Send Slip and Broadcast notifications to school staff members

Communication within a school is very important, to ensure activities and resources are coordinated to the best possible effect. ParentPaperwork already significantly improves the availability and sharing of information throughout a school, starting with providing an aggregated view of all the online forms and broadcasts moving between school and parents and students, plus via our approval workflows and notifications.

We’ve now added a much-requested feature – sending notifications about Slips and Broadcasts to any nominated staff member, or groups of staff.

When you set up a new Slip or Broadcast you can nominate individual staff members or groups of staff to receive a notification that the message has been sent, along with a link to view the Slip or Broadcast.

In the ‘Send copy to Users/User Groups’ field start typing the name of a User or a User Group, and select the correct one from the drop down search results.

You can choose any number of Users and/or User Groups.

Select Users or User Groups

When the Slip or Broadcast is sent out, an email notification will now also be sent to all of the Users you have selected.

Email Notifications

The link in email will open to a read only preview of the Slip or Broadcast.

preview of the Slip or Broadcast

A new Analytics Dashboard for ParentPaperwork

The ParentPaperwork Dashboard has been completely overhauled with a new analytics-based version.

The new Dashboard concisely and elegantly displays key indicators providing you with the ability to analyse your data collection process.  It enables you to know “how things are going”, giving you insights and enabling you to track comparisons against a time series and global averages.

A key goal we believe should be that all parents return their ParentPaperwork forms by the Due Date. So the Dashboard gives you a number of measures:

  • What percentage of your Slips are returned within the first 24 hours, and how this compares to the global average across all our schools?
  • The average number of hours before a Slip is returned;
  • The percentage of your Slips that are returned by the Due Date;
  • The proportion of your parents who return their Slips by the Due Date.

dashboard

There are also metrics of interest to your school’s marketing and communications team, for example how many times a month are you sending Slips and Broadcasts to parents?

Plus we believe that environment considerations are super important so we’ve included analysis to give you a sense of the impact on the environment through your decision to implement ParentPaperwork.

Our Data Scientist Juan Daza has written a great blog post giving the details of how we assembled and created the analysis – really worth a read to gain an understanding of the techniques and thinking behind the statistics.

If your metrics are tracking below the global average there may be some strategies that can be deployed to improve the results – our team has a range of tips and tracks and we encourage you to contact us to discuss ideas. For example, enabling SMS notifications can often improve response rates.

Practical actions are still present on the new Dashboard, in the right hand column. You can start a new online form, and there are alerts for outstanding actions that are your responsibility. There’s also a new list of Slips at Due Date, highlighting Slips that are close to or just past their Due Date, with a quick check of the responses received so far.

The new Analytics Dashboard is available to all ParentPaperwork schools. If you still see the ‘old’ Dashboard after logging in, look for the Switch to new Analytics Dashboard link at the top right.

We welcome all of your feedback about the Dashboard or any aspect of ParentPaperwork. The Analytics Dashboard is the precursor to some very exciting new features around reporting and analytics you can expect from ParentPaperwork in the coming months.

Interning as a Data Scientist at ParentPaperwork

LinkedIn Photo
Juan Daza

University of Melbourne, Masters of Information Technology student Juan Daza shares his experience interning as a Data Scientist at ParentPaperwork across the Australian summer.

The University of Melbourne currently runs the Tin Alley internship program where students have the opportunity to apply to great companies in Victoria. Tin Alley has been named Australia’s best internship program and I was honored to be a part of this summer’s intake. One of the companies who gave students the opportunity to get hands on experience was ParentPaperwork and I have been working with the team in the role of Data Scientist.

In this blog post, I want to take you through part of my journey and ParentPaperwork’s goal to empower hundreds of schools with tools to make better informed decisions and more importantly, reach a 100% response rate from parents to slips.

I believe that the first step to make informed decisions is to have the facts and information at hand, which is why one of my main tasks was to assist in the development of the real-time analytical dashboard with key metrics for schools to understand their patterns of use and behaviours.

Data visualisation is a powerful tool in any Data Scientist’s tool box, so I set out to explore the data using Python and SQL and through multiple iterations develop simple yet powerful and self-explanatory visualisations.

I found key metrics that would allow schools to understand their current situation and trigger their curiosity. In conjunction with the team at ParentPaperwork I defined the following metrics.

    • Average response rate (AVR): This is defined as the number of parents who respond to the slips sent to them.
    • Average response time (AVT): The average time it takes parents to respond the slips received.
    • Slips returned by due date: The percentage of slips that are returned before the due date.
    • Timely parents: The number of parents that respond before the slip’s due date.
    • Total Number of forms and broadcast sent.I was mindful of the importance of having the right data displayed at the right time which is why I made sure that my data cleansing process was thorough.

In many cases, slips are sent to both parents and only one parent responds which means that if I calculated the response rate based on the available data, then the number would be biased because I would always have one responded slip and one unanswered slip. I had to develop some cleansing techniques to deal with this fact and get a clean and unique dataset from which I could query freely. I tested some powerful Python functions to wrangle ParentPaperwork’s large dataset and to find the correct dataset to achieve what I wanted to do.

I had to take additional considerations whilst analysing other metrics. As an example, while analysing the average response time from our parents I found an interesting fact. My calculations of the arithmetical average response time were of roughly 80 hours. This meant that on average, a parent responded to a slip every 80 hours or around 3 days. This is an amazing turnaround since paper based forms have a turnaround of around two weeks or more.

However, once I drilled down to the data I found some interesting insights. To look further into this, I set out to understand parents behaviour and I analyzed the response rate progression in the first 30 hours. I thought that the best way to do this was to visualise the behavior of this metric within the first hours of having sent it.

Reverse Burndown Chart

Figure 1. Completion Percentage per Time to Complete

We can clearly see how responses behave. At first, there are very timely parents that respond within a couple of hours and as time passes by, slips get more and more responses making the average response rate higher. Eventually it would reach the Global Average Response Rate which is around 75%

After this, I wanted to understand how many responses are received once the slips are sent. I developed a histogram to get an answer to this question.

Histogram

Figure 2. Response Frequency per Time to Respond

As it can be seen from the graph, parent responses have a very long tail, however most responses received occur in the first 30 hours of sending the slips. At the time of writing this article, around 60% of the responses were received during the initial 30 hours.

Taking this into account, I decided to calculate the weighted average based on the amount of responses received in each time slot. Using this method, I found an average of approximately 9 hours which is a very impressive number. Additional considerations such as night hours might be taken into account to adjust the average response time but in this instance, I will not go further into it.

Answers to many more questions were developed by following a thorough process where I drilled down in the data to find useful hints. I created groups of parents and found those who consistently respond late (or don’t respond) and determined based on the time of day what are the response times and response rates overall. All of these features will be rolling out gradually to help schools make better decisions. This comes to show how at ParentPaperwork various techniques are deployed to work towards making it a data driven organisation.

Stay tuned because over the coming months more news about the upcoming Data Analysis module will be released. The new Analytics Dashboard is now available to all ParentPaperwork schools.