Functional requirements for information management including MIS
Functional requirements for information management
including MIS
October 2006
© Becta 2006
http://www.becta.org.uk/industry
Functional requirements for information management including MIS
page 1 of 11
Becta | Functional requirements for information management including MIS
Introduction
This document is a result of work by the Data Services programme run by Becta
(British Educational Communications and Technology Agency) and the DfES
(Department for Education and Skills). It presents a set of functional requirements
for information management platform software and systems to be used in schools in
England. It covers parts of the data services components of Becta’s national digital
infrastructure with some overlap with learning services. Beyond the scope of this
document are requirements for connectivity and institutional infrastructure.
An information management platform may be a single product or suite of integrated
products. An information management platform may also be a collection of
interoperable systems, modules or services from different suppliers. Each may
perform discrete functions, but collectively they should deliver the requirements
described below. It is likely that there will be a core system that supports coordination of the submission of statutory returns.
Interested stakeholders have had the opportunity to discuss and comment on
versions of this document and this final version takes account of that feedback.
Feedback on these requirements should continue to be supplied either:


through Becta’s communities’ forum
[http://communities.becta.org.uk/learningplatformsandmis]
to engage@becta.org.uk.
Requirements
A key aspect of information management is the ability to exchange data with other
systems.
It is assumed that:




openly available xml schemas should define exchange formats
common open protocols should be used
the main users will be administrators, teachers and the senior management team
the requirements for primary and secondary schools will vary.
Some information has to be provided as part of the statutory returns mandated by
the DfES and other government agencies. Data definitions within information
management systems should confirm to the Common Basic Data Set. Systems
should be able to generate and validate a unique identifier for each pupil where the
identifier is to a formula determined by the DfES.
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Functional requirements for information management including MIS
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Becta | Functional requirements for information management including MIS
Becta is currently undertaking work on improving and embedding interoperability,
developing a model that allows data to be shared and managed across all
information management systems. This work arises from Becta's 'School
Management Information Systems and Value for Money' report, published last year
[http://www.becta.org.uk/publications]. Becta supports and will deploy open
standards and specifications for interoperability. Further information about the exact
interoperability standards that Becta will adopt and mandate will be published
shortly.
Suppliers of information management platforms/MIS should also be aware of the
forthcoming Information sharing index
[http://www.everychildmatters.gov.uk/deliveringservices/index/]. This is intended to
aid more effective protection and early intervention for children at risk and is a key
element of the Every Child Matters programme. It is expected that by 2008
information management systems should have the functionality to integrate with the
Information sharing index. Suppliers are asked to take note of the work of 'Managing
Information Across Partners' (MIAP). This aims to improve information sharing
across all education sectors (including schools) by the introduction of Common Data
Definitions, a Unique Learner Number, a UK Register of Learning Providers and a
data-sharing Interface. The DfES and Becta are leading members of MIAP, and are
working to ensure future sharing of appropriate data through MIAP. Further details
about MIAP can be found online. [http://www.miap.gov.uk]. Suppliers should also be
aware that for the interface they need to use RAISEonline, the new data analysis
and target setting tool from Ofsted and the DfES.
Each requirement is indicated as mandatory or recommended. The use of the word
'shall' indicates mandatory and 'should' indicates recommended but optional. 'Could'
is used to provide illustrative examples of how requirements might be met rather
than to indicate mandatory or recommended requirements.
O = obligation
October 2006
© Becta 2006
M = mandatory
R = optional but recommended
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Functional requirements for information management including MIS
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Becta | Functional requirements for information management including MIS
Requirement
name
O Description
Notes
R1: Access
remotely
M Users shall be able
to access the
platform away from
the organisation.
The platform shall be accessible
via a browser using internet
protocols.
The intention is to enable 'anytime,
anywhere' access and to include
different types of users as
appropriate.
R2: Accessibility
M The platform
interface shall be
accessible to its
users.
The platform shall enable the
interface to be customised,
including being able to change the
display.
It is the responsibility of a platform
provider to ensure appropriate
accessibility guidelines are
followed.
It is recognised that there needs to
be a sensible balance between
universal accessibility and the
provision of the required
information in an understandable
format.
R3: Admissions
M The platform shall be
able to import and
export admission
information.
Appropriate admission information
shall be imported and exported.
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(NB: Some information is sent by
an authority to the school and shall
be imported. Some information is
sent by the school to the authority
and shall be exported. A final
transfer file is one that the school
platform shall be able to import.
Information should cover individual
admissions, outside of group
transfers.)
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Functional requirements for information management including MIS
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Becta | Functional requirements for information management including MIS
Requirement
name
O Description
Notes
R4: Assessment
management
M The platform shall
support the
management and
recording of
assessments.
The assessment information in this
requirement is expected to include
the summative, high-level kind for
purposes that are school-wide,
regional or national in scope, and
to allow for the entry of individual
assessment outcomes at individual
pupil level.
Key stage and National Curriculum
assessment information shall be
included for schools at the
appropriate phase, including
Foundation Stage Profile. The
system should allow for the entry
of P scales at all Key Stages for
pupils judged to be working at
National Curriculum level W for
SEN reasons.
Information about exam entries
and coursework results shall be
included at the appropriate school
levels.
The system should support
schools in setting end of key stage
targets for pupils.
Recommended: The platform
should provide the ability to add
comments and to create
customised data fields.
The system should allow for the
entry and analysis of QCA optional
test question level data.
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Functional requirements for information management including MIS
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Becta | Functional requirements for information management including MIS
Requirement
name
O Description
Notes
R5: Attendance
M Support shall be
provided for the
measurement and
reporting of
attendance.
This shall include sufficient
information to support the statutory
requirements for auditing
purposes, DfES returns and termly
reports on individual attendance. It
should include non-editable
attendance codes.
Recommended: The platform
should provide interfaces to
support attendance recording by
teachers, or integration with
automated attendance or tracking
devices.
R6: Authentication
M Users shall be
uniquely identified
and verified.
There shall be a consistent
approach to authentication; for
example, every user may have a
unique user name and password
linked to individual or group roles
and privileges.
Providers shall take steps to help
the school avoid unauthorised
access.
R7: Behaviour
management
M Support shall be
provided for
managing behaviour
information.
There shall be the ability to the
record and report pupils’
behaviour. This shall include
positive achievements and
behaviours.
The platform shall enable the
recording and reporting of
exclusions as required by the
DfES.
R8: Consistent
learner information
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© Becta 2006
M Learner information
shall be consistent
throughout the
platform.
There shall be minimal duplication
of information and processes
should be automated to avoid
errors and inconsistencies.
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Functional requirements for information management including MIS
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Becta | Functional requirements for information management including MIS
Requirement
name
O Description
Notes
R9: Data protection
M All stored data shall
be secure.
Conformance with current
legislation and the requirements of
the Data Protection Act 1998 for
personal data shall be required.
It is the responsibility of the school
to conform to the act rather than
the information platform provider;
however. The platform shall not
prevent the school from fulfilling
this responsibility.
R10: Information
access
M Users with privileges
shall be able to
access appropriate
information.
It shall be possible for individuals
to be allocated one or more roles.
Individuals, or roles, shall be
associated with permissions at
various levels to sets of data and
aspects of the platform
functionality.
Permissions shall control the ability
to read or write data.
Permission to read or write
elements shall be capable of being
assigned at an appropriate level of
granularity.
Recommended: Permission to
read or write elements should be
capable of being assigned at the
individual element (field) level. It is
recognised that, in practice,
elements will be grouped when
assigning permissions.
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Functional requirements for information management including MIS
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Becta | Functional requirements for information management including MIS
Requirement
name
O Description
Notes
R11: Learner
information
exchange
M It shall be possible
for learner
information to be
imported and
exported by the
platform.
The platform shall include support
for the provision of statutory
information to the DfES or other
authorities.
The platform shall include support
for transfer of learner records
between institutions.
Recommended: Functionality
should include information
exchange with other school
systems for example parts of a
learning platform.
Information about groups should
be stored and exchanged, such as
registration group, class or set, for
allocating to pupils.
R12: Messaging
M Individuals and
groups should be
able to send
messages to each
other.
Users shall be able to send
messages to individuals and
groups.
Recommended: Sending SMS
text messages to mobile phones
should be supported.
Integration with email should be
supported.
R13: Reporting
M Reports shall be
produced.
Statutory reports shall be
produced.
Reports to parents shall be
produced.
Reports shall be printable.
It shall be possible to export
reports in interoperable formats.
Recommended: It should be
possible to customise reports.
Reports should include student
lists for example.
Reports could be paper or
electronic.
October 2006
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Functional requirements for information management including MIS
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Becta | Functional requirements for information management including MIS
Requirement
name
O Description
Notes
R14: SEN
M Special educational
needs management
shall be supported.
The platform shall produce
statutory special needs
information.
Recommended: The platform
should include facilities to monitor
special education needs.
R15: Data returns
M The platform shall
enable the
submission of all
statutory returns.
There is a set of data returns,
including statutory returns that
shall be provided in digital format.
These are defined by the DfES
and other government agencies.
R16: Support
M Supporting
information.
Information about the usage of the
platform shall be provided.
Concise information supports the
use of the software and systems.
This information could be in
several forms such as paper
documents, electronic files for
printing or online help.
R17: Timetable
management
M The platform shall
support development
and management of
a timetable.
The platform shall support the use
of calendars and timetables at the
appropriate school levels.
Recommended: A timetable
module should be able to provide
timetable data to other modules.
Fuller support of timetable
management should be provided
at larger schools as appropriate.
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Becta | Functional requirements for information management including MIS
Requirement
name
O Description
Notes
R18: Workforce
management
M The platform shall
support staff
management.
The platform shall produce
statutory school workforce
information and shall be able to
maintain records about the school
workforce.
Recommended: Staff cover
should be recorded and reported.
Records of professional
development should be
maintained.
R19: Asset
management
R
The platform should
provide a system for
recording and
managing assets.
This should include the tracking of
equipment and other resources.
Buildings and decoration could be
included.
The local authority may provide
some of this functionality.
R20: Coursework
management
R
The platform should
be capable of
managing
coursework.
Schools should be able to record
and submit pupils’ coursework
(formally agreed and accredited
units of study).
The platform should enable the
storage and management of
completed coursework and
coursework results.
R21: Curriculum
planning
R
The platform should
provide support for
curriculum planning.
This should include production of
reports for medium- and long-term
planning and support, or integrate
with, lesson planning.
R22: Dinner money
R
Management of
dinner money.
Facilities should be included to
record the payment of dinner
money or could include cashless
vending.
R23: Document
management
R
The platform should
enable documents to
be managed.
The platform should provide a
means of identifying and tracking
versions of key documents.
October 2006
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Functional requirements for information management including MIS
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Becta | Functional requirements for information management including MIS
Requirement
name
O Description
Notes
R24: Financial
management
R
Financial management systems
can either be provided as part of
the information management
platform or may be provided
externally.
The platform should
be compatible with
Consistent Financial
Reporting (CFR) and
support strategic
multi-year budgeting.
The local authority may provide
support for financial management.
Support for the generation of
orders should be provided, that
could include
e-ordering; this should be based
upon catalogues from providers.
R25: Library
R26: Options
R
R
The platform should
integrate with library
management.
The library system may be part of
the platform or a separate system.
Options for learners
should be managed.
The recording option choices
should be record at the
appropriate school levels.
This is less likely to be a
requirement in primary schools.
This is likely to be required for
Year 9 and Year 11.
R27: Transition
portfolios
R
The platform should
be able to support
the creation and
maintenance of
electronic portfolios
for transfer to other
organisations.
This kind of functionality is
sometimes provided as part of an
e-portfolio system.
R28: Web services
R
The platform should
be capable of
supporting web
services protocols
The platform shall be capable of
transparently interacting with
appropriate web services using
standard protocols.
October 2006
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http://www.becta.org.uk/industry
Functional requirements for information management including MIS
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