Added 17/08/2018 at 13:30 – Improvements to the contact data check in Database Diagnostics (Check 99)

We have released a new workstation patch today following a recent investigation to ensure all potential defect scenarios are captured.

It is important the new workstation patch released today on Friday 17th August 2018 is deployed per school so that both the new diagnostics and corrected CTF logic is in place. Depending on the current SIMS release version the following workstation patch must be applied:

Spring 2018 workstation patch 1 – CTF Import & Check 99 Improvements.
Summer 2018 workstation patch 1 – CTF Import & Check 99 Improvements.

Capita hosted SIMS customers are already on the SIMS 2018 Summer Release (7.182) and therefore the “Summer 2018 workstation patch 1” will be applied on Friday 17th August 2018 outside of working hours.

Does the workstation patch need to be applied?

If your school does not use the CTF process the school will not be impacted (this can be checked in SIMS CTF log, from Routines | CTF Import | View History Log). The school will not need to take any further action.

In all other instances the workstation patch should be applied.

Next steps

Once the correct workstation patch has been applied the new diagnostics within the patch must be run and remedial action taken. Please READ HERE for a detailed description this.

Please note: Even if you have previously cleaned the incorrect contact merge data (based on advice received in July), this patch will identify potentially more incorrect contact information which needs to be addressed (i.e. contacts not at the same address).

Access to the new diagnostic script for Support Units

We have purposefully not provided access to the new diagnostic script by default to Support Units. This is to ensure the new workstation patch (above) has been applied first. Once the new patch has been applied you can request access to the script from Capita SIMS Service Desk.

Existing Modules

Several SIMS modules access and use contact information from SIMS. We therefore have taken the proactive precautionary step for impacted SIMS modules as previously published (see also a summary below).

SIMS Product Product Functionality Suspended Product Functionality Still Available
Online Services
SIMS Parent Calendar | Access to Child’s Dashboard

(attendance, behaviour &

achievement, assessment, timetable,

reports, homework and the data

collection) | Message generation |

Homework

School Detail | School term dates
SIMS Parent Lite Access to Child’s Data Collection School Detail | School term dates
SIMS Activities All areas No functionality, i.e. switched off
SIMS Student All areas No functionality, i.e. switched off
SIMS Options All areas No functionality, i.e. switched off
Other modules
SIMS Agora All areas No functionality, i.e. switched off

 

From Monday 20th August schools will be able to directly reactivate SIMS Online Services and Agora from their respective administration sites and therefore easily reinstate product functionality. Schools will be asked first whether they have completed the data clean-up and will need to acknowledge they are happy to reactivate the service.

Schools should only use InTouch (SIMS text an email module) for generic communications to parents and contacts. Any communication which contains specific pupil information should not be sent until the schools are confident they have validated their student contact data.

Splash screen

New splash screen notifications with acceptance buttons has been included in the SIMS7 workstation patch to ensure all schools are aware of the incident and have taken the necessary action to address potentially incorrect data.

The splash screen references this document for background information and guidance on how to undertake the necessary remedial action.

Additional questions

If you have any questions about the content of this communication or would like additional detail, please contact the Capita SIMS Service Desk.

Added 17/08/2018 at 12:45 – Presentation of using MS Excel to view the Check 99 report

This PowerPoint presentation is available from a ZIP  RESOURCEID-1-6464.

Important Note

This presentation illustrates how Excel can be used to view a CSV file created from the output for check 99 in Database Diagnostics. This is made available via the application of the workstation patch for either the SIMS Spring Release 2018 or the SIMS Summer Release 2018 (intended release on 17th August 2018). Application of either of these patches provide improvements to the original check 99.

We ask that all schools makes use of this latest check 99 to ensure that all issues created by the incident are identified so that they can be addressed.

Version 3.1

Filenames changed so the that they are the same a those used in the latest ‘How to ..’ document.

Scenarios added to the end of the presentation in line with the latest ‘How to ..’ document.

Updated 15/08/2018 at 19:45 – Improvements to the contact data check in Database Diagnostics (Check 99)

The improved version of Database Diagnostic Check 99 includes:

  1. A more focused search eliminating some of the near duplicate lines (i.e. less to focus upon).
  2. Improved formatting and simpler column headings.
  3. Further identification of the applicant/pupils details that are linked to contacts (i.e. inclusion of unique pupil number).
  4. The list of checks displayed at the end of the diagnostic process will now display “Check 99” in black text were no issues have been found and in red text where one or more issues have been found. This brings Check 99 into line with the other diagnostic checks.

NEW FEATURE: The diagnostic check now includes contacts where the applicant/pupil has a different address to that of the contact (such as social workers/divorced parents).

When our consolidated patches are available, schools should apply patch 24203 where the Spring Release 2018 is in use, or patch 24212 where the Summer Release 2018 is in use.

NB: We will be taking a slightly different approach to delivering the changes outlined above and it is now our intention to release on Friday 17th August a new patch and associated guide for the SIMS Spring and Summer releases. This is subject to the satisfactory completion of our testing and UAT processes.

 

Added 14/08/2018 at 14:30 – CTF matching incident – Precautionary measures for SIMS Modules using contact data.

Several SIMS modules access and use contact information from SIMS which may have been impacted by the CTF incident.  We have therefore taken the proactive precautionary step for SIMS modules as below:

SIMS Product Product Functionality Suspended Product Functionality Still Available
Online Services
SIMS Parent Calendar | Access to Child’s Dashboard

(attendance, behaviour &

achievement, assessment, timetable,

reports, homework and the data

collection) | Message generation |

Homework

School Detail | School term dates
SIMS Parent Lite Access to Child’s Data Collection School Detail | School term dates
SIMS Activities All areas No functionality, i.e. switched off
SIMS Student All areas No functionality, i.e. switched off
SIMS Options All areas No functionality, i.e. switched off
Other modules
SIMS Agora All areas No functionality, i.e. switched off

 

Consolidated patches

It is our intention to release on Friday 17th August a new patch and associated guide for the SIMS Spring and Summer releases. This is subject to the satisfactory completion of our testing and UAT processes. This patch will need to be applied by all customers. Capita hosted SIMS customers will be updated out of hours on the day of release.

This patch will update the diagnostics tool (covering incorrect links for contacts who did not live at the same address as the pupil, for example social worker/divorced parents) and ensure the CTF import is working as expected.
This new patch must be applied, diagnostics undertaken, and manual fixes completed before the SIMS Modules can be reactivated.

Reactivation of SIMS modules

Following the release of the consolidated patch schools will be able to reactivate directly their SIMS Online Services listed above through the Product Admin Site (https://admin.sims.co.uk). Schools will be asked first whether they have completed the data clean-up and will need to acknowledge they are happy to reactivate their service.
Similarly, schools will be able to reactivate Agora through its admin site (https://www.simsagora.co.uk).

Advice on messaging

Schools should only use InTouch (SIMS text and email module) for generic communications to parents and contacts. Any communication which contains specific pupil information should not be sent until the schools are confident they have validated their pupils’ contact data.

Next steps and additional questions

Further communications will be provided when the patch is available for release or additional guidance need to be given.

Added 07/08/2018 at 08:40 – Improvements to the contact data check in Database Diagnostics (Check 99)

The improved version of Database Diagnostic Check 99 includes:

  1. A more focused search eliminating some of the near duplicate lines (i.e. less to focus upon).
  2. Improved formatting and simpler column headings.
  3. Further identification of the applicant/pupils details that are linked to contacts (i.e. inclusion of unique pupil number).
  4. The list of checks displayed at the end of the diagnostic process will now display “Check 99” in black text were no issues have been found and in red text where one or more issues have been found. This brings Check 99 into line with the other diagnostic checks.

NEW FEATURE: The diagnostic check now includes contacts where the applicant/pupil has a different address to that of the contact (such as social workers/divorced parents).

We expect to be able to make this improved version of Check 99 available at the close of business on Wednesday the 8th August via two consolidated patches. Consolidated patch 24203 should be applied by schools who are using our Spring Release 2018, while consolidated patch 24212 should be applied by schools who are using our Summer Release 2018.

Added 02/08/2018 at 18:10 – This CTF 17 newsfeed will be maintained beyond it normal closure date of 1st  August

As you know, for all schools that have upgraded to the SIMS 7 Summer Release 2018, CTF Export uses the format for CTF 18 instead of CTF 17 from the 1st August.  My normal procedure would be to reflect this in the My Account notification area by making the newsfeed for CTF 17 unavailable.  However, this year I will leave this newsfeed for CTF 17 available so that all items related to our problem with CTF import of contact data is kept available from a single newsfeed.

I have added a link from this newsfeed to the CTF 18 newsfeed and I have also added a link from the CTF 18 newsfeed to this newsfeed.

Updated 23/07/2018 at 17:40 – Reduced scope variant of Database Diagnostic check 99

Check 99 (and its counterpart for DbDiagnose EXE) is very thorough in that it will report on problems with contacts for applicants even when those applicants are also enrolled as pupils at the school. We believe that this approach is in line with quite a strict interpretation of data protection regulations, but we understand that at this stage some schools and support units would appreciate the option of being able to use a variant of check 99 (and its counterpart for DbDiagnose EXE) where issues that relate to applicants that are also enrolments pupils are excluded from the scope of the check.

With the above in mind, we are looking into providing a reduced scope variant of check 99 (and its counterpart for DbDiagnose EXE). If we decide to go ahead, the change for Database Diagnose would be provide via a database patch (which would be made available from SOLUS) and the change for DbDiagnose EXE would be provided via a script (Please contact us or click here).

We expect this ‘variant’ to only be of interest to a minority of schools and, with that in mind, the full scope of check 99 will be adopted for the Autumn Release 2018.

Updated 20/07/2018 at 17:40 – Issues with CTF Import

A detailed FAQ document covering the recent CTF Import issues experienced by some of our customers has been made available from – UPDATED SSUs – How to Identify and Correct Data Impacted by the CTF Import Incident–  this will address your questions and provide clear guidance on next steps.

Thank you for your patience.

Added 18/07/2018 at 11:45 – Clarification regarding overwriting of contact address

Please note that from the SIMS 7 Summer Release 2018 onwards CTF Import cannot replace an existing contact address with an address from the CTF file.  The only circumstances where the contact address in a CTF file will be written to a school’s system is where the contact did not previously exist in the school’s system or where the relevant contact in the school’s system does not already have an address.

Updated 17/07/2018 at 23:25 – Patch 24157 for contact linking and address problem

Please note that patch 24157 has been uploaded to SOLUS and made available to support units for application on systems at the Autumn Release and those upgraded to the Summer Release.  The patch adds check 99 toTools | System Diagnostics | Database Diagnostics to identify definite and likely problems with a school’s contacts and contacts addresses that are likely to have been caused by our contact/address bug.  The reporting of check 99 in Database Diagnostics uses the same basic structure as we have used for the DbDiagnose script and this DbDiagnose script has also been updated (version 4) on CTFContactAddressDiagnoseScriptAndInstructions so that it is line with check 99.

Normally, it is only checks that fail that Database Diagnostics displays in red, but this is not the case for check 99, as this is shown in red even if the check has passed in all cases.  Unfortunately, this is the ‘price we pay’ for the reporting of check 99 being suitable for copying to a spreadsheet.  Where no lines are reported for check 99 failures, we still produce a header line for use with a spreadsheet and Database Diagnostics takes the header line to be an indication of a fail.  We understand that this may cause some confusion, but we believe the approach to be justified in that any school with a significant number of check 99 failures will want to copy the data to a spreadsheet.

A PowerPoint presentation to help with the use of the report from DbDiagnose EXE and with the use of the new check 99 reporting in Database Diagnostics is available from Solus 3

Updated 16/07/2018 at 14:15 – The way forward for the contact linking and address problem

Although patch 24040 has caused some further problems for some of the very small number of schools who applied the patch, it has illustrated the risk involved in attempting to fix data which could have been damaged some months ago and therefore subject to any number of changes since then. With that in mind we now plan to provide as much help as possible for schools to detect the problems, so that they can deal with their data problem using their own knowledge and judgement.

With the above in mind we will be modifying the current script for the DbDiagnose application (which is run outside of SIMS .net) to provide a more focussed view of the contact/address issues that have resulted from our bug in CTF Import to an admission group. Once we are happy with this script, we will convert the logic into a SQL patch to add the check to the SIMS .net route Tools | System Diagnostics | Database Diagnostics. Providing the data check via a SIMS .net route will make the checking more accessible to schools and particularly schools with limited access to direct technical support.

Patch 24157 will add check 99 to Database Diagnostics to identify definite and likely problems with a schools contacts and contacts addresses that are likely to have been caused by our contact/address bug.  This patch is in the final stages of testing and we expect to be able to make it available in the near future.

I would like to apologise for the original bug in our software that triggered the data problem and the amount of time it is taking us to provide an acceptable solution.

Added 11/07/2018 at 15:20 – The way forward for the contact linking and address problem

Although patch 24040 has caused some further problems for some of the very small number of schools who applied the patch, it has illustrated the risk involved in attempting to fix data which could have been damaged some months ago and therefore subject to any number of changes since then. With that in mind we now plan to provide as much help as possible for schools to detect the problems, so that they can deal with their data problem using their own knowledge and judgement.

With the above in mind we will be modifying the current script for the DbDiagnose application (which is run outside of SIMS .net) to provide a more focussed view of the contact/address issues that have resulted from our bug in CTF Import to an admission group. Once we are happy with this script, we will convert the logic into a SQL patch to add the check to the SIMS .net route Tools | System Diagnostics | Database Diagnostics. Providing the data check via a SIMS .net route will make the checking more accessible to schools and particularly schools with limited access to direct technical support.

I would like to apologise for the original bug in our software that triggered the data problem and the amount of time it is taking us to provide an acceptable solution.

Updated 11/07/2018 at 11:45 – Patch 24040 withdrawn

I am very sorry to have to report that patch 24040 has been withdrawn.  A customer case has revealed a situation where the patch can assign incorrect addresses for a contact.  Dealing with this issue is our highest priority.

Our initial investigation of the issue with the patch suggests that the problem is confined to situations where schools have attempted to deal with the contact/address problem ‘manually’ before applying the patch.  For example, the patch may malfunction where a school deleted data and then re-ran the CTF Import before applying the patch.

We understand that application of the patch has made the changes proposed by the diagnose script, so schools that did not agree with the changes proposed by the diagnose script will not have applied the patch.

As you would expect, it is safe to continue to use the contact/address script, but the indication of where a data fixing patch should be applied may not be accurate.

Added 10/07/2018 at 17:20 – Possible problem when downloading CTF files from websites

We understand that some schools are having problems when importing assessment CTF files that were downloaded from a government website.  Our investigations indicate that the problem is caused by the CTF filename being ‘corrupted’ on download.  When a file of the same name already exists in an internet browser’s download folder the browser often adds something to the end of the filename to differentiate the files, e.g. (1) or ~1.  The spurious characters at the end of the CTF filename will need to be removed for a successful import into SIMS.

Updated 10/07/2018 at 16:00 – Contact Linking & Contact Address Problem

Apology

  • As many of you will know, there was a problem with a contact matching in CTF Import to an admission group provided by our SIMS 7 Autumn 2017 and Spring 2018 releases that could result in new pre-admission pupils being linked to the wrong contact and can also result in contacts being allocated incorrect addresses.  Please accept my apology for this mistake in our software.

Description of Problem

  • The SIMS 7 Autumn Release 2017 included a patch for CTF Import that has a serious issue where CTF Import is used for adding pupils to an admission group.

First aspect of the problem

  • On import, the software uses a matching routine to check if any of the pupils to be imported have contacts that already exist in SIMS and, where this is the case, links that contact to the pupil and updates the contacts address as necessary.
  • Unfortunately, several aspects of the matching routine where accidentally removed so that the matching routine only checks for matching names and gender.
  • The net result is that existing contacts can be given the wrong address and the imported pupil in the admission group can be linked to the wrong contacts.

Second aspect of the problem

  • This is similar to the first aspect of the problem, but applies where no address for the contact has been included in the CTF file.
  • As for the first aspect of the problem, the link from the imported pupil will be to the first existing contact with the same name and gender, but in this case the address for that contact is not changed.

Example of Problem

  • Having upgraded to the SIMS 7 Autumn Release 2017 or Spring Release 2018, a school runs Routine | Data In | Import CTF.
  • School chooses ‘Add data for New Pupils Only’.
  • Having selected the CTF file, the user opts for placing the new pupil in a Pre-Admission Group.
  • Pupil named Paul Smith is added to a Pre-Admission and the software looks in the SIMS list of all contacts to find Paul’s contact whose name is John Smith with a gender of male.
  • The software finds the first male John Smith in the list, which given the commonness of the name is likely to be the wrong John Smith, and links that John Smith as a contact for the Paul Smith that has been added to the Pre-Admission Group.
  • Where the CTF file includes an address for the contact, the software compares the address of the John Smith in the CTF file with the John Smith that has been linked to the Paul Smith that has been added to the Pre-Admission Group and, in nearly all cases, finds that they are different.  Having found that they are different the software changes the current address for the contact (which is very likely to be the right address) to the address in the CTF file (which is very likely to be the wrong address).
  • Therefore, the Paul Smith that has been added to the Pre-Admission Group is very likely to have ended up linked to the wrong John Smith.  If this John Smith has been given the wrong address, that wrong address will be significant to both Paul Smith and any other pupils where John Smith is the contact.

Solution

Removing the bug

    1. Patch 24068 has been provided to customers via SOLUS 3 to fix the mistake in our coding (this replaced patch 23971 which only fixed part of the mistake).
    2. Patch 24068 has been included in the SIMS 7 Summer Release 2018 to ensure that the coding fix is in place for all customers.

Dealing with the data problems caused by the bug

    1. A diagnose script has been provided via My Account to help school identify problems in the contact linking and contact address area.  The diagnose script is now at version 3, but all versions are suitable for use when deciding whether or not to apply patch 24040, with the only difference between the three versions being that the later versions are easier to make use of as they are better at excluded data that has already been dealt with manually.
    2. A presentation has been provided via My Account to help with making use of the said diagnose script.  The My Account link now takes you to version 1.1 of the presentation, which includes a description of each type of ‘Potential Issue’.  You can check if you have version 1.1 of the presentation as the version number appears in the top right-hand corner of the first slide.
    3. Patch 24040 has been developed to automatically resolve many of the data problems caused by the bug and is available to local support units via SOLUS.  The patch is described as “DO NOT USE unless you are happy with the address proposed by the CTF Contact Address Diagnose Script” as a small number of schools have disagreed with the changes proposed by the Diagnose Script and such schools should not make use of this patch as the patch will put in places the proposals made by the Diagnose Script.  We believe that the proposals made by the Diagnose Script are correct, but if a school disagrees they should not make use of the patch.  We are sorry that this patch took longer to develop and test than originally expected, but I can assure you that this work has been treated as our number one priority.

Updated 10/07/2018 at 10:50 – Summary of latest position regarding the contact linking and contact address problem

Correcting the bug

  1. Patch 24068 has been provided to customers via SOLUS 3 to fix the mistake in our coding (this replaced patch 23971 which only fixed part of the mistake).
  2. Patch 24068 has been included in the SIMS 7 Summer Release 2018 to ensure that the coding fix is in place for all customers.

Updated 21/06/2018 at 18:30 – Contact Linking & Contact Address Problem Description of Problem

  • The SIMS 7 Autumn Release 2017 included a patch for CTF Import that has a serious issue where CTF Import is used for adding pupils to an admission group.

First aspect of the problem

  • On import, the software uses a matching routine to check if any of the pupils to be imported have contacts that already exist in SIMS and, where this is the case, links that contact to the pupil and updates the contacts address as necessary.
  • Unfortunately, several aspects of the matching routine where accidentally removed so that the matching routine only checks for matching names and gender.
  • The net result is that existing contacts can be given the wrong address and the imported pupil in the admission group can be linked to the wrong contacts.

Second aspect of the problem

  • This is similar to the first aspect of the problem, but applies where no address for the contact has been included in the CTF file.
  • As for the first aspect of the problem, the link from the imported pupil will be to the first existing contact with the same name and gender, but in this case the address for that contact is not changed.

Example of Problem

  • Having upgraded to the SIMS 7 Autumn Release 2017 or Spring Release 2018, a school runs Routine | Data In | Import CTF.
  • School chooses ‘Add data for New Pupils Only’.
  • Having selected the CTF file, the user opts for placing the new pupil in a Pre-Admission Group.
  • Pupil named Paul Smith is added to a Pre-Admission and the software looks in the SIMS list of all contacts to find Paul’s contact whose name is John Smith with a gender of male.
  • The software finds the first male John Smith in the list, which given the commonness of the name is likely to be the wrong John Smith, and links that John Smith as a contact for the Paul Smith that has been added to the Pre-Admission Group.
  • Where the CTF file includes an address for the contact, the software compares the address of the John Smith in the CTF file with the John Smith that has been linked to the Paul Smith that has been added to the Pre-Admission Group and, in nearly all cases, finds that they are different.  Having found that they are different the software changes the current address for the contact (which is very likely to be the right address) to the address in the CTF file (which is very likely to be the wrong address).
  • Therefore, the Paul Smith that has been added to the Pre-Admission Group is very likely to have ended up linked to the wrong John Smith.  If this John Smith has been given the wrong address, that wrong address will be significant to both Paul Smith and any other pupils where John Smith is the contact.

Solution

  • Applying Patch 23971 will fix the first aspect of the bug (available from SOLUS 3).
  • We are creating a second patch that will incorporate Patch 23971, to fix the first aspect of the bug, and will additionally fix the second aspect of the patch.  It will be fine for a school to apply the second patch when they have already applied the first patch and it will also be fine for a school to apply the second patch without having applied the first patch
  • Optionally, make use of a routine, which we expect to be able to provide in the near future, to detect if any of a school’s contact data has been affected by this bug.
  • We expect to be able to make patch 24040 available in the near future to restore the original address for the contacts and to link the imported pupils to the correct contact.  However, it is important to note that this restoration will only be possible where the school has not already attempted to resolve the issue for a contact.

Progress

  • Patch 23971 is available.
  • Patch to replace 23971 is being developed and should be available in the near future
  • Patch 24040 is being extended to take account of both aspects of the issue

Added 09/05/2018 at 14:30 – Problem with importing Proficiency in English (England only)

Unfortunately, there is a problem with our coding of CTF Import which results in any Proficiency in English data not being imported.  The problem is solved by patch 23974, which is being made available from SOLUS.

Added 15/03/2018 at 12:30 – Address Problem (KB478399)

Apology

  • Please accept my apology for not warning you of this problem sooner

Description of Problem

  • Where a pupil is imported into SIMS, when they already have a sibling at the school and the siblings have the same contacts, the addresses for the contacts are ended on the date of import.
  • Where the pupil is set to ‘inherit’ a contact’s address the address for that pupil will also be ended.

Solution

  • Apply patch 23690 to fix the bug
  • Re-import the CTF to restore the addresses
  • This patch will be included in the Summer Release 2018

Added 09/05/2018 at 14:30 – Problem with importing Proficiency in English (England only)

Unfortunately, there is a problem with our coding of CTF Import which results in any Proficiency in English data not being imported.  The problem is solved by patch 23974, which is being made available from SOLUS.

Added 15/03/2018 at 12:30 – Address Problem (KB478399)

Apology

  • Please accept my apology for not warning you of this problem sooner

Description of Problem

  • Where a pupil is imported into SIMS, when they already have a sibling at the school and the siblings have the same contacts, the addresses for the contacts are ended on the date of import.
  • Where the pupil is set to ‘inherit’ a contact’s address the address for that pupil will also be ended.

Solution

  • Apply patch 23690 to fix the bug (available from SOLUS 3)
  • Re-import the CTF to restore the addresses
  • This patch will be included in the Summer Release 2018

Added 04/12/2017 at 16:00 – Restricting export/import of contact data 

Currently we have a tick box that schools can use to indicate whether to export/import contact data.  There has been some discussion of extending the choice to export/import of parental contacts only, e.g.

from

Student Contacts  [  ] 

to

 All Student Contacts  [  ]
 Student Parental Contacts  [  ]

Please raise/support a Change Request on My Account, if you would value such an extension of CTF functionality.

Added 22/11/2017 at 09:35 – Problem with the transfer of service child indicator 

Unfortunately, there is a problem with our coding of CTF Export that can result in the service child indicator being assigned to pupils in the CTF file that are not actually service children.  A patch to resolve this problem will be made available from SOLUS 3 in the near future.

Added 22/09/2017 at 19:10 – Use of effective date for selecting pupils for CME files (England only) 

Unfortunately, in the original SIMS Summer Release 2017 there was a mistake in the coding for selecting pupils for CME files which meant that the System Date was used where the Effective Date should have been used.  Most of you will not have experienced this problem, as Workstation Patch 1 dealt with this problem as one of the CTF pupil selection fixes.  I apologise for not making this clear earlier.

Updated 21st September 2017 at 12:05 – Current academic year restriction for creation of CME files (England only)  

Unfortunately, in the original SIMS Summer Release 2017 there was a mistake in the coding for selecting pupils for CME files which meant that the System Date was used where the Effective Date should have been used.  Most of you will not have experienced this problem, as Workstation Patch 1 dealt with this problem as one of the CTF pupil selection fixes.  I apologise for not making this clear earlier.

Updated 15th August 2017 at 12:25 – Presentation of changes CTF 17 and the introduction of CME files for SIMS 7  

Unfortunately, in the original SIMS Summer Release 2017 there was a mistake in the coding for selecting pupils for CME files which meant that the System Date was used where the Effective Date should have been used.  Most of you will not have experienced this problem, as Workstation Patch 1 dealt with this problem as one of the CTF pupil selection fixes.  I apologise for not making this clear earlier.

A new version of this PowerPoint demonstration was uploaded to My Account on 15/08/2017 at 12:20.

Version 2.1 corrects a mistake regarding the inclusion of Grounds for Removal in CMJ files.

Version 2.0 includes extensive improvements to the presentation, which now includes slides for each of the following areas.

  • SIMS 7 Summer Release 2017
  • SIMS 7 Autumn Release 2017
  • Changes for CTF 17 Compared CTF 16
  • Legal position for CME files
  • CME files for Independent Schools
  • CME files and Grounds for Removal
  • Using CTF, CML and CMJ to avoid CME
  • Using SIMS 7 to enter CME leavers information
  • Using SIMS 7 to create CME Leavers files
  • Structure and Content of CME for Leavers files
  • Trigger for providing CME Joiners information
  • Using SIMS 7 to enter CME joiners information
  • Using SIMS 7 to create CME Joiners files
  • Structure and Content of CME Joiners files

Added 28th July 2017 15:30 – Content of CME (Children Missing Education) Files

Unfortunately, in the original SIMS Summer Release 2017 there was a mistake in the coding for selecting pupils for CME files which meant that the System Date was used where the Effective Date should have been used.  Most of you will not have experienced this problem, as Workstation Patch 1 dealt with this problem as one of the CTF pupil selection fixes.  I apologise for not making this clear earlier.

CML File (Children Missing Education – Leavers)

  • Identification of the pupil
    • UPN
    • Surname
    • Forename
    • DOB
    • Gender
  • Current addresses of the pupil
  • Current phone numbers of the pupil
  • Email address of the pupil
  • Contacts for the pupil
    • For each contact: Relationship to the pupil, Indication of parental responsibility, Identification of the contact, Title, Surname, Forename, Gender, Current address of the contact, Current phone numbers of the contact, Current email address of the contact
  • School the pupil has left
    • Identification of school: School name, School LA, School establishment number
    • Reason for leaving the school
    • Grounds for removal from the admissions register*1
  • School the pupil is expected to join
    • Identification of school: School name, School LA, School establishment number
    • Expected date of entry

 

CMJ File (Children Missing Education – Joiners)

  • Identification of the pupil
    • UPN
    • Surname
    • Forename
    • DOB
    • Gender
  • Current addresses of the pupil
  • Current phone numbers of the pupil
  • Email address of the pupil
  • Contacts for the pupil
    • For each contact: Relationship to the pupil, Indication of parental responsibility, Identification of the contact, Title, Surname, Forename, Gender, Current address of the contact, Current phone numbers of the contact, Current email address of the contact
  • School the pupil has joined
    • Identification of school: School name, School LA, School establishment number
    • Date of entry
  • School the pupil left
    • Identification of school: School name, School LA, School establishment number
    • Date of leaving
    • Reason for leaving the school
    • Grounds for removal from the admissions register*1

*1 Will be introduced by SIMS 7 Autumn Release 2017 in line with the change to the DfE specification for CTF 17.