Help
1. Using the Planning Guidance and Audit Tool
The PGA has been designed with the user in mind. The website can be accessed from any computer with internet access and every school or participating organisation can have an individualised account that is password protected. Information entered onto the site will be automatically saved and can be added to and updated at any time. The key principles to remember are:
- Once logged in, you will enter the home page. To get back to the homepage thereafter, click the PGA icon at the top-left of the page.
- The tabs at the top of the page can be used to navigate your way through the site. Please remember that the reports will only work when audit information has been added.
- The planning guidance and audit can be completed in any order.
- On the right hand side of every page – there will be information and notes on how to use the site.
2. Signing Up
The Extended Schools Planning Guidance and Audit tool is a password protected website. Data is accessible by the school, CoOP (if CoOP data) and the local authority administrator using a password and secure entry. To get a password:
- Go to www.sandwellpga.co.uk
- Click ‘sign up’
- Fill in your details, making sure that fields marked with an * are complete. The password needs to be over 6 digits long. Please keep a note of your user name and password – you will need these to log-in in the future.
- Please ensure that you read the disclaimer before ticking the box.
Once complete click ‘save information’. You will then receive an email approving your account. On receipt of the email you will be able to sign in using your user name and password.
3. Updating the School Details
After logging in for the first time, please take the time to check through ‘school details’ by clicking on the tab at the top of the page. The information that was provided during the ‘sign up’ process will automatically transfer into your log-in account.
If, for any reason you need to change any details you can do so by:
- Go onto ‘schools details’ by clicking the tab
- Click ‘update school profile’ at the bottom of the screen
- Make the appropriate changes and then click ‘update school profile’
- All changes will be automatically saved.
4. The Planning Guidance
The planning guidance section can be accessed by either clicking the icon on the home page or through the ‘planning guidance’ tab at the top.
The planning guidance introductory page is divided into 6 categories. You can fill in the categories in any order and leave questions to come back to. ALL answers are automatically saved and can be updated at any time. Some questions will have more than one section to them. All parts to questions must be answered.
Completing the Planning Guidance:
- Choose a category (e.g business viability and financial probity, etc)
- The first question will appear.
- On the right hand side of the screen you will see ‘notes’ – these are there to offer you advice and guidance should there be a question/issues that you are need further support.
- Click ‘More notes click here’ for the full explanation.
- To move onto the next question, click ‘next’ – all answers will be saved.
- Once all the answers in a category are complete, the site will return you to the planning guidance introductory page.
- When all answers have been answered in a category – the corresponding ‘fill out questionnaire’ will change to ‘completed’. Even when complete, you can still go back a change the category at any time.
Viewing/Printing the Planning Guidance
There will be occasions when you may wish to print off section(s) of the Planning Guidance. For example, to share information with colleagues, or to share with Governors for ‘sign-off’. To view or print off sections of the planning guidance:
- Click on the ‘Planning Guidance’ tab
- Click view/print report. A question and answer page will then appear on screen. The report can either be printed off or saved
Please Note:
The guidance and questions that form the Planning Guidance and Audit Tool will be reviewed and updated on a regular basis. Changes to the text will be highlighted on the front logging page of the PGA, and also in the body of the text.
5. The Audit
The Audit can be accessed through clicking on the tab. The audit has been divided up into different categories of provision (eg childcare, study support) that also correspond with the core offer activities. To ensure that the audit reflects all the activities taking part beyond the school day, individual activities must be entered only once. There will be many activities that might be relevant to more than one provision type. In these cases, look at the definition of each activity – these appear when the mouse is placed over the title of the category. The general rule of thumb is to think about the outcome of the activity – this will be important producing analysis on the schools contribution towards the ECM outcomes.
Completing the Audit:
- Choose the most appropriate category for an activity, definitions for each have been provided to help. Please enter individual activities only once.
- Decide which category the activity/ provision to use, then click ‘Add Activity’ and complete the 13 questions. Wherever possible, complete as many questions as possible but leave gaps if you cannot provide an answer – you can always update your answers later.
- Always click save at the bottom of the screen.
Viewing/Updating the Audit:
- To review and/or update activities in the audit, click on "view activities".
- Use the filters at the top to find the activity you wish to update
- Select the activity and either delete or edit.
Once you have edited an activity, please ensure you press the save button at the bottom of the page to store any changes.
6. Creating Reports
The reports section can be used once information has been collected through the audit. The reports homepage sets out a series of different types of reports that can be generated. These include:
- School Reports
- CoOP Reports
- Historical Report
- Publish Reports
Under each of these headings, you will find a series of report titles that can be generated using the data that has been inputted into the Audit section.
For each of the reports, there are a series of filters that can be used to drill down the data to produce a series of reports.
7. School & CoOP Reports
School and CoOP reports provide data on the range of extended services provided solely by the school/ organisation.
- Highlight ‘school report’ at the top of the Reports page to reveal the titles of the data tables/graphs.
- Click the title of the data table/graph that you wish to reveal
- You will then be presented with a series of filters, which can be used to filter the activities into categories, the type of activity and whether the activity is currently taking place etc.
- Press the ‘filter’ button as required to display the data table/ graph at the bottom of the page.
- A graph or table with automatically be created
8. Historical Reports
- Highlight ‘historical report’ at the top of the Reports
- You will then be presented with a series of filters, which can be used to sift the activities into categories, the type of activity, if the activity is delivered by the CoOP or by the school individually, the date of the activities etc.
- Press the ‘filter’ button as required to display the data table/ graph at the bottom of the page. Under ‘notes’ the PGA will display will indicate the number of activities found
- A graph or table with automatically be created
To print a graph/table
- Create the graph, chart or table as above using the filters
- Press the ‘print’ icon.
To cut and paste a graph into a another document
- Create the graph, chart or table as above using the filters
- Click the ‘export’ icon on the right-hand side of the page. For data tables, select ‘spreadsheets.
- The table will then be re-created into a format e.g. in excel that can be cut and paste manually
9. Publish Reports
‘Publish Reports’ is a unique facility within the PGA tool that enables the organisation to select specific reports and graphs that can be placed on a web-page. This might be particularly useful for schools providing information as part of inspections, or for CoOPs as part of their evidence for quality assurance recognition.
The web-page is www.whatevertheschoolnameetcetc
Selecting data tables/ graphs
- To select a specific data table or graph place a tick in the box (es) you would like to put in the separate domain.
- Click the ‘publish’ key at the bottom of the page.
De-selecting data tables/ graphs
- Click on the boxes previously ticked to remove the ticks
Click ‘publish’ at the bottom of the screen
10. Supporting Information
This page provides links to a wide range of related information on extended services.
If you require information that doesn’t appear on this page, then please contact the Extended Services Team on 0121 565 8700
11. Technical Difficulties/Errors
If, in the unlikely event you should encounter an error with the PGA site, then please click on the ‘Submit Error’ button that can be found on the bottom of each page.
Sam Barber
Policy Development Office
0121 565 8700
sam_barber@sandwell.gov.uk
