Ballarat, Melbourne, Sale, Sandhurst

Transcription

1 SAS2000 CECV Staff XML Import User Guide This document is specific to schools in the following catholic dioceses: Ballarat, Melbourne, Sale, Sandhurst

2 Human Edge Software Corporation Pty Ltd 417 City Road South Melbourne Vic 3205 Support Centre: Human Edge Software Corporation Pty Ltd, Melbourne 2006 Created October 2006

3 Table of Contents CECV Staff XML Import 2 Overview...2 Important Information about this Service...3 Import Form Explained...4 Check Staff C Numbers...8 Importing the Staff Information...9 Security Setting on Notes CECV Staff XML Import Page 1

4 CECV Staff XML Import Overview Introduction Following a request from the Catholic Education Commission Victoria (CECV), Human Edge has made available a facility to import staff data from the central CECV online staffing system. This facility allows for the importing or updating of a range of staff data, including: Personal Data Contact Data Staff Qualifications Next of Kin Emergency contact Leave Information Teaching Information Contents This section contains the following topics: Topic See Page Important Information about this Service 3 Import Form Explained 4 Check Staff C Numbers 8 Importing the Staff Information 9 Security Setting on Notes 11 CECV Staff XML Import Page 2

5 Important Information about this Service Important You should be aware of the following points before proceeding. This service can physically change your data you may need to be careful how often or when you use this service. For example, the data in the XML file may be older than your own records. This service is one way only the CECV XML file can update your records, but it will not attempt to synchronise data or update the central CECV online records in any way. Some data is stored in Notes under the Staff tab. The Note Group is called ImportXMLData. Depending upon your settings you may not be able to see these notes. Please refer to Setting Security on Notes to set the security on this note group. This import facility is only available in SAS2000; it is not available in our payroll package Pay2K. CECV Staff XML Import Page 3

6 Import Form Explained Introduction The XML STAFF DATA IMPORT form is located on the MAINTENANCE menu in the IMPORT sub menu. The form has four sections. Import file selection Staff Data Staff Notes Options We will look at each of these sections in turn. Import File selection The Import from file is used to browse and select the Staff XML file that you have downloaded from the central CECV staffing system, containing your staff information. The file name will be your school s E number.xml e.g. E1020.xml. Continued on next page CECV Staff XML Import Page 4

7 Import Form Explained, Continued Staff Data The import function handles data in two different ways. The first type of data that can be imported is Staff Data. This is data which is updated directly in the fields of the SAS2000 database. The following data can be updated: PERSONAL DATA Title, Middle Name, Preferred Name, Date of Birth, Religion. Note: Staff name changes for first or last name will not be updated. CONTACT DATA Address, and phone numbers. QUALIFICATIONS Qualification type, institution and year obtained. All of the items in this section can be processed as follows: UPDATE The data will be updated in the SAS2000 database. Existing data will be overwritten. ADD NOTE IGNORE The data will be added into SAS2000 via a note attached to the staff members file. Existing data will not be touched. The data will not be imported into SAS2000. Continued on next page CECV Staff XML Import Page 5

8 Import Form Explained, Continued Staff Note The second type of data which can be imported is Staff Notes. These do not update SAS2000 fields but are stored as notes attached to the staff record. The following data can be updated: NEXT OF KIN Next of kin name, relationship, address and other contact details. EMERGENCY CONTACT LEAVE INFORMATION TEACHING Emergency contact name, relationship, address and other contact details. Details of leave taken and current leave balances. Teacher registration and accreditation details, specialties. All of the items in this section can be processed as follows: UPDATE The data will be added as a new note the first time, or will REPLACE a previous existing note. This would be recommended for most items. ADD NOTE IGNORE The data will be added as a new note each time the import is run. You might use this option to preserve a record of changes over time. This option will not add a new note if the information has not changed since the last import. The data will not be imported into SAS2000. Continued on next page CECV Staff XML Import Page 6

9 Import Form Explained, Continued Options This setting controls how the data will be imported: IMPORT ALL This option will import or update the information for every staff member in the CECV file. A new record will be added if a matching CEO number is not found. The existing record will be updated if a matching CEO number is found. IMPORT ONLY STAFF WITH MATCHING CEO NUMBER This option does not import new records; it only updates existing records with a matching CEO Number. CECV Staff XML Import Page 7

10 Check Staff C Numbers Introduction The staff C number is used to match the staff records in SAS2000 to the staff records in the Staff XML file you obtain from the central CECV staffing system. You need to ensure that the existing staff records in SAS2000 have the C number specified, including the C, in the CEO NUMBER field on the STAFF record. Step By Step Follow the steps in the table below check the C number has been entered onto the staff records. Step Action 1. Select PEOPLE STAFF. Result: The STAFF form will open. 2. FIND the staff member s record. Result: The record for the staff member will be displayed. 3. Check that their C number, including the C, is entered into the CEO NUMBER field. 4. If the C number is: Specified proceed to step 8. Not specified proceed to step Select EDIT. 6. Enter the staff member s C number in the CEO NUMBER field. 7. Select SAVE. 8. Repeat steps 2 to 7 for each staff record that is to be checked. CECV Staff XML Import Page 8

11 Importing the Staff Information Introduction The staff information can be downloaded from the central CECV staffing system and imported into SAS2000 to update the staff records in SAS2000. Step by Step Follow the steps in the table below to import the staff information. Step Action 1. Ensure any staff records in SAS2000 have their C number recorded in the CEO Number field. The number must include the leading C. The C number is used to match the staff records in SAS2000 to the Staff records in the CECV Staff XML file. Refer to Check Staff C Numbers for instructions on how to check this information. 2. Download your Staff XML file from the central CECV staffing system. Refer to the instructions from the CECV on how to do this. Note: The file you download may be in a zipped format. In this case you will need to unzip the file before you import into SAS2000. The file name will be called your school s E number.xml. E.g. E1020.xml. Make a note of where you save the file as you will need this information at step Select MAINTENANCE IMPORT XML STAFF DATA. Result: The XML STAFF DATA IMPORT form will open. Continued on next page CECV Staff XML Import Page 9

12 Importing the Staff Information, Continued Step by Step (continued) Step 4. Action Select the browse button,. Result: The SELECT STAFF FILE TO IMPORT window will open. 5. Select the Staff XML file you downloaded at step Select OPEN. Result: The file will be specified in the IMPORT FROM FILE field. 7. Select if you want to UPDATE, ADD NOTE or IGNORE the data for the STAFF DATA and STAFF NOTES options. 8. Options select: IMPORT ALL IMPORT ONLY STAFF WITH MATCHING CEO NUMBER This option will import or update every staff member in the CECV file. This option does not import new records. It will update existing records with a matching CEO Number. CECV Staff XML Import Page 10

13 Security Setting on Notes Introduction Some of the staff data is imported as a note group. A note group called IMPORT XML DATA records the imported staff notes. You will only see these notes if you have been given security access to this note group. Note: This note group will only become available after the Staff XML file has been imported for the first time. Step by Step Follow the steps in the table below to assign security to the note group. Step Action 1. Select MAINTENANCE SETUP. Result: The SETUP form will open on the GENERAL tab. Continued on next page CECV Staff XML Import Page 11

14 Security Setting on Notes, Continued Step by Step (continued) Step Action 2. Select the NOTE GROUPS button. Result: The NOTE GROUPS form will open. 3. Click on the SECURITY button, bottom right corner. Result: The NOTE GROUP SECURITY form will open. 4. Select the ACCESS LEVEL that is to have security set, on the left side of the form. 5. Select the NOTE GROUP to have the access level set, in the middle section of the form. Continued on next page CECV Staff XML Import Page 12

15 Security Setting on Notes, Continued Step by Step (continued) Step Action 6. Allocate the access to be given on the bottom of the form. The four access types available on a note group are: ADD A new note can to be added. EDIT The content of existing notes can be edited. VIEW DELETE Note: You must tick to give View access before you will be allowed to tick to give Edit access. The existing notes can be viewed. The existing notes can be deleted. Select the access type(s) that is appropriate for the access level being set. 7. Click on SAVE, when you have finished allocating the security access. 8. Repeat steps 4 to 7 for each ACCESS LEVEL and NOTE GROUP that is having note security set. 9. Click on the EXIT button to close the NOTE GROUPS SECURITY window. Click on the EXIT button to close the NOTE GROUPS window. CECV Staff XML Import Page 13