How to Download and Import DfE QWS QAN Catalogue and Performance Measures XML Files into SIMS

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1 How to Download and Import DfE QWS QAN Catalogue and Performance Measures XML Files into SIMS School IT Systems Support Herts for Learning Ltd SROB220, Robertson House, Six Hills Way, Stevenage, Herts, SG1 2FQ Doc Ref S1427 *Updated February 2015 School IT Systems Support (SITSS) Herts for Learning Ltd, 2015 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 DFE QAN CATALOGUE FILES... 1 Download Generic QAN Data... 1 Import DfE QAN Catalogue Files into SIMS... 2 PERFORMANCE MEASURES XML FILE... 3 Check that the most up to date Performance Measures XML File has been imported... 3 Downloading and Importing Performance Measures XML File... 3 IMPORT QANS AND DISCOUNT CODES FOR COURSE MANAGER... 4

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5 Herts for Learning DfE QAN Catalogue Files Import of DfE QAN Catalogue files enables up-to-date qualification data to be populated in SIMS. Calculations of Performance Values also rely on the qualification data contained in these files. It is advisable to check the QAN website regularly for any updates from the DfE on qualification data and it may be necessary to download and import up-to-date files into SIMS. Unfortunately, the DfE do not update the version number or date of these files so it is not clear if you have the most up to date files or not. If you are experiencing issues adding examination results or want to ensure that Performance Calculations performed in the Summer season are accurate, we recommend that you ensure up-to-date files are imported. Download Generic QAN Data Someone in your school may have already downloaded DfE QAN data as part of the Post 16 Autumn census tasks. However, we are aware that these files are updated regularly on the QAN website and recommend updated files are imported prior to Summer Exam Results import and calculations. 1. Visit to download up-to-date QAN catalogues. 2. Select Generic QAN Data which should present the following information. Doc Ref S of 4

6 Herts for Learning 3. The following 4 Catalogue Files are required for import into SIMS: Current QAN XML Awarding Bodies XML Discount Codes XML Qualification Types XML You can select each of these Catalogue Files as XML or alternatively you may opt to download the Zipped Files which contain all the latest xml, xsd and csv QWS data files. 4. We will assume you are selecting each file separately. Click on Current QAN XML. 5. If prompted, choose to Save As and choose a location. Most of you should already have a QAN folder found via S:\SIMS\QANS. 6. Repeat steps 4 & 5 above for the remaining catalogue files as listed in step 3 above. Import DfE QAN Catalogue Files into SIMS 1. In SIMS, select Tools Examinations Import Qualification Data. 2. Click OK to confirm your downloads are up to date. 3. Note the date Catalogue Files were Last Updated. Select the browse to navigate to each Catalogue file to the chosen location as per step 5 above. 4. Once you have picked up all 4 of the files, click Import Catalogue Files. Activity Log You will then receive an Activity Log pop-up which will detail any new data which has been imported. E.g. The following AB(s)/DiscCodes/QAN(s) were successfully imported Details of imported data is then listed under each appropriate file type. This can be saved or printed if desired. Note: If your files are up to date and no new data has been imported, you will be advised that the new files could neither be imported nor modified as the latest records already exist. 5. Click Close on the Activity Log. 2 of 4 Doc Ref S1427

7 Herts for Learning Performance Measures XML File In order to perform the Performance Indicator Calculations in the Summer Exam season, import of a Performance Measures XML file (provided by Capita) as well as up to date DfE QWS QAN Catalogue files are required. Data contained in the Performance Measures file is derived from the RRQ (Register of Regulated Qualifications). Prior to calculating Performance Indicator data on Examination Results day, it is vital that the latest Performance Measures XML file has been imported. This will ensure that the enhanced Edit PI area functions and populate values and equivalencies. Check that the most up to date Performance Measures XML File has been imported 1. Navigate to Tools Examinations Import Qualification Data. 2. Click OK to confirm your download is up to date. The most up to date Performance Measures XML file will always be available on our website under the Exams Officer section ( Check that the file date on our website matches the Last Updated On date shown in your SIMS in the Select Performance Measures area as shown below. Please contact the Service Desk if you are unable to access this file from our website. Downloading and Importing Performance Measures XML File 1. If you do not have the most up to date Performance Measures XML file, as checked above, download this from our website and save to a location of choice (by right clicking on the file and choosing Save Target As) can be same location as Catalogue Files if desired. 2. Back in Tools Examinations Import Qualification Data, browse to the location of this saved Performance Measures XML file and select the file. 3. Click Import Performance Files. Doc Ref S of 4

8 Herts for Learning Import QANs and Discount Codes for Course Manager Courses in Course Manager need to have the correct QWS QAN attached for the Autumn census and this is essential for all Post-16 courses. Once you have imported QAN files you have the most up to date QAN data available, however only a small selection needs to be present for selection within Course Manager. It is likely you will have most of the QANs already imported from previous years, but if you have a new QAN being offered for the first time, it is likely you will need to import the QAN for Course Manager. You need to be a member of the Returns Manager or Curricular Manager group to complete the following tasks therefore you may need to refer to a colleague in order to proceed with this task. To import QANs for use in Course Manager: 1. Click on Tools Statutory Return Tools Import QANs and Discount Codes for Course Manager. 2. You can select the any of the filters or leave blank if you know the QAN you require. 3. Type the QAN into the QAN field. 4. Click Search Title. There may be more than one instance of the QAN with different Discount Codes (subject code) as shown in the sample image above. 5. Once you have located the correct QAN and Discount Code combination, click the Add button to make this available in Course Manager. 6. Click Save. 7. You will need to repeat this for all new courses being offered in your school. Tip: If you cannot find the correct QAN and you are sure that the QAN catalogue was recently downloaded and updated, but the code is still not listed here, it may already have been imported and available within Course Manager. Please contact the Service Desk in the usual manner with any queries/further assistance on , option 1, option 1. 4 of 4 Doc Ref S1427