When an existing GVO is converted into MAT Mode it is important to have a clear plan in place to avoid any issues for the GVO users.
The moment that MAT Mode is switched on all personal email and telephone numbers will become 'redacted'. All other functions remain the same. To avoid users being confused it is always a good idea to do the move during a quiet period (weekend, school holiday etc) and to have alerted users to the change.
The following is a simple guide to the steps involved in making the transition:-
1. Plan the time/date for the change and alert users that some of the personal details will be hidden for a short period of time - it is nothing to be concerned about
2. Prepare the name of the Trust Board and also the LGB (Local Governing Boards) as well as the people who are in each board. These will normally be the same as the 'normal' user groups set up for the access control to the Trust and Schools
3. Arrange to have the GVO set to MAT mode via the Support Desk (only GVO Support can switch this on).
4. Go to the Settings/MAT Settings page and edit the Trust Board name as required and add all the Local Boards. The initial name of the Trust Board is the name of the GVO plus 'Trust Board' but this can be changed.
Choose MAT Settings then amend the Trust board (click on the name and edit it).
If you plan to use this 'board' for folder security access and email notifications as well tick the box (this is recommended). Press SUBMIT when done.
5. Add the relevant users to the Trust Board and Local Boards - until this is done all personal data will be redacted. Once this is done users will see the details of anybody who is in the same board as themselves with all others being redacted. See the help system for creating and editing local boards.
At this point the GVO is 'back to normal' (with redaction in place) but there are now duplicate groups for the Trust and Local school boards (user groups for access and board groups for redaction). Any Board Groups that have been selected for access control will now appear on the normal 'group list' - members can be added and removed this way as well.
6. To avoid duplication of work the next task is to start using the board groups for access control for the trust and local school areas - initially use both user groups and board groups and then remove the user groups. It is good practice to have a 'trial school' to make sure everything is working correctly.
At the end of the process everything is back to normal and the GVO is operating with 'redaction' in place and is all ready for the Governor Records information to be added.
If you have any problems please contact the support desk.