Provision Map in September

September is a challenging month for everyone involved with schools, we are here to help and support as much as possible. Below are a range of the most common issues and solutions that arise in September.

Help us help you!

If you have read the common issues and solutions below but have not been able to resolve things then please report the issue with as much information as possible, the more you can provide means the quicker we can help. Information such as this is a great help:

  • Screenshots (this link will help if you are not sure)
  • Clear description of the issue you are facing
  • Which school you are from
  • Involved pupil names only when essential to the query*
  • Involved teacher names & email used for logging in
  • Relevant screenshots from SIMS / your School Information System (SIS)*

*Please redact any sensitive information from screenshots where possible.

New Academic Year help video (integrated schools only)

This section is only relevant if we are integrated with your school management system (eg. SIMS, Integris, CMIS).

New Academic Year help video (manual schools only)

This section is only relevant if you use a spreadsheet import to update Provision Map information.

Sync and data issues

This section is only relevant if we are integrated with your school management system (eg. SIMS, Integris, CMIS). If you use manual imports then there is a section dedicated to this further down this page.

What is meant by data sync or import?

There are two ways that data can be added into Provision Map. The most common way is by automatically syncing with your school information system (eg. SIMS, Integris, CMIS) overnight, the other is by you importing a spreadsheet.

The approach to starting a new academic year in Provision Map depends upon which method you are using. This section deals with issues that may arise if you are integrated with your school information system.

If you are synced with your school management system (e.g SIMS):

If you are integrated with your school management system then we do most of the heavy lifting for you. New pupils, teachers etc will automatically be synced and those who have left will be archived. One thing you should certainly do is ask your school technician to check that our integration (Xporter/XoD/Wonde) is still active and working. If you are unsure of what your integration is then please get in touch.

Where are Year 7?

They should pop up in a couple of days because they often have a different on roll/start date set in SIMS or other school information systems (SIS). We only sync current/on roll pupils and cannot pull pre-admission pupils. If you have confirmed that the pupils’ start / on roll date is today’s date or earlier but the pupils are still not appearing in Provision Map, then please do get in touch so that we can investigate.

Pupils have moved form/year groups but not changed in Provision Map

The most likely reason for a sync not occurring is due to errors in memberships so you will need to validate memberships to resolve this. Ask your SIMS manager to go to SIMS >Tools > Validate memberships. This will run a database check on student and staff membership of predefined and user defined groups.

Another reason could be that your sync with us is down. Please ask your school Network Manager/IT Technician to check that our integration (either via  Xporter/XoD/Wonde) is still live and active.

Photos are missing or not updated

The first thing is to check that the photos exist for the pupil in SIMS or your school information system. If they exist and are not synced with Provision Map then please be aware we only sync photos once per week (Fridays). If a sync is required prior to this schedule then just get in touch and we will force the sync to run early.

Why hasn’t our Pupil Premium information been updated?

In SIMS, navigate to Reports > General Student List Additional Information > Pupil Premium Indicator. Drag the pupils that are Pupil Premium onto the displayed list. If the pupils in the list are still set to No, you will need to contact the DFE and request a new Pupil Premium list for the current academic year. Once this is complete please let us know and we can synchronise the data for you.
 

How do I run Validate Memberships in SIMS?

There may be times when it is necessary to run Validate Memberships in SIMS, in order to prevent invalid duplicates in your school’s data from affecting the data transfer into our software. To do this, navigate to the Tools menu in SIMS and select Validate Memberships.

Once this is complete please let us know and we can synchronise the data for you. If the data is still incorrect you will need to run a Database Diagnostic. This can be found by navigating to Tools > System tools Database diagnostic in SIMS and select Run, followed by another Validate Memberships. Again, we will need to run the synchronisation once this is complete.

No new data at all

It may be that you have moved to a new SIMS server / School information system server, changed firewall or proxy settings or have duplicates in SIMS. Just contact us and we will help, it may require a remote session with your school technician.

Where have old pupils gone?

If we are integrated with your school management system (eg. SIMS) then pupils who have left school should be automatically archived but you can still see them by going to Admin>Archived Pupils:

The following Knowledgebase article explains how Provision Map manages archived pupils in more detail: How to archive pupils

Manual import issues

This section is only relevant if spreadsheet imports are used to add pupil data to Provision Map

New Academic year procedures for schools on spreadsheet import

If Provision Map is not integrated with your school’s MIS, there are a few steps that should be taken at the start of the new academic year.

Click on the links below to be redirected to the relevant Knowledgebase articles:

Help with general issues

Below are some help sections on general issues that may arise in Provision Map

General staff management

The start of the academic year is a good time to check your staff accounts and also adjust any permissions if roles have changed.

To find out more about managing staff, check out the Staff management section of our Knowledgebase.

General pupil management

At the start of a new academic year, it’s vital to keep track of both new and updated pupils that make up your school.

To find out more about managing pupils, check out the Pupil Management section of our Knowledgebase.

General provision management

You may wish to apply new provisions, make changes to existing provisions, or archive obsolete provisions.

To find out more about how to use provisions, check out the Provisions section of our Knowledgebase.

General plans management

You may wish to create new plans in order to ensure that pupils are supported at the start of the academic year.

To find out more about how to use plans, check out the Learning plans section of our Knowledgebase.

General passports management

You may wish to create passports for incoming pupils, in order to ease the transition into their new school.

To find out more about how to use passports, check out the Passports section of our Knowledgebase.

General school robins management

September is a busy time of year for staff members, so receiving prompt updates and information requests is vital.

To find out more about how to use school robins, check out the School Robins section of our Knowledgebase.

General safeguarding management

It is important that all staff members know how to report safeguarding issues through Provision Map.

To find out more about managing safeguarding incidents, check out the Safeguard my School section of the Knowledgebase.