Taylor Dent-Robson

Dear Southend on Sea Borough Council,

1. Please provide the name of your principal Education Management Information System (MIS) e.g. Capita ONE etc.

2. How many modules of the MIS do you currently have?

3. Which modules of the MIS do you currently have?

4. How many internal users of your MIS do you have?

5. How many external users of your MIS do you have (i.e. parent portal / provider portal / professional portal users)?

6. How many full time staff are employed to provide user and system support? (Please do not include any staff whose involvement is only to upgrade and/or undertake technical maintenance).

7. How many part time staff are employed to provide user and system support? (Please do not include any staff whose involvement is only to upgrade and/or undertake technical maintenance).

8. If the answer to Q7 is more than 0, please provide the FTE of each employee or the number of hours worked.

9. Do the staff referred to in Q6-8 above only provide support to the MIS or do they also have additional job roles/responsibilities?

10. If the above staff have additional job roles/responsibilities, please summarise what these are.

11. How many student records are held within your MIS?

12. How many students are currently on roll in schools in your LA (all school types)? If the current number is not available, please provide the number as per the Spring School Census 2019.

13. How does student data from your schools get imported into your MIS?

Yours faithfully,

Taylor Dent-Robson

Southend FOI requests, Southend on Sea Borough Council

Customer Notice: Please do not e-mail Freedom of Information requests for
Southend Borough Council to individual officers. Please instead direct
them to [1][email address] where our central team will
direct their registration and completion.

 

Dear T Dent-Robson,

 

Thank you for your request received on 05.04.2019 for information which
will be under the Freedom of Information Act 2000 or the Environmental
Information Regulations 2004 as appropriate. Your request should receive a
reply by 08.05.2019.

 

If you have any queries please get in touch quoting the FOI reference
number FOI 08438.

 

Kind regards,

 

Holly Gudgin – Corporate Freedom of Information Team – Southend-on-Sea
Borough Council

Working to make lives better

( 01702 534929 (Direct) | *
[2][email address] |8 [3]www.southend.gov.uk

Corporate Strategy Group l Transformation Service l Southend-on-Sea
Borough Council | Civic Centre, Victoria Avenue, Southend on Sea, Essex,
SS2 6ER

 

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Taylor Dent-Robson

Dear Southend on Sea Borough Council,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Southend on Sea Borough Council's handling of my FOI request 'Education Management Information System'.

By law your authority should have responded to my request by now. You indicated this would be by 8th May 2019. No communication has been made to request a delay or explain your failure to meet the deadline.

A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/e...

Yours faithfully,

Taylor Dent-Robson

Southend FOI requests, Southend on Sea Borough Council

Dear T Dent-Robson,

 

Re: Freedom of Information Request

 

I am writing regarding your request for information, which was received on
05.04.2019. I apologise for the delay in our response – please let me know
if you would still like to request an Internal Review of this response now
that you have received it.

 

In that request you asked us for information below. I can confirm that the
search for the information you requested has been completed and I can
advise you of the following:

 

o Please be aware that the below figures regarding the number of users
on the systems are estimates, due to the fact that the number shifts
from day to day. For example, of the 80,000 student records some of
them may be duplicates and we may have several hundred awaiting
processing that are not included, therefore we have provided you with
our most accurate, current figures.

 

1. Please provide the name of your principal Education Management
Information System (MIS) e.g. Capita ONE etc.

 

Capita One

 

2. How many modules of the MIS do you currently have?

 

23

 

3. Which modules of the MIS do you currently have?

 

1. Provider Portal – 2 Year Old Funding

2. eStart

3. Admissions & Transfers

4. Attendance

5. Open Initial 3 Scgools

6. B2B Personnel

7. Bases

8. CSS

9. Early Years

10. Exclusions

11. FID

12. GIS

13. Governors

14. IYSS

15. Music Tuition

16. Population Forecasting

17. SEN

18. Targeted Youth

19. Transport

20. Web Server Subscription

21. OTCSS

22. Provider Portal – Early Years Head Count

23. Route Finder

 

4. How many internal users of your MIS do you have?

 

About 250 active users.

 

5. How many external users of your MIS do you have (i.e. parent portal /
provider portal / professional portal users)?

 

About 2000

 

6. How many full time staff are employed to provide user and system
support? (Please do not include any staff whose involvement is only to
upgrade and/or undertake technical maintenance).

 

There are no specific staff members who do this full time. However we have
3 full time staff members who do this as a part of their daily duties.

 

7. How many part time staff are employed to provide user and system
support? (Please do not include any staff whose involvement is only to
upgrade and/or undertake technical maintenance).

 

0

 

8. If the answer to Q7 is more than 0, please provide the FTE of each
employee or the number of hours worked.

 

N/A

 

9. Do the staff referred to in Q6-8 above only provide support to the MIS
or do they also have additional job roles/responsibilities?

 

They have additional roles and responsibilities. Please see the answer to
question 6.

 

10. If the above staff have additional job roles/responsibilities, please
summarise what these are.

 

1 of the 3 is in ICT, and so has application support, development and
administration roles across Capita ONE as well as other systems. 2 of the
full time roles work in Operational Performance & Intelligence team, and
are responsible for data analysis, statutory returns, reporting etc,
across Capita ONE and other systems.

 

11. How many student records are held within your MIS?

 

About 80,000

 

12. How many students are currently on roll in schools in your LA (all
school types)? If the current number is not available, please provide the
number as per the Spring School Census 2019.

About 30,000

 

13. How does student data from your schools get imported into your MIS?

 

Mainly via B2B which is a software mechanism that allows schools to send
us data every week from their own MIS. We also get information via school
admissions, early years headcounts, and school census.

 

If you wish to discuss any of the above, please contact me. Please
remember to quote the reference number above in any future communications.

 

If you are unhappy with the service you have received in relation to your
request and wish to request a review of our response, you should write to
the Knowledge and Information Manager, PO Box 6, Civic Centre, Victoria
Avenue, Southend-on-Sea, Essex, SS2 6ER.

 

If you are not content with the outcome of your review, you can make a
complaint under the Council’s complaints process by writing to Corporate
Complaints Officer, Office of the Chief Executive, PO Box 6, Civic Centre,
Victoria Avenue, Southend-on-Sea, Essex, SS2 6ER.

 

You can also apply directly to the Information Commissioner (ICO) for a
decision although generally the ICO cannot make a decision unless you have
exhausted the Council’s complaints procedure. The Information Commissioner
can be contacted at: The Information Commissioner’s Office, Wycliffe
House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Yours sincerely,

 

Holly Gudgin

Knowledge Support Officer

Corporate Freedom of Information Team

 

 

Holly Gudgin – Corporate Freedom of Information Team – Southend-on-Sea
Borough Council

Working to make lives better

( 01702 534929 (Direct) | *
[1][email address] |8 [2]www.southend.gov.uk

Corporate Strategy Group l Transformation Service l Southend-on-Sea
Borough Council | Civic Centre, Victoria Avenue, Southend on Sea, Essex,
SS2 6ER

 

 

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Taylor Dent-Robson

Dear Southend FOI requests,

Thank you for your response. I am happy to withdraw my internal review request. However, just some general feedback, there were a number of responses where numbers were required which were prefixed "about" e.g. "about 30,000" etc. The questions warranted exact numbers in response. I will on this occasion accept the approximate numbers but would be grateful if this could be fed back to whoever provided the response.

Yours sincerely,

Taylor Dent-Robson