CTF Matching Screen. Doc Ref S1285 Published August 2012 School IT Systems Support (SITSS), Hertfordshire County Council 2012

Transcription

1 CTF Matching Screen School IT Systems Support Standards and School Effectiveness Hertfordshire Development Centre SROB220, Robertson House, Six Hills Way, Stevenage, Herts, SG1 2FQ Doc Ref S1285 Published August 2012 School IT Systems Support (SITSS), Hertfordshire County Council 2012 Technical Support Centre Accredited by the Learning and Performance Institute (formerly, the Institute of IT Training) RM Approved Support Partner Fully accredited by Capita SIMS for proven quality of SIMS support

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3 CONTENTS INTRODUCTION... 1 USING THE IMPORT CTF MATCHING SCREEN... 2 Importing a CTF... 2 Matching Screen Indicator Colours... 7

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5 INTRODUCTION School IT Systems Support A new CTF Matching routine is available for use when importing CTF s into SIMS. The routine enables you to detect potential duplicate records giving you the opportunity to choose not to import them. When you import a CTF a message displays asking you whether you wish to change the matching scale. Click Yes and change the scale to Matching Scale 4 (see page 2 for instructions). We recommend that you change the Matching Scale to 4; however see below for an explanation of each scale. The CTF Matching Scale screen allows you to select the required scale, number 1 being the most rigid and 4 being the most flexible. When selecting the matching scales either click the heading or the number. A detailed explanation of each scale appears in the bottom half of the display. Scale 1: Has to have an exact match on the Surname and Forename and where the middle name in SIMS is included in the Forename e.g. Sally Anne in the CTF and Forename Sally with middle name Anne in SIMS then DOB, UPN and Gender must match. Scale 2: Potential Match on Similar Surname and Forename e.g. Ben Abbot in SIMS and Benjamin Abbot in the CTF then DOB, UPN and Gender must match. You would need to double click on their name in the Potential Matches box in order to move it into the Selected Pupil box. Doc Ref S of 7

6 Scale 3: Potential Match on similar Surname and Forename e.g. Ben Abbot in SIMS and Bob Abot in the CTF then DOB, UPN and Gender must match. You would need to double click on their name in the Potential Matches box in order to move it into the Selected Pupil box. Scale 4: Potential Match on Surname and Forename with the same initial e.g. Ben Abbot in SIMS and Brian Angel in the CTF then DOB, UPN and Gender must match. You would need to double click on their name in the Potential Matches box in order to move it into the Selected Pupil box. PLEASE NOTE: If the pupil has an existing UPN then the CTF and SIMS record must match with that UPN otherwise the pupil will not be imported regardless of which scale you have chosen. Using the Import CTF Matching Screen The CTF Matching routine helps you decide how a CTF is imported into SIMS. Importing a CTF 1. Choose Routines > Data In > CTF > Import CTF. A message displays asking you whether you wish to change the matching scale. 2. Click Yes to continue and select Matching Scale 4, then click the Set Scale button to make this the default. Once set, each time you go into the Import CTF screen, a box will appear asking if you do wish to change the scale: check that it is set at 4 and then click No. 3. If you have already added the pupils into your database prior to receiving the CTF you should remove ticks from areas such as Student Contacts and Student Address to avoid any details you have manually entered being overridden. 4. If the pupils to be imported are to be put straight into the database, choose to Place new pupils in On-Roll, otherwise select Pre-Admission from the drop down and select an Admission Group from the list. 2 of 7 Doc Ref S1285

7 5. Locate the file to be imported by clicking the Open button at the end of the CTF File field. 6. This will open the Select Import File browse which should be looking in the CTFIN folder. If it is not navigate to S:\SIMS > Star7 > CTFIn. 7. Select the required file from the list. You may find it easier to locate the correct file by changing the View: click the drop down next to the View button and choose Details. 8. You can then sort by any of the columns listed by clicking on the buttons at the top of the column. Clicking a second time will sort in reverse order. 9. If you sort by the Date Modified column this will make it easier to identify the file you need. Doc Ref S of 7

8 10. Once you have selected the correct file click the Open button. 11. Click the Proceed For Match Import button to start the import. 12. The Match and Import panel is displayed and shows you either Preadmission or On Roll students. The coloured indicator box in the first column below the word Indicator should be GREEN or BLUE. If there are any other colours please telephone the SITSS Service Desk on option 1 then option 1 again. Please refer to the end of this document for an explanation of the Indicator colours. 4 of 7 Doc Ref S1285

9 13. If you need to remove a child that has been brought in with the CTF and is not intended for your school, right click on the Pupil name and then left click on Do not import this pupil. 14. The Selected Pupil box will populate with Pupil will not import. 15. You may wish to run the Pre CTF Import Report to see details of the pupils to be imported. This report allows you to see exactly what the CTF will bring in before you decide to click on the Import CTF button. 16. To run the report, click on the Pre CTF Import Report at the bottom of the screen. The report will look as follows: Doc Ref S of 7

10 17. The report lists the pupils to be imported, pupils or pre-admissions to be updated, and any pupils which won t be imported. 18. Close the report and if you are happy to proceed, click the Import CTF button at the bottom of the screen. 19. Click Yes to the warning message. A CTF Import Report will be produced again this is the same as the Pre CTF Import report. Close this report. 20. Once the CTF file has been imported the Exception Log panel is displayed. 21. This panel provides information on any errors that occurred during the Import. The Edit Current Imported Students panel is populated when you add a new pupil on roll and allows you to change their enrolment status if required by choosing a status from the drop down list and then clicking Save. 22. Close the CTF screen. Note: Copies of the CTF Import Report and Pre CTF Import Report (if generated) are saved into the CTFOut Folder for future reference. 6 of 7 Doc Ref S1285

11 Matching Screen Indicator Colours Click the Indicator button on the Match and Import Screen. The CTF Matching Indicators screen shows a detailed description of each indicator and helps you to identify whether the CTF record has any conflicts. Click the to exit this screen. Green Green Yellow Red Red Yellow Purple Purple Yellow Purple Red Green Red Doc Ref S of 7