Getting Started

1. Your PeopleNotes Team

Implementing PeopleNotes is best understood as an important organisational development project and warrants the appropriate commitment. It is about improving what you do and how you do it. Start by creating your PeopleNotes team:

  • PeopleNotes Coordinator (team Leader)
  • Principal
  • Senior Staff
  • PeopleNotes Admin(s)
  • Some other Staff members
  • Support professionals (if available)
  • ...

Make sure your PN Admin is familiar with the SetUp section of PeopleNotes and has the appropriate permissions

2. Your Starting Line

You are not starting from scratch. Start with your current best practices and build in the improvements you wish to make

Create the following lists

  • What is already working well?
  • What’s not working so well?
  • What else we would like to do?

Now have your team work through the rest of the this page and customise your PeopleNotes to reflect you and your organisation. See SetUp

3. NoteTypes

Select/create a list of the NoteTypes that will be most useful to you and those with whom you work.
Suggested NoteTypes include

  • Assessment
  • Alerts
  • Attendance
  • Arrangement
  • Background
  • Communication
  • Contact
  • Goals
  • Incident
  • Needs
  • Placement
  • Progress
  • Review
  • Supports
  • Task
  • ...

4. Groups

All organisations arrange people into numerous overlapping groups for various purposes. And these fall into various Group Types, e.g.,

  • Class - 7A or 1/2AC...
  • Year - Year 1, Year 2...
  • Campus - Wattle, Gumtree…
  • Caseload - Social Worker, Psychologist...
  • Program - AccLearning

Note: Putting people into their groups within PeopleNotes can be a big task initially. For example, schools are actually quite large and complex organisations in their own rights. Assistance is available for bulk uploads - see SETUP ASSISTANCE on the Plans page

5. Key Indicators

Each person at a glance. Key Indicators give you a snapshot of the person’s current performance and/or needs in the key areas of your choice. Suggestions include

  • Attendance
  • Behaviour
  • Literacy
  • Numeracy
  • Social Skills
  • Work Practices
  • ...

Many organisations have found it useful to use a common 1 to 5 Rating Scale across all Key Indicators. Other indicators may be best captured in other ways, e.g., schools often use Naplan percentiles...

  • 1 = Exceeds all expectations (extension required)
  • 2 = Exceeds many expectations
  • 3 = Meets most expectations (standard provision)
  • 4 = Some concerns (manageable)
  • 5 = Serious concerns (intervention required)

6. Plans

A Note can be a Plan. Some people may have more than one plan. Plans make it clear what needs to be achieved, and how people will work together to achieve the desired outcomes.

Your orgnaisation may need a few different types of plans, e.g., schools often use plans for

  • Agreement, eg, Return to School
  • Attendance
  • Everyday Support
  • ILP Individual Learning Plan
  • Medical
  • Safety
  • ...

Each Plan can includes a wide range of information. The rich formatting available in Notes makes it easy to present and manage in a very professional manner.

  • Goal
  • Background, Alertsand/or Need
  • Actions, Support and/or Arrangements
  • Progress
  • ...

7. #Tags are codes

Using #tags, users can easily add detail and later search and analyse data for better insights. Tags also make it easier to quickly scan and/or filter Notes to find the related information. Suggested school #tags include:

  • #AD Attention Deficit
  • #ASD  Autism
  • #DW   Disruption to work
  • #HI Hearing Impaired
  • #HO   Harm to Others
  • #Lit  Literacy
  • #Num Numeracy
  • #Off Offensive language
  • #US Unsafe
  • #Sus Suspension
  • #TO  Time Out
  • #VI  Visually Impaired
  • ..

8. @Tags are roles or users

Using @tags makes it easy to specify and know who is involved and responsible by their Role. This is particularly useful in managing tasks and ongoing responsibility as staff change and people move groups. Suggested @tags  indicate a Role, (two letter codes are recommended), school examples might include,

  • @Psych   Psychologist
  • @CTr  Class Teacher
  • @Pr   Principal
  • @Pt   Parent
  • @St   Student

Other @tags  indicate a particular Users

  • @ASB Alan Barnes (Teacher)
  • @ILW Ivan Webb (IT Coord)
  • @TJJ   Tim Jones (Senior Teacher)
  • ...

9. Place and Time

Capturing when and where Accidents or Incidents occur can be very helpful. Hotspots are made clear, patterns emerge and peak times can be given proper attention. Suggestions include

Place codes

  • Bus
  • Classroom
  • Hallway
  • Oval
  • Playground
  • Toilets

Time codes

  • Before School
  • Morning 8.30 -11.00
  • Recess
  • MidSession 11.30 – 1.00
  • Lunch 1.00-1.45
  • Afternoon 1.45-3.15
  • After School
  • Out of School time