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Hub User Guide

1. 23 06 2009 13 33 32 test csv Rion asame Download 22 06 2009 13 35 21 testt csv Save Download While files from the Internet can be useful some files can potentially harm your computer If you do not trust the source do not save this file What s the risk Version 2009 1 You can then choose the location where you want the file to be saved Once the file has been downloaded you can open it and next to each row you will find either TRUE or FALSE TRUE means that the claimant has been found and is eligible and FALSE means that the claimant has not been found NOTE By default the name of the download results file is the same as the name it had when it was uploaded except that the name also includes Results added to it plus a sequence number starting at 1 to distinguish between multiple uploaded files with the same name 1 0 17 27 August 2009 2 7 Online FSM Hub User Guide Local Authority Audit Report Click on the Reports link in the left hand navigation panel Home Query Contact Logged in as lajmartin Password Ch e Logout free school meals eligibility checking Chan e Department for Childr nd Families and the Welsh Assembly GE department for NER children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government FSM Local Authority Audit Report Please provide the following parameters Start Date amp End Date amp P
2. Figure 15 Successful Upload of Batch File e Error in Batch File This means that there is a problem with the batch file you have tried to upload If you have not followed the rules described in section 3 6 1 then the file cannot be uploaded This screen will list the problem rows in the file but will not indicate why there was an issue Logged in as lajmartin Contact Home Query free school meals eligibility checking fi the Department for Childr d Families and bly E department for Ven children schools and families Password Change Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query gt Upload Batch Query a Online Query Error in Batch file o Upload Batch Query The following rows have been rejected by the validation process The number before the indicates the row number of the rejected row Version 2009 1 Figure 16 Error in Batch File NOTE All batch files must be submitted before 18 00 and these are processed overnight Under normal circumstances they should be available for download at the start of the next working day 1 0 35 27 August 2009 3 6 3 Online FSM Hub User Guide Download Batch File You can monitor the progress of your batch file by accessing the My Queries screen The My Queries screen is accessed from the link in the left hand navigation panel or from the Download results
3. free school meals eligibility checking ice Department for Children d Families and s y WA department for M children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home Announcement TE 23 http sAww June 09 Free school meal eligibility criteria can be found on Te achernet gov uk educationoverview currentstrategyifreem Welcome Welcome to the F School Meals Eligibility Checking system This site allows you to perform Free School Meal eligibility queries on an ad hoc or batch basis Note This system is for use by invitation only By continuing to use this system you are agreeing to any criteria outlined in your invitation Register Following pre registration see section 3 3 1 click on the Request Login link at the top right hand corner of the screen 1 0 4 27 August 2009 2 3 Online FSM Hub User Guide Home Query Contact Login Request Login free school meals eligibility checking rom the Department for Children Schi and Families and the Wel nt department for children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Sign Up Request Login Pleas iter your Email Address and 3 digit LA identifi before clicking the Ret r request will then be delivered to an Administrator confirmation of your Username and Password be
4. This will take you to a Logout screen see Figure 6 below asking you to confirm you want to logout Click the Logout button on this screen to complete logging out The homepage will be displayed but you will no longer be logged in Home Query Contact Loggedinaslajmartin Password Change Logout free school meals eligibility checking n the Department for Children s and Families and the Wi Assembly SET department for Ne children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government gt Logout Logout To confirm your logout of the system click the button below Logout To continue working click here Figure 7 Confirm Logout Online Eligibility Query Accessing the Online Query Form The Online Query form is available from the Eligibility Query screen shown below which can be accessed from e the Homepage via the Perform an eligibility query link in the main body of the screen e the Query link at the top left of each screen 1 0 26 27 August 2009 3 5 2 Online FSM Hub User Guide Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking from the Department for Children Schools and Families and the We Si AE rnment department for children schools and families Lywodraeth Cynulliad Cymru Welsh Assembly Government Eligibility Query You have two options for submitting an
5. claimant is still Not Found then in general it is best to raise a call with the Hub Service Desk fsm admin dcsf gsi gov uk providing full details of the record The problem can then be taken up with the relevant Department o For applications based on tax credit entitlement HMRC advice in the case of a Not Found response is to ask the claimant to provide their latest tax credit statement form TC 602 If there is still uncertainty after this is seen please call the HMRC LA helpline on 0845 300 3944 You will be asked to confirm that you have checked both the Hub and form TC602 1 0 30 27 August 2009 Online FSM Hub User Guide o For applications based on Income Support Income Based Job Seekers Allowance and Employment and Support Allowance DWP advice in the case of a Not Found response is to ask the claimant to produce their paperwork that confirms they are in receipt of the relevant benefit If the paperwork such as a recent Award letter confirms eligibility then raise a call with the Hub Service Desk o ANASS number is only allocated to those who are in receipt of the relevant support under part VI of the Immigration and Asylum Act 1999 If a NASS number has not been allocated the claimant is not in receipt of the relevant support and is not therefore eligible for FSM Claimants with a NASS number should be returned as Found by the Hub If this is not the case please report this to the Service Desk e
6. download results file is the same as the name it had when it was uploaded except that the name also includes Results added to it plus a Sequence number starting at 1 to distinguish between multiple uploaded files with the same name 1 0 37 27 August 2009 3 7 Online FSM Hub User Guide Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking he Department for Children 5 and Families and the bly HP BY LS department for La children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query My Queries My Batch Queries x j Do you want to save this file The following is a list of all batch queries nose that have completed processing E Name testi 1 csv_Results_1 csv Query Date and Time Filename Type Unknown File Type 121 bytes 23 06 2009 13 33 32 _ testt csv pe aeea Download Download 22 06 2009 13 35 21 testl csv Save While files from the Intemet can be useful some files can potentially harm your computer If you do not trust the source do not save this Version 2009 1 Figure 18 Download Batch File Local Authority Audit Report There is an audit report available it is located from the left hand navigation available in the Query section of the site The Local Authority Audit Report screen see below allow
7. lunches and where provided milk Figure 4 Login Screen Login e Enter your username in the User Name field e Enter your password in the Password field e Click on the Login button If this is the first time you have logged in you will now be presented with the Change Password screen see Figure 6 where you will have to change the password Passwords must be between eight and sixteen characters and contain numeric and upper and lower case characters e Enter the password sent to you in your registration emails in the Password field e Enter your new password in the New Password field e Enter the same new password in the Confirm New Password field e Click the Change Password button 1 0 23 27 August 2009 3 4 3 3 4 4 Online FSM Hub User Guide The homepage is redisplayed see Figure 5 below updated to indicate you are now logged into the web browser interface At the top left of the screen there is a message saying you are Logged in as and next to that two links one to change password see section 3 4 5 and the other to logout see section 3 4 6 Contact Logged in as lajmartin Password Change Logout Home Query free school meals e ity checking am the Department for Children Sc s and Families and the Wel ply SE WE department for LPR children schools and families Lywodraeth Cynulllad Cymru Welsh Assembly Government You are here Home Cymrae
8. or a NASS in column 2 If both are filled then the whole batch file will be rejected There must be data in every column so if you have a NINO in column 1 then column 2 must be present but empty and vice versa if you have a NASS in column 2 then column 1 must be present but empty this can be seen clearly in the example below 1 0 13 27 August 2009 Online FSM Hub User Guide EJ Microsoft Excel UAT BATCH 2 csv ee N Pin X oe JH404135D 19790430 HAR 20615487 19790430 HAR _ ee DIS oO a oan jn Ensure that whatever application you use to create the batch file you save it as a CSV file 2 6 2 Upload Batch File Browse to the Eligibility Screen via the Query link at the top of the screen available on all screens Home Query Contact Logged in aslajmartin Password Change Logout free school meals eligibility checking from the Department for Children Schools and Families and embly AE ent raa ee department for children schools and families Lywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query Eligibility Query You have two options for submitting an eligibility query Option 1 Online Query You can enter an individual applicant s details for a real time online query This will search government systems and provide you with an immediate response Perform an Online Query Option 2 Batch Query You can upload a file containing a co
9. reports on queries In order to perform an eligibility check the LA needs three pieces of information the claimant s National Insurance Number NINO or National Asylum Seeker Service NASS reference number the date of birth and surname The Hub will return either Found or Not Found A Found response means that the individual meets the criteria for FSM entitlement A Not Found response can occur for a variety of reasons and should not be interpreted as ineligible Further guidance can be found in Section 4 Frequently Asked Questions Web Services Interface There is also a web services interface which local authorities can register for a connection to The web service exposes access to the online query functionality of the Hub which local authorities can build into their own websites allowing regular public users of their sites to run their own eligibility checks as part of the Online FSM application process In a subsequent release it will also make available the batch checking functionality 1 0 3 27 August 2009 2 2 Online FSM Hub User Guide Quick Guide to the Web Browser Interface Accessing the Web Browser Interface The Hub web browser interface is accessed via your standard desktop internet software by entering the following address https fsm dcsf gov uk fsm laportal default aspx This will take you to the homepage Query Contact Login Request Login Home
10. SF Hub to check eligibility for free school meals and milk confirm that my organisation has undertaken the following basic checks for this employee as part of our pre employment checks e verification of identity e taking up of references e nationality check e self declaration of criminal record confirm that my organisation will brief train or otherwise formally disseminate information that instructs this employee on how to use the DCSF Hub and the computer system that provides access to the DCSF Hub securely confirm that will review this employee s requirement to access the DCSF Hub for legitimate business purposes at least every six months and that will inform the Hub Service Desk as soon as determine that access is no longer necessary Signed Date Print Name Version 1 0 Part 2 Free School Meals Eligibility Checking Service department for children schools and families Section 3 Return Address for Completed Form The Section 151 Officer must return a completed hardcopy of Part 1 and Part 2 to DCSF FSM Administrator c o Capgemini 77 79 Cross Street Sale Cheshire M33 7HG Version 1 0 Part 3
11. System Error Should there be a system error e g no access to data then the System Error screen is displayed see below If this happens try the query again and if the error reoccurs contact to the FSM administrator fsm admin dcsf gsi gov uk Home Query Contact Logged in as lajmartin Password Change Logout at department for N ER D children schools and families La Llywodraeth Cynulliad Cymns Welsh Assembly Government Version 2009 1 Figure 12 System Error Screen 1 0 31 27 August 2009 3 6 3 6 1 Online FSM Hub User Guide Batch Eligibility Query Creating a Batch File The Hub includes functionality for uploading and processing batch eligibility query files see Figure below for an example batch file This allows you to collate a number of eligibility queries into a file rather than process each one individually through the online form Once uploaded to the Hub they are stored for overnight processing and once processed can be downloaded appended with a Found and Not Found status against each query Batch files should be created using the following rules e The batch file should be a CSV i e comma separated values file The easiest way to create this is to use excel and Save As a CSV file e The batch file should be made up of individual rows for each individual query e Each row must be made up of 4 columns which must contain the following and be e
12. ants should either have a NINO or NASS therefore you should never enter both if you do then the system will return an error and the query will not be run Click on the Check Eligibility button to process the query The Hub returns three results from an Online Query 1 0 11 27 August 2009 Online FSM Hub User Guide 1 0 Found Home Logged in as lajmartin Password Change Logout Uywodraeth Cynulliad Cymru Welsh Assembly Government Query Contact free school meals eligibility checking department for children schools and families You are here Home gt Query gt Make Single Enquiry a Online Query Results Found o Upload Batch Query o My Queries a Reports The details you entered were successfully matched in the Free School Meals Eligibility database This means that this child is entitled to free meals Perform another Online Query National Insurance Number NP123456B NASS Reference Date of Birth 28 May 1920 Surname SMI Version 2009 1 Not Found Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking ervice from the Department for Children and Families and the s nment xl department for Wan children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query gt Make Single Enquiry Results Not Found The
13. audit report Main Body The main body of the screen contains the detail of the page browsed to and differs depending on function Register Pre registration Prior to registering to use the Hub web browser interface users are requested to complete and submit in hard copy a data use declaration form This is to confirm that data will only be used for the intended purpose and that any improper use of data constitutes a criminal offence The form can be found in Appendix A Local Authority User Declaration Form and needs to be completed and sent back to the DCSF Users can use the request login functionality of the web browser interface and gain access to the Hub services prior to completing the declaration form however if the form has not been returned to DCSF within two weeks of registration the account will be locked Request Login Click on the Request Login link at the top right hand corner of the screen or from the Login screen If you click on the Login link you will find a link in the main body of the page to the Request Login page 1 0 20 27 August 2009 Online FSM Hub User Guide The Request Login screen shown in Figure 2 below allows you to enter your details and request an LA User account Home Query Contact Login Request Login free school meals eligibility checking im the Department for Children Schools and Families and the sl bly HE s t ZS department for La children sch
14. ber Number Nationa Date of Birth form Surname pport Service reference number YMMDD awn This file may be generated by your systems or you can use Microsoft Excel or a similar product to create it Choosing the Save As option and selecting the CSV format will create a suitable file e Either enter the full filename and path of the file to be uploaded if you know it or click on the Browse button next to the Select File field e f you use the Browse button from the Choose File pop up window locate your batch file and click OK e Click the Upload button Once uploaded a results screen is displayed with one of two messages e Done Home Query Contact Logged in as lajmartin Password Change free school meals eligibility checking ithe Department for Child d Families and ti y AE department for Yen children schools and families You are here Home gt Query gt Upload Batch Query Online Query Done o Upload Batch Query rear Your query file has been uploaded and will be processed overnight The results will be available for you to download on the next working day o My Queries o Reports Llywodraeth Cynulliad Cymru Welsh Assembly Government Version 2009 1 1 0 15 27 August 2009 2 6 3 Online FSM Hub User Guide Error in Batch File Logged in as lajmartin Home Query Contact Password Change Logout fre
15. c IE an be found on Teachernet at currentstrategyifreemealsandtrips School Meals Eligibility Checking system This site allows you to perform Free School Meal eligibility queries on e what you would like to do Note This sys is for use by invitation only By continuing to use this system you are agreeing to any criteria outlined in your invitation Figure 5 Homepage logged in Account Lockout You have 5 attempts to correctly log into the Hub web browser interface after which the account will be locked out This will be indicated to you on the screen In order to have your account unlocked contact your FSM administrator fsm admin dcsf gsi gov uk who will be able to unlock the account You will be sent a new password by email which you will be prompted to change the first time you log in using it Forgotten password Should you forget your password then there is a link labelled Forgotten your password on the Login screen see Figure 4 This will take you to the Forgotten Password screen On this screen e Enter your username in the Username field 1 0 24 27 August 2009 3 4 5 Online FSM Hub User Guide e Click Request Password Reset The FSM administrator will then receive notification of your request and can then carry out the password reset Once the password has been reset you will receive a new password by email which you will be prompted to change the first time you log in using i
16. ch Query screen is available from the Eligibility Query screen see Figure 8 which can be accessed from e the Homepage via the Perform an eligibility query link in the main body of the screen e the Query link at the top left of each screen The Eligibility Query screen gives you 2 options to run online eligibility queries or to perform a batch query Select the Upload a new Batch Query link from the main body of the page or the Upload Batch Query option from the left hand navigation panel 1 0 33 27 August 2009 Online FSM Hub User Guide This will take you to the Upload Batch Query screen shown below Home Contact Logged in as lajmartin Password Change Logout Query free school meals eligibility checking rom the Department for Children d Families and the mbly WIE nt aN 7 l a department for Pa children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query gt Upload Batch Query Upload Batch Query This page allows you to upload a file containing a batch of eligibility queries for the Free School Meals systern to evaluate overnight o Reports Select File Browse Click Browse to select the file on your computer to upload and when you have finished click the Up oad button Upload This file must be in CS j comma separated values format containing 3 of the 4 fields in the follow
17. department for children schools and families Online Free School Meals Project Hub User Guide Version 1 0 dated 27 August 2009 Status Final 1 0 1 27 August 2009 Online FSM Hub User Guide Contents Te MFO OUCTO MN isinsi ieii iieii A e Ea AE aside EA 3 FI ON CIO W 6s cris a ets eat ts eat dace A east aie tds 3 1 2 Services Provided w 225 saa aA Sata pa A ah in iia a aca 3 2 Quick Guide to the Web Browser Interface ccceeeeeeeeeeeeeeeeeeeeeeeees 4 2 1 Accessing the Web Browser Interface cccceeeeeeeeeeeeteeeeeeeeees 4 Dee VREGISIC 23k teeth etatstin Abeer i aaiae 4 LAGS mmm 6 0 AEE Ree ene Sete EEC ENE PURE C OPE renee EA aT POE BPE OEE E 5 24 Change PassWord manirane a a 9 2 5 Online Eligibility Query ssssesssnnnneeennnneertnnnerertrnnetnnnnneennnnneeeennneee 10 2 6 Batch Eligibility Query eccccceeeeeeeceeeeeeeeeeeeeeeeeeeeeeetseneeeeeesenees 13 2 7 Local Authority Audit RepOMbiss cis 20 c22 c20 eletesicisteideetsieidinigiaccianaieidas 18 3 Web Browser Interface Detailed Overview cceeeeeeeeeeeeeeeeeees 19 3 1 Accessing the Web Browser Interface ccceceeeeeeeeeeteeeeeeeeees 19 3 2 General Screen Layout cicescedevges veistecs sede teak cos ustas cath ceed cect tectasdecnareacels 19 Ora Registo nesana iann an A Sin a iS ita oe Sande hee EAN 20 eA EGON a let atthe al tS ald ceca AE 22 3 5 Online Eligibility Query o ctci
18. details you entered were not matched in the Free School Meals Eligibility database This means that this child may not be entitled to free meals a Online Query o Upload Baich Qui Perform another Online Query National Insurance Number np123456b NASS Reference Date of Birth 01 Jan 2008 Surname smi Version 2009 1 12 27 August 2009 Online FSM Hub User Guide e System Error Home Query Contact Logged in as lajmartin Password Change Logout PNA department for IER children schools and families A Llywodraeth Cynulliad Cymru Welsh Assembly Government free school meals eligibility checkin Results System Error our query Please try your query again Ifthis problem persists please contact your Unfortunately an error occurred when pre Version 2009 1 2 6 Batch Eligibility Query 2 6 1 Creating a Batch File Batch files should be created as a Comma Separated Values CSV file with a row for each query with the following columns e Column 1 National Insurance Number optional e Column 2 National Asylum Seeker Service reference optional e Column 3 Date of Birth in the format YYYYMMDD e g 19790430 e Column 4 First three characters of the claimants Surname Same rules apply to NINO and NASS as the online query you cannot have both for the same query i e each row of the batch file must contain either a NINO in column 1
19. ditions of Use Before using this system you must agree to the following conditions By clicking Login you are indicating agreement agree to use any information supplied by the commissioners of Her Majesty s Revenue and Customs The Home Office and the Department of Work and Pensions via this site for the purpose of determining whether a pupil who is the subject of the information or whose parent is the subject of the information is eligible for free school lunches and where provided milk understand that itis an offence to use the information for any purpose other than those permitted by sections 110 and 111 of the Education Act as outlined above In consideration of being given access to information supplied by the commissioners of Her Majesty Pensia agree that evenue and Customs The Home Office and the Department of Work and will only use that information for the purpose of determining whether a pupil who is the subject of the information or whose parent is the subject of the information is eligible for free school lunches and where provided milk 2 3 1 Login e Enter your username in the User Name field e Enter your password in the Password field e Click on the Login button If this is the first time you have logged in you will now be presented with the Change Password screen 1 0 6 27 August 2009 Online FSM Hub User Guide Query Contact Logged in as lajmartin Password Change Lo
20. e will log off my DCSF Hub account before leaving my computer unattended e will not disable or circumvent any of the security controls that constrain how use my computer or my DCSF Hub account Version 1 0 Part 1 Free School Meals Eligibility Checking Service N department for Wii children schools and families e The DCSF may monitor record and retain communications and details of actions associated with my user identity only for purposes permitted by the Telecommunications Lawful Business Practice Interception of Communications Regulations 2000 These purposes include preventing or detecting a crime investigating or detecting the unauthorised use of the DCSF Hub or any other computer or communications system operated by the DCSF and securing or as an inherent part of the effective operation of the DCSF Hub e will immediately report any actual or suspected incident that may affect the security of my DCSF Hub account or any other aspect of the DCSF Hub to insert contact Version 1 0 Part 1 Free School Meals Eligibility Checking Service q department for MM children schools and families Part 2 Section 151 Officers Confirmatory Statement The Section 151 Officer must check the information entered in Part 1 of this form complete Part 2 and return a hardcopy of both completed parts to the DCSF at the address in Part 3 confirm that works for local authority and requires access to the DC
21. e school meals eligibility checking from the Department for Childre s and Farr and the bly GET it i department for NER children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government gt Query gt Upload Batch Query You are here Home a Online Query Error in Batch file o Upload Batch Query a Myg ye The following rows have been rejected by the validation process Repc T EPSE 2 EE132547C 19960302 123 3 31103101 19821130 kha 6 abcdefgi 7 CB668767B 0 The number before the indicates the row number ofthe rejected row Version 2009 1 NOTE All batch files must be submitted before 18 00 and these are processed overnight Under normal circumstances they should be available for download at the start of the next working day Download Batch File Click on the My Queries link in the left hand navigation panel or from the Download results from a previous Batch Query link on the Eligibility Query screen Home Query Password Change Logout Logged in as lajmartin Contact free school meals eligibility checking a Reports You are here Home gt a Online Q o Upload Batch Quen department for children schools and families N Llywodraeth Cynulliad Cymru Welsh Assembly Government 3m the Department for Childr 1 Fam d bly SE N Ua Pa Query gt My Queries My Batc
22. eligibility query Option 1 Online Query enter an individual applicant s details for a real time online query This will search government systems and provide you with an immediate response an Online Query Option 2 Batch Query You can upload a file c the results for impo eparated list of applicant details The system will process this file for you overnight after which you can return to this page to download Upload a Download results for a previous Batch Query Figure 8 Eligibility Query Screen The Eligibility Query screen gives you 2 options to run online eligibility queries or to perform a batch query The left hand navigation panel is now populated with options related to performing eligibility queries Select the Perform an Online Query link from the main body of the page or the Online Query option from the left hand navigation panel This will take you to the Online Query form Performing an Online Query The Online Query form shown below presents you with fields for entering details of the claimant you are running the query for 1 0 27 27 August 2009 Online FSM Hub User Guide Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking rom the Department for Children d Families and the We y AG nt oN l department for Pa children schools and families Llywodraeth Cynu
23. from a previous Batch Query link on the Eligibility Query screen see Figure 8 The My Queries screen displays all batch files that have been uploaded by yourself or other LA Users of your Local Authority As seen in Figure 17 My Batch Queries the screen displays the following information against each batch file e Query Date and Time showing when the batch file was uploaded e Filename showing the filename of the uploaded batch file e Number of Rows once processed this will display the number of rows that have been processed in the file Until processed this will say Unknown e Status there are a number of statuses returned o Submitted indicates that the batch has just been uploaded o ImportlnProgress indicates that the batch file is been processed o QueryComplete indicates that the batch file has been successfully processed o ErrorlnFile indicates that an error occurred during processing e Processed Date Time showing when the batch file was processed e Action blank unless QueryComplete and then a Download button is shown 1 0 36 27 August 2009 Online FSM Hub User Guide Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking 3m the Department for Children id Families and sl y MA LR department for children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government Y
24. gout Home free school meals eligibility checking he Department for Children d Families and the mbly WA department for M children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Password Change Change Password Please enter your old password then a new password and confirmation of the new password before clicking Change Password to complete Password New Password 4 Confirm New Password i Change Password Cancel e Enter the password sent to you in your registration emails in the Password field e Enter your new password in the New Password field e Enter the same new password in the Confirm New Password field e Click the Change Password button The homepage is redisplayed showing a logged in as message at the top right of the screen along with a Logout button 1 0 7 27 August 2009 Online FSM Hub User Guide Logged in as lajmartin Password Change Logout Home Contact Query free school meals eligibility checking the Department for Childre nd Fam y AE department for NER children schools and families Lywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home Announcement TYE 23 June 09 Free school meal eligibility criteria can be found on Teachernet at httpviwww teachernet gov uk educationoverview currentstrategyifreemealsandtri
25. h Queries The following is a list of all batch queries you have submitted those that are yet to be processed by the system and those that have completed processing Query Date and Filename Number of Status Processed Date Action Time Rows Time 23 06 2009 13 33 32 testl csv 4 QueryComplete 23 06 2009 13 42 18 Download 22 06 2009 13 35 21 testl csv 4 QueryComplete 22 06 2009 15 54 29 Download Batch 4 Small Home Office Only 10 Valid csv QueryComplete Download 18 06 2009 15 09 32 Batch Small HO and HMRC Valid csv Unknown ImportinProgress 18 06 2009 16 00 05 1 0 16 27 August 2009 Online FSM Hub User Guide Click on the Download button to download a processed batch file You will be presented with a pop up window Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking he Department for Children 5 and Families and the biy E LR department for children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query gt My Queries File Download x a Online Query My Batch Queries o Upload Batch Query Do you want to save this file 2 TF The following is a list of all batch queries nose that have completed processing o My Queries u Recuts Name testi 1 csv_Results_1 csv Query Date and Time Filename Type Unknown File Type 121 bytes
26. in touch within 3 das your eligibility to use this system Following this you will receive E mail Email Address i LA Identifier Request Login i Version 2009 1 Complete the following steps e Enter your email address in the Email Address field e Enter your local authority identifier in the LA Identifier field the local authority identifier is a 3 digit number If you do not know your local authority number please talk to your supervisor or email the Hub team at fsm admin dcsf gsi gov uk e Click on the Request Login button You will receive two separate emails one providing a username and one providing a password within a day or two Login Click on the Login link at the top right hand of the screen The login screen is displayed 1 0 5 27 August 2009 Online FSM Hub User Guide Home Query Contact Login RequestLogin free school meals eligibility checking rtment for Children ols and Familie mbly AE department for Ven You are here Home gt Login children schools and families Lywodraeth Cynulliad Cymru Welsh Assembly Government Login Please read the Conditions of Use section below and if in agreement enter your username and password Note that your session will time out after 20 minutes of inactivity after which you will need to log in again Not yet registered to use the site Click here to request a login User Name Password Login Con
27. ing order fields marked with a are mandaton port Service reference number DD This fi e generated by your systems or you can use Microsoft Excel or a similar product to create it Choosing the Save As option and selecting the CSV format will create a suitable file Figure 14 Upload Batch Query To upload your batch file carry out the following steps e Click on the Browse button next to the Select File field e From the Choose File pop up window locate your batch file and click OK e Or enter the full filename and path if you know it e Click the Upload button Once uploaded a results screen is displayed with one of two messages e Done This means that the batch file has been successfully uploaded and will be processed Batch files will be processed against the same datasets as the online query i e HMRC DWP and the Home Office 1 0 34 27 August 2009 Online FSM Hub User Guide Logged in as lajmartin Password Change Logout Query Contact Home free school meals eligibility checking j Families and t y WA department for NER children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query gt Upload Batch Query Done Your query file has been uploaded and will be processed overnight The results will be available for you to download on the next working day Version 2009 1
28. lease select reports format On Screen View Report e Enter a Start Date in the Start Date field You can either use the calendar pop up or enter a date directly in the field Dates must be in the format DD MMM YYYY e g 01 Apr 2009 e Enter an End Date in the End Date field You can either use the calendar pop up or enter a date directly in the field Dates must be in the format DD MMM YYYY e g 01 Apr 2009 e Select report format from the Format drop down either On Screen In Excel or As PDF e Click on View Report The report will then be downloaded in the format selected 1 0 18 27 August 2009 3 2 3 2 1 Online FSM Hub User Guide Web Browser Interface Detailed Overview Accessing the Web Browser Interface The Hub web browser interface is accessed via your standard desktop internet software by entering the following address https fsm dcsf gov uk fsm laportal default aspx This will take you to the homepage shown in Figure 1 where the important Announcement section is displayed We use this to inform users of news and updates so you should check this on a regular basis Home Query Contact Login Request Login free school meals eligibility checking om the Department for Children s and Families and the mbly IE VE Pa department for children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home An
29. lick on the Login link at the top right hand of the screen The login screen is displayed see Figure 2 below showing fields for entering username and password as well as detailed conditions of use These should be read and understood before proceeding to log into the portal 1 0 22 27 August 2009 3 4 2 Online FSM Hub User Guide Home Query Contact Login Request Login department for children schools and families WI ey Lywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Login Login d Note that your session will time out after 20 minutes of inactivity after User Name Password q Login Forgotten your password Conditions of Use Before using this system you must agree to the following conditions By clicking Login you are indicating agreement ny information toms The Home Office and the Departme of determining whe pl e sub e infol on tis the subject ofthe information is eligibl e information for any purpose other than those permittee ons 110 and 111 ofthe Education Act 2005 as outlined above venue and Customs The Home Office and the Department of Work and of being given acces information supplied by the commissioners of Her Maje y use that information for the purpose of determining whether a pupil who is the subject of the information or whose parent is the subject of the information is eligible for free school
30. lliad Cymru Welsh Assembly Government You are here Home gt Query Make Single Enquiry a Onilir Online Query This screen allows you to perform a single query against the Free School Meals system to determine whether an individual is entitled to free meals Complete the infor be completed All other fields are mandatory National Insurance Number e g AA123456A Help NASS Reference Optional Help Day Month Year eck Eligibility An individual will only have either a National Insurance number OR a NASS Reference so only one of these fields must Date of Birth 1 p 2008 bel Surname Enter the first 3 characters of the Surname only Help Check Eligibility Figure 9 Online Query Form In order to run a query you must enter either the claimant s National Insurance Number or their National Asylum Seeker Service reference number their Date of Birth and the first three characters of their surname e The National Insurance Number field is not case sensitive but must be 8 characters long in the format o 2 letters o 6 digits o 1 letter from A D o e g AB123456A e The NASS must 9 digits long e g 011212345 Do not enter any of the non numeric separator characters that appear on the claimants NASS letter e The claimant s Date of Birth is entered using drop down boxes for Day Month and Year or a pop up calendar window for selecting the date The query will fail if an invalid da
31. mma separated list of applicant details The system will process this file for you overnight after which you can return to this page to download the results for importing into your own systems Upload a new Batch i Download results for a previous Batch Query Click the Upload a new Batch Query link from the main body of the page or the Upload Batch Query option from the left hand navigation panel 1 0 14 27 August 2009 Online FSM Hub User Guide This will take you to the Upload Batch Query screen Password Change Logout Co Logged in as lajmartin Home Query free school meals eligibility checking m the Department for Childri and Fam d bly AE department for Nea children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query gt Upload Batch Query a Online Query Upload Batch Query o Upload Batch Query o My Queries o Reports Select File Browse Click Browse to select the file on your computer to upload and when you have finished click the Up oad button Upload This file must be in CSV comma separated values format containing 3 of the 4 fields in the following order fields marked with a are mandatory This page allows you to upload a file containing a batch of eligibility queries for the Free School Meals system to evaluate overnight 1 National Insurance Num
32. nouncement ti Welcome tem This site allows you to perform Free School Meal eligibility queries on Note This system is for use by invitation only By continuing to use this system you are agreeing to any criteria outlined in your invitation Figure 1 Homepage General Screen Layout All pages in the Hub web browser interface have the same functional elements to maintain consistency in your browsing experience See Figure 1 Homepage as an example Top Menu Bar Each page has a menu bar at the top of the screen with 2 sets of options e On the left hand side there are links to the Homepage Query screen and Contact us screen 1 0 19 27 August 2009 3 2 2 3 2 3 3 2 4 3 3 3 3 1 3 3 2 Online FSM Hub User Guide e On the right hand side is an indication if you are logged in or not with links to Login Logout Change Password and Request Login Header and Breadcrumb Trails Below the top menu is a large banner containing the title of the site along with logos for the DCSF and the Welsh Assembly Directly beneath this is the breadcrumb trail which will indicate where you are in the site in relation to the homepage The breadcrumb trail gives you links to the pages you have browsed from Left hand Navigation The left hand navigation is only populated when in the Query section of the site When it is available it provides links to run online queries upload batch queries view queries and run the
33. ntered in the order below o Column 1 OPTIONAL National Insurance Number if the claimant is in possession of one The National Insurance Number field is case sensitive and must be 8 characters long in the format 2 letters 6 digits 1 letter from A D e g AB123456A o Column 2 OPTIONAL NASS if the claimant is in possession of one The NASS must 9 digits long e g 011212345 o Column 3 Date of Birth in the format YYYYMMDD e g 19790430 o Column 4 Surname field is not case sensitive but must contain valid characters for a surname i e letters hyphens or apostrophes e g MAR AL D A 1 0 32 27 August 2009 3 6 2 Online FSM Hub User Guide e Same rules apply to NINO and NASS as the online query you cannot have both for the same query i e each row of the batch file must contain either a NINO in column 1 or a NASS in column 2 If both are filled then the whole batch file will be rejected e There must be data in every column so if you have a NINO in column 1 then column 2 must be present but empty and vice versa if you have a NASS in column 2 then column 1 must be present but empty this can be seen clearly in the example below EJ Microsoft Excel UAT BATCH 2 csv il Eile Edit View Insert Format Tools Data Window Help Wi ar eG Weer aie hae Ap JH404135D 19790430 HAR 20615467 19790430 HAR Figure 13 Example Batch File Upload Batch File The Upload Bat
34. ools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Sign Up Request Login Please enter your Email Address and 3 digit LA identifi gin button Your req will then be delivered to an Administrator confirmation of your Us your eligibility to use this system Following this you will receive E mail Email Address 4 i LAldentifier l i Request Login t Version 2009 1 Figure 2 Request Login Complete the following steps e Enter your email address in the Email Address field e Enter your local authority identifier in the LA Identifier field the local authority identifier is a 3 digit number If you do not know your local authority number please talk to your supervisor or email the Hub team at fsm admin dcsf gsi gov uk e Click on the Request Login button An email will be sent to the FSM administrator informing them of your account request When the FSM administrator actions this you will receive two separate emails one providing a username and one providing a password see Figure 3 1 0 21 27 August 2009 3 4 3 4 1 Online FSM Hub User Guide Figure 3 Registration Emails You are now ready to Login and start using the Hub web browser interface Login Login Screen Browse to the Hub web browser interface as per the link given in section 3 1 The homepage is displayed see Figure 1 Homepage and you should c
35. ou are here Home gt Query gt My Queries a Online Query My Batch Queries The following is a list of all batch queries you Query Date and Filename Number of Status Processed Date Action Time Rows Time 23 06 2009 13 33 32 testl csv 4 QueryComplete 23 06 2009 13 42 18 Download have submitted those that are yet to be processed by the system and those that have completed processing 22 06 2009 13 35 21 testl csv 4 QueryComplete 22 06 2009 15 54 29 Download Batch 4 Small Home Office Only Valid csv 10 QueryComplete Download 18 06 2009 15 09 32 Batch Small HO and HMRC Valid csv Unknown ImportinProgress 18 06 2009 16 00 05 Figure 17 My Batch Queries When the status moves to QueryComplete this means you can download the batch file Click on the Download button to download a processed batch file You will be presented with a pop up window see Figure 18 below where you get the option to save the file to your computer You can then choose the location where you want the file to be saved Once the file has been downloaded you can open it and next to each row you will find either TRUE or FALSE TRUE means that the claimant has been found and is eligible and FALSE means that the claimant has not been found Files have to be downloaded within 7 days otherwise they will no longer be available You will then have to resubmit the original batch file to be processed again NOTE By default the name of the
36. out Logout To confirm your logout of the system click the button below Logout To continue working click here Click the Logout button on this screen to complete logging out The homepage will be displayed but you will no longer be logged in Online Eligibility Query Browse to the Eligibility Query Screen via the Query link at the top of the screen or from the Perform an eligibility query link in the main body of the homepage Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking rom the Department for Child d Famili e embly aE nt 1 department for ex children schools and families Uywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query Eligibility Query You have two options for submitting an eligibility query Option 1 Online Query You can enter an individual applicant s details for a real time online query This will search government systems and provide you with an immediate response Perform an Online Query Option 2 Batch Query You can upload a file containing a comma separated list of applicant details The system will process this file for you overnight after which you can return to this page to download the results for importing into your own systems h Query Click the Perform an Online Query link from the main body of the page or the Online Quer
37. ps Welcome Welcome to the Fre an ad hoc or batch basis ool Meals Eligibility Checking system This site allows you to perform Free School Meal eligibility queries on Note This system is for use by invitation only By continuing to use this system you are agreeing to any criteria outlined in your invitation 2 3 2 Forgotten password Click the link labelled Forgotten your password on the Login screen This will take you to the Forgotten Password screen Login Request Login Home Query Contact free school meals eligibility checking from the Department for Child Fami h y AGE nm N yj l department for LPR children schools and families Lywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Password Reset Forgotten Password Please enter your Username below before clicking the Request Password Reset button Your request will then be confirmed to you by E mail Please follow the link in the confirmation E mail to have your password reset Username i Request Passward Reset Version 2009 1 e Enter your username in the Username field e Click Request Password Reset 1 0 8 27 August 2009 2 4 2 4 1 Online FSM Hub User Guide Once the password has been reset you will receive a new password by email which you will be prompted to change the first time you log in using it Change Password If you wish to change yo
38. s you to query between two dates the total queries run by yourself and any other user from your Local Authority and the results found The report can be displayed on screen or downloaded as an Excel or PDF file 1 0 38 27 August 2009 3 8 Online FSM Hub User Guide Eg J department for N Se children schools and families AN Uywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Reports FSM Local Authority Audit Report Please provide the following parameters Start Date i End Date a Please select reports format On Screen View Report Figure 19 Local Authority Audit Report In order to produce the report the following steps should be taken e Click on the Reports link e Enter a Start Date in the Start Date field You can either use the calendar pop up or enter a date directly in the field Dates must be in the format DD MMM YYYY e g 01 Apr 2009 e Enter a End Date in the End Date field You can either use the calendar pop up or enter a date directly in the field Dates must be in the format DD MMM YYYY e g 01 Apr 2009 e Select report format from the Format drop down either On Screen In Excel or As PDF e Click on View Report The report will then be downloaded in the format selected Contact Us If you should wish to contact the DCSF about the Hub service then click on the Contact link at the top left hand side of the screen Details are pro
39. sctistecsusrectiereatteeietiecintaneeaiaiesns 26 3 6 Batch Eligibility Query cccceceeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeteneeeeeeeteaes 32 3 7 Local Authority Audit REport ccccceeceeeceeeeeeeeeeeeeeeeeeeeetneeeeeeees 38 38 MOM CCUS men niea E a aa en Senge waned na ceae eet 39 YF OSS A AE ad aa rhe tte laced eet a ese sd oem ebae estate open edema 41 5 Contaci csc iies acess cee sept en nAn nA A E A E 42 Appendix A Local Authority User Declaration Form 2 eceeeeeeeeeeeees 43 1 0 2 27 August 2009 1 1 1 2 1 2 1 1 2 2 Online FSM Hub User Guide Introduction Overview The Free School Meals Eligibility Checking Service the DCSF Hub is a unique system that has been designed to streamline the free school meal FSM checking process for local authorities LA and parents carers The overarching aim of the Hub is to confirm FSM entitlement for the majority of claimants as quickly as possible to enable LAs to quickly provide meals to the children of these families The Hub is a significant improvement on paper based checking systems It provides the facility to check individual records on line in real time and a facility to check batches of records on an overnight basis Services Provided Web Browser Interface The Hub web browser interface allows registered local authority users LA users to browse to a website where they can carry out online and batch eligibility queries and run audit
40. sf gsi gov uk Postal Address DCSF FSM Administrator c o Capgemini 77 79 Cross Street Sale Cheshire M33 7HG 1 0 42 27 August 2009 Online FSM Hub User Guide Appendix A Local Authority User Declaration Form 1 0 43 27 August 2009 Free School Meals Eligibility Checking Service department for MM children schools and families Part 1 Personal Commitment Statement Members of local authority staff applying for an account on the DCSF Hub must complete Part 1 of this form and then pass it to their Section 151 Officer who must complete Part 2 Title Forename Surname Education Act 2005 In consideration of being given access to information supplied in accordance with section 110 of the Education Act 2005 agree that e will only use this information for the purpose of determining whether a pupil who is the subject of the information or whose parent is the subject of the information is eligible for free school lunches and milk e will only use this information whilst 2 ______ local authority employs me e understand that it is an offence to use this information for any purpose other than those permitted by sections 110 and 111 of the Education Act 2005 Information Assurance In consideration of being given an account on the DCSF Hub agree that e will not share the user identity or password with anyone else e will not keep a written record of my user identity and password
41. t Change password Should you wish to change your password at anytime then click on the Password Change link at the top right of the screen and this will take you to the Change Password page shown below Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking om the Department for Children Sc s and Families and the mbly SHE WE department for Le children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Password Change Change Password Please enter your old password then a Confirm New Password d i Change Password Cancel Figure 6 Change Password Passwords must be between eight and sixteen characters and contain numeric and upper and lower case characters e Enter your current password in the Password field e Enter your new password in the New Password field e Enter the same new password in the Confirm New Password field e Click the Change Password button The screen you were on previous to clicking the Password Change link is redisplayed Your password has now been changed 1 0 25 27 August 2009 3 4 6 3 5 3 5 1 Online FSM Hub User Guide Logout In order to logout of the web browser interface you can either close your browser or click on the Logout link at the top right of the screen This link is available on all screens when you are logged in
42. te is selected e g 31 02 2008 1 0 28 27 August 2009 3 5 3 Online FSM Hub User Guide The surname field is not case sensitive but must contain valid characters for a surname i e letters hyphens or apostrophes e g ABC AL or O M The full surname should be used if this is less than three characters NOTE Claimants should either have a NINO or NASS therefore you should never enter both if you do then the system will return an error and the query will not be run Once you have entered the details click on the Check Eligibility button to process the query Results from an Online Query The Hub has access to records from HMRC DWP and the Home Office against which eligibility queries are processed The Hub returns three results from an Online Query 1 0 Found If the claimant s details are matched in any of the 3 datasets and meet certain criteria then the Found screen is displayed see below Should you see this screen then the claimant is entitled to claim for free school meals for their child children Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking om the Department for Chilc ls and Families and the We y GE t NA N department for children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query gt Make Single Enquiry a Online Quer
43. ur password at anytime click on the Password Change link at the top right of the screen Query Contact Logged in as lajmartin Password Change Logout Home free school meals eligibility checking om the Department for Children s and Families and the mbly WIE VEC LR department for children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Password Change Change Password ssword before clicking Change Password to complete ass 4 i Confirm New Password q i Change Password Cancel 4 e Enter your current password in the Password field e Enter your new password in the New Password field e Enter the same new password in the Confirm New Password field e Click the Change Password button The screen you were on previous to clicking the Password Change link is redisplayed Your password has now been changed Logout You can logout of the web browser interface by clicking on the Logout link at the top right of the screen This will take you to a Logout screen 1 0 9 27 August 2009 2 5 Online FSM Hub User Guide Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking xe Department for Childre Families and ti ly ET department for Nea children schools and families Lywodraeth Cynulllad Cymru Welsh Assembly Government You are here Home gt Log
44. vided on the screen see below 1 0 39 27 August 2009 Online FSM Hub User Guide Query Contact Loggedinaslajmartin Password Change Logout B department for children schools and families Lax Llywodraeth Cynulliad Cymru Welsh Assembly Government Home free school meals eligibility checking You are here Home Contact Feedback We would welcome your feedback on this system to help us further improve the system to suit your needs Please email us with your thoughts at DE alternatively call us on 01325 391270 Version 2009 1 Figure 20 Contact Us 1 0 40 27 August 2009 Online FSM Hub User Guide Glossary CIS Customer Information System a DWP facility that includes benefit information relevant to establishing FSM eligibility CTB Council Tax Benefit DCSF Department for Children Schools and Families DWP Department of Work and Pensions ECS Eligibility Checking Service FSM Free School Meals GCSx Government Connect Secure extranet GES Gateway to Educational Services GSi Government Secure intranet HB Housing Benefit HO Home Office HMRC Her Majesty s Revenue and Customs LA Local Authority NASS National Asylum Seekers Service NINO National Insurance Number 1 0 41 27 August 2009 Online FSM Hub User Guide Contacts DCSF FSM Administrator Email fsm admin dc
45. y option from the left hand navigation panel This will take you to the Online Query form 1 0 10 27 August 2009 Online FSM Hub User Guide Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checking rom the Department for Children d Families and the We y AG nt oN l department for Pa children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government You are here Home gt Query gt Make Single Enquiry a Onilir Online Query This screen allows you to perform a single query against the Free School Meals system to determine whether an individual is entitled to free meals Complete the infor k Check Eligibility An individual will only have either a National Insurance number OR a NASS Reference so only one of these fields must be completed All other fields are mandatory National Insurance Number e g AA123456A Help NASS Reference Optional Help Day Month Year Date of Birth 1 p 2008 bel Surname Enter the first 3 characters of the Surname only Help Check Eligibility In order to run a query you must enter e Either the claimant s National Insurance Number or National Asylum Seeker Service reference number e The claimants Date of Birth e The first three characters of the claimant s Surname or the full surname if this is less than three characters NOTE Claim
46. y Results Found o Upload Batch Query o My Queries a Reports The details you entered were successfully matched in the Free School Meals Eligibility database This means that this child is entitled to free n Perform another Online Query National Insurance Number NP123456B NASS Reference Date of Birth 28 May 1920 Surname SMI Version 2009 1 Figure 10 Found Screen 29 27 August 2009 Online FSM Hub User Guide e Not Found If the claimant s details are not matched in any of the 3 datasets then the Not Found screen is displayed see below Home Query Contact Logged in as lajmartin Password Change Logout free school meals eligibility checkin 1 the Department for C milie elsi y IER LN department for children schools and families Llywodraeth Cynulliad Cymru Welsh Assembly Government t Results Not Found you entered were not matched in the Free School Meals Eligibility database This means that this child may not be entitled National Insurance Number np123456b NASS Reference Date of Birth Surname Figure 11 Not Found Screen Should you see this screen then there are two possibilities as to why the claim has failed Either the claimant could not be found in the datasets or the claimant has been found and is ineligible In either case if the claimant believes they should have been found then retry the application and ensure all details are correct If the

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