SIS Import Guide. v2015.1

Transcription

1 SIS Import Guide v2015.1

2 The information in this document is subject to change without notice and does not represent a commitment on the part of Horizon. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. The purchaser may make one copy of the software for backup purposes. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, without the express written consent and permission of Horizon Software International, LLC, Duluth, GA Contact Technical Support: (800) Contact Instructional Design: documentation@horizonsoftware.com 2015 Horizon Software International All Rights Reserved. Horizon Software International, LLC 2915 Premiere Parkway Suite 300 Duluth, GA

3 Table Of Contents SIS Import Guide v Page SIS Setup Checklist...5 Create the SIS Import Folder...6 Create a SIS Import Template...6 Import the SIS File...8 Export to SIS (Optional)...8 3

4 4 Horizon Software International

5 SETTING UP THE SIS FILE SIS Setup Checklist Perform each task in order. Create the SIS Import Folder Create a SIS Import Template Import the SIS File Export to SIS (Optional) Overview The Student Information System (SIS) is the database of student information maintained by the school district. Rather than duplicate the same data entry in the OneSource/KidServe software, food service staff can import the student information already being collected elsewhere in the district. By automating the import process, the software can be updated nightly with the latest information. After the initial setup, the SIS imports are largely left to run on their own through the automated process. Food service staff should monitor the import results periodically throughout the school year and work with other departments in the district to correct any inaccurate student information at its source. As part of the annual summer checklist, your SIS imports should be disabled prior to performing rollover and then re-enabled in preparation for the start of the new school year. It is strongly recommended that the district be proactive in identifying any potential changes to the SIS file, especially in advance of the new school year. When the SIS file is changing - either its contents, file name or location - the corresponding import template in the software must be updated to reflect those same changes. Matching Criteria The Student ID assigned in your SIS is typically used as the unique, static criteria for matching SIS records to the existing student data in the software. If necessary, the software can also accommodate Statewide IDs in addition to your district-assigned Student IDs. Matching on the student's name alone is not feasible, as there may be several students with the same first and last names--even those with the same middle initial. If the imported data cannot be matched to an existing student record in the software, a new student record is created. This is the proper behavior; however, incorrect matches and/or missed matches can occur. Both occurrences need to be identified and resolved in order to maintain clean student data in the software. Duplicate Records Duplicate records result when a student is imported under two or more Student IDs. As an example, John Q. Smith exists in SIS as ID # The same student is also mistakenly entered again in SIS under a different ID of # Because Student ID is included in the matching criteria, John Q. Smith will be imported into the software under both Student IDs, resulting in duplicate records. This could impact the enrollment counts reported in the software. If one record is approved for Free and Reduced benefits but the duplicate record is used during meal service, that student will not have the correct meal pricing applied to their purchase. Furthermore, the POS reports will record that sale and resulting meal count under the incorrect eligibility, negatively affecting your reimbursement claim. Translations Certain fields may be translated during import to accommodate variations in your SIS data. As an example, a grade of 00 in your SIS can be translated to mean Pre-Kindergarten. Under the Text File Settings tab, each import template tells the software where to locate the import file and the file format used. The import file must be located in the same place on your organization's network. The file must also be named consistently. If the software cannot locate the designated file in the designated location, the import cannot occur. Page 5

6 SIS Setup Checklist Monitoring Import Results It is important to monitor the results of all imports. After each manual import attempt, the software prompts you to view the Customer Import Results report. The date, time, filename, username and other pertinent information is reported along with any errors encountered during that import. This information is particularly useful when troubleshooting issues. Spot checking the import results from the Customers screen (400005) is recommended to further ensure the accuracy of your SIS data: Can you work with the imported data? Does the imported data match the field name? Are there garbage characters? Are there blank fields that should be populated? A quick way to identify possible duplicates is to sort the list of POS customers by name. Key Points Inaccurate student data can cause inaccurate reporting and delays throughout the front of the house operations. SIS data should be imported on a regular basis to keep the software updated with current student data. Certain student information may be maintained directly in the software if it is not included in a regular import. Selecting an import template applies all settings that are configured for that template for consistent, repeatable results. Certain fields may be translated during import to accommodate variations in your SIS data. Student ID is typically used as the unique, static criteria for matching SIS records to existing student data in the software. Separate fields are used for Student ID and PIN Assignment, even when the Student ID is used as the PIN. Duplicate records result when a student is imported under two or more Student IDs. It is important to monitor the results of all imports into the software. Task 1: Create the SIS Import Folder For future reference, save all the SIS import files and related reports in one location. 1. Create a SIS Import folder in the Horizon folder. 2. Save the original SIS import file to the SIS Import folder and give it a descriptive name such as SIS.TXT. Task 2: Create a SIS Import Template What you will need A file layout, or description of the columns If you must open the file to obtain the file layout, DO NOT open a.csv file in Microsoft Excel. Any leading zero will be truncated from the data, creating duplicate records. If you must open the file in Excel, first open Excel and then import the file s content as text data. You will need to know your matching criteria. To create the template 1. Go to Front of the House > Point of Service> Imports/Exports > Customer Import Template (400010). Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. 3. Enter a descriptive name in the Import Description field. 4. Select the Import Type that matches the import file. If you select the Fixed Width type, you need to specify the Field Length for all line items on the Setup Import Fields tab. Only use the Inactivate Students option if the SIS file is actives only. 5. Click Add Item to add the line items that match your criteria. The Add Fields screen is displayed. 6. On the Add Fields screen: Page 6

7 Select the matching criteria. Use skips to ignore the fields that you do not want to import.your template MUST have the same number of columns that are in your file. The columns must appear in the same order. Any time that the order or total number of fields changes, you must update the template. Click OK. 7. Use the Up and Down arrows to re-arrange the line items to match the EXACT order of the import file. 8. Based on your matching criteria, select the checkbox for the line items that are Used for Matching and Secondary Matching. The criteria is treated as equal and distinct matches. Translations Tab: If you need to translate the fields, complete the following steps: 1. On the Setup Import Fields tab, select the Translate Field option for the field that you need to translate. Only fields that have this option selected are available for translation. 2. Click the Translations tab. 3. Select Translation Fields section. 4. Click Add/Update Translations. Text File Settings Tab: 1. Click the Browse button [...] to locate the import file. 2. Select Rename Import File After Import. Each time the file is imported, the existing filename will be appended with the date that the time the scheduled task was last run. This is a safeguard to ensure that an older file is not being imported. 3. Specify the line number you want to begin the import on. If you do no specify the line number, the import will start on line 1. For example, if you have a header field, the import should begin on Line 2. Schedule Import Tab: On the Schedule Import tab, import templates are configured to automate the SIS imports on a set schedule-- usually every evening after all operations have ended for the day. Although we create the scheduled task in OneSource, the task is enabled/disabled through Microsoft Windows. During the End of Year process, you disabled this task. Make sure that you complete the steps to enable this task during the School Startup process. 1. On the Schedule Import tab, choose the frequency during which the import process should run. 2. Click Add. The Windows scheduled task screen displays. a. Specify the Run as user and click Set password... to enter the password of the Run as user. Do not modify the Run or the Start in fields on the screen. Also, if the password of the Run as user is changed, you will have to click Set password to enter the new password. Otherwise, the scheduled import will not run. b. On the Schedule tab, set up the reoccurring schedule you want the import to run automatically. c. On the Settings tab, set up any other applicable settings. d. Click OK. 3. Select the Run as User from the dropdown list. All the changes made to the database during execution of the scheduled task is stamped with this user. Windows user/password authentication is required to create a task. Page 7

8 SIS Setup Checklist Task 3: Import the SIS File Now that you have completed all the preparation, you can import the SIS file manually. 1. Go to Front of the House > Point of Service > Imports/Exports > Import Customers. The Import Customers screen displays. Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Select the SIS import template you just created/edited. 3. Click Import. The import starts. When it completes, the following message displays. 4. Click Yes. The Customer Import Results report displays. 5. Are there any data errors on the report, such as foreign key constraints, translation errors, etc? If yes, contact Horizon Customer Service. If no, close the report and continue. If you are not sure about the errors, contact Horizon Customer Service. Task 4: Export to SIS (Optional) 1. Just as food service can import data from the district, it is also possible to export data from OneSource back to SIS to share information collected by food service. A typical example might be sharing the current free and reduced counts with SIS for statistical reporting. An export template can be configured in OneSource to export the student eligibility along with a student ID for matching purposes. Just like the import template, the export template allows for translations between different systems and can automate the process via a scheduled task. The resulting file can be placed in the same location where it can then be imported by your IT or SIS staff.go to Front of the House > Point of Service > Imports/Exports > Customer Export Template (400917). The query screen displays. Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. The details screen displays. 3. Enter the Patron Export Description. Add Export Fields to the Template 1. On the Setup Export Fields tab, click Add item. There are 4 tabs available to find the information you need to export. Students will pull from the customer/pos fields. FAR Application will have the Free & Reduced application fields. FAR Students will have the Free & Reduced Student field information and FAR Members will have the Free and Reduced Member field information. 2. Select all the appropriate Export Fields. 3. Click OK. 4. Use the up and down arrows to modify the order of the export fields as needed. 5. Mark the items that need to be translated. 6. Set up any other necessary information on the Setup Export Fields tab. Set up Export Translations 1. On the Translations tab, select an Export Field you want to set up the translation for. The Exported Value column automatically displays the information that you can translate from the system. The Exported Fields displaying on the Translations tab comes from the Export Fields that are marked for Translation on the Setup Export Fields tab. Page 8

9 2. Click Add/Update Translations. The Exported Value column automatically display the information that you can translate from the system. This is what you want to see when it exports. For example if a student's eligibility is "Free-Income" but you want that to export that as the numerical value of 4, in the translated value column you would type in the number Enter the Translated Value for each Exported Value item. 4. Repeat steps 1 through 3 to complete all the translation setup. Set up the Automatic Export Schedule 1. On the Schedule Export tab, choose the applicable frequency during which the export process should run. 2. Click Add. The Windows scheduled task screen displays. 3. Specify the Run as user and click Set password... to enter the password of the specified Run as user. Do not modify the Run or the Start in fields on the screen. Otherwise, the scheduled export will not run correctly. If the password of the Run as user is changed, you will have to click Set password to enter the new password. Otherwise, the scheduled export will not run. 4. On the Schedule tab, set up the reoccurring schedule you want the export to run automatically. 5. On the Settings tab, set up any other applicable settings. 6. Click OK. 7. Select the Run as User. All the changes made to the database during execution of the scheduled task is stamped with this user. Configure Export Settings 1. On the Export Settings, click the Browse button [...] to the location where you want to export the information to. 2. Enter the export File Name. 3. Select the patrons that you want to export. For example, to choose only students that are active and have not been deleted, select the following options: 4. If necessary, enter the format in which dates should be exported. 5. Choose the format in which blank dates should be exported. 6. Select the Export Type. The default setting is ASCII Comma Delimited. 7. For Site Selection, indicate that you want to export All Sites, Individual Sites, or a Site Group. 8. Mark Create Individual Export File for Each Site if applicable. 9. Click Save. Page 9

10 SIS Setup Checklist Notes Page 10

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