil Referral Units within England.
  Collection dates are in January, May and October.

  All mainstream secondary schools in Wales are required to provide pupil level attendance data in June.
  All mainstream primary schools in Wales are required to provide pupil level attendance data in September.F

  If an absent pupil is of compulsory age, the register must show whether or not the school has authorised the absence. Schools use a series of codes to record both the reason for the absence and whether it is authorised. This information helps them to provide timely support to pupils and tackle any emerging issues.

  Attendance provides the facility to view Schools Attendance data:

  • Detailed Student level Attendance information is imported via B2B: Student and XML Data Exchange
  • Detailed and Summary Student Attendance information is imported via CTF
  • Summary level Student Attendance information is imported via School Census

  Attendance enables you to maintain the default set of Attendance Codes specified by the DfEDfE and WGWG for things such as the StatisticalStatistical and PhysicalPhysical Meaning of Attendance Codes.

  Attendance Codes are not used in analysis but are required to aid in reporting on discrepancies in Attendance data in accordance with the standard set of codes defined by the DfE for England and WG for Wales. Attendance data is used to generate statistical analyses of attendance levels in schools and Local Authorities. The data is used to generate performance indicators at local authority level.

  A number of Standard Reports are available.

  Users are able to manage and maintain Attendance Period definitions for each Academic Year. This enables the Local Authority to define their half term periodshalf term periods for an academic year, which are then used when Attendance data is aggregated.

  It enables the aggregation of Pupil level Attendance information to a Schools level of Attendance data to be managed and subsequent data made available.

  Alerts can be set up to notify the Caseworker, when a Subject within an Attendance CSS Involvement, or a Legal Actions Involvement, is recorded as being absent from School in either the morning or afternoon session.

  To manage Attendance information Periods need to be defined via Tools | Administration | Period DefinitionPeriod Definition. This displays the Period Definition Enquiry panel.

  The Attendance Codes imported from individual bases are used by Welsh locales. These codes are stored in the ATTENDANCE_SUMMARY table against the Base_ID from where the codes are imported.

• Period Definition EnquiryPeriod Definition Enquiry

  The Period Definition Enquiry is opened via Tools | Administration | Period DefinitionPeriod Definition. It enables you to search for existing Periods.

  To find the required Period enter a full or partial Period Description or select an Academic Year.Academic Year. 

  Clicking the Search button returns a list of Periods matching the selection criteria. The browse can be ordered by clicking a column headercolumn header.  

  You may expand or collapse a panel by clicking the Expand/Collapse buttonbutton. 

  Click the Next and Previous buttons to move to a different record.

  Double click on a record or highlight a record and click either the Open button (shows details below the Enquiry panel) or the Open in New Window button to view the Period Definition details.

  Click the Delete button to remove a Period Definition. The following message displays:

              Are you sure you want to delete this Period Definition?

  It is only possible to delete the highest period record in a given Academic Year.

  To add a new Period, click the New button. This displays the Period Definition panel.

• Period DefinitionPeriod Definition

  The period Definition panel is opened via Tools | Administration | Attendance | Period Definition | Period Definition Enquiry  this path may be different if the Menu has been customised and opening an existing Period or clicking the New button.

  Periods must be defined for all half terms in each Academic Year which must be uniquely identified. Each Period must be inclusive of the defined Start and End Date. One validates and ensures that Period definitions do not overlap or have any gaps in the dates. All fields are mandatory.

  Select an Academic Year and a Period. Select a Start Date and End Date and enter a Period Description. Save the record.

  One validates the Period Definitions to ensure that they do not overlap. A message is displayed at the bottom of the screen if the validation fails.

  Validation Messages for Period Definitions

  There are a number of reasons why a Period cannot be saved:

  • Start Date overlaps with a previous Period
  • End date overlaps with a future Period
  • This period is not in sequence for this Academic Year
  • Month difference between Start Date and End Date should not be more than 12 months
  • End Date should be greater than Start Date

  
  

  The Wizard button is available, but as there is only one panel the Previous or Next buttons are greyed out

• Default Attendance CodesDefault Attendance Codes

  The list of Default Attendance Codes is opened via Tools | Administration | Attendance | Attendance Code DefinitionAttendance Code Definition.  

  It lists the Attendance Codes as set by the DfEDfE and WGWG. The browse can be ordered by clicking a column headercolumn header.  

  Click the Next and Previous buttons to move to a different record.

  Double click on a record or highlight a record and click the Open in New Window button to view the Attendance Code Definition.

  Attendance Codes are set by the DfE and the WG and therefore cannot be deleted or new ones created.

• Attendance Code DefinitionAttendance Code Definition

  The Attendance Code Definition is opened via Tools | Administration | Attendance | Attendance Code Definition | Default Attendance Codes. Highlight a code and the details appear below or click the Open in New Window button.

  England

  The default Attendance Codes are used during analysis for locale 1 (England).

  Code	A read-only default Attendance Code as set by the DfE
  Description	A free text field up to 200 characters
  Statistical Meaning	Use the drop-down arrow to select from: Present Authorised Absence Unauthorised Absence Approved Educational Activity No Mark Attendance Not Required Do Not Use
  Physical Meaning	Use the drop-down arrow to select from: In for Whole Session Out for Whole Session Late for Session No Mark Do Not Use

  You can make changes to the Description, Statistical Meaning and Physical Meaning. Save any changes.

  Wales

  For locale 2 (Wales) the Welsh Government (WG) has implemented new processes to facilitate the electronic collection of attendance data. This improves the recording of, access to and use of attendance data as a management tool in schools and Local Authorities.

  The recommended codes are grouped under the following 5 statistical categories:

  • Present
  • Approved educational activity (treated as present)
  • Authorised absence
  • Unauthorised absence
  • Not required to attend

  The Wizard button is available, but as there is only one panel the Previous or Next buttons are greyed out

• Attendance Codes – EnglandAttendance Codes – England

  The symbols / codes are the Attendance Codes for England as set by the DfEDfE. They are used to indicate Attendance or type of Absence, with Statistical and Physical meanings. The Statistical meaning is used to group Attendance marks for reporting purposes.

  Schools have the ability to change any or all of the Description, Statistical Meaning or Physical Meaning for all Attendance Codes.

  The details of the Student’s Attendance data is displayed under the following headings:

  • Attendance Summary
  • Attendance Marks
  • Attendance Session Percentage
  • Attendance Summary Chart
• Aggregate (Attendance)Aggregate (Attendance)

  When Attendance data is imported from schools the data needs to be aggregated. The Aggregation routine is used to bring together Pupil level attendance data to a School’s level of data.

  The Aggregation panel enables you to manually run the Aggregation Process or re-aggregate data from previous Academic Years. The date the Aggregation routine is run is stored in the database against each School included in the Aggregation.

  The Attendance Aggregation routine is accessed via Tools | Administration | Attendance | Attendance AggregationAttendance Aggregation. This displays the Attendance Aggregation Details panel.

• Attendance AggregationAttendance Aggregation

  The Attendance Aggregation routine can be run immediately or can be scheduled for a later date.

  To process the data:

  • select an Academic Year from the drop-down list
  • check the boxes for the required Period/s
  • Click the Add/Edit button to display the Base Selector

  All fields are mandatory. If a field has not been selected the following message displays:

  Please select Academic Year, Period and Base(s) for Aggregating Attendance

  Schools can be removed from the list by clicking the Remove button.

• Aggregate ImmediateAggregate Immediate

  To aggregate the data immediately click on the Aggregate Immediate button; the following message displays:

  Are you sure you wish to aggregate attendance data for the selected base(s)?

  Clicking Yes starts the aggregation process:

  Aggregation Process Initiated.
  Please check Workflow Messages for monitoring the progress.

  A separate Workflow Message is produced for each Period. Any errors in the Aggregation process appear as a Workflow Message on the Home page.

  On the Home page, click the Refresh button to display the latest aggregation.

  A message at the bottom of the screen confirms how many records have been found.

• Aggregate ScheduleAggregate Schedule

  Data can be aggregated at a later date by clicking the Aggregate Schedule button. This displays the Scheduling window.

  The date and time that the schedule was Last Run is displayed and cannot be edited. Select a Next Run Date from the drop-down calendar and enter a time. Enter the number of times to run the schedule in Repeat Interval and select a Repeat UnitRepeat Unit. 

  Click the Schedule button to return to the Aggregation Details. A message, at the bottom of the screen, informs you:

  Schedule Parameters saved successfully.

  The Aggregation process runs at the scheduled time. Refresh the Home Page | My Workflow Messages to display the latest aggregation results.

  A separate Workflow Message is produced for each Period.

  Any errors in the Aggregation process\appears as a Workflow Message.

• Base SelectorBase Selector

  Base Selector (Aggregate Attendance)
  

  The Attendance Base displays the student’s Registered Base. Although this is the student’s Registered Base it does not mean that data is available for the period between the two given dates.

  The Base Selector for Attendance enables you to search for Bases which contain Attendance data. The Date fields may also be changed to reflect the Period for which you wish to view Attendance data.

  Use the Base Enquiry to search for a Base using one or more of the fieldsfields. Clicking the Search button returns a list of Attendance Bases matching the selection criteria. The browse can be ordered by clicking a column headercolumn header. 

  You may expand or collapse a panel by clicking the Expand/Collapse buttonbutton. 

  Alternatively you can use the Looking For window to enter the initial and/or following characters and select a heading to Search bySearch by.  

  When the list is populated select the check the boxes for the required bases and click the Select button It is possible to Select All or Deselect All.

  This returns you to the Attendance Aggregation Details and the browse is populated with the Bases from which to process Attendance data.

  Base Selector (Student’s Attendance)

  The Base Selector on the Student’s Attendance displays the Student’s Registered Base. Although this is the student’s Registered Base it does not mean that data is available for the period between the two given dates. 

  If a student has Attendance data against more than one school they are listed here.

  Clicking the plus sign expands the tree to display additional Academic Years. Double-click or highlight the required year and click the Select button.

• Alerts (Attendance)Alerts (Attendance)

  Alerts in Attendance are set up differently to those set up via Tools | Administration | Alerts.

  One alerts the user, who is identified as a Caseworker, to notify them when a Subject within an Attendance CSS Involvement (configurable within the Application.ini file), or a Legal Actions Involvement, is recorded as being absent from School in either the morning or afternoon session.

  The Alert is fully configurable and can be setup to run twice a day, once for the AM Session and again for the PM Session, for specific Involvement reasons and only where the ‘Statistical Meaning’ for the Attendance Mark is ‘U’ = ‘Unauthorised Absence’.

  The frequency for when the Alert is triggered along with the details stated above are all set within the ‘Application.ini’ file stored on the ‘Application Server’.

  For full setup instructions please refer to the ‘Technical Guide – Configuring Attendance Alert’ document on the One Publications website.

  A Workflow Message is sent to the Caseworker to enable them to select and view the Involvement record directly, in turn this enables them to take further action i.e. Record the absence with a follow up call to the Parent to see why the student is absent.

  Changes can to be made to:

  • ScheduledTasks.xml – NextRunDate/StartHours/RepeatInst
  • Application.ini – content of message (Records show (nnn) has been absent from school on (dd/mm/yy)

  The effectiveness of the alert depends on whether there are daily imports of Attendance information from Schools in the form of B2B-Student Attendance files.

• Standard Reports (Attendance)Standard Reports (Attendance)

  A number of Standard Reports are maintained for Attendance. They are included within the Reports Server Installation and deployed to the Attendance Folder.

  Permission must be granted to run the reports via Tools | Permissions | Report Permissions.

  • att1 – attendance summary cohort.rpt
    This provides an aggregated attendance summary for a group of students.
    Parameters are:  NCY or School Number act as filters - if you leave them as the defaults, all students will be included.
    • Start Date
    • End Date
    • NCY (optional)
    • School Number (optional)
  • att1 – attendance summary individual.rpt
    This reproduces details of the attendance summary screen for a selected student, and should be set up to run as a quick report on student basic details.
    Additional parameters are: Start Date and End Date.
  • att2 – registration certificate cohort.rpt
    This provides a registration certificate for each child in a cohort.
    Parameters are: NCY or School Number act as filters - if you leave them as the defaults, all students will be included.
    • Start Date
    • End Date
    • NCY (optional)
    • School Number (optional)
  • att2 – registration certificate individual.rpt
    This provides a registration certificate for a selected child, and should be set up to run as a quick report from student basic details.
    Additional parameters are: Start Date and End Date.
  • att3 – percent count.rpt
    This can be used to list children falling below a threshold level of attendance, for example children with less than 90% attendance.
    Parameters are:
    • Start Date
    • End Date
    • NCY (optional) - If you don’t provide this, all NCYs will be processed. 
    • School Number (optional) - If you don’t provide this, all schools will be processed.
    • Operator - defaults to “less than” and works in conjunction with the Percentage parameter. Other options are available on a drop-down and include “more than”. Percentage - threshold percentage attendance level e.g. 90. 
    • List Children - defaults to Yes
  • Att4 – sessions count.rpt
    Enables you to pick a code and find all children with more than a given number of sessions with this code. For example, you could use it to identify children who have missed more than 10 sessions for medical reasons (code M).
    Parameters are:
    • Start Date
    • End Date
    • NCY (optional) - If you don’t provide this, all NCYs will be processed.
    • School Number (optional) - If you don’t provide this, all schools will be processed. Pick Attendance Code - for example, M. Lists all valid codes and defaults to '/'. Comparison Type - defaults to “less than” and works in conjunction with the Number of Sessions parameter; other options are available on a drop-down and include “more than”.
    • No of Sessions - threshold number of sessions e.g. 10
    • Display Student Names - defaults to Yes, and then shows details of children as well as total counts. If you select No, only shows total counts.
  •  att5 – excel summary.rpt
    Permits data to be output into Excel for further analysis. For each school, you will get a grid of NCYs and Marks, showing the number of sessions recorded for each mark and NCY. A summary of attendance is also provided.
    Parameters are:
    • Start Date
    • End Date
      
    • School Number. By default, all schools are selected but you can choose an individual school.
• Report PermissionsReport Permissions

  Permissions to run the system generated reports are granted via Tools | Permissions | Report PermissionsReport Permissions. This opens the Report Permissions window which is divided into two panels showing the Report Definition Repository and information about Groups and Users.

  Groups

  Click on the Search button to view all groups. To locate a particular group enter the initial letters and click the Search button. This will list the Group Name, Group Description and No. of Users and a tick  or a cross indicates whether permissions have been granted, or not, for a set of reports. The browse can be ordered by clicking a column header.

  Users

  To view the list of users associated with a particular group highlight the group and click on the View Users button or double click on the Group Name.

Role Manager

• Role ManagerRole Manager

  The Role Manager functionality is accessed in the v4 Client via Tools | Administration | Role Manager. 

  Roles are used throughout One to enable specific people to be available for selection when populating relevant fields, e.g. SEN Assessment Officer.

  This functionality enables you to add roles to the list of seeded roles and assign people to those roles. 

  When the Role Manager option is selected, the Role Search page is displayed populated with Role Codes and a Details panel enabling you to preview details of each code.

• Assign People to a RoleAssign People to a Role

  To assign a person to a selected role:

  1. In the v4 Client, select Tools | Administration | Role Manager to display the Role Manager page.
  2. On the Role Search browse, select a record to display the Role Details page.
  3. Click the People icon to display the Role Manager [<Role>] page.
  4. On the People Assigned To Role panel, click the Add button to display the Person Enquiry page to add people to the selected role.
  5. Click the Save button on the Role Manager [<Role>] page.
• Role SearchRole Search

  To search for a role:

  1. In the v4 Client, select Tools | Administration | Role Manager to display the Role Manager page.
  2. On the Role Search panel enter a full or partial code in the Description box and click the Search button to display the browse list of roles, under the headings: Code, Description, Remarks, System Defined, Used in SEN, Used in EPM and Used in Professional Portal.
  3. Double click a record or select Open in New Window to display the Role Details page. The Role Details panel enables you to preview details of each role. 
• Add a RoleAdd a Role

  To add a new role to the role table:

  1. In the v4 Client, select Tools | Administration | Role Manager to display the Role Manager page.
  2. Click the New button to display the Role Details page.
  3. Enter a unique Code, up to six characters.
  4. Enter a Description, up to thirty characters.
  5. Enter any additional Remarks, up to thirty characters.
  6. If required, select the System Defined? check box.
     When checked, this box indicates that the highlighted role code is system defined and cannot be deleted. If a role is user defined and saved with this box checked, it too cannot be deleted.
     Defining a role with this box unchecked enables the role to be deleted after first removing any associated people.
  7. If required, select the Used in SEN? check box.
     This check box is used to enable the roles to be filtered for SEN. Any role may be flagged for SEN use.
  8. If required, select the Used in EPM? check box.
     This check box is used to enable the roles to be filtered for EPM.
  9. If required, select the Used in Professional Portal? check box.
     This check box is used to enable the roles to be filtered for the Professional Portal.
  10. Click the Save button.
• Edit Role DetailsEdit Role Details

  To edit role details:

  1. In the v4 Client, select Tools | Administration | Role Manager to display the Role Manager page.
  2. On the Role Search browse, select a record to display the Role Details page.
  3. Make the required changes to the fields. The Code cannot be changed. System Defined? cannot be changed.

Scheduled Task

• Scheduled Tasks IntroductionScheduled Tasks Introduction

  This functionality is accessed via Tools | Administration | Schedule Task and is provided to allow Local Authorities to manage their Scheduled Tasks within the v4 system. It allows those who have load balanced servers to be able to maintain their Scheduled Tasks and still enable you to see the changes regardless of the current application server they are logged on to. This is done with the use of the Refresh URL functionality on the Schedule Task page.

  Importing Scheduled Tasks managed through the Scheduled Tasks.xml file is carried out by System Administration using the Import ScheduleTask.xml facility via the CCS Enterprise Server Configuration Utility.

  Once the Scheduled Tasks have been imported they can then be managed using the Tools | Administration | Schedule Task functionality. Any Alerts that have been set against a Scheduled Task will also be included in the import process.

  The Import ScheduleTask.xml process must be completed prior to new Scheduled Tasks being created.

  When this area is opened the Schedule Task search page is opened.

• Scheduled Tasks SearchScheduled Tasks Search

  The Schedule Task Search page provides fields in which to enter or select search criteria. A search may be made on Task NameTask Name and/or filter by Enabled and Current Application Server. Alternatively, leave the search criteria fields empty and click Search. This will return a list of all Scheduled Tasks.

  Entering search criteria and clicking Search will return a list of Scheduled Tasks matching the criteria. Details of each Scheduled Tasks can be seen in the lower panel by selecting the Open icon, you can then use the Previous and Next icons to move to the previous or next item.

  You may expand or collapse the Enquiry Search Criteria panel by clicking the Expand 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.

  Double clicking on an item in the list or clicking Open in New Window will open the details page in a new scrollable window. In all cases a Wizard is available allowing you to move through panel by panel using Previous (Alt + <) or Next (Alt + >) instead of scrolling, (Ctrl+Alt+>/Ctrl+Alt+< will take you to the last or first panel respectively). To return to a scrollable form click the Wizard icon again. Clicking Finish will save the record.

  Selecting a Scheduled Task opens the Scheduled Task definition page. To add a new Service click the New icon. This will display a blank page in which to enter new details.

• Schedule Task
  A Scheduled Task record must have a Name and Logging Level. It comprises five panels: General, Trigger, Actions, Next 10 scheduled date time and History.
  • GeneralGeneral

    The General panel displays the basic details which includes the Scheduled Task name and Description, as well as details on who created and last updated the Scheduled Task. There is also the ability to set a Logging Level, whether or not the task is Enabled or disabled and also the ability to manage tasks if more than one task is set to run at the same time. 

    If the Enabled check box is set to True, then the Scheduled Task will be enabled and will run as planned. If the Enabled check box is set to False, then the scheduled tasks will not run.

    The Author Name is system generated and shows the name of the user who created the Scheduled Task. The Created On date is the date and time the Scheduled Task was created, not the time of when the first scheduled task is due to be run.

    If the Scheduled Task is updated at any time then the user who updated it will appear in the Updated By column, along with the time they updated it in the Last Updated column.

    Also on the General panel is a dropdown called 'If the task is already running, then the following rules apply'. Select from one of two options: 

    • Do not start a new instance - If there is a repetition of Triggers set for the Scheduled Task and there is a possibility of them overlapping, then this will run the first Trigger to be picked up and none of the others.
    • Queue a new instance - If there is a repetition of Triggers set for the Scheduled Task and there is a possibility of them overlapping, then when the first Trigger has been completed, the second one will begin and so on.

    This is defaulted to ‘Do not start a new instance’, but can be changed by using the drop down to select ‘Queue a new instance’.

    In the unlikely scenario that the queued Trigger ends up running at the same time as a Scheduled Trigger, then the Scheduled Trigger will queue and wait for the original queued Trigger to complete. Once complete the Scheduled Trigger will run.

    Logging Level: When a Scheduled Task has been run, then there are certain messages which are brought back and displayed within the History panel. The messages are notifications as to whether or not the Scheduled Task was successful. There are four message types which provide you with various pieces of information on the Scheduled Task after it has been run. These types are Error, Warning, Information, and Detailed.

    The Logging Level dropdown enables you to select which type of message they are interested in bringing back and displaying in the History panel. The following options are available:

    • If Error is chosen, then the following message types will be displayed – Error, Warning, Information and Detailed
    • If Warning is selected, then Warning, Information and Detailed messages will be displayed
    • If Information is selected, then Information and Detailed messages will appear
    • If Detailed is selected, then only the Detailed messages will be displayed

    The Refresh URL button enables you to create a new Scheduled Task or make changes to existing Scheduled Tasks which are not currently located on the Application Server you are logged on to.

    The 'Refresh URL' button will appear disabled if there is only one Application Server being used.

    Example: A user is logged on to app_server_1 and accesses a Scheduled Task which is logged on app_server_2. The Refresh URL button will be active. When you clicks the Refresh URL button a validation message will be displayed,

     “To avoid the task running on multiple servers, it is advised to refresh URL from the same server on which it was created. Are you sure you want to refresh the URL to current server?”.

    If changes are then made to the Scheduled Task and saved, then these will be saved to app_server_2. The details of the Application Server the Scheduled Task is now on can be seen in the Application Server URL field.

  • TriggersTriggers

    The Triggers panel is where the details of the Scheduled Task can be set. 

    To set a Trigger click the Add icon. This opens Trigger: One Time dialog allowing you to set when and how often the Scheduled Task is to be run, based on five different time specifications, One Time, Daily, Weekly, Monthly and Monthly Days of the Week. 

    These time specifications all have the option to repeat the task every minute, hour or day for a maximum of 31 days. This can also span over a duration of minutes, hours and days, the maximum amount of days being 366. However, if the For a Duration of box in the Advanced Settings section is left blank, then on saving the Scheduled Task, this will display as ‘Indefinitely’. 

    The Expire date for the Scheduled Task can be manually modified but it will default to a year in advance from when the Scheduled Task was set.

    If the Scheduled Task is set to Enabled then it will be available to run. If the Enabled box is not checked then the Scheduled Task will not run.

    The time validation can be set as seconds, secs, s, minutes, mins, m, hours, hrs, h, day, days and d.

    How to set Triggers

    One Time Trigger

    The One Time Trigger will enables you to set a one off Scheduled Task which doesn’t occur on a regular basis. The Advanced Settings panel will be available for you to set a repetition for a duration of time with an Expiry date as it is for all time specifications. However, this One Time Trigger gives you the option to just run the Scheduled Task once so that Scheduled Tasks aren’t just set to run over a set period of time.

    When Scheduled Tasks are set, then a summary of the task will appear as a summary at the bottom of the Triggers panel. This summary will also appear in the Triggers column in the Scheduled Task search screen when searching for the Scheduled Tasks.

    Daily Trigger

    The Daily Trigger option enables you to Schedule a Trigger to run either every day, or on certain days, either once, or multiple times. When the Daily option has been selected then the Recur every ‘x’ Days option will be available. This will enable you to set the scheduled task over to re-occur over a number of days.

    The Advanced Settings panel is also available to add the Expire date and to determine whether or not the task needs repeating over a duration of time.

    Weekly Trigger

    The Weekly Trigger option enables you to schedule a Trigger to run on certain days of the week, either once, or multiple times. When the Weekly Trigger option is selected then the Recur every ‘x’ weeks on: option will be available as will the Day of the Week section. In here you can determine which days of the week the scheduled task will run.

    The Advanced Settings panel is also available to add the Expire date and to determine whether or not the task needs repeating over a duration of time.

    Monthly Trigger

    The Monthly Trigger enables you to set a Scheduled Task to run on a particular or multiple days of a month for a particular or multiple months of the year. The Months section will become available where you can select one or multiple months. The Days section will also be available where you can select one or multiple days of the month.

    The Advanced Settings panel is also available to add the Expire date and to determine whether or not the task needs repeating over a duration of time.

    Monthly Day of Week Trigger

    The Monthly Day of Week Trigger enables you to run a Scheduled Task on a specific day in a week for a specific month or multiple months. This functionality enables you to set a Trigger for anywhere from the first week to the last week of the month. This can be set on a specific day in that week, e.g. I want a trigger to run on the third Friday of every month.

    The Months, nth Day of the Week for the Month and Days of the Week sections will become active. There is no option for the monthly days of the week Trigger to re-occur.

    The Advanced Settings panel is also available to add the Expire date and to determine whether or not the task needs repeating over a duration of time.

  • ActionsActions

    To set an Action click the  Add icon. This opens the Action dialog.

    The Actions which can be set for Scheduled Tasks can be selected from the drop-down list on the Action dialog. These are:

    • A&T Emails
    • Early Years Feedback Messages
    • ECAF Auto Messages
    • Email Queue Processor
    • ICSF Hazard Flags
    • Absentees Inv Flags
    • School History
    • Alerts
    • Alert Outcomes
    • Delete expired alert messages
    • Do nothing

    It is not possible to have the same Action appear more than once on a Scheduled Task. However, it is possible to have multiple different Actions set for the same Scheduled Task.

    It is advisable not to modify any existing A&T email Scheduled Tasks or create any new A&T email Scheduled Tasks without referring to One for approval.

    Attendance Aggregation

    When setting the Action to Attendance Aggregation then you will be presented with a Parameters button. This opens the Parameters dialog and enables you to set the Attendance Aggregation details.

    This data is currently available via Tools | Administration | Attendance | Attendance Aggregation.

    If the Aggregate Immediate option is run from here then this will not have an effect on any Attendance Aggregation Scheduled Tasks. These Scheduled Tasks will continue to run at their scheduled time.

  • Next 10 Scheduled Date TimeNext 10 Scheduled Date Time

    The Next 10 Scheduled Date Time panel will display the next 10 Scheduled Task Date and Times for the Trigger set on the Scheduled Task. Once the next Scheduled Task has been run, then the first Scheduled Task outside of the ten due to run will now appear in the panel.

  • HistoryHistory

    Entries in the History panel is system generated and lists all changes to Scheduled Tasks. The data displayed are Type (such as Triggers or Actions), Date, Message and User.

• Scheduled Task HistoryScheduled Task History

  The Scheduled Task History panel displays details of the messages and details for all Scheduled Tasks that have been run. The Scheduled Task History is accessed via the Links menu and can be accessed to display any messages which are specific to the Scheduled Task or the Scheduler itself. When on the Summary screen of Scheduled Tasks, if the user clicks in the Task Name box and leaves it blank and then accesses the Scheduled Task History link, any messages which refer to the actual Scheduler will be displayed.

  When accessing the Scheduled Task History via an open Scheduled Task, then any messages and details relate to just that Scheduled Task. The history information can be searched on by using Date Range search criteria and/or the Message Type. There are four message types to choose from – Error, Warning, Information and Detailed, e.g. if Information is selected then only the Information messages will be returned. These are the same messages that appear in the History panel on the main Scheduled Task screen.

  If the Message Type of Not Specified is chosen, then this will return all Message Types related to that Scheduled Task.

  Scheduled Task History can also be maintained by deleting any messages that are no longer needed. This is permanent.

  When creating a new Scheduled Task, you will need to set which Action the Scheduled Task will be set for along with the Trigger details. The Trigger details will determine when and how often the Scheduled Task will be run.

• Schedule Task PermissionsSchedule Task Permissions

  Access to the Scheduled Tasks are set within Tools | Permissions | User Group Processes. Scheduled Task will appear under the Main Business Process of Administration and will have Read, Read-Write, Read-Write-Delete and Deny permissions available to be set against it.

  These are standard permissions and work as other permissions do, e.g. if Scheduled Task is set to Read only then the user will not be able to make any amendments to any Scheduled Task but will be able to view all the relevant information.

Alert Log

• Alert LogAlert Log

  The Alert Log functionality is available via Tools | AdministrationAdministration to enable you to analyse Alert Errors.

  Permissions to this area are defined as per the Privileges to Users for Alert processing. There are three main functions associated with the Alert Log:

  • The display at Summary level of errors, with the ability to drill down to investigate the error further
  • The ability to print the detail
  • The ability to remove the Error Log entry

  Alert Log Summary

  Selecting Tools | Administration | Alert Log opens the Alert Log Summary, where you can search for Errors using the Alert Log Enquiry.

  You can Search on Action TypeAction Type, Description, and Log Date From and To. Click on a column to sort in ascending or descending order. To remove a record, highlight the row and click Delete; you will be asked to confirm.

  To view the Alert Error Log Details double-click on the record or highlight and click on Open In New Window.

  Alert Error Log Details

  The Alert Error Log Details displays the Sr. NoSr. No and information about the Alert Log Fields: Action Type, Description, Action Outcome, Log Date and Action Command.

  Click on the Print button to send to the default printer, to aid diagnostics.

ICS Parameters

• ICS ParametersICS Parameters

  The System Administrator can set up the ICS Parameters via Tools | Administration. 

  In the ICS Person Details in Exemplars panel:

  • Display Ethnicity?
  • Display Religion?

  In the Contact Record panel:

  • Contact Created By is mandatory field?

  In the Adoption Application Definition panel:

  • Application Date and Status Change Date Editable?

  In the Fostering Application Definition panel:

  • Application Date and Status Change Date Editable?

  In the CP-IS Source Organisation Details panel:

  • CP-IS Services On: Select this check box to enable One CP-IS services.
  • Source Organisation Name: Enter the source organisation name to be used in the XML files that One exports to CP-IS.
  • Source Organisation Code: Enter the source organisation code to be used in the XML files that One exports to CP-IS.
  • Source Organisation Emergency Duty Telephone Number: Enter the source organisation emergency duty telephone number to be used in the XML files that One exports to CP-IS.
  • Source Organisation Office Hours Telephone Number: Enter the source organisation office hours telephone number to be used in the XML files that One exports to CP-IS.

  In the CP-IS Looked After Code panel:

  • Enables you to select which codes One exports to the HSCIC. Select the check box for the Voluntary, Full Care Order and Interim codes. These are the only codes that should be exported to the HSCIC.

  Click the check boxes to display a tick against the required parameters.

  Click the Save button to save the changes.

Address Management

• Address Enquiry (Search)Address Enquiry (Search)

  The Address Enquiry is opened by clicking the ellipsis button when adding an address for a person. It may also be opened by clicking the Address Match icon when matching a Person to the One database.

  It allows you to search for an address in the One database by Post Code and/or Address information.

  Enter a minimum of two characters into the Post Code field (eg MK) and click Search. This will retrieve all addresses matching the Post Code criterion. Entering a refined Post Code (eg MK40) will act as a filter and return fewer addresses.

  The Address Line can be used on its own by entering partial address information, eg a few characters of a street name. This may, of course, return too many addresses.

  The Address Line combined with the Post Code can also be used to refine the search by entering a minimum of three characters, eg 2 Hi.

  Highlight an Address and click Select.

  The selected address will be inserted into the Address field on the Person Details page.

  Once a search has been made, other options are available to Add Address, Add Dwelling and Edit Address.

• Add an addressAdd an address
  • Click the Add icon. This will create a new line in the address list.
  • Enter a Start Date, if required.
  • Enter an End Date, if applicable.
  • Clicking in the Address Type cell will make a drop-down arrow appear. Click this arrow and select an Address Type from the list. 
  • Check (tick) the box to indicate it is a Correspondence address (if appropriate).
  • Complete the Address cell by clicking the ellipsis button and then follow the Address Enquiry search process.

  Save the record by clicking the Save icon located at the top of the page.

• Add DwellingAdd Dwelling

  If a search from the Address Enquiry doesn’t return the exact dwelling address, clicking the Add Dwelling option opens the Add New Dwelling dialog. This allows you to add a new dwelling to an existing address in the database. When opened, the dialog will be prepopulated with details of the highlighted address.

  Enter dwelling details, for example, Flat Name, Building Name, Number. Other information may be added, such as, Telephone Number or Ordnance Survey reference (OSAPR).

  Click Save.

  Caution: it is advisable that Easting and Northing geocode information should not be changed as this is used for calculating distances for A&T Transport Assessment. Read-Write permissions are required for the “Save Address Geocode” under the “Addresses” business process.

• Edit Address from the Address EnquiryEdit Address from the Address Enquiry

  The Edit Address option from the Address Enquiry dialog is enabled after a search has been made. It allows you to edit details of an existing address. The Edit Address Details dialog will be prepopulated with details of the highlighted address.

  After editing an address and clicking Save, a message will be displayed, “Do you wish to update the existing address? Selecting ‘Yes’ will update the selected address with the details entered. Note: any changes made will affect all entities associated with this address. Selecting ‘No’ will create a new address with the details entered.

  Caution: it is advisable that Easting and Northing geocode information should not be changed as this is used for calculating distances for A&T Transport Assessment. Read-Write permissions are required for the “Save Address Geocode” under the “Addresses” business process.

• Edit One Line Address from Person DetailsEdit One Line Address from Person Details

  The Address Manager dialog is opened by clicking the Edit icon in the Addresses panel of Person Details. This dialog displays two panels Address Details and GIS Details. 

  To edit the One Line Address click the house icon adjacent to the field, this opens the Address Enquiry dialog prepopulated with details of the existing address. Clicking Search will return all address matching the Postcode and Address Line criteria. Alternatively, the Add Address, Add Dwelling and Edit Address options are available.

  Caution: it is advisable that GIS Details should not be changed as this is used for calculating distances for A&T Transport Assessment. Read-Write permissions are required for the “Save Address Geocode” under the “Addresses” business process.

• Address DetailsAddress Details

  The Addresses panel lists all addresses in the One database associated with the Person record. The list shows Start and End Dates, if recorded, Address Type, a Correspondence indicator and Address Details. Clicking the Ellipsis (More) button opens the Address Enquiry Search.

  Caution: Addresses added or changed will be written back to the One database which could affect other records.

  Contact telephone numbers can be recorded for the subject of the record. These are Primary Contact, Work Contact and Mobile numbers.

  The date cells are optional and may not be relevant in most cases but a date can be entered, for example, when correspondence must be sent to an address for a specified period only or where an address is for short-term foster parents. Dates must be entered in dd/mm/yyyy format or selected from the drop-down calendar.

  All addresses must have an Address TypeAddress Type, a Correspondence address indicatorindicator and Address DetailsAddress Details. 

  ContactPoint uses the In England flag to determine whether a child’s address is in England or not and is therefore used when determining whether ContactPoint is legally allowed to store the child’s data or not.

• Address and Contact DetailsAddress and Contact Details

  Click the Add button to add a new address. This will provide a new address line on which to enter Start Date, End Date, TypeType, CorresCorres, TelephoneTelephone. To enter the address, click the ellipse button to open the Address Enquiry window to search for an address already known to the system. On the Address Enquiry window, the first 2 character of the Postcode or the first 3 characters of the Address Line must be entered and then click the Search button. All matching addresses are displayed in the browse. Either highlight the required address and click the Select button or double-click on the address. Expand or collapse the search panel by clicking the Expand and Collapse buttons.

  To delete an address, highlight it and click the Remove button. 

  Addressee

  This panel enables the entry of any text to record the form of address to be used for the student’s parents or guardians e.g. Mr and Mrs Thomas; Mr Thomas and Ms Jones. The field will default to Parent/Carer of (Family name of student).

  Contact Details

  Email Address, Work Contact No, Mobile No and Primary Contact No are used for additional contact information for the student.

System Administration

• System AdministrationSystem Administration

  The system administration functionality for the v4 Client enables system administrators to configure the following options within the One environment:

  • User management
  • Group management
  • User permissions
  • Group process permissions

  The following system administration processes for the v4 Client are managed via the One System Administration v4 site. 

  • System admin
    • Personnel control
    • System defaults
    • LA details
    • Online login security parameters
    • Permitted websites
    • Web address validation
    • Ethnic codes (Students)
  • Data management
    • Archive and delete
    • Delete log
    • Case change
    • Base merge
    • People merge
  • Address management
    • Address auto tidy
    • Address manual tidy
• System DefaultsSystem Defaults

  The System defaults page enables a system administrator to set the defaults for certain basic parameters used within One. A Parameter code, Description and Parameter value are listed for each value. As each one is highlighted the field details are displayed, allowing the Description and Value to be set appropriately

  To set the system default parameters for My Home Page | My Involvements:

  1. In the v4 Client, select Tools | Administration | System Administration to display the Welcome to the One System Module page.
  2. Select System admin | System defaults to display the System defaults page.
  3. Set the following parameters:

     Parameter code	Description	Parameter value
     INVLEADCW	Lead Caseworker on My Invlvmts	TRUE
     INVRAGSTS	RAG Status on Involvements	TRUE
     INVSTATGRP	Involvement Status Groups	IntC1|IntC2|IntC3|IntC4 *** This is your Involvement Status Internal Code.
     MYINVSPLIT	Split grid on My Involvements	TRUE

     ***The parameter value for INVSTATGRP is defined as per the LA’s Involvement Status Internal Code where the LA replaces the Internal Code with the Involvement Status Internal Codes that they have used and in the order they wish to display them. For example:

     Involvement Status Description	Involvement Status Internal Code  (IntC)
     Active	A
     Closed	C
     Triage	T
     Under Review	UR
     Unsupported	US

     
     If the LA were to set the parameter value as: A|T|US|UR, then the My Involvements grid would display Active cases first and Under Review cases last.
  4. Click the Save button.

UK Bases

The UK_BASES table is the National Database of Schools table used in extended searches for schools in One, One Online (v3 and v4) and A&T Back Office. 

Changes made to UK_BASES via the routine in Admissions and Transfers Back Office will be maintained. It is possible that updated data in the UK_BASES_EDU table is more accurate than the previously modified data. LAs should consider manually reviewing the data for all edited bases.

Communiation Log

• Communication Log Basic Detail
  To record details of a communication the TypeType  Email, Telephone, Fax, Letter, SMS or Other and DirectionDirection  Inbound or Outbound of the communication should be selected and then click on Continue.
  • Communication SummaryCommunication Summary

    Log Date and Log Time are automatically completed with the current date and time, which can be changed. Summary is mandatorySummary is mandatory, Category can be selected if required.

    Where communication Type is Email, PriorityPriority can be specified. 

    Panels are available to record: a Memo and the Subjects/From/To.

    Click Save to save the communication details. If this communication is a Follow-up in response to a previous communication, a message is displayed asking whether to update the Response Completed date on the original communication with the Log Date of this linked communication. Answer “Yes” to update or “No” to save without updating the Response Completed date.

    When a new Communication Log entry is saved a new entry is made on the Audit Trail. Any field that is updated is automatically audited and the details of each change are recorded. The Audit Trail is accessed via Tools | Audit Trail . 

    Click the Workflow button to create a Workflow Item and assign it to a user or post. The workflow item displays in My Workflow Messages on the My Home Page.

    Click the Set ACL button to update the Access Control List Definition.

    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.

    Click the Sign Off button to electronically sign off the activity record. The digital signature records who signed off the activity and the date.

  • Subjects/From/ToSubjects/From/To

    The Subject(s) of this communication, who it is From and who it is sent To will be automatically completed if this communication is being recorded using the Log Follow-Up facility. They can be updated in these panels:

    Subject of Communication

    If the communication is regarding a Service Provider rather than a person there will be no subject.

    If the communication relates to an Involvement, the Subject of the communication will default to the Subject of the Involvement. This can be amended.

    If the communication is for a person who does not have a current Involvement, the subject will default to the person selected from the Person Enquiry. If the communication is about multiple people who are not linked together via a current Involvement, clicking the Add button  opens the Person Enquiry to allow multiple people to be selected from the selected person’s Key Contacts or other people known to the system. Use the Remove icon to remove the highlighted Subject. To view the Person Details, highlight a subject and click the Details icon.

    From Details

    The From panel contains the Name, RoleRole and EstablishmentEstablishment of the Initiator (e.g.Sender). For Outbound communications relating to an Involvement this defaults to the Name, Role and Service Team of the Caseworker currently assigned to the Involvement. Otherwise it defaults to the person linked to the user logged on. For Inbound communications the Initiator can be anonymous. If no Initiator is recorded, the Anonymous check box will be ticked and a message displayed warning that the Sender is anonymous.

    To select a new Initiator, click the Add button to display the Person Enquiry window. One or more Initiators may be selected from the list of Key Contacts or other people known to the system. Click the Edit button to change the Role/Establishment details for the highlighted person. Click the Remove button to remove the highlighted Initiator from the list.

    To Details

    The To panel contains the Recipient details. For Inbound communications linked to an Involvement, this defaults to the Caseworker associated with the Involvement. Otherwise it defaults to the person linked to the user logged on. If the communication is sent to more than one professional, it is recorded on the My Home Page.

    New Recipients can be added by clicking the Add button to display the Person Enquiry window. One or more Recipients may be selected from the list of Key Contacts or other people known to the system. Click the Edit button to change the Role/Establishment details for the highlighted Recipient. Click the Remove button to remove the highlighted Recipient from the list.

  • Communication TypeCommunication Type

    For Email, Letter or Fax and Phone Call there is a specific panel to allow the details to be entered for each Communication Type.

    CC Recipients

    For Email, Letter or Fax, click the Add button to select CC Recipients using the Person Enquiry window.

    Email Detail

    This panel is only visible if the Communication Type is Email. The Subject and Body of the email is shown. If the email is Outbound, the Subject and Body should be completed (optional). To create an email to be sent by the system, click on Send Email. This will open your default email program with the Subject and Body completed. From will default to the person sending the email and To will show the email address of the Recipient if known to the system. The email can be edited if required but the changes will not update the Communication Log entry.

    Emails that have been generated from a Timeline are pre-populated with the Type, Sender’s name, Recipient’s name, SubjectSubject, BodyBody, AttachmentAttachment, SummarySummary, Response Required indicator.

    Letter Detail

    This panel is visible if the Communication Type is Letter or Fax. Receive/Sent Date and Print Date can be selected from the calendar. 

    For Outbound letters Links are available to Reports which are pre-defined standard letters. Click on one of these to view the standard letter using Report Viewer.

    Alternatively, an outgoing letter may be produced using a Quick Reports template. 

    Letters that have been generated from a Timeline are pre-populated with the Recipient’s Name, Type, Response required indicator, Sender’sSender’s name, SummarySummary, Sent DateSent Date, and Print DatePrint Date. 

    Phone Call Detail

    This panel is visible if the Communication Type is Phone Call. The Duration of the phone call in hours and minutes may be optionally stored.

    Response Detail

    If a response is Required, check the box. If checked, the Response Due date can be entered and Referred To will default to the name of the Caseworker/ person sending the communication, if specified, but can be changed by selecting another Person. Both of these fields are optional and may be updated if required. The Response Completed Date will then be optionally updated when a follow-up communication is added using the Log Follow-Up facility.

• Communication Log SummaryCommunication Log Summary

  A one line summary of each communication displays the following information:

  • an icon to show the Type of Communication: Email, Telephone, Fax, Letter, SMS, or Other
  • Log Date and TimeLog Date and Time 
  • Summary 
  • Multiple Recipients flag
  • RecipientRecipient 
  • InitiatorInitiator 
  • Type
  • Direction
  • whether there were any Attachments

  Where there is a chain of follow-up communications that are linked together this is indicated in the panel below. This defaults to the most recent communication.

  Click the Delete icon to delete the selected Communication Log record. You will be asked to confirm deletion. Deleting a record will update the Audit Trail. The Audit Trail is accessed from Tools | Audit Trail

  The first communication in a chain of linked communications cannot be deleted.

  To record a new communication, click New and the Communication Log Details panel will be displayed. To record details of a communication sent or received in response to a previous communication, highlight the required communication and click on Log Follow-Up. To view the details of the selected communication, click Open. In all cases the Communication Log Details panel will be displayed.

  If the Communication Log has been opened from an Involvement Form, you can view the Subjects that have been defined for the Involvement by clicking on the Subject’s Log button. This will display a drop-down list of all the Subjects 

  defined for this Involvement Form. If no Subjects are defined, the button is disabled. Select a Subject to display all Communication Log records for this Subject in the Subject Communication Log modal window.

  Subject Communication Log

  This modal window is opened from Communication Log Summary when a Subject is selected from the Involvement Subjects. It shows the Communication Log for this Subject.

  To add a new Communication Log record for this Subject, click New.