July Blog by Helen Pedder, Senior Project Manager
Back in September 2018 Education Services were approached by Rhyddings Business & Enterprise School to set up temporary classroom accommodation and remove all ICT equipment, in two four-storey wings of the school that were scheduled for demolition. All was going well, on plan and on target until the 8 May when notification of a long term move for the school was announced and all plans for a temporary (7-10 week) move were abandoned. So a little over six weeks ago the Fulfilment and Implementation team were asked to relocate the whole school, eight miles up the road to a different site! No problem we said, and then realised that this had to happen within a four week timescale, with just four days to physically carry out the move! Add in a half-term break and Year 11 students on both sites in the midst of their GCSEs and we had the proverbially mountain to climb.
Our first and most fundamental decision that needed to be made was whether to relocate all the ICT equipment or create a temporary connection between the two sites. After looking at all options available, and taking into account that the school are going to be there for 18 months at least, it was decided we would move everything. This decision was not taken lightly as not only was it high risk given the timescales involved, but also in terms of the instability at the Rhyddings site due to the nature of the demolition works. This option held the least risk for us being able to provide the staff with the ICT infrastructure they need to continue teaching effectively.
So the mammoth planning task began, seeking specialists from project teams from Education Services and BTLS ICT services, as well as a call out for anyone who was willing to work over the weekend to assist the team.
The next hurdle was to carry out a backup of the whole school data over the May Bank holiday weekend to ensure we had copies of everything we needed should problems arise with the power downs that were due on the building site prior to the move. This task went really well thanks to the team of Greg, Charlie, Ryan and Rob, supported by staff from the external supplier Restor.
With Phase One successfully completed we then turned our focus on to the movement of the equipment and before we knew it, the weeks had passed and it was Wed 12th June and we took control of the Rhyddings site, running one final back up of the data overnight.
With a little trepidation Peter, Charlie and myself arrived at a rainy Rhyddings ready to undertake the first and biggest, riskiest task, to shut down the servers and transfer them to the new site and see if they would turn back on! Armed with a forest worth of project and testing plans and a roll of pink antistatic bubblewrap we began to take apart the equipment and load it into the van. By lunch we were done, ready to move and make the tentative drive to Hameldon College hoping nothing moved in the back! By the end of Day One of the move it was looking good, the servers were all switched on and working, and replacement projectors were in place, and with a huge sigh of relief for the team, Phase Two was complete.
Day Two dawned and a much bigger team arrived ready and raring to go. Steve finished off the switch work and Wi-Fi set up that was undertaken earlier in the week, Peter, Darren and Jonathan worked on various elements of the server set up and configuration and Tom worked on the network config, phones and "stuff". Charlie, Rob and Bilal started to remove the ICT equipment, including 120 PC's, that belonged to Hameldon College to a store room as these are due to be decommissioned at the end of the summer. Everything went smoothly and by 6pm on the Friday the servers were fully connected and back up and running.
Day Three began in earnest with some changes to the team arriving ready to start the day. Darren, Jonathan, Charlie, Rob, Mohammed, Suhayle, Wayne, Conor and Tom arrived ready to set up 40 classrooms with ICT equipment, including 130 PC's, Printers and teaching paraphernalia, culminating in a lot of wires to untangle. With the building being over three floors with lots of corridors and a few wings we decided using walkie talkies was the best option to keep in touch and not get lost, everything is yellow and navigating the building was interesting at times. The guys split into teams and set about unboxing, rebuilding and testing that users could log on. A long day was put in by all and significant progress was made. The final day arrived with a lot of work still to get through. Jonathan, Charlie, Rob, Suhayle, Mohammed Wayne and Simon arrived ready for the final push. The time flew by and at times it felt like it was running out. A huge push in last few hours by everyone saw a 7pm finish but we made it, with a fully functioning school ready to welcome the children in on the following Monday morning.
A massive thank you from me, Helen, as the Project Manager for the effort put in by everyone. It has been a fantastic example of cross team working and everyone pulled together to make this happen for the staff and pupils at Rhyddings.
May Blog by Adnan Yusuf, School Application Officer
Hello to everyone reading this blog. My Name is Adnan Yusuf and I am the newest member of the School Applications team. I have been part of this team for 9 months now and I am enjoying every minute of it. There are so many different aspects to this role and like my colleagues before me have mentioned, every day is different!!!
Let me start by giving you an insight on how I have found my time here in this post. I was quite nervous joining the team just like anyone starting a new job/role would be, but as time has progressed I have become much more confident and feel I am learning new things each day. My team have helped me settle in well and have made me feel very welcomed from the start. It almost feels like I have been here longer than 9 months and I am enjoying every moment of it.
I've always liked a good challenge in the work place and being in the School Applications team has given me just that. As you can imagine SIMS is a vast database containing many modules with the ability for third party software programs to integrate with it. With over 600 schools that we support in Lancashire, it can get very busy in the team. Some of the work undertaken on a daily basis consists of dealing with help desk calls, providing consultancies remotely or on-site, creating guidance documents for you lovely schools, updating existing documents and much more.
More recently my team has been working on launching online Webinars for our schools and I have been heavily involved with this new project. As a team we feel that these Webinars will benefit schools greatly, as we would be able to provide you with up to date relevant information and guidance that you will find useful. Some of the Webinars you can look forward to in the near future are Census updates, running useful housekeeping routines etc. if you have any thoughts and ideas on what other content you would like to see in the Webinars, please let us know.
I have been asked to host the first ever Webinar when it goes live and as a team we have been doing a lot of planning and testing to perfect this new project. I am enjoying the whole process and I am learning a lot from it. I am excited for you to book on and benefit from our fantastic range of Webinars to come once everything has been finalised. Watch this Space and thank you for taking the time out to read my blog.
March Blog by Wendy Haigh, School Application Officer
As one of the newer members of the School Applications Team I enjoy coming to work each morning as every day is different, and there's still so much to learn. The other team members aren't bad either!
In quieter periods, a typical day can involve answering helpdesk calls and updating documentation, but more recently I've been busy setting up and testing the new SIMS FMS Private Funds process.
I was taken on for my Finance background and am so pleased to be heading up this new service.
This has come about as a result of us not supporting School Cash Office (SCO) from the end of March 2018, so we had to ensure we could provide schools with a similar, if not better, alternative.
The beauty of the Private Funds service is that it uses an FMS database. So any schools currently using Finance 6, which is all our SCO users, will be familiar with the screens and processes, meaning they can hit the ground running and not have to waste time learning a new system when time is so precious to them. It's also a much cheaper option as there are no additional licence fees.
It was great to see a process through from design to implementation. There's a lot of work involved in the background before we get to the finished product, but it's a process I've thoroughly enjoyed doing, and one I can call my own.
I split the process into two stages. Setting up the system is the first stage and the one School Apps Officers will carry out at the school. This is the one off tasks required to get the new blank database ready for the Schools to be able to use on a day to day basis. The second stage is the daily running of the system, much like the existing FMS database that schools already use for their Public Funds, but with the added difference of incorporating ParentPay income in to the process.
I started off with a new blank FMS database in our test system, setting it up with all the core/basic details needed for day to day working, documenting the process as I went along, making tweaks to streamline and refine it.
When the test database was complete, I ensured at least half the team also tried out the new process following my documentation, making sure it made sense and was easy to follow, and most importantly, making sure it worked as expected and that I'd not missed out any vital steps. Full and comprehensive testing is essential before it gets anywhere near the schools!
I wrote separate documents for each of the two stages. The first document is for our team and details the one off set up tasks, and the second document details the day to day processes. This is the one we leave with the schools. It is particularly handy as a reminder for School Staff, but also Central schools who haven't held a bank account of their own before will benefit from the sections such as Bank Reconciliation and possibly Petty Cash as these are tasks that County Hall always carry out for them with their Public Fund.
We've had a couple of schools sign up to the new service already, both quite different. One a Cheque Book High School, the other a Central Primary School. One uses ParentPay, and the other doesn't. One used to use SCO and the other doesn't. So you can see how adaptable/versatile it is.
We really believe it is a great alternative to the existing system. And because it uses a system schools are already familiar with, it will be like putting on your favourite woolly cardigan. We can't wait to get out to more schools and show them how beneficial this will be.
Find out more about the SIMS FMS Private Funds Database Service here
September Blog by Helen Pedder, Senior Project Manager
Summer is always a busy time for me within the Education Service as the closure of schools for the holidays is a key time for our major projects.
One of the responsibilities of the County Council is to provide the right number of school places across the county and ensure its schools are in good condition. To achieve this the County Council has a capital programme to build new school buildings and to extend and upgrade existing school buildings. As part of the Education Service I have worked in partnership with LCC Property group over a number of years and the team are now working on our 50th major school project.
The capital school projects can span a number of years and involve a lot of collaboration with many parties. Working with LCC to develop the schools technology requirements to enable the design and installation of ICT for the schools new accommodation.
ICT changes required by the schools can include upgrading schools current infrastructure as well as identifying what new technologies are available that would help schools teach the changing curriculum in the fluid environment of ICT.
Working alongside the building contractors to agree for example locations of power/data requirements and room layouts ensure the vision of the schools ICT is transferred into the physical building so that the environment for the children is filled with well-placed and functioning equipment.
As the end of the summer approaches and building activities come to a close we have a limited time to ensure the ICT is fully functioning for the school to open for the start of the autumn term so the summer period can be very challenging but very rewarding to see the schools up and running on time.
Throughout this year we have completed projects at Weeton Primary School, Grange Primary School, Euxton Primrose Hill, Colne Lord Street and the Acorns School Ormskirk. This summer we have been busily working on projects at Trinity Primary School, Holy Cross High School, Larches Short Stay School and St Georges Primary School.
As these projects can take a considerable length of time to come to fruition, working collaboratively ensures that we are able to meet the school's expectations and priorities, in providing the right solution for their particular situation. Whilst there are always challenges to be overcome, working closely with school colleagues to turn these challenges into opportunities is one of the areas of my role from which I get the most satisfaction; ultimately knowing the work we are doing will benefit both current and future pupils is also reward in itself. So, here's to the next 50!
Here in the Education Solution Design team our work is focused on all the elements that make up the designs for the wide range of products and services that BTLS offers to its school customers.
Of the many areas that occupy our time each month, two of the most significant and key recent activities were planning for the migration of the Education Firewall and the upgrading of the Education filtering system.
Our existing firewalls have provided reliable and efficient service for the last eight years but are now nearing the end of their useful life, and need to be retired over the next few months. BTLS Education Services have purchased replacement firewalls from the supplier Forcepoint, and we are currently working on the plan to migrate to these.
Large scale changes like these require detailed planning, skills and expertise across many teams; working with me on this project are a team of designers, architects, dedicated project managers and representatives from Forcepoint themselves.
One of the first activities was to examine all the existing rules in the current firewall. These rules allow or block the types of content that are allowed through the firewall and enable us to manage what material is or isn't appropriate. We identified all the rules that are no longer being used and marked them so that they are not replicated in the new firewall. This let us establish the new firewall in the most secure configuration possible whilst providing the access that schools require.
Further information on the Forcepoint firewall is available on the Forcepoint website
We also upgraded the filtering system too, building on last year's upgrade that brought SSL filtering to schools. We have implemented an upgraded hardware and software solution that provides much greater resilience and capacity.
Lightspeed (the company who provide our filtering system) released the newest version of their filtering software, named Longhorn, on 31 March 2017. This version brought in further stability and reliability improvements with better reporting and integration with Office 365. Once this version has been tested we will be applying it to the upgraded filtering hardware and releasing it to schools.
Further information on Longhorn is available on the Lightspeed website
As we are all aware technology moves and changes so quickly, and one of the main challenges our design team faces is ensuring that the products and services we provide reflect these technological advances to the benefit of our customers. Responding to these changes certainly keeps us busy but our team, and Education Services as a whole, are committed to providing the best services we can to all our school customers.
For my first blog I'd like to introduce you to the wonderful world of the School Application Team. I decided I was going to give you an insight into a typical day but the truth is there is no such thing! Each day is different, there is always something new to be working on and opportunities to learn and develop our skills.
Our days are spent in a variety of ways including creating documentation and resources, support desk duties, delivering consultancies and SIMS User Groups, Beta testing, planning upgrades and patch roll outs, updating our skills and knowledge and supporting other LA/BTLS teams.
We also represent BTLS and Lancashire schools at events such as the SIMS Northern User Group (SNUG), Capita update seminars and User Acceptance Testing exercises (UATs). These are really important as they allow us to fully prepare our schools for any forthcoming changes to the software and/or data requirements. We also get to contribute to the development of the software so we can ensure our schools' views are incorporated in any developments.
My favourite activity is Beta testing; three times a year we get early access to the next upgrade of SIMS, FMS and Discover ahead of their general release to schools. I love Beta testing (even after 13 years of doing this role), as it's always exciting to see what developments Capita have introduced and then we look at how the team can help our schools make the most of these new features. I always make it a personal challenge to see what I can break in the Beta release! Joking aside Beta testing ensures we can identify any issues we find with the new upgrade prior to its release, the team feed these back to Capita and the issues are usually rectified before they hit our schools in the main release.
I also enjoy service desk duty, which I still undertake from time to time. As you may be aware we operate a very busy service desk where we support our schools with a variety of school application based queries. Each member of the team is rostered on Service Desk duty but they also have their own caseloads which they have to manage.
When I was a School Application Officer the most satisfying part of my role was developing close working relationships with our schools; there is a great deal of job satisfaction knowing you've made someone's day a little easier, solved that problem, created that report or shared the knowledge we have.
I hope that this, my first blog, has given you an insight into what our team does and I'd like to thank you for taking the time to read it. If you're a school that uses our service already then I can assure you that we continue to be committed to providing you with the best possible service we can. And if you've yet to see what we have to offer, then why not give one of our friendly Business Relationship Managers a call, the details can be found by clicking here.
Oh, and if you've ever wondered what those helpful voices on the end of the phone actually look like in person, then the whole team is pictured above.
Every January sees the staging of the major event in the Education Tech calendar, the British Educational Training and Technology show, more commonly know as BETT. Held at the Excel in London's Docklands, BETT has grown significantly over the years, with this year's event attended by over 30,000 visitors from 138 countries.
The show is a great way to catch up on new developments in technology and teaching with technology. The variety of stands and seminars offer something for everyone – whether classroom teacher or management staff. This year I visited with three of our solutions design team, to look out for the new and interesting and to catch up with our current suppliers. Many companies make key announcements of new products at BETT and we value getting that early insight into products and services schools may need in the future.
Over the years we've seen shows dominated by virtual learning environments, content resources, 3D printers or management information systems. This year a few things stood out – most obviously a proliferation of Virtual Reality headsets. Their application in the classroom is just starting to be explored by a few schools. At the moment the technology is expensive for most schools, so I was inspired by Discovery Education's seminar on pupils from Beatrix Potter Primary School in London using low cost tech to create their own VR experiences in their lunchtime "innovation club". Based on a smart phone and Google Cardboard the pupils were both creating and learning, while enjoying exploring the potential of this new technology.
Also creating a buzz among teachers attending the show, the STEAM section of the show was by far the busiest with lots of chances to get hands on with new ideas and technology. Lots of practical classroom applications in the Microsoft Maker Space were on show, while numerous model rocket powered cars were launched down the Bloodhound/Race for the Line stand race track. Everyone was keen to explore applications of the Pi-Top for Raspberry Pi and take the chance to join in the Coding Club. It was inspiring to see the interest and enthusiasm - we're pleased to now be able to offer Pi-Tops on our hardware catalogue.
Hardware that also caught the eye included Lenovo's Yoga Book, with its on demand keyboard and real ink stylus, and the pair of ultra-short throw interactive projectors from Epson working seamlessly together to create a 100" interactive projection on the wall.
As ever there was lots to see and not enough time to take everything in. I recommend a visit if you get the chance (but make sure you plan ahead and wear some comfy shoes, as you'll end up walking miles!). The date for your diaries for next year is 24-27 January 2018.
For Pi-Top simply type "Pi" into our BTLS product catalogue
For information on next year's show in January 2018 http://www.bettshow.com