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

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O O n n l l i i n n e e F F r r e e e e S S c c h h o o o o l l M M e e a a l l s s

School User Guide

Back-Office System

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Introduction 3

1. Signing into the OFSM Back-Office System 4

2. School Menu Bar 4

2.1 Eligibility 5

2.2 Saved Not Found 6

2.3 Changes 6

2.4 Day by day 7

2.5 Search 7 2.6 Searching on specific criteria 8 2.7 Searching on grouped criteria 9

2.8 School Information 11

3. Individual Pupil Information 13

4. Ending a session 16

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Introduction

This guide is designed for school staff who have responsibility for administering free school meals and/or the online application system.

The School Back-Office allows users to check the current status of applications for Online Free School Meals (OFSM) in a variety of formats.

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.

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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• Inactive (Withdrawn)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.

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2.8 School Information

Figure 12 shows the School Information menu view which displays information about the school selected.

Figure 12

The screen includes a link to the relevant Edubase² record for the school.

Any changes in the school information need to be alerted to the LA user.

This screen may be used to add new users, change user names and passwords and change the level of access and notification status of the users.

To add a new user click on the green plus circle ( Add user).

2 http://www.education.gov.uk/edubase/home.xhtml

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Figure13 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 13

Note: The [Delete] button does not appear if editing one’s own details.

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3. Individual Pupil Information

Figure 14 below shows the main pupil information screen.

Figure 14

The current status of the pupil may be changed by selecting the appropriate value from the Change to dropdown and selecting Save. The previous value will be entered into the Full Change History table.

The various change 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 by School/LA)

Clicking on the Help menu at the top right of the screen gives more information on the exact meaning of these terms.

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10 below.

In addition to the rectification of spelling errors, this screen can be used to amend information if:

(a) the applicant changes address;

(b) the child’s legal name changes; or

(c) the child’s recorded names do not match those confirmed as being correct in the school’s Management Information System (MIS).

Figure 16

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4. 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/tab³ 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/site⁴.

3 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.

4 Should a user inadvertently do so, the consequences are entirely theirs.

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

O O n n l l i i n n e e F F r r e e e e S S c c h h o o o o l l M M e e a a l l s s