1. Home
  2. Blank System Setup Guide

Blank System Setup Guide

For Bromcom MIS

Setting up your Blank MIS System

This guide will show you how to set up your MIS system.

Note: All pages below are subject to having relevant Roles and Permissions. You will need to have your School ID, Username and Password to login to the MIS. Bromcom will have provided the login details via email to the main contact at the school.

Accessing Curriculum

Move the cursor over Moduleson the left-hand menu.

To access Curriculum, move the cursor over Curriculum from the left-hand menu and click, this will underline the module and reveals the available menu options.

Setting Timetable Defaults

The Configurationarea sets the Timetable Defaults used to define the amount of time that will be allocated to Classes and Registration Periods. Go to Config >Curriculum > Configurations.

Enter the duration (in minutes) for AM Reg Duration and PM Reg Duration.

The Class Duration refers to the length of the Period and the Max Class Duration refers to the maximum length a Period can be. For example, each Period of the day may have a duration of 40 minutes, but the last Period on Friday may be 50 minutes. Therefore, the Class Duration would be 40 and the Max Class Duration 60 allowing for a Period up to 60 minutes.

The Periods button will take you directly to the Days and Periods section; this is useful if you need to configure or alter your Period Structures either before or after defining the Timetable Defaults.

Creating a New Period Structure

To start the process, go to Modules > Curriculum > Academic Calendar > Period Structures.

To create a new Period Structure, you can begin by clicking the New button. You will be taken to the Create Period Structure page.

Give your new Model a Name, which must be unique, for example 1 Week 5 Periods.

Set the start time of the Morning and Afternoon sessions; this will be the time the first session of the morning and afternoon begin. This will usually be the AM and PM Registration sessions. Where AM and or PM registers are not used, it will be the first period of the morning and the first of the afternoon; please ensure that you use the format shown in the brackets.

Set the number of weeks that will exist in your timetable cycle for example; a 10-day timetable cycle that runs Monday-Friday is a 2-week cycle (Monday to Friday week 1, followed by Monday to Friday week 2).

Once you have selected the number of weeks, you can start to specify which days will be Academic Days. The Days in Timetable Cycle field allows you to set the number of days before the new week begins.

Finally, you can determine an availability date for this period structure and put any changes into place using the Save button, you will now be taken to the Create Timetable Day Structure for you named Structure.

Select Period Type, Start Time and End Time for your first session.

  • AM – Morning AM Registration
  • PM – Afternoon PM Registration
  • TPTeaching Period
  • PSPre School
  • BRBreak
  • LULunch
  • ASAfter School

Click on the Add button to enter the next Period by entering the Period Type, Start Time and End Time. Continue the process until all the Periods have been included.

Note 1: The Duration of the Periods must be within the defaults specified within the Timetable Defaults Configuration.

Note 2: The End Time is up to the last second, for example if the AM End Time is 08:49 then the Start Time of the nextPperiod will be 08:50.

Below is an example of a 1 week 5 Period day including a Break and an After-School Session.

It is recommended that you define your Breaks (BR), Lunch (LU), Pre-School (PS) and After School Sessions (AS). You will need them if you want to schedule detentions outside of normal teaching periods (e.g. after school) or you want to timetable a teacher to do lunchtime duty.

Checking the Copy settings to all days of the Timetable Cycle on Save will replicate the structure for day 1 to all days (Default).

Click Save

If you have a different setup for one of the days, select the Day Number from the dropdown and then adjust the Periods and timings as required and then select Confirm.

Note: If you have the same Structure for each day then you must still select Save and then Confirm.

Creating an Academic Calendar

To start the process, go to Config > Curriculum > Academic Years.

The system will automatically generate a Start Date for this new Academic Year.

Enter the Start Date and End Date for the new Academic Year.

Select the Number of Terms for the Academic Year. Amend the Term names if required.

Structurally, the system requires the Start of Term to be a Sunday and the End of Term should be set to a Saturday. The red warning messages at the top of the page will disappear accordingly.

Select the Period Structure from the dropdown and leave the Timetable Day for the first week day of Term 1 set to 1. 

Adding the Academic Days

To start the process, go to Config > Curriculum > Academic Days.

When creating a new Academic Year, the user will be redirected automatically to the Academic Days page to complete the setup of the Academic Calendar. However, this can be accessed at any time by going to the Academic Days page.

To edit the Academic Days, click Edit.

The page opens with the current term or first one if a future calendar.

  • Day StatusKey to the Codes used
  • Calendar defined using the following period structure(s) – displays the Period Structure employed
  • Edit Colours – enables the use of a different colour differentiate which Period Structure is in use
  • Display Timetable Days – shows the Timetable Day applied for each day of each week
  • Display Week Labels – identifies the Timetable Week

To add NonSchool Days or Staff Only Days, click on the blue week number on the left-hand side of the page.

Add appropriate codes by selecting them from the dropdowns for each day’s AM/PM as required.

Cascade Timetable on Save – Generally used for Timetables with more than a OneWeek Cycle. See further information at the end of this section on its use.

Save when finished for that Week and repeat for each Week as required

Reveal or hide the Terms by clicking on the small icon to the right of each Term heading.

Cascade Timetable on Save

A school wants to ensure its 2Week Timetable Cycle is followed regardless of when Half Term falls.

To ensure the Cycle is completed correctly, updating the Academic Days to correspond with the correct Week’s Timetable Days is necessary to achieve this. It is finalised by selecting Cascade Timetable on Save with an appropriate radio button: Cascade changes only within this term or Cascade changes in this term and all subsequent terms.

In the example, Half Term falls in Week B so the first Week back, (Week 9), needs to be amended to Week B.

Click the Week number and amend each of the TT Days to reflect the required week’s TT days. Tick Cascade on Save and set the radio button as required.

Repeat the exercise through the Terms if necessary until the desired Academic Days Structure has been completed.

Adding Staff

The Create New Staff function is accessed from the Staff List page.

Click on the New button.

  • Completing the Full First Name, Legal Last Name and Title will automatically create a Salutation
  • Enter Gender from the dropdown list
  • Enter Ethnicity (if obtained) from the dropdown list
  • Completing the Date of Birth field will automatically complete the Age
  • Enter Staff Code– usually 3 characters as default, However the length can be changed in Config > Administration > Administration Defaults
  • Date started at the school field is the date the member of Staff is due to or has started in school
    • Note: This can be in any Academic Year, either past, current or future years.

If you wish to create a User Account for the new member of staff tick the Setup Account Details option

  • Username and Password field will populate by default, but it can be changed if required
  • Click on Show password if required
  • User must change password at next logon is automatically ticked. untick if required
  • Send account details to email – Enter the email address.
    • Note: this will then populate the Work Email address in the new Staff member record
  • Select User Role(s) for the new staff (see also Setup – Roles and Permissions)

On clicking Create the system will direct you to the Staff Details page where the Staff Contracts and Roles can be added.

Adding Staff Contracts and Roles

This section shows you how to add a Contract and Role(s) to Staff.

From the Left-hand side select Contracts.

Click the plus sign to add/ Create a new contract

Date Started at the School – Enter Date.

Note: it can be a Past, Present or Future Date.

Complete the other fields as required (optional),

All fields marked * are mandatory.

  • Start Date – This will default to today, change if required
  • Contract Type – From the dropdown list select the required Type of Contract
  • Date of Last Pay Review
  • Post – Select from list
  • Post (SWF) – Select the appropriate post for the member of Staff for return in School Workforce Census. If the Staff member is not to be included in the Census, then ensure that the Do not include in Census tick box is checked.

Click Save – This will enable you to add a Role.

Click on the Add Roles

All fields marked * are mandatory.

  • Role – From the dropdown list select the required Role for example Classroom Teacher
  • Start Date – Enter Start Date for the Role

Click Save.

Creating Curriculum Year Groups

Click on Groups on the left-hand menu.

Select Year Group from the Group Type Filter, then select New Group.

    • : Start with your highest Year Group)
    • When creating Tutor Group’s, the Year Group field is mandatory therefore it may be worth setting the Start Date as today
  • You can now use the NC Year Group dropdown list to select the National Curriculum year for this Year Group
  • The Next Year Group field will determine the next YearGroup that this new YearGroup will move into upon YearGroupPromotion.
    • Note: You will not be able to enter the Next Year Group when setting the first Year Group but once you click on Save & Edit you will be able to populate the field

Once you have defined all the above settings, you can create this Year Group by clicking the Save & Edit button.

You will now be able to enter the Next Year Group from the dropdown list.

Click on the Staff button from the left-hand side panel.

  • From the dropdown select the Staff Name
  • Enter the Role, Start Date
  • Tick the Green tick button to save the entry

Year Group has now been added with the Head of Year Association. Complete the process for all the remaining Year Groups.

Adding Subjects

Click on Groups on the left-hand menu.

Select Subject from the Group Type Filter, then click on the New button.

  • Enter a name for the Subject in the Name field
  • Enter a description for the Subject in the Description field
  • Enter the Subject Group in which this subject will reside from the Subject Group dropdown list
  • Once you’ve selected the relevant Subject Group, you will be able to select a Classification for this Subject
  • Select a Discount Code if known (based on Exam Qualifications)
  • You can define the colour that this Subject will be displayed as on the Timetable by selecting a colour from the Timetable Colour selector
  • If you would like this Subject to have its own Subject Specific Code to be displayed on the Timetable, simply enter a Code into the Timetable Code field.
  • Now you can define the Date range Start Date and End Date in which this Subject will remain active, an End Date is not compulsory and only needs to be added if you no longer deliver a Subject as part of your curriculum.

Once you have defined all the above settings, you can create this Subject by clicking the Save button, Save & Edit will display the Subject settings page.

Click on the Staff button from the left-hand side panel.

  • From the dropdown select the Staff Name
  • Enter the Role, Start Date
  • Tick the Green Tick button to Save the entry

The Subject has now been added with the Head of Subject Association. Complete the process for all the remaining Subjects.

Adding Rooms

Move the cursor over Config on the left-hand menu.

To start the process, go to Administration > Rooms and click on the New button.

This will open the Room Details page.

All fields marked * are mandatory.

  • Enter a Name and Description for the room
  • If you wish to enter the Site and Block the Room resides then you will need to create the Sites and Blocks via the Sites and Block page which can be found from Modules > Administration > School > Sites and Blocks
  • Enter the Start Date for the Room
  • Main Subject – If there is a Subject taught in that Room you can enter the Subject from the dropdown list
  • From the Room Type field select the Type using the dropdown list
  • You can now enter the Staff member who will be using the Room as their default Room
  • Enter the capacity for the number of Students in the Room
    • Note: the capacity can be used as a filter for other areas such as Exams and Free Rooms Report
  • Enter Available PC’s (if applicable)
  • Tick the remaining check boxes if the device resides in the Room. (Can be used as filters for the Free Rooms Report).

Click Create to save the Room.

Creating a New Tutor Group

Click on Groups on the left-hand menu.

To create a new Tutor Group, begin by clicking the New button. This will open the Create New Group page.

  • Begin by entering a name for this new Tutor Group in the Name field
  • Enter the Description
  • Select the Main Tutor from the dropdown list
  • Enter the Default Room the Tutor Group will reside
  • Select the Year Group from the dropdown list for this Tutor Group
  • Now define the Date range in which this Tutor Group will remain active with Start Date and End Date
  • Finally, select one of the last 3 selections to determine whether Registration will occur during AM/PM, Registration is scheduled in timetable or No timetable. (Usually Registration will occur during AM/PM)

You can now click the Save or Save & Edit button to create this new Tutor Group.

If you have selected Save & Edit you will be presented with the following page which will allow you to set the AM/PM Sessions on the calendar and associate the Staff for AM/PM Registrations.

Click on the Timetable tab from the right-hand side of the screen. The page will have four sections as follows:

You can add Additional Staff from the Associated Staff panel. (Ensure you click on the Green Tick to Save the entry).

Now we need to Associate the AM/PM Group to the Staff for Registration purposes using the Associated Timetable panel.

Core Details

Move the cursor over Config on the left-hand toolbar.

To start the process, go to Administration > School > Core Details

All fields marked * are mandatory.

  • LA for this School, No. Establishment Name, Establishment No, DFE Number and Unique Ref. No fields will automatically be populated by Bromcom
  • School Name – Enter your School Name
  • Address – Add the Address by clicking on the Green Add button
  • Enter the Postcode of the School Address and click Find
  • Select the Address and click Save
  • Enter Telephone No
  • Enter Email
  • Enter Website Address
  • Add the Title of the Head e.g. Head of School, Principal etc.
  • Add the Name of the Head
  • Add a Title for the Deputy Head
  • Add the Name of the Deputy Heads
    • (Note: You can add multiple Deputy Heads)
  • School Logo:
    • Give the Logo a Name and a Description
    • Browse to your file which contains your Logo.

Click Save.

Characteristics

Move the cursor over Config on the left-hand menu. To start the process, go to Administration > Characteristics

This will open the School Characteristics page.

All fields marked * are mandatory.

  • Select your School Phase from the dropdown list
  • Select the Intake from the dropdown list
  • Enter the NC Year Range
  • Select Gender – Initial Intake from the dropdown list
  • Select Governance from the dropdown list
  • Select Type of School from dropdown list
  • Enter Standard Admission Number and Published Admission Number if known
  • Tick the box if your school Accepts Boarders
  • Tick the box if the school has Special Class/Units

Note: If selected you will be given the option to select Nature of Special Class/Units

If the School has Extended Services, click on the New Button.

  • From the Extended Service field dropdown select the service the School provides.

Note: You will be given additional fields based on the service selected. Complete the fields as appropriate.

  • No. of Places – This field will be greyed out if the service does not require you to enter the Number of places.

Click Create

Click the Green Save button at the top of the page.

Administration Settings

Move the cursor over Config on the left-hand menu. To start the process, go to Administration > Admissions Settings.

This will open the Admissions Settings page.

Admission Number Settings

  • The max length of the Admission Number is simply the maximum amount of characters to be used for Admission Numbers. Enter the Max length of Admission no.
  • The Admissions Number Prefix fields and Suffix fields are used for the Character suffixes that your Admissions Numbers contain. When admitting Students to the system, the system will generate Admission Numbers for Students automatically, however, if you have a particular structure to your Admission Numbers via the use of Prefix and Suffix characters, you can define them using these two fields.
  • The Starting Number of Admission allows school to define a starting number for the Admission Number, this is particularly useful for schools with a long history of past Admissions Numbers, this feature allows you to define a new starting number that each the new Admission will be allocated.
  • The Next Admission Number will provide you with an insight to the Admission Number that the next newly admitted Student will be allocated.
  • Use released Admission Numbers: The final option is the Admission Number settings allows you the option of using Released Admission Numbers, this means that past Admission Numbers that are no longer in use and have been released will be able to be allocated to newly admitted Students.

Default Settings to be used at Admission

The Default Settings are the Configurations that are used to auto populate some of the Student’s Admission criteria.

  • The Attend Mode allows you to define the Attendance Settings of the newly admitted Students. Attend Mode allows you to define whether the newly admitted Students will be attending All Day, AM Sessions only, Evenings, Part Time or PM Sessions only. The Part Time option allows you to define particular Days and Periods of the Week that will be attended.
  • The Enrolment StatusConfiguration allows you to predefine the admitted StudentsEnrolmentType.
    • Current/Single Registration is the default Enrolment Type option, and the most commonly used. Current/Single Registration means that the Student will solely be a Student of your School and no others.
    • Guest status means that the Student is not enrolled in this School and will simply visit this School for Registration purposes only.
    • Previous is used for defining the status of previously enrolled leaver Students.
    • Current main is used for Students whose Attendance will mainly be at your School but is regularly taking Registration at a different subsidiary School for particular Lessons.
    • Current Subsidiary is used for Students whose main Attendance is at a different School, but regularly attends a particular Lesson or Lessons at your School.

Finally, the next selection of options is fairly straight forward and self-explanatory, these options are:

Enable Student Home Address

Enable Student Previous School

Enable Student Religious Affiliation

Include Parish

Enable Admission Features

Own Admission Authority for purposed of Census

Ignore date of birth restrictions

UPN required (untick this box if you wish to add Students without a UPN)

Year group required

Enable student visa and course entry

Parental Addressee Format

These options allow you to enable/disable a variety of data items that will be displayed within the newly admitted Student’s Data Records. Disabling these options will mean you do not have to enter the Data upon the point of admitting the Students.