Preparing your MIS for Parental Engagement

Why Change MIS Data?

When using Groupcall products such as Messenger v5, Emerge for Schools and Xpressions it's important that your MIS data is suitably prepared so that the data displayed in the various user interfaces (i.e. devices or webpages) is not only accurate but is stored in the way that Xporter expects so that it is extracted and forwarded on accordingly. If your data is not stored in the correct way you may need to change it.

Having good, accurate data in your MIS will benefit your school in a number of ways, however there are some key areas to be aware of in general and for particular products as outlined.

We advise performing a Data Validation check in your MIS where possible to highlight any system detectable errors such as people with the same name and date of birth to maximise effectiveness. Your MIS support contact will be able to advise on this.

Contact Details in your MIS

To ensure your MIS data is effective please note the following;

  • Phone numbers
    • If the phone number type/location is not set as ‘mobile’ in the MIS, Messenger, Emerge and Xpressions will not recognise that number as a valid SMS recipient, even if it is the number for a mobile phone.
      • Messenger relies on this type/location for SMS delivery.
      • Emerge for Schools relies on this type/location when integrated with Messenger for SMS delivery.
      • Xpressions relies on this type/location for registration of new parental users.
    • Additional Phone numbers can be stored for extended functionality.
  • Email
    • Emails will only be recognised when stored as ‘proper’ email addresses in the format ID@domain.tld (e.g. jbloggs@gmail.com, jbloggs@school.sch.uk etc).
    • If the email is not in a valid format the system will not recognise that address.
    • If the system encounters an error with an email address that is properly formatted, but is not legitimate (i.e. does not exist), the message will be sent by Messenger/Emerge, but later rejected by the receiving domain. This is default behaviour for any email message and is not specific to Groupcall Products and is also true for any other receiving errors such as a full inbox.

Further detail on the specific location of details within the MIS is shown here.

Photographs in your MIS

If your MIS does not make use of Photos, Emerge and Xpressions will not be able to make use of its full range of features and so we suggest you have as many student photos as possible in your MIS.

Xpressions

iPhone_GXapp_Home_5.5When parents log in to Xpressions they will see their child's photo

  • In the case of parents with multiple children, the image based interface relies on student photos to make it as user friendly as possible.
  • When viewing the timeline, the photos make it easier for parents to filter messages to their child or to a type of message such as Homework Notifications.
Emerge for Schools

  1. Emerge for Schools will show student photos which can be shown full screen and used for  a range of tasks such as identification to e.g. Fire Fighters in an emergency or on a day to day basis in a behaviour management capacity.
  2. Photos are also useful for Supply Teachers when taking registers. Emerge for Schools is built around an image based interface and a lack of photos will make it less user friendly and harder to identify and distinguish between students.
  3. Emerge for Schools also displays Staff Photos which can be helpful in identifying members of staff for New or Supply Teachers. Emerge for Schools is built around an image based interface and a lack of photos will make it less user friendly.

Relationships

It is essential that contacts exist as single records with correctly configured relationships for Groupcall Products to get the most out of your MIS data.

  • As far as possible Sibling and Family relationships should be configured.
    • For example, a student called Ben with a sister called Amy and a mother called Liz should have Amy linked to his MIS record as his sister and his Mother as Liz;
    • Amy should have the same contact record for Liz linked to her as mother and not a duplicate record as well as having Ben linked as her brother.
    • In this example there should be 3 records consisting of 2 students and 1 contact.

 

Messenger MIS data

  • If contacts do not have at least a Mobile Phone number or an Email address then Messenger v5 cannot send a message at all and will revert to a paper copy.
  • If Sibling relationships are not defined then Messenger v5 will not be able to identify that a parent should not receive duplicate message.
  • If Parent relationships are not defined then recipient selection will fail as the system will not be able to identify to which contacts the messages should be sent.

Xpressions MIS Data

  • If a parent does not have a Mobile phone number and an Email address, they will be unable to use Xpressions as the service uses these 2 pieces of information for account creation.
  • If student photos are not saved, parents may get less from the system than desired and uptake will be less successful.
  • The mobile phone number is used for authentication of parents. This means that the system will ask parents to enter the last 4 digits of their mobile phone number to confirm that they are the same person as that registered in SIMS. This prevents unauthorised access and so it is imperative that the mobile phone number in SIMS is accurate.
  • School Details - If you are subscribed to the Enhanced Xpressions service parents will be able to view school details.SchooDetails
    • Parents can see your school contact information from the school module on their devices.
    • Each area becomes a link that will initiate an action when pressed - e.g. call the school, send an email etc.
    • The following details are set in SIMS > Focus > School > School Details.
      1. School Logo
      2. Headteacher
      3. School Address
      4. School Phone Number
      5. School Email Address
      6. School WebsiteSettings (website)
        • The website can also be set from within the Emerge Management Console.
        • The value in the Emerge Management Console will override any setting in the MIS so can be used in scenarios where you want to show a website that is more appropriate to existing parents such as greenabbey.com/parentinformation as opposed to just greenabbey.com which may cater for a more generic audience.

 

Where are contact details taken from in my MIS?


Where are Contact Details taken from in SIMS?

Number detaSIMS_Home_Studentils are taken from the "Family/Home" section.

 

Open the Contact you wish to edit.

SIMS_Contact_Student

 

Assuming that the Parental Responsibility box has been checked AND the Priority order is inserted, the
numbers will then be read. NOTE: The highest priority contact details will be used.

Messenger v5 will use the three key number sections in SIMS

  • The Home telephone numbers are taken from “Family/Home” section, the location field is labelled “Home".
  • Work telephone numbers are taken from “Family/Home” section, the location field is labelled “Work".
  • Mobile numbers are taken from “Family/Home” section, the location field is labelled “Mobile".

M5_SIMS_Phone_Number_Location_Mobile_2Assuming that the parental responsibility box has been checked, where there are multiple priority contacts; Mother, Father, Other Family Member/Relative, Messenger v5 will select the contact with the highest priority order with Parental Responsibility first. (Priority order takes the form, 1, 2, 3 etc with 1 being the highest).

All numbers are used for Voice calls, but for text calls only one number is used. The system applies the following rules to choose which number;

  • If there is only one mobile number, Messenger v5 will use it.
  • If there are two numbers, it will use the one which has the highest priority order.
  • If there are two numbers and both have the same priority order, Messenger v5 will select the contact details that appear at the top of the ‘Family/Home’ contact screen list.

Groupcall will also use the following Email address section in SIMS…

Email address details will again be selected from the “Family/Home” section entitled Telephones and Email addresses.

Similar rules will be applied to email addresses as are applied to the selection criteria for mobile phones.

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Where are Contact Details taken from in G2?

Messenger v5 will use the three key number sections in G2...

Number details are taken from the "Student Details – Pupil and Family" section;

  • The Home telephone numbers are taken from "Student Details – Pupil", the location field is labelled "Home 1" and/or "Home 2" from within the Personal section.
  • Work Numbers are taken from "Family - Parent/Guardian", the location field is labelled "Number", from within the 'Notes' section. 
  • Mobile Numbers are taken from "Family - Parent/Guardian", the location field is labelled "Mobile". 

Assuming that the parental responsibility box has been checked, the Emergency priority order is then read, and the highest priority user details will be used. If there are multiple priority contacts; Mother, Father, Other Family Member/Relative, Messenger v5 will select the contact with the highest priority order with Parental Responsibility and Emergency first. (Priority order takes the form, 1, 2, 3 etc with 1 being the highest).

All numbers are used for Voice calls, but for text calls only one number is used. The system applies the following rules to choose which number;

  • If there is only one mobile number, Messenger v5 will use it.
  • If there are two numbers, it will use the one which has the highest priority order.
  • If there are two numbers and both have the same priority order, Messenger v5 will select the contact details that appear at the top of the 'Pupil Contacts' contact screen list.

Groupcall will also use the following Email address section in Integris...

Email address details will again be selected from the "Family - Parent/Guardian" the location field is labelled "E-Mail".

Similar rules will be applied to email addresses as are applied to the selection criteria for mobile phones.

Location of Fields within G2

Field_Location_G2

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Where are contact details taken from in Progresso
Groupcall will use two key number sections in Progresso.

Contact details are identified by first selecting a record from the "People, Learner" section:

Progresso_LearnerList

  1. Progresso_PrimaryEmergencyContactOnce a Learner has been selected, you will then be able to identify the ‘Primary Emergency Contact’.
    • If there are multiple priority contacts; Mother, Father, Other Family Member/Relative, Groupcall will select the contact that is identified as the "Primary Emergency Contact".
    • This is located within the Learner Contact Details dialogue.
  2. The Home telephone number is taken from "Learner Contact", the location field is labelled "Home".
    • This is used for Voice calls only.
  3. Mobile Numbers are taken from "Learner Contact", the location field is labelled "Mobile".
    • This can be used for SMS and Voice calls.

    Progresso_LearnerPhoneType

Groupcall will also use the following Email address section in Progresso:

  • Email address details will again be selected from the "Learner Contact Details" section, the location field is labelled "Personal Email".