New Academic Year Procedures for Fronter

Transcription

1 New Academic Year Procedures for Fronter September 2016

2 Babcock 4S September 2016 All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted, in any form, or by any means, electronic, mechanical, photocopying, recording, or otherwise without the prior permission of Babcock 4S.

3 Introduction The IMS Export utility enables SIMS MIS data to be linked dynamically to Fronter. At the beginning of each Academic Year a full export file is required to update the information of Registration Groups and members. This process should only be completed once the promotion in SIMS has been completed and the new Academic Year has started. E.g. 5/9/16. You will also need to have completed the following in Fronter. Tidy Rooms Archive all rooms in 05 Imported Rooms, Registration Groups. Check List Action Where Done Prior to the start of the New Academic Year 1. Tidy Rooms Fronter 2. Archive all rooms in 05 Imported Rooms, Registration Groups Fronter 3. Check the New Academic Year has been created SIMS Once the New Academic Year has started. E.g. 5/09/ Do a full export of Data from SIMS Admin Server 5. Re-activate link with MIS Fronter 6. Unarchive Rooms & work with new rooms Fronter The following procedures need to be completed on the Admin Server logged in as an Administrator - 1 -

4 Open the VLEIMS Scheduled Task \ Task Scheduler Copy the Path & Parameters from the scheduled task \ Task Scheduler Instructions for 2008 Server 1. Select Start Administrative Tools Task Scheduler. 2. Double-click on Task. Scheduler. 3. Select the route Task Scheduler Library and the highlight the VLEExport Task 4. Double-click to open the VLEExport Task 5. Select the Actions Tab. 6. Highlight the task and select the Edit button. 7. Highlight the whole of the Program \ Script field including the.. E.g "D:\Microsoft SQL Server 2012\MSSQL10.SIMS2012\MSSQL\Binn\VLEExport.exe" 8. Right click over the highlighted text and choose copy. 9. Leave the Task Scheduler window open. 10.On the Desktop right-click and select New Text Document. 11.Right-click in the new text document and select paste. 12.Go back to the open Task Scheduler Actions window (point no 4) - 2 -

5 13.Highlight the Add arguments (optional) field. E.g. /S ADM-SRV\SIMS2012 /D SIMS /U VLEIMS /P Fr0nter 14.Right-click over the highlighted text and choose copy. 15.Go back to the open text document. 16.Click at the end of the previously pasted text. 17.Leave a space then Right-click and paste. 18.Ensure the cursor is at the end of the above pasted text and add the following parameters. 19.Press the spacebar on the keyboard once to create a space. 20.Enter the following parameters: /F /V NB: Please note the spaces between the switches. Below is an example of the complete copied Program Script and Arguments (run command): "D:\Microsoft SQL Server 2012\ MSSQL10.SIMS2012\MSSQL\Binn\VLEExport.exe" /S ADM-SRV \SIMS2012 /D SIMS /U VLEIMS /P Fr0nter /F /V 21.Select File Save As and save the text file as Fronter SOY Cmd line. 22.Copy the completed command line from the text file. Create a Full Export This will create an export file to Fronter for the updated information of users accounts. 1. Select Start Run. 2. Type in CMD and click OK. 3. A Command Prompt DOS box will appear. 4. Type in d: and press enter on the keyboard to change to the D:\ drive 5. Right-click in the command next to D:\ prompt and select Paste

6 "D:\Microsoft SQL Server 2012\ MSSQL10.SIMS2012\MSSQL\Binn\VLEExport.exe" /S ADM-SRV \SIMS2012 /D SIMS /U VLEIMS /P fronter /F /V 6. Press Enter on the keyboard. The export file will now be created and exported to Fronter. It will appear as though nothing is happening. Please be patient this could take up to 5 minutes depending on the size of the export. When complete it will return to the command prompt line. 7. Close the Command Prompt by typing in Exit and pressing the Enter key. Check the Export file To check that the export file has been created and exported successfully you can login to SIMS and review the export log. 1. Log in to SIMS 2. Select Routines Data Out VLE Export Maintain History Logs 3. Click Search A list of several export files should appear as SIMS exports data in batches of 100. If there are any red crosses then double click on them and note the exception message. For further assistance with errors please contact the Babcock 4S Service Desk. Reactivate the import file in Fronter IMPORTANT: Fronter automatically deactives the importing of data on around the 15th July. You will now need to reactivate the import process. 1. Login to Fronter as an Administrator. 2. Click on User name and select Admin User Name 3. Highlight Your School Name in the left hand window. Waters Edge Primary 4. Click on Tools tab in the right-hand window

7 5. Select "Fronter integration Setup" 6. Tick the box next to the inactive school MIS integration Waters Edge Primary 7. Click on "Activate" 8. Logout of Fronter. The export file created earlier will now be automatically imported into Fronter TOMORROW morning. Check the details in Fronter The information will be imported into your Fronter school profile the following morning. Please check that the import has been successful by logging into Fronter with an Admin user account. 1. Click on the Admin button at the top right hand corner of the screen. 2. Highlight your school name in the structure view on the left hand side. Your School Waters Edge 3. Click on the + button next to Your School name to expand the structure. 4. Click on the + button next to 06 Imported Groups. 5. Click on the + button next to Year Groups. 6. Highlight a Year Group. Choose Year R to check if the new pupils have been imported

8 7. Select the Tools tab on the right hand side. 8. Select List of usernames and passwords. All the new pupils in Reception should be showing with Usernames and passwords. Repeat steps 6 to 8 above for Year 6 to check that the previous Year 6 s have been removed. If the new reception pupils are not showing and the old Year 6 s have not been removed contact the Babcock 4S Service Desk for assistance. Please refer to Fronter International SOY Manual for further information. Important Telephone No s. Babcock 4S Service Desk Opt 1,Opt 1 Fronter Helpdesk How to log support issues with Fronter As a Fronter administrator, you can contact Fronter support through the Support tab in the Admin module of your installation. Through the Support tab, you will have access directly to our Support system, and you can log new issues, service requests or change requests, as well as see the detailed status of all your pending issues. You can also close issues where you have found the answer yourself. Depending on your contract with Fronter, you may also be entitled to telephone support. All urgent issues should be reported through the support telephone, all non-urgent issues through the Support tab in the Admin module of your installation. Please take a look at our Known issues and Changes section before logging an issue, in case it is already known and in progress. In addition, the FAQ section - 6 -

9 contains useful information that may help you in resolving your issue. The easiest way to search for help on this site is through the search field located on top right corner! Please note that the more details and information you provide us with when logging a call, the quicker it is for us to troubleshoot the issue. How to access the Support Portal 1. Log in as an administrator and click the Admin button 2. Click on the name of your school on the left hand side. 3. Click on the support tab on the right hand side. 4. The support portal is now opened in a new window/tab