The Staff Individualised Record Data Module is a standard part of the Core System for SDMS V HRPersonnel College Edition. The Core Functions of HRPersonnel Include:
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With a Single Database of all key administration functions, it means that data is only entered once saving time and reducing errors. This includes SIR related data. The FE College Edition has many features specifically designed for HR management in Colleges. The most prominent are:
- Multi-posting: Job Sharing and Part Time Contracts
- Pay Scales and Pay Points with Discretionary Points/Bars
- Automatic Increment Administration
- SIR Data and Returns Module
- Visiting Teacher Management Module
- Equal Opportunities Monitoring
- FE Teacher Pensions Return
The Education and Training Foundation and SIR
The SIR Module is kept up to date with the changes introduced by the Education and Training Foundation and is included free of charge within the annual support contracts to all users of SDMS V HRPersonnel for Windows. It is supported by free On Line Briefings and Remote Upgrade Installation. SDMS Ltd has been supplying SIR Data Management to FE Colleges from the very start of the FEFC, and the SIR format itself and has proven experience in ensuring Colleges can produce SIR Returns with minimum effort. It is now updated to the requirements of SIR23.
Staff Individualised Record (SIR) Module
The SDMS SIR (Staff Individualised Record) provides Colleges with a Staffing Returns Module which is fully integrated into SDMS V HRPersonnel itself. Employee and Contract information entered anywhere in the system feeds directly into the SIR data management screens completely removing the need for double entry. To support speed and ease of producing the SIR Return, the module includes:
- Integrated SIR Data Record
- SIR Contracts: Full and Part Time
- Ethnicity and Work Category Translation
- Pre-submission Data Check and Validation
- Missing Data Audit
- Data Completion Checklist
- Updated in line with the Education and Training Foundations Requirements
- Production of the Return for On Line Submission and Validation
- Reports: Standard and to Excel™
Variations are also available for Staffing Returns as they apply in Scotland, Wales and Northern Ireland.
Integrated SIR Data Record: Full-Time Staff: Screen View
The data entry screens for the SIR Full Time Record are simple and easy to use. Where data has already been entered as a normal part of recruitment and appointment process or in updating personnel records, this data automatically populates the SIR Record. This reduces the burden of data entry making the completion of the SIR Returns a task which is completed during the year rather than in a mad rush close to the submission date.
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SIR Staff Individualised Record from Staff Screen |
SIR Contract Details from Job Details Screen |
Any data already entered in the HRPersonnel System which is required for the SIR Return such as Gender, Ethnicity, Start of Employment, and Start in Service will be automatically used to populate the neccessary fields.
SIR Validation Check
As the details are checked and updated relating to both the Staff and Contract Details, you can easily check whether the information will pass through the specific validation rules set out by the Education and Training Foundation using the validate function available against an individual record.
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Quick Data Entry
Rather than having to open each member of staff's record to check and validate their details, the software provides a Quick Entry Screen where a list of all the staff whose details will be provided on the SIR Return so they can be accessed easily, have the data checked and the details can be amended if necessary. If the requirements of the Return changes yearly, these amendments are included in annual updates whether these are new codes, removal of codes, new fields, validations and layouts - and so there is no additional database to update - with it all being dealt with in HRPersonnel.
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SIR Batch Data Entry Screen |
SIR Data Validation Report |
It is now relatively easy to simply scroll through the screens updating and correcting data to make sure we have a smooth process of submitting the data to the Education and Training Foundation at minimum cost and time.
SIR Data Validation and Audit
Since most of the data required by SIR will be entered as a normal course of good practice in College Personnel Administration, the task of producing the SIR Return will need to focus on the data that is missing. To ensure that we can do this most effectively, data audits and missing data audits are built into the module.
The Education and Training Foundation Upload
Once the data has been entered and validated for the College within HRPersonnel it can then be exported to a data file which can be uploaded into the Foundations On Line Submission website. This process can be completed as many times as required.
FE SIR23 Data Collection Workflow Diagram
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Pre-submission Check
Before submitting the SIR Return to the Foundation, SDMS Ltd provides a final data checking service whereby, in addition to the in-built integrity checks of SDMS V HRPersonnel, the data is checked against the latest SIR On Line Submission Website by SDMS Support and any errors reported to the College. This is included at no extra charge as part of the Annual Support fees.
SIR in Welsh Colleges
The Staff Individualised Record required by the Welsh Assembly from all FE Colleges in Wales is also supported by SDMS V HRPersonnel for Colleges: Welsh Edition. The production of Staff Individualised Record is currently suspended. For further information
Staffing Returns in Scotland
Similarly, the staffing returns from Colleges in Scotland required by the Scottish Funding Council are supported by SDMS V HRPersonnel for Colleges: Scottish Edition.
For Further Information and to Purchase:
For further information please contact SDMS Sales on 01952 200911 or email: sales@sdmsltd.com.
