DUPLICATE SCHOOL RECORD ENTRY: COUNT SHEET AND VENDOR QUESTIONS

Use this sheet before asking any vendor to fix duplicate entry, and keep it with the answers.
Leave an item open when the evidence is missing. A screen shown in a meeting is not proof of a
workflow outside the scenario tested.

REVIEW DETAILS
School / review group:
Decision owner:
Date of this count:
Recheck date:

PART 1 - COUNT ONE FACT, TODAY
Fact chosen (one the school already argues about):
Who records it first, and on what:
Place 1 it is entered:
Place 2 it is entered:
Place 3 it is entered:
Place 4 it is entered:
Total number of places:
Total number of people who enter it:
Who is accountable for the fact being right (as distinct from who types it):

PART 2 - COUNT THE CORRECTION
How a mistake in this fact is reported:
Who is allowed to change it:
Every place that has to change with it:
Who is told that it changed:
How long a full correction takes today:
What happens if one copy is missed:

PART 3 - WHAT HAPPENS WITHOUT A CONNECTION
Where this fact is captured when there is no connection:
Is it written down and keyed in later (this is duplicate entry by design): yes / no
If the platform holds it offline, what happens on a conflict:

PART 4 - SIX QUESTIONS FOR THE VENDOR (ASK IN WRITING)
1. Which facts are entered once? Name each one, say where it is created, and say which screens
   read it rather than ask for it again.
   Answer / date / who answered:

2. What happens on a correction? Who may change it, what else changes with it, who is told?
   Answer / date / who answered:

3. What does a teacher still type twice? The honest list.
   Answer / date / who answered:

4. Which of this is released in this offer?
   released in this offer / configured for the demo / an illustrative concept such as a mockup / planned with a date:
   Answer / date / who answered:

5. What comes in from elsewhere and what goes out? Format, who runs it, what it carries.
   Answer / date / who answered:

6. What happens offline?
   Answer / date / who answered:

PART 5 - THE DEMO TEST, ONE RECORD END TO END
Step 1 - created in the role that really creates it (role / device / connection):
Step 2 - read in every role that needs it (what each role actually sees):
Step 3 - got wrong on purpose, then corrected (what updated, what did not, who was notified):
Step 4 - exported, including the correction history (file format / what was lost):
Who observed this, and on what date:

PART 6 - WRITTEN RECORD BEFORE A DECISION
Claim (the vendor's exact sentence):
Product, edition and package shown:
Status: released in this offer / configured for the demo / an illustrative concept such as a mockup / planned with a date:
Evidence, who saw it, and the date:
Exclusions, in the vendor's own words:
Open point, named owner and date:

PART 7 - WHAT THE SCHOOL CAN CHANGE WITHOUT BUYING ANYTHING
Number of attainment data collection points a year, now:
Can any be removed:
Pastoral information currently logged at break or lunchtime rather than during the working day:
Collections whose purpose nobody can state:
Decision and owner:

EXTERNAL CONTEXT
The questions in Part 7 follow the advice in "Making data work", the report of the Teacher
Workload Advisory Group, Department for Education, November 2018, chaired by Professor Becky
Allen. Crown copyright, licensed under the Open Government Licence v3.0. It is guidance to
schools in England, it is not Malaysian law, and it does not describe or endorse any product.
The report itself says it "does not, and cannot, tell schools how best to manage data in their
own context".

This sheet is published by EASY EDU SDN BHD as a vendor-neutral evaluation aid. It does not
state or imply any Easy Edu capability, outcome or time saving.