We don't know whether the most recent response to this request contains information or not – if you are Taylor Dent-Robson please sign in and let everyone know.

Education Management Information System

We're waiting for Taylor Dent-Robson to read a recent response and update the status.

Taylor Dent-Robson

Dear Swindon 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

Customer Services, Swindon Borough Council

Thank you for your email which has been forwarded to the FOI office for response.

Kind regards

Customer Services
Swindon Borough Council
Wat Tyler House
Swindon SN1 2JG
Phone: 01793 445500

E-mail: [Swindon Borough Council request email]
Website: www.swindon.gov.uk

show quoted sections

Swindon Borough Council

[1]Swindon Borough Council
Dear Taylor Dent-Robson,

Case reference number: FOI001646

Thank you for your request. The Freedom of Information Act creates two
general rights in relation to information:

 1. The right to be told whether or not the information requested is
held
 2. The right to be given that information within 20 working days

A response to your request for information will be sent to you promptly;
and in any event no later than 15/05/2019. Please allow postal time.

If you have a My Account you can follow the progress of your request by
logging back in to your [2]Account. If you don't have an account and you
would like one, please [3]contact us and we will send you an invite to
My Account, so you can view your case.

Kind regards, 

Freedom of information officer
Swindon Borough Council

References

Visible links
1. https://myaccount.swindon.gov.uk/q
2. http://myaccount.swindon.gov.uk/q/login
3. mailto:[Swindon Borough Council request email]?subject=Invite%20to%20My%20Account

Taylor Dent-Robson

Dear Swindon Borough Council,

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

I am writing to request an internal review of Swindon 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 15th 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

Customer Services, Swindon Borough Council

Thank you for your email which has been forwarded to the FOI office for response.

Kind regards

Customer Services
Swindon Borough Council
Wat Tyler House
Swindon SN1 2JG
Phone: 01793 445500

E-mail: [Swindon Borough Council request email]
Website: www.swindon.gov.uk

show quoted sections

Swindon Borough Council

[1]Swindon Borough Council
Dear Taylor Dent-Robson,

Case reference number: FIR000012

Thank you for your request. The Freedom of Information Act creates two
general rights in relation to information:

 1. The right to be told whether or not the information requested is
held
 2. The right to be given that information within 20 working days

A response to your request for information will be sent to you promptly;
and in any event no later than 18/06/2019. Please allow postal time.

If you have logged this request through your My Account you can follow
the progress of your request by logging back in to your [2]Account. If
you don't have an account and you would like one, please [3]contact us
and we will invite you so you can view the above case.

Kind regards, 

Freedom of Information Officer
Swindon Borough Council

References

Visible links
1. https://myaccount.swindon.gov.uk/q
2. http://myaccount.swindon.gov.uk/q/login
3. https://www.swindon.gov.uk/info/20022/cu...

Sharon Druett, Swindon Borough Council

Dear Taylor Dent-Robson,

 

Ref FOI001646 Freedom of Information Request for a Review FIR000012

 

Thank you for your request  received in our office on 20^th May, 2019,
that has been forwarded to me via Customer Services.

I have been  investigating why you did not receive a response to your
Freedom of Information request dated 9^th April, 2019.

The deadline for which was 10^th May, 2019.

 

The complaints / review procedure has two stages. Initially, it involves a
full review by me, to establish why the information was not sent to you
within the statutory 20-day period.

If  I cannot resolve the matter to your satisfaction, you then have the
option of referring it to the Information Governance Manager,
[1][email address]

 

If you are not content with the outcome of our review, you may apply
directly to the Information Commissioner's Office for a decision, before
we have completed our investigation. Generally, the ICO cannot make a
decision unless you have exhausted the Council's own complaints procedure.

The Information Officer can be contacted at:

 

The Information Commissioner's Office,

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Email: [2][email address]

Tel: 01625 545700 (ask for Freedom of Information)

 

The Council takes our responsibilities under the Act Seriously and we
apologies for the delay in responding to your request.

As you can see from the responses below, we have been unable to fully
respond to a number of the questions. It has taken us time to establish
that this was the case.

We did consider sending you a partial response, but we wanted to explore
all avenues before responding as follows to the following questions;

 

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

 

Response: CapitaOne is shared and integrated with a number of services in
addition to its used as an Education MIS, therefore the data required
cannot be accurately defined.

 

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

 

Response: Please see answer to Q1.

 

3. Which modules of the MIS do you currently?

 

Response: Please see answer to Q1.

 

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

 

Response: Please see answer to Q1.

 

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

 

Response: Please see answer to Q1.

 

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).

 

Response Their roles are part of a wider team with various
responsibilities, so it is not possible to respond to this question.

 

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).

 

Response:  Their roles are part of a wider team with various
responsibilities, so it is not possible to respond to this question.

 

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

 

Response: Not applicable

 

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? 

 

Response: Their roles are part of a wider team with various
responsibilities.

 

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

 

Response: The staff involved in supporting CapitaOne also support a number
of other similar systems. For all the systems they support they undertake
system administration, configuration, training, incident and request
management and project support.

 

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

 

Response: Please see answer to Q1.

 

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.

 

Response: The Spring 2019 census shows 34667 (main/sole enrolments only)
including pupils at our pupil referral unit/alternative provision (EOTAS)

 

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

 

Response: Automated and Manual Processes

 

 

If you require any further information concerning this matter, please
contact me as detailed, quoting the above reference numbers in any future
communications.

 

Yours sincerely,

 

Sharon Druett

Freedom of Information Officer

 

Information & Technology

Swindon Borough Council

 

Tel: 07989 386 988

Web: [3]www.swindon.gov.uk

 

 

show quoted sections

Swindon Borough Council

[1]Swindon Borough Council
Dear Taylor Dent-Robson,

Case reference number: FIR000012

On 21/05/2019 an update to your case was recorded on the timeline.  

If you have a My Account you can follow the progress of your request by
logging back in to your [2]Account. If you don't have an account and you
would like one, please [3]contact us and we will invite you so you can
view the above case.

Kind regards,

Freedom of Information Officer
Swindon Borough Council

References

Visible links
1. https://myaccount.swindon.gov.uk/q
2. http://myaccount.swindon.gov.uk/q/login
3. https://www.swindon.gov.uk/info/20022/cu...

Taylor Dent-Robson

Dear Swindon Borough Council,

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

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

Questions 1-8 inclusive and question 11 have not been answered. The response provided indicates it is not possible to answer many of the questions because the system is shared and integrated across services. This fact has no relevance in terms of being able to answer the questions.

For example, questions 2 and 3 could be answered by simply counting the number of modules you are licenced for and identifying what they are. The fact the application is shared and utilised across services does not have any impact on which modules you use.

Questions 3, 4 and 5 could be answered by simply providing the number of registered users i.e. those with an active account to access the system. The fact the application is shared and utilised across services does not have any impact on which modules you use.

Questions 6, 7 and 8 could be answered by identifying the number of staff employed to provide support to the system. Question 9 clearly indicates it is not an expectation that you supply the number of staff employed to only support the system in question.

The response to question 11 is very strange. I am simply asking for the number of records held within the MIS. The fact the application is shared and utilised across services does not have any impact on the question. The system is effectively a database of records and you could provide the number of records held within the database.

Please could you review the response and provide an explanation for the answers provided, and preferably provide correct responses to the questions raised.

I hope we are able to bring this matter to a swift conclusion.

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

Customer Services, Swindon Borough Council

Thank you for your email which has been forwarded to the FOI office for response.

Kind regards

Customer Services
Swindon Borough Council
Wat Tyler House
Swindon SN1 2JG
Phone: 01793 445500

E-mail: [Swindon Borough Council request email]
Website: www.swindon.gov.uk

show quoted sections

Taylor Dent-Robson

Dear Swindon Borough Council,

I have not received a response to my internal review request of 24th May 2019. Please advise.

Yours faithfully,

Taylor Dent-Robson

Sharon Druett, Swindon Borough Council

Dear Taylor Dent-Robson,

FW:FOI001646 Internal review FIR000012 Freedom of Freedom of Information
request - Education Management Information System

 

Following on from the further clarification provided on the information
required  for the wider MIS (as not Education MIS only), dated 24th May,
2019  please find below the revised responses:

1. Please provide the name of your principal Education Management
Information System (MIS) e.g. Capita ONE etc.:  Capita ONE.
 
Response: CapitaOne is shared and integrated with a number of services in
addition to its use as an Education MIS.

2. How many modules of the MIS do you currently have?
 
Response: 23
 
3. Which modules of the MIS do you currently?
 
Response:

One Admission and Transfers Online
ONE Admissions and Transfers
ONE Attendance
ONE B2B Open 
ONE B2B Student
ONE Bases
ONE CP-IS
ONE Children's Support Services
ONE Early Years
ONE Education Plan Monitoring
ONE Exclusions
ONE Family Information Directory
ONE Grant & Benefits
ONE ICS
ONE Pulse One Attainment
ONE SEN
ONE Training Manager
ONE Transport
2 Year Old Funding
Provider Portal - Early Years Head Count Portal
ONE Provider Self-Update Portal
30 Hours Citizen Portal
eDRMS Integration
 
4. How many internal users of your MIS do you have?
 
Response: Circa 2,000
 
5. How many external users of your MIS do you have (i.e. parent portal /
provider portal / professional portal users)?
 
Response: Circa 19,000
 
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).
 
Response Their roles are part of a wider team with various
responsibilities, so it is not possible to respond to this question.
 
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).
 
Response:  Their roles are part of a wider team with various
responsibilities, so it is not possible to respond to this question.
 
8. If the answer to Q7 is more than 0, please provide the FTE of each
employee or the number of hours worked.
 
Response: Not applicable
 
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? 
 
Response: Their roles are part of a wider team with various
responsibilities.
 
10. If the above staff have additional job roles/responsibilities, please
summarise what these are. 
 
Response: The staff involved in supporting CapitaOne also support a number
of other similar systems. For all the systems they support they undertake
system administration, configuration, training, incident and request
management and project support.
 
11. How many student records are held within your MIS?
 
Response: Number of people records on MIS circa 226,000
 
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.
 
Response: The Spring 2019 census shows 34667 (main/sole enrolments only)
including pupils at our pupil referral unit/alternative provision (EOTAS)
 
13. How does student data from your schools get imported into your MIS?
 
Response: Automated and Manual Processes

I hope this resolves the matter to your satisfaction.

 If you are unhappy with the service you have received and require a full
review please forwarded to the Information Governance Manager 
[1][email address] .

 

As previously advised, you may apply directly to the Information
Commissioner's Office for a decision before contacting the Council.
Generally, the ICO cannot make a decision unless you have exhausted the
Council's own complaints procedure.

 

The Information Officer can be contacted at:

The Information Commissioner's Office,

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

If you require any further information concerning this matter please
contact me quoting the reference numbers at the top of the email.

 

Yours sincerely,

 

Sharon Druett

Freedom of Information Officer

[2][email address]

 

Information & Technology

Swindon Borough Council

 

Tel: 07989 386 988

Web: [3]www.swindon.gov.uk

show quoted sections

We don't know whether the most recent response to this request contains information or not – if you are Taylor Dent-Robson please sign in and let everyone know.