SAS2000. School Start Bonus Enrolment Export. User Guide

Transcription

1 SAS2000 School Start Bonus Enrolment Export User Guide

2 Human Edge Software Corporation Pty Ltd 417 City Road South Melbourne Vic 3205 Support Centre: Human Edge Software Corporation Pty Ltd, Melbourne 2009 Updated August 2009

3 School Start Bonus Enrolment Export Overview Introduction The Victorian Government gives a School Start bonus for each eligible student starting in Prep or Year 7. In October the information on Eligible Students for next year is submitted to the Department of Education. An export file for the Victorian School Start Bonus is available. The export is called SSB EXPORT and is located in MAINTENANCE EXPORT. You need to upload the exported file to the Department of Education web site. School Start Bonus Enrolment Export Page 3

4 Data Preparation Introduction The SSB ENROLMENT EXPORT requires the eligible enrolments for the School Start Bonus to have: Their correct year level for starting at your school entered. Their commencement year or date entered. Been linked to their contacts so the State Allowance and Payable to fields can be completed. School Start Bonus Recipient To prepare the information for export you need to establish who is to receive the School Start Bonus. The STATE ALLOWANCE and PAYABLE TO fields on the PEOPLE ENROLMENTS MORE tab record which contact is to receive the school start bonus for the child. Field Description State Allowance The STATE ALLOWANCE field will allow you to make a global change to your Prep or Year 7 enrolments to decide the most likely contact relationship to receive the School Start Bonus. When you change the contents of this field (either globally or manually) the PAYABLE TO field will automatically update with the number of your selected CONTACT. Payable To The valid dropdown list for this field contains the following: Residential Fee Payer Residential Guardian (Female) Residential Guardian (Male) Other Contact Not Eligible Refused The PAYABLE TO field will designate the Contact Name of the person nominated to receive the School Start Bonus. When you choose the relevant option in the STATE ALLOWANCE field, the PAYABLE TO field will search and automatically enter the relevant contact number. If you have exceptions to the general rule defined in the STATE ALLOWANCE field you can manually amend the PAYABLE TO field to get the correct contact. Continued on next page School Start Bonus Enrolment Export Page 4

5 Data Preparation, Continued Step by Step Follow the steps in the table below to enter the State Allowance and Payable to information. Note: These steps assume the correct year level and commencement year are entered on the enrolment records and the enrolments are linked to their contacts. Step Action 1 Select PEOPLE ENROLMENTS. 2 Select the ENROLMENTS who are eligible for the SCHOOL START BONUS (Prep & Year 7). For Prep: From a clear form, in VIEW mode, click on the drop down arrow for YEAR and select 0 or P, depending upon what you use to designate Prep. For Year 7: From a clear form, in VIEW mode, click on the drop down arrow for YEAR and select 7. 3 Enter the COMMENCEMENT YEAR. 4 Click on the FIND button. Result: The ENROLMENTS that fall within the search criteria will be selected in the form, with the first record on the screen. In the bottom right hand corner it will say RECORD 1 OF 21 (or however many records were found). 5 Now we need to decide on and apply the general rule for CONTACTS receiving the SCHOOL START BONUS. Click on EDIT to change to Edit mode. 6 Click on the drop down arrow for the STATE ALLOWANCE field and select the most relevant option from the dropdown list. 7 Right click on the STATE ALLOWANCE field and select GLOBAL CHANGE from the shortcut menu. Result: A message to confirm the action is displayed. 8 Select APPLY. Result: All relevant Contacts for the selection will automatically be applied and their Contact number displayed in the PAYABLE TO field. 9 Check all selected ENROLMENTS and change the PAYABLE TO field if you have exceptions to the general rule. School Start Bonus Enrolment Export Page 5

6 Data Export Introduction Now that the data has been prepared, it can be exported and uploaded to the Department of Education web site. Step by Step Follow the steps in the table below to run the SSB EXPORT. Step Action 1 Select MAINTENANCE EXPORT SSB EXPORT. Result: School Start Bonus Enrolment Export form opens. 2 Select the COMMENCEMENT YEAR or the COMMENCEMENT DATE range. 3 Select the required ENROLMENT STATUS. By default NO STATUS and ACCEPT are selected. Make any required changes. Continued on next page School Start Bonus Enrolment Export Page 6

7 Data Export, Continued Step by Step (continued) Step Action 4 Click on VALIDATE to run the validation process to check the data integrity. 5 Correct any errors found by the validation report and validate again. When the validation is successful the file is ready to be exported. 6 Select the EXPORT FOLDER to save the file to. Note: Remember the location you export the file to as you will need this information at step 8. The export file name cannot be changed. It is set to be SSB today s date as yyyymmdd.csv 7 Click on the EXPORT button. 8 Upload the file to the Department of Education web site. Follow the instructions from the Department of Education for how to upload the file. School Start Bonus Enrolment Export Page 7