Staff data populates Observe with the names and details of members of staff at your school or organisation and is required before you can create any records.
We expect most schools and organisations to extract this data from their MIS and import the file into Observe. The Staff Filter Profile allows you to define any additional staff filters that you may wish to include within staff imports. You can then filter your reports by these bespoke filters (see Filtering the Reports).
By default, any staff data imports must contain the six default columns: Staff ID, Staff Title, Staff Forename, Staff Surname, Staff Initials, and Staff Team.
You can add up to 14 additional columns to provide extra filter options within the reports.
Adding additional staff filters is optional and the data can be added at a later date if you wish.
We’ve included some examples of additional staff filters which you may be interested in creating:
- Pay Scale
- Additional Pay Scale
- Support Plan
- School Direct
You should be able to extract these additional staff filters from your MIS (if in use) but they could also be added to the file once it’s been extracted. If you use an MIS and need further assistance, we recommend contacting your MIS support team.
To set up a filter, it must first be created in Admin > Data > Staff > Staff Filters tab > ‘Create Filter’.
Enter a name, which will be displayed in the reports. We strongly recommend ensuring that the name is clear, concise, and typed out correctly.
Then, enter a Default Value. This would be used if a staff member has a blank cell for this filter in the staff data file imported. Then, click ‘Create’.
You can then repeat this for further filters that you want to include. Next, you must tell Observe which staff filters you are going to import by adding them to your Staff Filter Profile. To do this, click the Staff Filter Profile tab > ‘Edit Columns’.
Select each filter in the next available dropdowns, and click ‘Save’.
The new format expected for your staff filter imports will be shown at the bottom of the page under the Import Format Example.
In order to make use of your new filter(s) in the reports, the next step is to import a staff data file containing this additional information. See Importing Staff Data for more information on how to do this.
Filtering the Reports
For any bespoke staff filters that you create, you can then use these to filter your reports data. For example, if you had created a ‘Role’ filter, you could filter your reports to only show data for a specific role. To do this, navigate to Reports > then click ‘Add Staff Data Filter’.
A ‘Staff Filters’ pop out box will appear, allowing you to select the filters that you want to apply (you can select more than one). Using the example below, you would be able to filter your data to only look at teachers that have been present for less than three years. Click ‘Apply’ to apply these filters.
|Your reports will then be refreshed to reflect your filters, and you will be able to see which filters have been applied on the left-hand side.
Click ‘Edit Staff Data Filter’ to edit the applied filters, or, to reset your data, click ‘Reset All’.