All files must reach cyps research & Statistics by Friday 12 June 2015

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End of Key Stage

Data Processing in SIMS .net
Early Years Foundation Stage Profile (EYFS) – 2015
All files must reach CYPS Research & Statistics by

Friday 12 June 2015

Table of Contents


What’s New for 2015 3

Importing the Foundation Stage Files into Assessment Manager 4

Generating Marksheets 6


Entering Data into Assessment Manager 8

Entering Data directly into Assessment Manager 8

Exporting Marksheets for Data Entry 9

Importing Exported Marksheets 10

Printing Marksheets 13

Print Individual Marksheets 14

Printing a Selection of Marksheets 15

Validation and Final Calculation 18

Exporting Results for CYPS 18


All schools will be using Assessment Manager 7 to record Foundation Stage Profile results for sending into CYPS Statistics and Research.

The Foundation Stage Profile is not optional and schools should send in a complete set of results although we will only be collecting a Summary of the scores attained: see later for an overview of these. The SIMS Software can also produce a Report to Parents as for all Key Stages.

  • Bristol CYPS is a collecting centre for STA (Standards and Testing Agency) results at EYFSP and the marksheets indicated below should be handed to staff either electronically or in paper form.

All information relating to this year’s assessment cycle can be found here :

What’s New for 2015

Wizards and Templates - There are new Wizards and Templates for 2015 which can be found in your AMPA folder, ready for you to import.
Children attending a pupil referral unit (PRU) or hospital school are not subject to the assessment requirements in this ARA.
Children still on the register at a maintained school but attending a PRU or hospital school are required to be assessed, and the results should be reported by the home school.
These assessment and reporting arrangements do not apply to children who are being educated at home, unless they are on the register of a maintained school or independent school.
This year we have tried to decrease the workload on the administrator and to this end we have removed the section on Assessment User Defined Groups – this was created so that pupils from out of year could be assessed. If you still want to create the Assessment User Defined Groups because you have pupil(s) out of year to be assessed, then you can follow the instructions in either the KS1 or KS2 booklet, substituting the Year group to Reception and selecting Reception pupils.


Importing the Foundation Stage Files into Assessment Manager

Before creating any marksheets for data entry you must first import the required Wizard and Template into Assessment Manager which can be found in the C:\Program Files\SIMS\SIMS .net\AMPA\England Primary (and Middle Deemed Primary)\Assessment Manager\ folder

  1. Select Routines / Data In / Assessment / Import to display the first page of the Import wizard.

  1. Click the browser button and navigate to c:\Program Files\SIMS\\AMPA\England Primary (and Middle Deemed Primary\Assessment Manager\

Double click the file EYFS Profile Wizard 2015.XML

  1. Leave Overwrite defaults unticked and click Finish. A message dialog asks for confirmation to proceed with the import.

  1. Click Yes button to start the import process. This may take some time to complete.

An Activity Log will be displayed when the import is complete which can be Printed or Saved if needed. Please ensure you scroll through the activity log to check the template has been imported successfully, if it hasn’t, please contact the SIMS Helpdesk.

Generating Marksheets

Now that all the required templates are imported you will now need to create marksheets for your Assessment User Defined Group and Classes.

  1. Select Focus / Assessment / Template to open the Find Template Browser

  2. In Template Name type EYFS and click Search to give you a list of all Templates that begin with EYFS

  1. Double click EYFS Profile 2015 to open the Template Details screen

  1. Select the hyperlink 3 Marksheets

Click on New to open the Group Selector

4. Click the plus sign next to Registration Group and tick all your Reception classes.

5. Click the plus sign next to Year Group and tick Year R

  1. Click Apply to return to the Template Details screen where your Marksheets will now be listed

  1. Click Save

Note: You can also use the hyperlink 4 Categories to add categories to your marksheet that you can then use to filter when you are searching for marksheets.


Entering Data into Assessment Manager

Data can be entered into Assessment Manager in a number of ways:

  • Teachers with access to SIMS .net can enter data directly onto the Marksheet

  • Teachers without SIMS .net access (or those wishing to work from home) can fill in an exported copy of the Marksheet in Excel which can be imported back into Assessment Manager

  • Blank Marksheets can be printed, filled in by Teachers and then keyed into Assessment Manager by the School Administrator

Entering Data directly into Assessment Manager

Data can be entered directly into Assessment Manager by either the Class Teacher, Assessment Co-ordinator or the School Administrator.

  1. S

    elect Focus / Assessment / Marksheet Entry – Teachers could also click the My Marksheet Entry icon at the top of the screen

  1. If categories were applied when the Marksheet was created then these can be used here to narrow down the search

  1. Double Click the required Marksheet to open the Marksheet Entry screen

Please Note that Marksheets for mixed year classes will list all pupils irrespective of their year group. The Group Filter can be used to select Reception so that only Reception pupils in the class will be listed.

  1. Data can be entered into all Data Entry (white) columns. If an invalid result is entered then you will get a ‘pop up’ to notify you and list all valid results for the current column.

  1. Once all results are entered you must click the Calculate button at the top of the Marksheet Entry screen in order to populate the Formula (grey) columns

  1. Click Save

Exporting Marksheets for Data Entry

For those Teachers without SIMS .net access or who wish to work off site then Marksheets can be exported from Assessment Manager into Microsoft Excel and be completed on any machine that has Microsoft Excel installed.

The Marksheets can be exported by either the Assessment Co-ordinator or the School Administrator.

  1. Select Focus / Assessment / Marksheet Entry

  1. If categories were applied when the Marksheet was created then these can be used here to narrow down the search

  1. Double Click the required Marksheet to open the Marksheet Entry screen

  1. At the top of the screen click the Export Button

The Marksheet will then open in Microsoft Excel

  1. Save the Marksheet with a meaningful name. It can either be saved on teachers Memory Sticks, a shared network drive that your teachers have access to or another drive that teachers cannot access that you will use to save the file and then e-mail the Marksheet to the teachers at a later stage.

Please be aware: these marksheets contain pupil data and should be transferred and stored in a secure manner.
Teachers should fill in the Marksheets Data Entry Columns and return them

Importing Exported Marksheets

Once teachers have returned completed marksheets they then need to be imported back into Assessment Manager in order that the ‘live’ marksheets are populated and the formulae columns can be calculated.

  1. Select Routines / Data In / Assessment / Import from Spreadsheet to open the Import from Spreadsheet Wizard

2. Click the Browse button and navigate to where you have the completed marksheet saved
3. Double click the Marksheet to return you to the Import from Spreadsheet Wizard
4. Click Next

5. An Activity Log will then appear to tell you that read only columns will not be imported. Click Close

  1. The data you are importing will then be displayed. This can be checked to ensure you have chosen the correct spreadsheet but no amendments can be made here.

7. The pupils in the file will then be listed against the pupils from the database. These should match

8. Click Finish
9. An Activity Log will then appear. This needs to be checked.
As you can see from the example below results have not been imported for Abjit Abhra as they are invalid for the aspects they have been entered against. In this case the teacher would need to confirm what results the pupils achieved so they could be manually entered.

There are also a large number of pupils who have not had results imported as they were blank. You should have very few of these…if any.

The activity log can be saved or printed if you want to give a copy to the teacher

  1. Click Close

You then need to open the Marksheet through Focus / Assessment / Marksheet Entry and view the imported results.

Any missing results will need to be entered (note the blanks in the example below for the pupils with invalid results)

  1. Click Calculate to populate the formulae columns

  1. Click Save

Printing Marksheets

Marksheets can be printed at any time. There are two ways to print marksheets, depending on your requirements:

  • Print one marksheet at a time

  • Print a selection of marksheets

Print Individual Marksheets

  1. Select Focus / Assessment / Marksheet Entry

  1. If categories were applied when the Marksheet was created then these can be used here to narrow down the search

  1. Double Click the required Marksheet to open the Marksheet Entry screen

  1. Click the Print button to open the Print Options dialog

  1. Select the options that you require and either click Print Preview or Print

Printing a Selection of Marksheets

You can choose to print a selection of marksheets at once, enabling you to print all marksheets for a particular template of teacher at the same time.

  1. Select Tools / Performance / Assessment / System Utilities / Marksheet to open the Marksheet Wizard

  1. Click to Select Print a selection of Marksheets

  1. Click Next to go to the Template Browser and click the Magnifying Glass

  1. Tick the Templates of the Marksheet you wish to Print

  1. Click Select to go to the Marksheets to Print Selector

  1. Any Marksheets you do not wish to print can be highlighted and deleted by clicking the Red Cross (it will not delete the marksheet from Assessment Manager, just remove it from the print selector)

Click Next to open the Marksheet Print Options

  1. Choose all the options you wish for your Marksheets

  1. Click Finish to send all chosen marksheets Directly to the Printer

Be warned there is no Print Preview

  1. Click Yes if you are sure you wish to Print all selected Marksheets

You can click No to return to the Wizard and work your way back to amend the marksheet selection if you prefer.


Validation and Final Calculation

You cannot afford to miss this out,
Open the EYFS Profile 2015 : Year R marksheet,

Click on Calculate this may take some time

Only when you are happy with all the results and there are no gaps should you click on Save

Exporting Results for CYPS

Now that all the pupils’ results are imported and validated you are now ready to send the results into CYPS Research & Statistics. You are now required to save the file as a CTF file.

  1. Select Routines / Data Out / CTF / Export CTF. You will now see the following box : select Early Years Foundation Stage data (FSP)

  1. You may need to tick the box Include students already exported and then click on the Refresh students button if all expected pupils do not show

  1. Using the Year column drop down arrow, select Year R so that you only see your Year R pupils listed as being available

  1. It is absolutely critical that all pupils are visible in this list who have formed part of your end of Key Stage processes. This is more than likely to be all of your Year R.

If you have pupils out of year for whom you are submitting results you will have to choose “ALL” and then click on the Year column header so that pupils are then sorted by year group.

  1. Click in the Destination LA\Other column of the first pupil

  1. Scroll down to the last pupil to be exported and holding down the Shift Key click in the same column Destination LA\Other

If you need to cherry pick any extras, then you can use the Ctrl key and click on the pupils you want

  1. Release the shift and/or CTRL keys. Your pupils will remain highlighted

  1. When the last pupil is selected you should get a drop down arrow.

  1. Click the Arrow to give you a list of LA’s and Alternative Destinations

  1. Select the Bristol from the drop down list

  1. Once selected, the Bristol should fill against all the pupils you have highlighted

It is very important that you check that you have the right pupils here. Your school’s attainment and performance indicators could be jeopardised if this is wrong

  1. Next click Export CTF

  1. After a short while you will get a pop up message giving you the name of your CTF you need to make a note of the filename

  1. When you have written down your filename, click OK to show the Exception Log. If you see any detrimental errors in the Exception log then please save these and/or print them and call CYPS IT for advice

  1. You now need to log onto the TwS Secure and upload the CTF to the EYFS folder

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