Version 3.1. CTF Import. Using Excel to view the Check 99 report. Jim Haywood Capita SIMS. Amended by HfL Data Management Services

Transcription

1 Version 3.1 CTF Import Using Excel to view the Check 99 report Jim Haywood Capita SIMS Amended by HfL Data Management Services

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 the SIMS Summer Release 2018, released to schools via SOLUS3. Application of this patch will provide improvements to the original check 99. We ask that all schools make use of this latest check 99 to ensure that all 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

5 Dealing with Contact Data Issues Providing that you have System Manager permissions in SIMS, you will be able to run Tools System Diagnostics Database Diagnostics

6 Dealing with Contact Data Issues Click Run to start the diagnostic checking

7 Dealing with Contact Data Issues You can opt out at this point if you don t have enough time available. This process can take an hour or more to run on larger Secondary schools, during which time you will not be able to use SIMS on your machine. It is advisable to run this routine during a quieter period in the school day.

8 Dealing with Contact Data Issues When the processing is complete, a list of all checks is provided and you can click on the check ID to see all the instances of data failing that check. Note: For this process you only need to look at the results for Check 99!

9 Dealing with Contact Data Issues Scroll to Check 99 (being the only Check relevant to this process): If its text is in red, this indicates potential data issues have been found and you should complete the steps in this PowerPoint. If the text is black no errors have been found and you can ignore the rest of this PowerPoint and return to the guidance document from HfL Data Management Services, continuing from Step 5 Housekeeping and Patch (Clean-up Script)

10 Dealing with Contact Data Issues Where lots of checks have been failed it is best to use the Print routine to examine the failures and that is certainly the case where a lot of instances of check 99 fails.

11 Dealing with Contact Data Issues For the purposes of this presentation, we are only interested in the check 99 issues and they will be at the end of the list of issues detected.

12 Dealing with Contact Data Issues We can use Click and Shift-Click method to highlight the check 99 rows, prefixed with [99] and then use Ctrl-C to copy them to the clipboard

13 Dealing with Contact Data Issues We can use Click and Shift-Click method to highlight the check 99 rows, prefixed with [99] and then use Ctrl-C to copy them to the clipboard

14 Dealing with Contact Data Issues Open MS Notepad and press Crtl-V to paste in the copied text from the clipboard

15 Dealing with Contact Data Issues We can now save as a CSV file ready for opening in a spreadsheet

16 Dealing with Contact Data Issues We can now save as a CSV file ready for opening in a spreadsheet Change to Save as type to be All Files (*.*) Name the file, e.g. Check99output.CSV, and click on Save. You must include the.csv at the end of the filename!

17 Using Excel to view the Check 99 report Section 2: Reformatting the spreadsheet Back to Content

18 Dealing with Contact Data Issues We can now open the CSV file in a spreadsheet programme such as MS Excel

19 Dealing with Contact Data Issues We no longer need the check number, as they should all be [99], so we can delete that column. Right click on the Column A heading to select the whole column and display the contextual menu, then click on Delete.

20 Use Ctrl-A to select all cells Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues

21 Right - Click Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues

22 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues

23 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues

24 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues

25 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues

26 Reformatting the spreadsheet will make it easier to interrogate the list of possible data issues With the data highlighted, press Ctrl+T to open the Create Table options and press OK

27 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 using Freeze Panes.

28 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.

29 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.

30 Make sure you change the format in the second box to be Excel Workbook (*.xlsx) 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.

31 Using Excel to view the Check 99 report Section 3: Understanding the spreadsheet headings Back to Content

32 Columns A to E are about the contact and the potential issues for the contact. Columns E to J are about the pupils/applicants that are directly relevant to the potential issues for the contacts.

33 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 contacts 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 the HfL DMS Guidance document, on page 4).

34 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 contact s address. The previous position for the address is relevant as this is what the address may need to be reverted to.

35 Column G describes the status of the learner. Applicants can have a status of Applied, Offered, Withdrawn or Accepted

36 Column G describes the status of the learner. Applicants can have a status of Applied, Offered, Withdrawn or Accepted. While Students can have a status of Current or Future. Schools can remove incorrect links to contacts via menu route Focus Person Contacts.

37 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.

38 Using Excel to view the Check 99 report Section 4: Understand the types of potential issues Back to Content

39 The Potential Issues are reported as one of the following: Possible Contact Link Issues, or

40 The Potential Issues are reported as one of the following: Possible Contact Link Issues, or No Current Address

41 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.

42 Possible Contact Link Issues Example In these examples the addresses 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.

43 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.

44 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. Regardless, the contact details should be checked for accuracy, including the addresses and telephone numbers.

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