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CAPITA Spring 2015 Release Notes

This page contains important information regarding the SIMS & FMS Update information.

  • Once SIMS is updated this will be on version 7.162
  • Once FMS has been updated this will be on version 6.162

SIMS_Spring_2015_Combined_Release_Note SIMS_Spring_2015_English_Secondary_Release_Note


SIMS Year End 2015 Information Page

With schools now preparing for their year end within the SIMS software it’s important for pupils to be recorded in the correct classes, year groups and structures. The information contained below has a number of useful guides and quick reference sheets which you may find useful for completing your year end.


We also offer interactive courses on the year end process along with how to deal with admissions and CTF’s, these can be booked via our SIMS Crowd Booking Page.

Adding School Academic Year Dates 2015-2016





Dealing With CTF’s

QRS- Admissions

QRS – House_Keeping_Routines

QRS- Managing_Common_Transfer_Files

Date Of Birth Chart for 2015 Year


FMS Year End Information for Schools

With schools now preparing for their end of year for finance, we have put together a list of the Leeds City Council Documents to which you may find of use.

Also enclosed on this page is the FMS User Manual Version 6.140 which is a user guide on using the different areas within the FMS software.

Year End Documentation for Schools:

FMS Version (6.140) FMS User Manual

Closedown 2014-15 School OSL&OSD Form

Closedown 2014-15 schools SIMS_FMS


Highlights of the SIMS Autumn release 7.161

Nick Finnemore the Head Of Product Management explains about some of the new features within SIMS… logo


With the new school year now in full swing, schools across the country are dealing with an array of changes to the new curriculum. SIMS is constantly evolving to help schools manage these changes effectively, which is why the Autumn release has a range of new enhancements and features that will make life easier for school leaders, teachers, technical and admin staff. Here are some of my top highlights:

1. New School Report

Reports | School Report

One of the big news items for SIMS this autumn is the new School Report. This feature provides an instant overview of your school, based on the latest data held in SIMS. This will give school management teams an insight into their current pupil numbers, attendance, achievement and behaviour information as well as some Assessment data for Key Stage 2 and 4, for which you will need to complete the assessment mapping first. There’s the option to view either a long or short version of the report and you can export it into pdf or excel so that you can share it with key stakeholders in your school.

2. Responding to the national curriculum changes

The removal of levels in the new national curriculum is one of the biggest challenges currently facing schools. We’re confident that SIMS can provide a solution for your school, whichever approach you choose to take. We have already made some notable enhancements to the New Curriculum Progress Grids for the Autumn release. These include:

  • A replacement for the original DfE-aligned outcomes of pupils being ‘at expected’, ‘above expected’, or ‘below expected’. The language used within the Early Years Foundation Stage has been extended into KS1 and KS2 so that attainment can be recorded against knowledge descriptors as either ‘Emerging’, ‘Developing’, ‘Secure’ or ‘Mastered’.
  • Foundation subjects have been split so that each subject now has its own separate tab.
  • An ‘overall assessment’ has been introduced so that teachers can apply a judgement to each subject and record what stage of the National Curriculum a pupil is working within.
  • Values have been introduced to individual statements of knowledge to allow for the reporting and analysis of information.

With these changes to the Progress Grids teachers can now record achievement against all of the National Curriculum Programmes of Study (PoS) in a simple traffic light display, whether a pupil is ‘emerging’ and just starting  to learn a new skill, ‘developing’ showing an increased understanding in that area, or ‘secure’ when they  have achieved expectations. Teachers can also go on to indicate if a child has ‘mastered’ a skill upon  gathering further evidence of deeper understanding being shown.

Any attainment data recorded through the progress grids in Autumn will feed into the completely new assessment without levels solution being introduced in Spring. This includes a new screen for more efficient recording of achievement against the entire National Curriculum PoS and will be linked to instant analysis and individual reports.

3. Support for Universal Infant Free School Meals

With schools being paid funding for each meal taken by newly universal infant free school meal pupils, you need peace of mind that all pupils are being charged correctly. SIMS Dinner Money reports can now identify Universal Infant Free School Meal numbers separately from paid and Free School Meals, ensuring that all school records are accurate and reflect changes in government policy.

4. Enhanced Quick Search

The SIMS quick search facility helps you save time when you need to find pupil details, a birthday, a car registration or a particular home or email address.

SIMS now has enhanced the quick search to make it even quicker and easier to find information. For example, currently the hashtag search relies on knowing search terms such as #B for a birthday list or #A for an email or part of an address, where you don’t know the full information.  We’ve adjusted this to use plain English for search terms instead of hashtags, for example you can now search for ‘Year 7 Boys’ instead of ‘#Y 7 #M’.

The search has also been extended to include user defined fields, wildcard search (Sm?th), age search, finding a sibling and setting up shortcuts for frequently used searches. All of these adjustments have been made to save valuable time for schools and I hope will encourage many of you to try out quick search when you next need to find something!

Probably Additions

Please note that the DfE is talking to suppliers about adding the following items for the Autumn Census 2015.

Post 16 Learning Aim Withdrawal Reason

Where a Learning Aim has a Status of “Withdrawn”, one of the following Withdrawal Reasons must be provided.
•Learner has transferred to another provider to undertake learning which meets a specific government strategy
•Learner has transferred to another provider
•Learner injury/illness
•Financial reasons
•Other personal reasons
•Reason not known

Post 16 Learning Aim Partner UKPRN
•Where a Learning Aim is provided other than be the school the UKPRN of the provider must be indicated.
•It is unclear at this point as to whether or not we must also indicate the UKPRN of the school where the school provides the Learning Aim.

Maths and English GCSE Prior Attainment for all Pupils Taught in Year 12 and above
•Grade for prior achievement in GCSE Maths
•When the prior achievement in GCSE Maths was obtained
•GCSE Maths funding exemption
•Grade for prior achievement in GCSE English
•When the prior achievement in GCSE English was obtained
•GCSE English funding exemption

Manual Entry of External Exam Results

In the Summer Release 2015 Capita will be moving Manual Entry of External Exam Results to SIMS .net and will be extending the functionality so that it contains the information needed for it to contribute to the reporting of prior attainment of GCSE Maths and English. The new user interface for this functionality will be based on that recently put in place for Tools | Examinations | Edit PI Data.

CTF Move to Academic Year Cycle

In line with other statutory items from the DfE, the cycle for CTF has changed from a calendar year cycle, where structural changes to CTF take place in November, to an academic year cycle, where structural changes take place in August. A change in August does not line up with the Capita release, so Capita are going to have to impose the change over from CTF 14 to 15 via a date trigger in their CTF coding.

The Capita Summer Release will leave CTF 14 in operation until the 1st of August when the software will automatically move to CTF 15. This implies the following compatibilities for the Summer Release

Release Date up the 31st July
•Import CTF 13 and CTF 14
•Export CTF 14

1st August onwards
•Import CTF 14 and CTF 15
•Export CTF 15

Dealing with School Closures (Enforced Closures)

As a school you may have to make the decision to close school this could be for example if the boiler breaks down or due to adverse weather conditions.

Please read through the guidance information attached to this article on how to record this information within SIMS Attendance. This has to be recorded as an enforced closure.


Entering an Enforced School Closure in Sims Document

School Census 2015 Known Errors

This page contains error codes for the January 2015 school census, further details to follow…


2170 (New SEN Codes)

With the new SEN codes being updated it has been found that the need types have to be updated as the old codes appear in red.

For example those children on the codes of Behavioural Emotional and Social Difficulties has been replaced with alternative codes and we strongly suggest you check through each child on this codeset.

2020Q  (Pupils taught out of year)

This error is currently being investigated by Capita as it appears this error is triggered for leavers in the previous term.

The Fix for this error will be included in a new Fileset 187.



January School Census 2015 Newspage

Connect-Up Support have put together the January School Census 2015 news page to help you locate the documents required to complete the January School Census 2015.

All changes have been outlined in these documents and we strongly advise you to read these documents.

This includes the class time information on what time to do your school census, national curriculum years DOB chart and the funded hour’s table of entitlement.

Further Important Pupil Premium Information can be viewed within our other online article displayed below this article.  

The January Census 2015 is an important census as this looks at your funding for the next academic year. Changes outlined are adopted from care changes, school dinners taken and changes to the codes for special educational needs.

Schools will need to be on Version 7.161 to complete the school census and Fileset 187 (the fileset is displayed when browsing for the census return.)

The documents we have included are as follows, you can click on each option to view;

1) A Preparing Census return guide (this covers primary schools and special schools)

2) A Producing Census return guide (each separate guide is labelled accordingly to the schools phase, one for primary, specials and PRU’s.)
3) An FAQ document for statutory returns
4) DFE School Census guide version 1.8
5) QRS School Census Producing School Census Reports

If you require any further advice or information then please do not hesitate to contact our support team on 0113 2105008.

Please note that the latest fileset 187 has been deployed to all Connect-Up Supported Schools. 

We have included some useful screenshots below of this information;

 Number Of Free School Meals Taken On Census Day:

Enter the Number of free school meals taken on census day by pupils, in
any year, who are eligible for Free School Meals.

  • Pupils should be included only if they meet the Free School Meals eligibility
    criteria (i.e. in respect to family income).
  • If your school has pupils of a young age, do not include pupils taking
    school meals in Reception, Year 1 and Year 2, if they are not eligible for
    Free School Meals in respect to family income, e.g. they are receiving a
    Universal Infant School Meal only.

Time to do the Census based on your DfE Code;

Selected Time on Census Day (Added 12/01/2015)

The DfE has indicated that the Selected Time information provided in their guidance documents was incorrect and will be corrected by bringing it into line with the information in their specification.

Last digit of DFE number Selected time
4, 7, 8 or 9 The selected time is one hour after the start of afternoon school
0, 1 or 5 The selected time is one hour after the start of morning school
2, 3 or 6 The selected time is one hour before the end of morning school


National Curriculum Years for 2015 after 31/08/2013










Funded Hours Table for 2,3,4 year olds







Extended Services Explained

You can access these through Focus | School | School Details


• Before school childcare and/or activities for school-age children (term-time).
• After school childcare and/or activities for school-age children (term-time
• Childcare and/or activities, for school-age children during school holidays.
• Childcare integrated with a nursery education place for three and four year olds (term time).
• Childcare during school holidays for three and four year olds in nursery education.
• Other forms of childcare including any form of childcare not covered by codes above.
• Childcare or activities for school-age children are offered 8am – 6pm 5 days per week, all year round.
• Childcare for 3 & 4 yr olds in nursery education is offered 8am – 6pm 5 days per week, all year round.
• Childcare for children up to three years old, 5 days a week, all year round.
• Childcare or activities is for children are offered in partnership with other schools
• Childcare or activities are offered in partnership with external providers
• Study support, sports, arts, music, ICT and/or volunteering opportunities for pupils outside sch hrs.
• Community use of school’s sports, arts, ICT or other facilities and spaces
• Information sessions for all parents of pupils entering Reception and Year 7.
• Parenting groups using structured manual-based parenting programmes.
• Specialised support, including for parents whose children have problems with attendance/behaviour.
• Information on national/local advice and support for parents
• Any other parenting/family support which does not use structured manuals, a parents room, etc.
• Adult education (excluding family learning i.e. without children)
• Family learning (parents/carers/other adult family members and children learning together)
• Health/therapeutic services, health promotion activities and physical therapies for the community.
• Social care services for the community
• Other advice and support services (e.g. financial, benefit and employment advice) for the community.
• Work with health professionals to support your pupils
• Work with social care professionals to support your pupils
• Other category of extended service in your school which are not covered by other codes

updated 15/01/2015