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Summary

Summary

Education: SEND Portal - Implementation Package

Interested in the implementation of the SEND Portal ? Fill out this training request form.

Session 1: Demonstrate Functionality, Agree Configuration Requirements and Plan Implementation

Key Prerequisites

  • Implementation plan will have been discussed and estimated dates agreed with MRI Education Project Coordinator prior to this session

Objectives

  • Demonstration of Form Builder functionality and Portal elements
  • Agree requirements for Portal configuration (as far as possible)
  • Agree LA roles and responsibilities for administration of the portals and processing incoming data
  • Discuss Form requirements
  • Agree implementation plan

Audience

  • MRI Education Co-ordinator(s), Data Team representative, ICT representative and MRI Education Lead SEND users (with detailed knowledge of processes and system use).

Standard Agenda

  • Demonstration of SEND Portal elements
  • MRI Education to share an implementation project plan including pre-requisites and a copy of the RAID log
  • Confirm the implementation dates are suitable to meet the project requirements.

Outcomes

  • Key business users have a high-level understanding of how the Portals will be implemented
  • All stakeholders have a shared understanding of the project scope and timescales
  • All stakeholders have a shared understanding of the resource requirements from themselves and their teams
  • Portal configuration requirements are broadly agreed (i.e. types of form to be published)
  • Form requirements for Portal understood (including multiple response questions)
  • RAID log provided following session to document Risks, Actions, Issues and Decisions impacting on the success of the project

Session 2: Implementation of SEND Portals (Test) & readiness for UAT

Key Prerequisites

  • Session 1 complete
  • Team are current users of Form Builder, or have received training as part of this implementation (See Additional Service Options below)
  • Outstanding configuration requirements documented (to be supplied to the Knowledge Specialist at prior to or at the beginning of the session)
  • Remote access to v3 Client, v4 Client, v4 Online with a MRI Education System Administration Account with system administration permissions in ‘Test’ environment (ideally a recent copy of Live)
  • The version of MRI Education must comply with the current MRI Education support policy (Current release or -1) and processes running and installed on the Test Instance including Technical Install of Web Server components; URLs for Citizen’s and Professionals Portals are operational in Test.
  • V4 SEN Module licensed and in use within the LA
  • Local Authority to identify the delegates and inform them of the task detail

Objectives

  • Configuration of the Citizen and Professionals Portal elements of the SEND Portal in the Local Authority’s ‘Test’ environment with relevant permissions for Test users and Training delegates
  • Sufficient training provided to allow testing by lead users.

Audience

  • MRI Education Co-ordinator(s), IT Support and Lead SEN&D users

Standard Agenda

  • Configuration of the generic elements of the Citizen’s Portal (may not be required if other Citizen’s Portal applications are already in use in the LA)
  • Configuration of the generic elements of the Professionals Portal
  • Configuration of the SEN&D-Specific Elements of the Portals and any e-mail/messaging content required
  • Creation of example Parent/Young Person and Professionals Forms (with a limited number of questions based on the time available)
  • Dry-run completion and import of Forms – to include check of B2B suspense processing and processing incoming forms
  • Creation of Permissions Groups to allow User Testing and Training

Outcomes

  • The Portals will be configured within the ‘Test’ environment
  • The SEN&D team representatives will be able to carry out basic user testing on publishing and importing forms, dealing with incoming suspense and Authenticating professionals
  • The ‘Test’ environment can be utilised for wider user training
  • Key Portal setup is captured and documented on the RAID log

Session 3: Portal Admin Training

Key Prerequisites

  •  Session 2 complete
  • Local Authority to provide access to laptops/pcs for the delegates with access to v4 online, v4 Client and Portals URLs in ‘Test’ environment
  • Access to v4 Client, v4 Online and Portal URLs with a MRI Education System Administration Account with system administration permissions in ‘Test’ environment
  • Test environment has not been over-written since Session 2

Objectives

  • Train administrators on the Portal Administration Functions
  • Train relevant users on B2B processing for incoming child information
  • Train SEN&D users in the processing of incoming Forms and associated tasks
  • Capture and document any configuration changes required
  • Further refine the business processes

Audience

  • MRI Education Co-ordinator(s) and Portal Administrators and SEN&D users responsible for processing incoming forms (maximum 8 delegates, further sessions can be purchased as repeats if required) Training Topics  Training for Portal Administrators on the configuration and administration of the Portals
  • Authenticating Professionals
  • Dealing with incoming Child information
  • Training for SEN&D users in importing and accessing and approving Portal Forms once submitted
  • Understanding where Multiple Response questions are appropriate and how these are used
  • Confirmation that configuration and permissions are suitable and agreed (sign-off for Live configuration)
  • Control which portal users (parents, young people and professionals) can view shared SEN&D information about the subject of an assessment involvement. These users are then considered ‘authenticated’ for that child or young person.
  • Control which SEND Portal and EHCP forms are visible to authenticated portal users for a child or young person
  • Show how Information about the timescales and progress of an assessment can be shared on the portals with authenticated parents, young people and professionals
  • Show how Portal message notifications can be automatically sent to authenticated portal users based on information that is recorded on a child or young person’s involvement form
  • Show how the Local Authority can record what information or advice they have requested about a child or young person on their EHCP assessment involvement. This information can then be used to send portal message notifications as a reminder for this information to be submitted
  • Show how Portal users can upload documents and images to their SEND Portal form submissions. The Local Authority can also upload documents and images to EHCP forms and SEND Portal forms that are stored against a child or young person’s chronology in the v4 Client
  • Show how two step verification works to aid greater security in passing sensitive child data over the internet

Outcomes

  • MRI Education Coordinator and/or SEN&D users will have an understanding of how to manage Portal Administration, Portal User Administration and incoming child and Form data
  • Confirmation that configuration and permissions are suitable (any further configuration amendments to be sent to Project Coordinator before Session 4).

Session 4: Professionals Training

Key Prerequisites

  • Session 3 complete
  • Local Authority to provide access to laptops/pcs for the delegates with access to v4 online, v4 Client and Portals URLs in ‘Test’ environment
  • Access to v4 Client, v4 Online and Portal URLs with a MRI Education System Administration Account with system administration permissions in ‘Test’ environment
  • Test environment has not been over-written since Session 3

Objectives

  • Train Users from a chosen pilot service (LA to decide) on how to use the SEND Portal functionality
  • Capture and document any configuration changes required
  • Further refine the business processes

Audience

  • MRI Education Co-ordinator(s) and Portal Administrators and SEN&D users responsible for processing incoming forms and Users from specific Service(s) (maximum 8 delegates, further sessions can be purchased as repeats if required) Training Topics  Registration Process
  • How to Update ‘My Account’ Details
  • How to complete appropriate Professional Template Forms
  • How to add details of children involved with
  • Understanding the current stage pf progress for a statutory assessment via an appropriate timeline view
  • How and when to use the Upload document functionality

Outcomes

  • Professional Users will have an understanding of how to submit and manage their workload requirements via the Portal, and a greater understanding on how this tool will aid the requirement of the SEN&D Code of Practice to Improving the efficiency and visibility of the SEN&D process in local authorities
  • Confirmation that configuration and permissions are suitable (any further configuration amendments to be sent to Project Coordinator before Session 5).

Session 5: Live Configuration

Key Prerequisites

  • Session 4 complete
  • Required Forms created in ‘Live’ environment (Services are available to assist with this; see Additional Options)
  • User Acceptance Testing completed and requirements signed-off
  • Outstanding configuration requirements documented (to be supplied to the Knowledge Specialist at prior to or at the beginning of the session)
  • Remote Access to the v3 Client, v4 Client, v4 Online and Live Portal URLs with a MRI Education System Administration Account with system administration permissions in ‘Live’ environment (& 'Test' if require to check previous settings)

Objectives

  • Configuration of the ‘Live’ Portals and ‘Live’ Forms published
  • Permissions groups configured for SEN&D users as required to complete the necessary processes

Audience

  • MRI Education Co-ordinator(s), Portal Administrators and SEN&D lead users

Standard Agenda

  • Replicate ‘Test’ configuration in ‘Live’ environment taking into account any changes to the configuration on the RAID log following the User Acceptance Testing and Training
  • Publish ‘Live’ Forms (updates to forms to be carried out by LA unless additional Services have been commissioned)
  • Apply the relevant permissions to the group for the users to enable them to access the relevant areas in the ‘Live’ environment

Outcomes

  • The Portals and relevant Forms will be available in ‘Live’ environment
  • The Local Authority users will be confident about the process required to administer

Session 6: Post Go Live Support

Key Prerequisites

  • Session 5 completed
  • Agree agenda for the session based on LA requirements
  • LA identifies a relevant venue for the session with a possible meeting room and area to project, OR within the SEN Teams office at delegates desks
  • LA to provide feedback (prior to the session) about any further issues that have arisen during and since UAT
  • Access to the v3 Client, v4 Client, v4 Online and Live Portal URLs with a MRI Education System Administration Account with system administration permissions in ‘Live’ environment.

Objectives

  • To provide support to the Local Authority teams as they go Live using the Portal

Audience

  • MRI Education Co-ordinator(s), Portal Administrators and SEN&D lead users

Standard Agenda

  • Agenda to be determined by the LA in advance of the session

Outcomes

  • The Portals and relevant Forms will be available in ‘Live’ environment
  • LA is ‘Live’ with the Module