Provision Manager Questions, Answers, Tips and Tricks

This list of questions and answers and tips and tricks for using Provision Manager will be regularly updated in responnse to user questions.

Contents of this page

What is Provision Manager and who is it for?

Provision Manager is a software tool to assist schools in England and Wales in implementing a Provision Management appraoch to managing their Special Educational Needs / Additional Educational Needs provision. It has been designed with the Special Educational Needs Co-ordinator's (SENCOs)s needs at heart. It takes the pain out of Provision Management by enabling you to swiftly create, manage and distribute a variety of provision maps, from whole school maps to individual pupil provision maps and many things in between. It also allows you to track pupil progress in meeting the objectives of the additional provisions they are receiving.

Q: Is the Provision Manager appropriate for Primary/Secondary/Middle Schools?
A: Provision Manager is for all schools wishing to implement a provision management approach and create provision maps

Q: What operating systems does Provision Manager require?
A: Provision Manaager will run under Windows 7, Windows Vista, Windows XP and Windows 2000

Q: Will the software run on a MAC?
A: No.

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Q: What are the default login details for Provision Manager?
A: The default user name is Admin and the default password is Password1. You should change these when you install Provision Manger to a user name and password that is known only to you, and make sure you keep a copy of it in a secure place in case you forget it.

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Importing Pupil Data from Other Systems

Q: Can I import pupil records from SIMS?
A: Yes, you need to export the pupil records you want from SIMS to a CTF file, your school admin staff can easily do this in a few minutes. Once you have the CTF file click on the Import Pupil Details link on Provision Manager's Main Menu to open up the import utility.

Q: What pupil data needs to be included in the CTF file?
A: The following pupil data needs to be included in the CTF file (nb: the labels used for the data itmes are the actual xml tags used in the CTF file format):

  • UPN (Unique Pupil Number)
  • Surname
  • Forename
  • DOB (Date of Birth)
  • Gender
  • NCyearActual (The year group in which the pupil is taught for the majority of their time, regardless of their chronological age)
  • Ethnicity
  • Language Type (For Provison manager you want the pupil's First or Home Language type)
  • Language (The name of the language that corresponds to the pupil's Language type selected - see language type above)
  • FSMEligible (Wheteher the pupil is eligible for Free School Meals or not)
  • MedicalFlag
  • InCare (Wheter the pupil is in public care or not)
  • SENProvision (e.g. None, School Action, School Action Plus, Statement of Special Educational Needs)
  • SENType (e.g SPLD, MLD, SLD, PMLD, BESD, SLCN, HI, VI, MSI, PD, ASD, OTH)

You can create a full or partial CTF file for export as Provision Manager provides a facility for you to select only the pupils you wish to import. Also Provision Manager ignores data items other than those listed above when importing a CTF file. Once Provision Manager has imported the data it requires from the records you select from the CTF file it discards any remaining data

You may download / view an example Primary School CTF file or a Secondary School CTF file (links open in a new window).

Q: Why does nothing happen when I select a CTF file to import using Provision Manager's Import Pupil Details facility?
A: This happens beacuse Provision Manager was unable to install and register the Microsoft MSXML4.DLL file on your computer. Please download the MSXML4 installation file from the Microsoft Website (link opens in a new browser window) and install it on your computer.

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Q: How does Provision Manager calculate provision costs?
A: In calculating the staff cost of a provision Provision Manager assumes that the provision 100% full (see the No. of pupils per member of staff field in the Details of Provision Form to find out the maximum number of pupils a provision caters for).

Provison Manager then multiplies the salary cost per minute for each member of staff involved in delivering the provision by the number of sessions they are recorded as delivering. This in turn is multiplied by the length of the provision's session in minutes. Finally this is divided by the maximum number of pupils the provision caters for. This gives an average cost per pupil for a full provision.

If you have a provision that is running under capacity and you want to find out the actual staff cost per pupil of running the provision below capacity take the following action:

  1. Close the Assigning Pupils to Provisions Data Entry Form (if open).
  1. From the Main Menu select the Edit Details of Existing Provision Option and choose the provision you are interested in.
  1. Change the No. of pupils per member of staff field in the Details of Provision Form to match the number of pupils currently in your provision.
  1. Close the Details of Provision Form and re-run your provision map.

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Installing Provision Manager on two Unconnected Computers

Q: Can I install Provision Manager at home and at school?
A: The quick answer is yes, your license permits this, but you need to purchase a license as this feature is not available in trail mode. Before you try this you should read the following:

It is possible to run Provision Manger on two different computers that are not connected to the same network (e.g. one at home and one at school). To do this the file that holds Provision Manager’s data must be moved between the computers each time you use one of them to ensure that there is no possibility of entering data on two seperate data files by mistake.

You must also ensure that the license key being used by both the home and school computers is the same.

If you wish to use Provision Manager like this take the following steps:

  1. Install Provision Manger on computer 1 (e.g. school), if you have not already done so.
  1. Start Provision Manager and, if you have not already done so, enter your license key when prompted for it (we suggest cutting and pasting this from the email we sent it in to avoid typing mistakes).
  1. Login on computer 1 as a user with Admin permissions (the default login for Provision Manager has Admin permissions).
  1. When you have finished working with Provision Manager on computer 1 use the Backup Provision Manager Database (Create an Archive) option from the Main Menu to copy Provision Manager’s data file (provision_manager_be.mdb) to a memory stick.
  1. Make sure that no-one will be entering any data into Provision Manager on computer 1 until you have done step12 below. This is most important as you do not want someone entering data on the School Copy while you are entering data on another copy.
  1. Install Provision Manger on computer 2 (e.g. home), if you have not already done so.
  1. If you have not already done so, Start Provision Manager on Computer 2 and enter the same license key you used on Computer 1 when prompted for it (we suggest cutting and pasting this from the email we sent it in to avoid typing mistakes).
  1. Close Provision Manager on Computer 2 if it is open.
  1. Copy the file called provision_manager_be.mdb from the memory stick to the following folder on Computer 2, overwriting any file of the same name there:

If you are using Provision Manager V1.0: C:\Documents and Settings\All Users\Application Data\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Windows XP: C:\Documents and Settings\All Users\Application Data\Dreyfus Training and Development\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Windows Vista or 7: C:\Program Data\Dreyfus Training and Development\Provision Manager

Note: If you can’t see the Application Data or Program Data folder you will need to use Windows explorer to show hidden files and folders.

  1. Login on computer 2 as a user with Admin permissions.
  1. When you have finished working with Provision Manager on computer 2 use the Backup Provision Manager Database (Create an Archive) option from the Main Menu to copy Provision Manager’s data file (provision_manager_be.mdb) to the memory stick, overwriting any file of the same name there.
  1. Return to computer 1, make sure that Provision manager is closed and copy the file called provision_manager_be.mdb from the memory stick to the following folder, overwriting any file of the same name there:

If you are using Provision Manager V1.0: C:\Documents and Settings\All Users\Application Data\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Windows XP: C:\Documents and Settings\All Users\Application Data\Dreyfus Training and Development\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Window Vista or 7: C:\Program Data\Dreyfus Training and Development\Provision Manager

Note: If you can’t see the Application Data or Program Data folder you will need to use Windows explorer to show hidden files and folders.

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Installing Provision Manager on a Network

Q: Can Provision Manager be installed on a network?
A: The quick answer is yes, however you should read the following before trying this:

Provision Manager is based upon Microsoft’s Access database software. Without going into technical detail Access and therefore Provision Manager is limited in its network capabilities. It works best in a scenario where the server the data is stored on is connected directly to the same network switch or hub as the computers that the user interface is installed on, the shorter the cable between the switch and the server / computers the better.

Again without going into technical detail Access uses a lot of network bandwidth when run across a network, the faster your network and the lower the amount of other data moving around on it the better it will perform.

Once installed on a network the number of simultaneous logins in theory should not exceed 20 users.

From many years experience I would not recommend installing any Access database where the server on which the data is stored is attached to a network switch or hub that is connected in series via several other switches / hubs to the computers the user interface is on, and certainly not on any wide area network where the server is in one building and the computers accessing it are in another.

With the above in mind, if you wish to try-out Provision Manager in a network scenario do the following:

  1. Ensure that you have the necessary permissions on the computers and server you want to install Provision Manager on.
  1. Ensure that the computer you wish to install Provision Manager on can read and write files to the folder on the server you want to store Provision Manager’s data file on.
  1. Install provision manager on the first computer you want to use.
  1. Once installation has completed, and assuming your root directory is C:\ ,open Windows Explorer and go to the following folder:

If you are using Provision Manager V1.0: C:\Documents and Settings\All Users\Application Data\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Windows XP: C:\Documents and Settings\All Users\Application Data\Dreyfus Training and Development\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Window Vista or 7: C:\Program Data\Dreyfus Training and Development\Provision Manager

and copy the file called provision_manager_be.mdb located there to the folder on the network server you want to store Provision Manager’s data on.

Note: If you can’t see the Application Data or Program Data folder you will need to use Windows explorer to show hidden files and folders.

  1. Start Provision Manager on the computer you installed it on.Provision Manager will display a message telling you it can’t find its data file.
    Nework Installation Image 1
  1. Click on OK to clear the message and to open a pop-up that will allow you to navigate to where you stored the provision_manager_be.mdb on your server.
    Nework Installation Image 2
  1. Open the provision_manager_be.mdb file, and Provision Manager will display a message box telling you to be patient whilst it connects to its data file.
    Nework Installation Image 3
  1. Click the OK button to continue and when Provision Manager has completed connecting to its data file it will display a message box confirming this:
    Nework Installation Image 4
  1. Click the OK button to start using Provision Manager
  1. Now test whether the performance of Provision Manager on the network is acceptable to you e.g. by entering some data on some forms and if it is go to step 11 below.
  1. Close Provision Manager.
  1. Assuming your root directory is C:\ ,open Windows Explorer and go to the following folder:

If you are using Provision Manager V1.0: C:\Documents and Settings\All Users\Application Data\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Windows XP: C:\Documents and Settings\All Users\Application Data\Dreyfus Training and Development\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Window Vista or 7: C:\Program Data\Dreyfus Training and Development\Provision Manager

and copy the file called provision_manager.mde located there to the folder on the network server you previously copied provision_manager_be.mdb to in step 4 above.

Note: If you can’t see the Application Data or Program Data folder you will need to use Windows explorer to show hidden files and folders.

  1. Install Provision Manager on the next computer you want to.
  1. Once installation has completed, and assuming your root directory is C:\, open Windows Explorer and go to the following folder:

If you are using Provision Manager V1.0: C:\Documents and Settings\All Users\Application Data\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Windows XP: C:\Documents and Settings\All Users\Application Data\Dreyfus Training and Development\Provision Manager.

If you are using Provision Manager V1.0.1 or above on Window Vista or 7: C:\Program Data\Dreyfus Training and Development\Provision Manager

and delete the files called provision_manager_be.mdb and provision_manager.mde located there.

Note: If you can’t see the Application Data folder you will need to use Windows explorer to show hidden files and folders.

  1. Copy the file provision_manager.mde from the folder on the network server you placed it in in step 12 above to the folder you just deleted the two files from in step 14.

What you are basically doing in steps 13 to 15 is ensuring that there is only one Provision Manager data file (provision_mamager_be.mdb) and that it is the one stored in the network folder, and that the Provision Manager inteface (provision_manager.mde) used on each computer is the same one you installed and started on the computer you first installed Provision Manager on.

  1. Repeat steps 13 to 15 above until you have installed Provision Manager on all the computers you want to.
  1. Delete the Provision Manager interface file (provision_manager.mde) from the network server folder, make absolutely sure that you do not delete the data file (provision_manager_be.mdb).

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Page last updated 25th June 2010