Version CTF Import. Using Excel to view the Check 99 report. Jim Haywood Capita SIMS
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1 Version 4.00 CTF Import Using Excel to view the Check 99 report Jim Haywood Capita SIMS
2 Important Note The following slides illustrate how Excel can be used to view a CSV file created from the output for check 99 in Database Diagnostics. This is made available via the application of the workstation patch for either the SIMS Spring Release 2018 or the SIMS Summer Release Application of either of these patches provide improvements to the original check 99. We ask that all schools make use of this latest check 99 to ensure that issues created by the incident are identified so that they can be addressed.
3 Content Section 1: Using Database Diagnostics to create the spreadsheet Section 2: Reformatting the spreadsheet Section 3: Understand the spreadsheet headings Section 4: Understanding the types of potential issues
4 Using Excel to view the Check 99 report Section 1: Using Database Diagnostics to create the spreadsheet Back to Content
5 Providing that you have sufficient access permissions, you will be able to run Tools System Diagnostics Database Diagnostics
6 Click Run to start the diagnostic checking
7 You can opt out at this point if you don t have enough time available
8 Check 99 will be at the bottom of the list of checks
9 In this case the description for Check 99 is in red text, to indicate that one or more possible issues have been found. It would be displayed in black text if no errors had been found.
10 CTF Import - Dealing with Contact Data Issues Clicking on the Check 99 row will bring up a list of the possible issues found in the Error Details panel.
11 CTF Import - Dealing with Contact Data Issues We are only interested in check 99 for our purposes and, as reporting of this check is in CSV format, it is best to click print to create a report that can be copied to a spreadsheet application such as MS Excel.
12 CTF Import - Dealing with Contact Data Issues Check 99 will be at the end of the list of issues detected.
13 CTF Import - Dealing with Contact Data Issues We can use Click and Shift-Click to highlight the check 99 rows and then use Ctrl-C to copy them to the clipboard
14 CTF Import - Dealing with Contact Data Issues We can use Click and Shift-Click to highlight the check 99 rows and then use Ctrl-C to copy them to the clipboard
15 CTF Import - Dealing with Contact Data Issues We can use Click and Shift-Click to highlight the check 99 rows and then use Ctrl-C to copy them to the clipboard
16 CTF Import - Dealing with Contact Data Issues Having opened MS Notepad, we can use Crtl-V to paste in the text from the clipboard
17 CTF Import - Dealing with Contact Data Issues Having opened MS Notepad, we can use Crtl-V to paste in the text from the clipboard
18 CTF Import - Dealing with Contact Data Issues Having opened MS Notepad when can use Crtl-V to paste in the text from the clipboard
19 CTF Import - Dealing with Contact Data Issues We can now save as a CSV file for opening in a spreadsheet
20 CTF Import - Dealing with Contact Data Issues We can now save as a CSV file for opening in a spreadsheet
21 CTF Import - Dealing with Contact Data Issues We can now save as a CSV file for opening in a spreadsheet
22 CTF Import - Dealing with Contact Data Issues We can now save as a CSV file for opening in a spreadsheet
23 CTF Import - Dealing with Contact Data Issues We can now save as a CSV file for opening in a spreadsheet
24 CTF Import - Dealing with Contact Data Issues We can now save as a CSV file for opening in a spreadsheet
25 CTF Import - Dealing with Contact Data Issues We can now open the CSV file in a spreadsheet programme such as MS Excel.
26 CTF Import - Dealing with Contact Data Issues We can now open the CSV file in a spreadsheet programme such as MS Excel.
27 CTF Import - Dealing with Contact Data Issues We can now open the CSV file in a spreadsheet programme such as MS Excel.
28 CTF Import - Dealing with Contact Data Issues We can now open the CSV file in a spreadsheet programme such as MS Excel.
29 CTF Import - Dealing with Contact Data Issues We no longer need the check number, as it is always 99. So we can delete that column
30 CTF Import - Dealing with Contact Data Issues We no longer need the check number, as it is always 99. So we can delete that column.
31 CTF Import - Dealing with Contact Data Issues We no longer need the check number, as it is always 99. So we can delete that column.
32 Using Excel to view the Check 99 report Section 2: Reformatting the spreadsheet Back to Content
33 Use Ctrl-A to select all cells Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
34 Right - Click Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
35 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
36 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
37 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
38 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
39 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
40 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
41 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
42 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
43 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
44 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues
45 Use the pointer to adjust the width of the columns Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues Adjust the width of each column so that only one or two lines are shown in each cell.
46 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues User the pointer to adjust the width of each column so that only one or two lines are shown in each cell.
47 Use Ctrl-A to select all cells Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues Adjust the height of the rows to reflect the maximum number of lines display per cell. I this case only one line is displayed for each cell. So the column with can be set to 15.
48 Right mouse click Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues Adjust the height of the rows to reflect the maximum number of lines display per cell. I this case only one line is displayed for each cell. So the column with can be set to 15.
49 Select Row Height Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues Adjust the height of the rows to reflect the maximum number of lines display per cell. I this case only one line is displayed for each cell. So the column with can be set to 15.
50 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues Adjust the height of the rows to reflect the maximum number of lines display per cell. I this case only one line is displayed for each cell. So the column with can be set to 15.
51 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues Adjust the height of the rows to reflect the maximum number of lines display per cell. I this case only one line is displayed for each cell. So the column with can be set to 15.
52 In this case there are so few rows that there is little point in further formatting,
53 In this case there are so few rows that there is little point in further formatting, but where there are many rows it is well worth adding some background colours and ensuring that the header row doesn t scroll off the screen.
54 Whatever the extent of the formatting it is sensible to save in Excel format at this point, as storing as CSV can lose even the most rudimentary of formatting.
55 Whatever the extent of the formatting it is sensible to save in Excel format at this point, as storing as CSV can lose even the most rudimentary of formatting.
56 Whatever the extent of the formatting it is sensible to save in Excel format at this point, as storing as CSV can lose even the most rudimentary of formatting.
57 Whatever the extent of the formatting it is sensible to save in Excel format at this point, as storing as CSV can lose even the most rudimentary of formatting.
58 Whatever the extent of the formatting it is sensible to save in Excel format at this point, as storing as CSV can lose even the most rudimentary of formatting.
59 Whatever the extent of the formatting it is sensible to save in Excel format at this point, as storing as CSV can lose even the most rudimentary of formatting.
60 Using Excel to view the Check 99 report Section 3: Understanding the spreadsheet headings Back to Content
61 Columns A to E are about the contact and the potential issues for the contact,
62 Columns A to E are about the contact and the potential issues for the contact, while columns E to J are about the pupils/applicants that are directly relevant to the potential issues for the contacts.
63 Columns A and B help with identifying the contacts with potentially problem data.
64 Columns A and B help with identifying the contacts with potentially problem data. Contact name may well not be enough to identify the contact, given that the presence of different contact with the same name is the main trigger for the data issues.
65 Columns A and B help with identifying the contacts with potentially problem data. Contact name may well not be enough to identify the contact, given that the presence of different contact with the same name is the main trigger for the data issues. Contact ID can be used to uniquely identify the contact when entered into Quick Search (see Appendix I).
66 Column C describes the type of potential issue for the contact, while columns D and E describe the current position for the contact s address and a relevant previous position for the contacts address.
67 Column C describes the type of potential issue for the contact, while columns D and E describe the current position for the contact s address and a relevant previous position for the contacts address. The previous position for the address is relevant as this is what the address may need to be reverted to.
68 Column G describes the status of the learner.
69 Column G describes the status of the learner. Applicants can have a status of Applied, Offered, Withdrawn or Accepted. Schools can remove applicant links to contacts via menu route Focus Person Contacts.
70 Column G describes the status of the learner. Applicants can have a status of Applied, Offered, Withdrawn or Accepted. Schools can remove applicant links to contacts via menu route Focus Person Contacts. Pupils can have a status of Current or Future. Schools can also remove pupils links to contacts via menu route Focus Person Contacts.
71 UPN is very helpful for distinguishing between pupils of the same name, but must be used carefully as this should not be used for reporting outside the school.
72 UPN is very helpful for distinguishing between pupils of the same name, but must be used carefully as this should not be used for reporting outside the school. Year Group and Reg Group (Class) are useful for such differentiation, where UPN cannot be used.
73 Using Excel to view the Check 99 report Section 4 : Understand the types of potential issues Back to Content
74 The Potential Issues are reported as one of the following
75 The Potential Issues are reported as one of the following Possible Contact Link Issues
76 The Potential Issues are reported as one of the following Possible Contact Link Issues No Current Address
77 Possible Contact Link Issues Scenario An applicant or student has been linked to the incorrect contact of another applicant, past or present, whose name, gender and relationship all matched. This could be a parent, carer, social worker or any other contact relationship type.
78 Possible Contact Link Issues Scenario An applicant or student has been linked to the incorrect contact of another applicant, past or present, whose name, gender and relationship all matched. This could be a parent, carer, social worker or any other contact relationship type. Additionally, it may have overwritten the address and updated the existing record with additional addresses and telephone numbers if present in the CTF.
79 Possible Contact Link Issues Example In these examples the address have been overwritten, which means that it is more likely that addresses and telephone numbers were also included in the CTF file and may have been appended to the wrong contact.
80 Possible Contact Link Issues Example In these examples the address have been overwritten, which means that it is more likely that addresses and telephone numbers were also included in the CTF file and may have been appended to the wrong contact. However, it is also possible (although unlikely) that contact addresses were included in the CTF file without addresses and telephone or visa versa.
81 No Current Address Scenario Contact addresses in SIMS have incorrectly been given an end-date after importing a CTF.
82 No Current Address Scenario Contact addresses in SIMS have incorrectly been given an end-date after importing a CTF. Causes Importing a CTF for applicants containing contacts multiple times on the same day. Importing a CTF for existing applicants in SIMS where the CTF file contains contacts without addresses.
83 No Current Address Example These examples illustrate that the report doesn t differentiate between the possible causes, as the correct address is needed regardless of the cause of the problem.
84 Back to Content
Version 3.1. CTF Import. Using Excel to view the Check 99 report. Jim Haywood Capita SIMS. Amended by HfL Data Management Services
Version 3.1 CTF Import Using Excel to view the Check 99 report Jim Haywood Capita SIMS Amended by HfL Data Management Services Important Note The following slides illustrate how Excel can be used to view
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