Staff analytics on the Group MIS

Use our Analytics > Staff/HR > Absence and Context pages of the Group MIS to help check positions for the Workforce Census, and manage staff user data across your trust:

  • The Staff Context page - These features are great for calculating costs, planning and budgeting. You can also ensure that enough teachers are recruited for the number of students you have.
  • The Staff Absence page - View statistics for numbers related to staff absence and sickness.

We recently updated these pages. Before this update, the figures on these pages were all based on the business roles of your schools' staff. However, as school staff are sometimes given multiple business roles this meant some schools' figures were not accurate.

To improve the accuracy of the calculations, we now base most of these figures on the contracts and contracted hours recorded for staff. Please note that if your Group is not based in the UK, these measures will still be based on business roles.

 

What statistics can we see on each page?

The Staff Context page

You can see:

  • FTE (Full Time Equivalent) staff - how many full-time staff members your staff’s working hours correspond to
  • Student to FTE teacher ratio - view on average across the trust how many students there are for each teacher

Hover over an infographic to view more information.

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Click the All Measures tab to view this data in a table on a school by school basis. You can download this information by clicking the Download button.

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You can also click on each infographic to view a more detailed breakdown of a variety of groups' data. 

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Click 'Monthly trend' or 'Year on Year' to see your progress over time.

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The Staff Absence page

You can see staff absence measures for teachers and for all staff:

  • The average number of days lost to sickness
  • Percentage taking sickness absence
  • The average number of sickness absences
  • Number of days lost to sickness and work-related events

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How do the calculations work?

Important note

The School Staff Census Positions, Analytics > Staff/HR > Absence and Context pages will not take into account any staff members who have only been set up on the Group MIS site.

To make sure all the staff context and absence calculations work properly, each staff member on schools' MIS sites should have: 

  • A contract set up on their staff profile, linked to a position
  • The position must have Full-Time Equivalent hours specified
  • The staff member's contract must specify the number of hours they work for their contracted role

You can see how to add positions here, and contracts and Hours per week for a staff member here.

How contracts and hours impact the calculations

If a staff member does not have a contract or does not have hours specified, they won't contribute to the full-time equivalent staff member calculations on the Analytics > Staff/HR > Context page.

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If a staff member does not have a contract or does not have hours specified, any staff absences logged will count as the full amount on the Analytics > Staff/HR > Absences page. This means that if you don't specify working hours for a part-time staff member, a week's absence will count as 5 full days.

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Below you'll see a few examples of staff contracts, hours, full-time equivalents and staff absence calculations. All the examples show what happens when a staff member has 10 days of absence recorded.

Example calculations

Example 1

The staff member has 1 active contract of Teacher. The teacher position has been given FTE hours per week as 40. The staff member has been contracted to work 40 hours per week.

In this case, the staff member counts as 1 full-time member of staff. Their absence counts as 10 full days.

Example 2

The staff member doesn't have a contract recorded.

In this case, the staff member counts as 0 full-time members of staff. Their absence counts as 10 full days.

Example 3

The staff member has a contract recorded, but their position has not been given FTE hours per week.

In this case, the staff member counts as 0 full-time members of staff. Their absence counts as 10 full days.

Example 4

The staff member has 2 active contracts of Teacher and SENCo. Both positions have been given FTE hours per week as 40. The staff member has been contracted to work 30 hours per week and a Teacher and 10 hours per week as a SENDCo.

In this case, the staff member counts as 1 full-time equivalent member of staff (split 0.75 for their Teacher role and 0.25 for their SENCo role). Their absence counts as 10 full days (split 7.5 for their Teacher role and 2.5 for their SENCo role).

Example 5

The staff member has 2 active contracts of Teacher and SENCo, but the positions liked to their contract have not been given FTE hours.

In this case, the staff member counts as 0 full-time members of staff. Because they have two contracts, 10 days of absence are counted for each contract so their absence counts as 20 full days in total.  

 

 

 

How to check and amend staff positions and contracts

To view all of your school staff members' positions, go to Analytics > Staff/HR > Absence or Context > School Staff Census Positions from the left-hand menu. You can also use the Group Single Central Record to view staff details grouped together. 

This page allows you to identify and modify staff member's census position category for each of their contracts. Each contract forms one row of this table, so if a staff member has two contracts, each will be shown in a separate row.

  • Staff contracts with no position category do not contribute towards the calculations on the Absence and Context pages
  • Staff with the position category of Not included in School Workforce Census do not contribute towards the calculations on the Absence and Context pages
  • Staff with any other position category will be included in the calculations on the Absence and Context pages

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You can use the filters to check staff at a particular school or who have a particular position category, for example, you may want to see who hasn't been given a position category.

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Click a staff member's name to view more information. If you have the permission to log in to the school the staff member works at, you can click the View staff profile button.

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You'll be taken to the staff member's profile on the school MIS site, where you can make any changes needed, such as adding a contract, excluding them from the census and your Group MIS calculations or amending the position.

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