Membership
I am signed up for all services, but can only see some service area folders when I log in to the Performance Networks website. Why is this?
The website is linked to the Performance Networks database and so only shows the service areas which you are registered for. So if you are signed up for all services, but cannot see all 16 service area folders then this is because you have not registered for some service areas. You can do this free of charge at any time, by completing the form entitled update my details, or contacting Cheryl Walker at the APSE office on 0161 772 1810.
I am a member of Performance Networks, but not for all services. How do I register for additional or new services and how much would it cost?
Please refer to the APSE website for the current membership fees. To register additional or new service areas, please complete the form entitled update my details or contact Cheryl Walker at the APSE office on 0161 772 1810.
Contact details
How do I change or update my contact details?
APSE automatically sends a list of contacts to the Performance Networks main contact during the annual renewal period, for new contacts to be added or contact details to be amended. Alternately, please complete the form entitled update my details or contact Emma Nolan at the APSE office on 0161 772 1810.
How can I see who else within my authority is a contact?
Please contact Emma Nolan at the APSE office on 0161 772 1810 and request an authority contacts report.
I am not a key or service contact for Performance Networks. Can I be added to your mailing list to receive briefings on specific service areas?
At present, Performance Networks operates a database system where only one contact for each service area is possible. APSE does however maintain a large database of contacts who regularly receive information relative to specific interests and service areas. If you would like to be added to an APSE mailing list, please contact a member of the admin team on 0161 772 1810 and request a data capture form.
Downloading the data templates and guidance notes
I don’t have Adobe Acrobat Reader on my computer, how do I get it?
Please go to the Adobe website and download the latest version of Adobe Reader. This is free, unrestricted software. If your IT policy prohibits you from downloading programs, then please contact a member of the admin team on 0161 772 1810 and request that the document is sent to you in a different format.
How do I download a data template or a copy of the guidance note manuals?
Once you have logged in to the website, you will see a series of service area folders (dependant upon what services you are registered for). Please click on the service area folder and you will see the complete set of guidance and data templates (including the customer satisfaction survey form) available for download. Click on the file you require to open the file and then click on the “Page/Save As” option to save the file to a location on your computer. If you are downloading a data template which you intend to complete, we suggest that you save the file to your chosen location using your unique PIN code issued by APSE (pre-fixed by M- for management/statistical data or A- for accounting/financial data) as the file name (i.e. if your PIN code is 2703 and you are working on the management data template, then you should save your data file as M-2703.xls).
I do not have Microsoft Excel (or I have a much earlier version) on my computer. Can I get the data templates in a different format?
All Excel files on the website are saved as Excel 2003 files. If this is not compatible with your systems, then please contact IQSS on 01600 719229 with your system requirements. IQSS will provide you with a suitable version of the file.
I want to download the Fleet Information 2006/07 data file, but it is a zipped file. How do I save this file on my computer?
If you click on the Fleet Information file, then a File Download box will open asking you if you want to open or save the file. You should click on the save option and then another box will appear asking you where on your computer and what you want to save the file as. Please note that this data file works in a different way to the Transport Operations and Vehicle Maintenance data template. Once you have selected a location to save your file and downloaded the file, a box will appear telling you that the download is complete and asking if you want to open or open folder. You should select open. Full instructions on how to use and save the Fleet Information file with your data, are contained within the corresponding Fleet Information Systems User Manual 2006/07.
If you have WinZip, the file will automatically open but you will then need to extract the zipped file using the command, File/Extract. You should then choose where to save the extracted file on your computer and work on it as normal. Please note that you do not need to re-zip the file to upload it back on to the website; as you are only returning the extracted final data sheet.
If you have a Windows XP operating system, then a file zip compression tool is automatically included as part of the package. However, if you have an earlier version of Windows, then you may not have a file zip compression tool as standard. If when you try to open the saved zip file, your computer doesn’t recognise the file type, then this means that you haven’t got either a file zip compression tool or WinZip installed on your machine. In this scenario, you should download a free trial copy of the WinZip program. If your IT policy prohibits you from downloading programs, then please contact a member of the admin team on 0161 772 1810 and request that the data file is posted to you on a CD.
Data input
How do I find out my PIN?
Performance Networks includes your PIN in the top right hand corner of all written correspondence to the main service contacts. If you do not have any correspondence to hand that you can refer to, please contact Emma Nolan at the APSE office on 0161 7721810 and request your PIN.
The data template has asked for a 4 or 5 digit PIN but I only have a 3 digit number. Have I got the wrong PIN?
The 3 digit number is your unique authority reference, which is sometimes used as a generic reference in the facility based models (i.e. Civic, Cultural & Community venues; Other (Civic & Commercial) Catering and Sports & Leisure Facility Management. You will also have a unique 4 or 5 digit PIN for most service areas. Please follow the instructions above to find out your 4 or 5 digit PIN.
Why is it important to use my PIN when submitting data?
It is important to use your PIN when submitting data so that we can identify the file as belonging to your authority and read it straight in to the database without having to re-name it. If the file is not correctly named, you may experience difficulties when uploading it via the web site; as if another a file already exists with the same name, then the system will not accept the newer file and will give an error message telling you that the file already exists. With this in mind, we would advise you to follow the correct naming procedure and keep a copy of your data submission for reference.
Can I partially complete the data template online and come back to them at a later date?
No, there is no online facility at present to store partially completed templates on the web server. After you have downloaded the file, save it to a location on your computer and then upload the completed file back to the Performance Networks website using the Upload Data function.
I would like to resize the data template to make the file more user friendly, but the file is protected. What can I do?
You are unable to change the font size or expand/decrease the column widths to make the file more user friendly and easy to read. This is because the file is write-protected to safeguard the calculations and thus the integrity of the database. You can however change the scale of the on screen view by selecting View/Zoom from the top tool bar. The recommended zoom ratio is 75%. You can also fix the left hand columns and headings so that they are always visible by positioning your cursor to the right and below the columns and headings and selecting Window/Freeze Panes.
I have entered data in the wrong cell; can I cut and paste it to the right location?
No, the data template has been set up so that you will be unable to use the cut and paste function. This is because the file is write-protected to safeguard the calculations and thus the integrity of the database. You should instead re-type the data into the correct cell.
I would like help in completing some of the data. What help is available to me?
You should refer to the corresponding data guidance manual in the first instance as many of the basic questions relating to each data template are answered in the guidance. If an answer to your question is not in the corresponding data guidance, then please contact Cheryl Walker at the APSE office on 0161 7721810 or alternately, you can contact Dave Knapman or Julia Wareham at IQSS on 01600 719229.
APSE also holds a series of data completion help sessions at the start of the benchmarking year. Please click here for details of the data completion help sessions and the timetable for the coming year.
One to one sessions with an APSE approved coach or mentor who is experienced in the Performance Networks process, are also available on request. Please contact Cheryl Walker at the APSE office on 0161 772 1810 for further information.
If I do not have accurate data available, can I make an educated approximation or pro-rata?
Yes, you can make an educated approximation and we will accept data which has been calculated on a pro-rata basis. However, any data you submit should stand up to audit scrutiny and you should keep records of how/why you came to estimate/pro-rata at the data supplied. Performance Networks does operate a rigorous data validation process and the information which you supply could be subject to telephone or email scrutiny or a full on-site visit from an APSE approved Validator.
If you would like to discuss your data or an approximate calculation in detail, please contact Cheryl Walker at the APSE office on 0161 7721810 or alternately, you can contact Dave Knapman or Julia Wareham at IQSS on 01600 719229.
I participated Performance Networks last year and most of the information you require hasn’t changed. Can I send you an updated version of last years file?
No, the data files change on an annual basis – even if the files do look the same at a glance. Any new data submitted on an old data template file will not import correctly in to the current years database and may corrupt your submission.
Most of the data you require is already collected and recorded on an internal performance management spreadsheet. Can I link to the spreadsheet or can I amend the data template so it is more similar to the existing performance management spreadsheet’s format?
No, you cannot link to an existing spreadsheet or change the format of the data template as the database is set up to read data and information only from the data template’s structure and format. You can use file links to bring the data into the template initially, but you must convert these links to actual hard data before submitting the final file to IQ Software Systems.
Data submission and upload
How do I upload a data submission?
Click on the Upload Data button (on the right hand side of the screen once you have logged in). You will then see a screen with instructions asking you to find the file you wish to upload by clicking the browse button. Click on the browse button and a Choose File box will appear. Choose the file which you wish to upload and then click on the Open button to return to the original Upload Data screen. Then click on the Submit button to upload your data submission. You will then see a message saying “you have successfully uploaded data. Upload another file?” If you do not see this message, then the data upload has been unsuccessful. If this is the case, then you should check that the file has been named correctly using the guidance above.
For further assistance on uploading your file, please contact Emma Nolan at the APSE office on 0161 7721810 or alternately, you can contact Dave Knapman or Julia Wareham at IQSS on 01600 719229.
The upload process is taking a long time. Why is this?
If you are uploading a file from a network drive, this will takes longer than a file which has been saved to the hard drive of your PC. Try canceling the action and the copying the file to the local drive of your computer and then uploading it from that location to the site.
I am not sure whether you have received my uploaded data submission. How can I check?
If you have successfully uploaded a data submission, then you will receive a message telling you that the upload has been successful – as described above. If you have not received this message or are unsure whether it was successful, then please contact Dave Knapman or Julia Wareham at IQSS on 01600 719229.
Should I send you a partially completed file while I am waiting for additional data?
If you think that the relevant data/information will be available to you before the data return deadline, then please keep hold of your file and then submit it when it is fully complete. If the relevant data/information will not be available until after the return deadline has already passed, then please do submit your incomplete data file. The missing data can be emailed to IQSS once it is available.
After uploading my data submission, I have realised that I need to add some additional data. What should I do?
If you have minor additions to add to your data submission, please email your additional data directly to IQSS. However, if there is a substantial amount of additional data then please re-submit your revised file via email to IQSS. Please note that you should not upload a partially completed file to add to your existing file, as the second file will overwrite the first.
I would like to suggest an improvement to the data templates/data guidance notes. How do I do this?
As Performance Networks is a practitioner-led model, members are encouraged to participate in to the process. APSE has a number of different avenues available to members wishing to do this. Members are able to attend bi-annual working group meetings for their service area of interest. An annual working seminar and awards is also held in December, which gives members the opportunity to feed in to the Performance Networks process. Alternately, you can contact Cheryl Walker at the APSE office with your input, on 0161 7721810.
Confidentiality and copyright
A member of staff is leaving the authority and I am concerned that they will be able to access our data and information from the website. What can I do to prevent this?
Performance Networks does issue new passwords once every 12 months, at the start of the benchmarking year in April. If you would like to change your password, please contact Cheryl Walker at the APSE office on 0161 772 1810 or Julia Wareham at IQSS on 01600 719229. They will also arrange for your revised authority contacts to be sent details of the new password.
Will other authorities be able to access the data we have submitted?
No, any data submissions you upload are stored on a secure server that is not accessible from the Performance Networks website. At present the website contains the Family Group Profile pages from the previous year’s data (2005/06); there are plans to gradually include an interactive data manipulation facility, although this will use anonymous data.
Can I reproduce data from my report?
All Performance Networks data and information is copyrighted and subject to confidentiality restrictions. APSE Performance Networks™ is also a registered trademark.
APSE has a comprehensive document which details the Terms and Conditions of Performance Networks Membership. Please contact Debbie Johns at the APSE office if you have any queries regarding confidentiality or copyright.
Networking
How do I know which family group I am in?
Your family group is shown on the top left hand side of every graph in your Performance Report and in the page header of your PI Standings Report. Please note that each service area that you participate in is assessed on a separate basis and so you will have a different family group for each service area/facility submission. If you do not have a report to hand and would like to know which family group you are in, please contact Emma Nolan at the APSE office on 0161 772 1810.
Performance Networks also offers members the opportunity to create a free bespoke family group from participating authorities. Please contact Cheryl Walker at the APSE office on 0161 772 1810 for further information.
I want to network with members of my family group, or similar authorities. Where do I find their contact details?
Contact details for each family group are displayed at the start of the Performance Reports. If your Performance Report does not contain any contact details then this is because a member of your group has opted to remain anonymous. If this is the case, or if you would like to network with other similar authorities who are a member of Performance Networks, then please contact Emma Nolan at the APSE office.
Networking events are also available for members to attend. Quarterly Advisory Group Meetings are held for each service area, with a service specific benchmarking meeting in the afternoon. An annual working seminar and awards is also held in December, which gives members the opportunity to network with other authorities involved in the Performance Networks process. Please refer to the APSE Diary for details of events held, or contact a member of the admin team to be put on a mailing list of interest.
Additional reports and services
How do I get involved in the customer satisfaction surveys?
Please download the relevant customer satisfaction survey form for your service area and print the required number of copies. Guidance on sample sizes and how to complete the surveys is included in the Reference Manual in section 3.2.
Once you have collected all the completed and returned forms, you should post them to:
IQSS
Old Brewery House
Redbrook
Monmouth
NP25 4LU
IQSS will process the forms on your behalf, free of charge and will provide you with both an individual and comparative analysis of the data. Please note that if you would like to add any additional questions or amend the survey format in any way, then you should contact Dave Knapman or Julia Wareham at IQSS on 01600 719229.
Can I choose a bespoke comparator group?
Yes, Performance Networks offers members the opportunity to create a free bespoke family group from participating authorities. Please contact Cheryl Walker at the APSE office on 0161 772 1810 for further information.
Can I get another copy of a report, or get a copy of a report for my authority from a previous year?
Yes, Performance Networks keeps a library of spare reports for the current benchmarking year and the previous benchmarking year. Bespoke reports can also be printed on request. Most reports are free to Performance Networks members, subject to copy restrictions as shown in the Additional Reports and Services document.
Data, amendments and reports can also backdated to previous years. Please contact Cheryl Walker at the APSE office on 0161 772 1810 for further information.
