Frequently Asked Questions
Please check the ePEP FAQs section to answer any of your questions below. If you can’t find the answer you are looking please feel free to contact ePEP support.
How do I login to ePEP?
To access your councils ePEP. Please go to https://epeponline.co.uk/yourcouncilname
If you have any problems, or do not know your council name please email firstname.lastname@example.org
Is the system compatible with ie8?
Yes it is compatible with ie8 and above.
Does ePEP run better with ie11?
Yes and Google Chrome would also be of benefit.
Are any plug-ins required?
Not needed as ePEP is an externally hosted platform.
What is the data retention policy?
The data ownership will always remain with the authority.
What happens to data after the required 75 years?
Data will be handed back to the authority at any time via the authority’s chosen media.
What happens if the contract ends?
Data will be handed back to the authority within a useable and readable format.
Is data stored or processed within the UK or the European economic area?
The data is stored within 2 separate data centres within the E.U.
How and when is data backed up?
ePEP has an automatic, live repository when information is saved. This is automatically backed to a Tri-data secure storage framework located between the 2 separate data centres. This repository is chronologically time dated and stamped to retrieve information on demand. We can provide the authority live or weekly nightly back ups if required.
How are system changes implemented?
The changes are implemented via ePEP Support Log.
How often are upgrades carried out?
Upon request, currently monthly.
How is testing done, who is involved?
On the test platform we provide running alongside your live system.
How much notice is there of down-time for upgrades?
What consultation is done prior to system change being made?
We provide bespoke customisation and national guidance from our ePEP Steering group with representation from over 40 different authorities around the country.
If a form is amended what impact will this have on previously submitted versions of that form or forms which are in progress?
Previously submitted forms will not be affected. Current forms will change predicated from date order within current PEPs and completed PEPs.
How will the amendment affect reporting and who is responsible for updating the reports?
Reports are predicated from core data. Reports can be customised as well as using the VS Dashboard.
If an item on a drop-down list is no longer needed can this be deleted or is there a mechanism for hiding it?
All drop-downs are customisable by the tools we provide. Changes can be made by the virtual school.
Are there any maintenance routines the council would have to run to keep the system running?
Due-diligence and experience has taught us that authorities using ePEP are wise to quality assure data on a regular basis to ensure databases are providing the correct information and to prevent cross contamination in to the live system.
Can we see the list of headings/data fields that would be required in order to import the data initially?
Yes core data sets will be provided.
How is data imported?
What is data matching done?
The system cross references all data and can provide reports highlighting discrepancies in data.
What happens with conflicts of data?
Core data remains. Changes are notified to the Virtual School.
Are there unique fields other than the UPN for data matching (e.g. Capita ONE Student ID / CareFirst ID?) – a UPN can change.
Yes, the following unique fields are available: SS, NHS, UPN, 1st NAME, and 2nd NAME.
Adding a school.
This can be automated or manually entered by the training school within the school directory.
User queries – where will they be directed?
User queries will be directed via the ePEP Support Log and resolved 24 hours. Development requests ticketed within a work flow environment. Updates on progress will be provided.
After the system has been set up and we are operating in a business as usual mode; what system administration tasks would the council perform?
Monitoring live requests submitted for pupil premium to approve or decline, monitoring Pep completion, responsible for signing off all PEPs, alerts and tasks will indicate notification to the virtual school via the dashboard.
What level of training/knowledge and understanding would be required for staff in order to perform system admin tasks such as: Adding/ amending users for Virtual School Staff.
EPEP Champions will be provided with one to one administration training until confident with the system.
Training for schools staff, designated teachers etc?
Training for teachers can be done en-mass for example on a Designated Teacher day or controlled groups containing no more than 30 people for a 2 hour training slot necessary . Other professionals are usually trained from with the virtual school once champions have been trained to train others.
Is training required for Children/young people?
Training not required as system is intuitive.
Training for a Social Worker?
Social worker training is vital and hands on training is necessary.
Resetting a password.
This is an automatic procedure generated the email address. The virtual school is not involved in this process, saving time.
What levels of user access are there?
Multiple levels can be programmed by the authority from with the ePEP administration tools.
Creating and managing permissions groups.
Yes through the rolls matrix which we have uniquely developed.
Is there a cost to creating or amending a form for us?
There is no cost within initial customisation.
Do we have direct access to the data?
Yes all data provide can be accessed and aggregated within the reports section xml.
Can we write our own reports?
Yes and also generate your own reports from the tools within our ePEP dashboard.
If the supplier writes reports, what is the turn around time? and is there a cost?
Yes we can create bespoke reports with a 1 week turn around, this cost is covered under your annual maintenance fee.
Is there an audit log to see who has accessed individual records?
Yes we have a fully detailed audit log.
Can a pdf of the PEP be created? Does it have version control?
Yes, a PDF of the PEP is created and it does have version control.
Are there limits to the number of characters in free text fields?
There is no limitation. All boxes are expandable and convert through to the pdf.
What are the advantages/disadvantages of us hosting the site? (Cost? What about upgrades? What other implications are there? If we choose not to host it initially, can we move to hosting it in the future?)
We are impartial on any decision to self-host or externally host. This does not change the price structure as we do not pass on the hosting fee to our existing authorities if they choose to host with ourselves. The benefit if you choose an externally hosted system would be faster response time to change requests, guaranteed 99.98% up-time, secure encrypted, live Tri-data backup and a 24/7 365 managed system. There will be an additional support cost if you require staff from eGov Digital to set the framework up within your authority. Other costs maybe generated internally depending from additional database storage.
What is the standard cost?
The standard cost is based on pence per child, per week, per year. The exact formula is £0.60 per child multiplied by the total number of LAC from EY to Post-16, multiplied by 52 weeks in the year – 52 weeks as we supply a fully supported, year round service.
Can we have access to a test platform prior to a contract being signed?
Yes if the test platform needs to be used before a decision is made, we can provide you with on site representation.