Local Authority User Guide. Back-Office System. Software for Data Analysis Limited Version: 1-1a/

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Ruth Gregory
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1 Online Free School Meals Back-Office System Software for Data Analysis Limited Version: 1-1a/

Contents Introduction 3 1. Signing into the OFSM Back-Office System 4 2. LA Menu Bar 4 3. Schools Menu 5 3.1 Changes 6 3.2 Eligibility 7 3.3 Day by day 8 3.4 School Information 8 4.

2 Contents Introduction 3 1. Signing into the OFSM Back-Office System 4 2. LA Menu Bar 4 3. Schools Menu Changes Eligibility Day by day School Information 8 4. Applications Menu Searching on specific criteria Searching on grouped criteria Batches Menu LLPG Menu Data Transfer Menu System Settings Menu Customising s Users Menu Add, edit or delete a user Ending a session 20 Software for Data Analysis Limited 2 Version: 1-0/

3 Introduction This guide is designed for local authority (LA) staff who have responsibility for administering free school meals and/or the online application system. The LA Back-Office allows LA users to check the current status of applications for free school meals in a variety of formats (via Schools and Applications options), to arrange batch re-checking, manage and check Local Land and Property Gazetteer (LLPG) data, arrange data transfer activity, set system defaults and manage user access. Firstly, there is a need to sign in to the system. Note: All the data displayed in example screenshots are entirely fictitious and bear no intentional relationship to any actual person or school. Software for Data Analysis Limited 3 Version: 1-0/

4 1. Signing into the OFSM Back-Office System Figure 1 shows the sign in screen for the LA Back-Office. Figure 1 (To add, edit or delete users see Section 9.) 2. LA Menu Bar The menu bar as shown in Figure 2 will be present. Figure 2 The far right of the menu bar shows: the current user signed in; access to a Help menu; and the Sign out menu button (see Section 10). The Help menu option provides information on the different eligibility status categories that can be recorded for an individual application. The left hand side of the menu bar indicates the main administration menu. The following sections give more details of these menu options. Hyperlinks which are directed to an external site are indicated by a links will normally open in a new window or tab. symbol. Such Software for Data Analysis Limited 4 Version: 1-0/

3. Schools Menu Figure 3 shows the Schools menu view. This screen enables the LA user to select a specific school from a list of those that are part of the LA s OFSM responsibilities.

5 3. Schools Menu Figure 3 shows the Schools menu view. This screen enables the LA user to select a specific school from a list of those that are part of the LA s OFSM responsibilities. Figure 3 A school may be selected by scrolling through the list (or by using the search box) and clicking on the relevant name. Once a school has been selected all the data displayed will be for that particular school as if the LA user were a school user Figure 4 shows the menu options available once a school has been selected. It consists of two rows of menus. Those along the top are LA wide functions (similar to Figure 2) whilst those below are specific to the school selected from the top menu (as in Figure 15). Figure 4 As such the LA back office is a superset of the school back office with the addition of the top level menu. Software for Data Analysis Limited 5 Version: 1-0/

6 3.1 Changes Figure 5 shows the Changes menu view from the date specified for the school selected from the top menu. Figure 5 The order criteria may be changed by clicking on the appropriate column heading. The order by default is alphabetically by Lastname. Clicking on the Reference for a pupil will bring up the detailed information about the application. An example is shown in Figure 13.below Software for Data Analysis Limited 6 Version: 1-0/

7 3.2 Eligibility Figure 6 shows the Eligibility status for children in the school selected. Figure 6 Although all screens may be printed directly from the browser window (see below) this view may also be downloaded in a PDF 1 file for ing to caterers etc. using the [Download a PDF] button. Printing from Browser Window Firefox, Internet Explorer, Opera, Safari [Ctrl] + [P] Google Chrome [Ctrl] + [Shift] + [P] 1 Portable Document Format (PDF) is a formal open standard known as ISO For more information see Software for Data Analysis Limited 7 Version: 1-0/

4 School Information Figure 8 shows the School Information menu view which displays information about the

8 3.3 Day by day Figure 7 shows the Day by Day menu view of changes for the school selected for the last 5 days. Figure School Information Figure 8 shows the School Information menu view which displays information about the school selected. Figure 8 The screen includes a link to the relevant Edubase 2 record for the school. 2 Software for Data Analysis Limited 8 Version: 1-0/

Figure 9 The item is selected by clicking on it and entering the appropriate data item from the dropdown

9 4. Applications Menu Figure 9 shows the Applications menu view. This allows a variety of search criteria. One or more of these may be selected from this menu. Figure 9 The item is selected by clicking on it and entering the appropriate data item from the dropdown list or free text and deselected by clicking on the red minus circle ( ) see Figure 10 below. Figure 10 Software for Data Analysis Limited 9 Version: 1-0/

10 4.1 Searching on specific criteria Figure 11 shows the search result based on a specific application status, in this case Eligible (ECS). Figure 11 Software for Data Analysis Limited 10 Version: 1-0/

In addition, clicking on the specific Reference within the table will reveal the full data behind that application, and display the

11 4.2 Searching on grouped criteria Figure 12 shows the search criteria for ALL eligible pupils using the grouped status of Eligible. Figure 12 The resultant table may be sorted by any of the column headings by clicking on that column. In addition, clicking on the specific Reference within the table will reveal the full data behind that application, and display the following screen (Figure 13): Figure 13 Within this screen various values may be viewed in more detail (indicated by a blue hyperlink). Software for Data Analysis Limited 11 Version: 1-0/

12 However, the main purpose of this screen is to manually change the eligibility status for a child. This is done by clicking on the Change to dropdown menu, selecting the appropriate value and then clicking on the Save button. The Change to options are: Eligible (ECS) Eligible (LA) Eligible (School) Pending (Service Down) Pending (Saved Not Found) Pending (ECS Not Found) Not Found (ECS Checked) Not Found (LA Checked) Not Found (School Checked) Inactive (Leaver: End of Year) Inactive (Leaver: In-Year) Inactive (Withdrawn) More information regarding the definition of each of these options may be found by utilising the Help menu option. Software for Data Analysis Limited 12 Version: 1-0/

5. Batches Menu Figure 14 shows the Batches menu view. Figure 14 This shows ALL applications that have been batch checked against the ECS on a regular basis as set in the Settings menu.

13 5. Batches Menu Figure 14 shows the Batches menu view. Figure 14 This shows ALL applications that have been batch checked against the ECS on a regular basis as set in the Settings menu. In addition, every day a batch is submitted to check all pending applications with the status of either ECS Not Found or Saved Not Found. The table shows the result of these batch checks. Software for Data Analysis Limited 13 Version: 1-0/

14 6. LLPG Menu Figure 15 shows the LLPG menu view. Figure 15 This screen is used to test the data from the LLPG database for application address validation. Software for Data Analysis Limited 14 Version: 1-0/

7. Data Transfer Menu Figure 16 shows the Data Transfer menu view. Figure 16 Currently, there are two data transfer options available: Common Transfer File (CTF); and Comma Separated Value (CSV).

15 7. Data Transfer Menu Figure 16 shows the Data Transfer menu view. Figure 16 Currently, there are two data transfer options available: Common Transfer File (CTF); and Comma Separated Value (CSV). A CTF may be created for any individual school by selecting the school from the dropdown menu and then clicking [Get CTF (v11)] 3. A series of CSV files, containing all the data held in the system, may be generated by clicking [Download]. A ZIP file 4 will be generated which will include the CSV files and, for each CSV file, a corresponding extensible Markup Language (XML) file, detailing the format for each field (column). 3 Version 11 is the latest approved version of CTF. When the DfE introduce a new version this will be updated. 4 WinZip will be required to open the ZIP file. A free version may be downloaded at Software for Data Analysis Limited 15 Version: 1-0/

8. System Settings Menu Figure 17 shows the System Settings menu view. Figure 17 This is used by the LA for changing global settings in the database and for advanced customisation settings.

16 8. System Settings Menu Figure 17 shows the System Settings menu view. Figure 17 This is used by the LA for changing global settings in the database and for advanced customisation settings. The Global settings options are: enabling of SMS notification to applicants 5 ; interval between a status change from Pending to Not Found ; allowing schools to amend eligibility status; and batch frequency (how often records are re-checked against ECS data). The Advanced settings options are: customise content; customise wording on the Home page (Online Application Form); and customise wording on the Legal Declaration page (Online Application Form). 5 Please note that if SMS notification is activated then the costs of the resultant text messages will be payable by the local authority. Software for Data Analysis Limited 16 Version: 1-0/

8.1 Customising Emails If Customise emails is selected from the Settings menu page then the following screen will appear (Figure 18), listing the emails for which the

17 8.1 Customising s If Customise s is selected from the Settings menu page then the following screen will appear (Figure 18), listing the s for which the wording may be amended. Figure 18 An example of the customising screen is shown in Figure 19 below: Figure 19 Software for Data Analysis Limited 17 Version: 1-0/

18 9. Users Menu Figure 20 shows the Users menu view. All of the users of the LA and school systems will be listed here. Figure 20 Please note that school users appear at the top and that it may be necessary to scroll down the list to find a particular school user or the LA user list. The LA user list, which appears after the school user list, will appear similar to Figure 21. Figure 21 A search facility is provided at the top of the school and LA lists. The LA may change the login, name, address and password for each user registered to use the system. Additionally, the LA is able to determine whether the user is an automatic recipient of notifications. To edit or delete a user, select the user from the list (as in Figure 20 or Figure 21) by clicking on their login (first column, in blue). To add a new user click on the green plus circle ( Add user). Software for Data Analysis Limited 18 Version: 1-0/

19 9.1 Add, edit or delete a user Figure 22 shows the edit, delete or add a user screen. Edit or create the appropriate fields as necessary and press: [Save] to amend/create the new/changed items or user; [Delete] to remove the user; or [Cancel] to return to the user list. Figure 22 Software for Data Analysis Limited 19 Version: 1-0/

20 10. Ending a session All computers from which the system is being accessed should be secure and as part of good security practice it is important that users exit the system correctly before they physically leave the machine on which they are working. Firstly, select Sign out from the right hand menu. (Your session will be terminated and you will be returned to the Sign in to OFSM page.) Secondly, close the browser window/tab 6 to ensure no-one else can view easily the URL or gain access to the login details. Thirdly, ensure that your browser settings are such that your history is cleared whenever you exit the browser. In the unlikely event of experiencing pop-up activity (such as Text Enhance), this is not a part of the system and users should not activate any redirection to another page/site 7. 6 If you feel there is any opportunity for another person to access your browser while you are not in attendance then you should always exit the browser rather than just close the tab. 7 Should a user inadvertently do so, the consequences are entirely theirs. Software for Data Analysis Limited 20 Version: 1-0/

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