Syncing Bromcom with ParentPay using MISSync

Transcription

1 Syncing Bromcom with ParentPay using MISSync IMPORTANT Before adding any new pupils into Bromcom and syncing with ParentPay it is essential that Admission Number Settings are configured correctly. 1. Select Menu > Administration > Admissions Settings. 2. The Admission Number Settings panel must be configured so that the Next Admission Number follows on from the last admission number used in your previous MIS. In the example above the admission number has been entered into the Starting number of Admission box, as the last admission number used in SIMS was Click Save. 1

2 In order to sync pupil information from Bromcom with your school s ParentPay site one must extract the pupil data from Bromcom into a csv file, and then upload the csv file to ParentPay using MISSync. Extracting pupil data from Bromcom into a csv file Schools ICT have provided a report that extracts the pupil data ParentPay requires in csv format. If you have not already done so, you will need to import the report from the North Yorkshire Council Online Repository. 1. Choose Menu > Reporting 2. Highlight the folder you want to add the report to (e.g. Homepage Reports > Administration) and click Import 2

3 3. Check the via Online Report Repository radio button, select North Yorkshire Council from the drop-down list of repositories, and then click on the Search button to list all reports that are available for import. 4. Scroll down the list of reports and tick the Parent Pay Data Export report. Scroll back up to the top of the page and click on the Import button. 5. Once the report has imported click on the Cancel button to return to homepage of the Reporting module. 6. The Parent Pay Data Export report will now appear in the folder you chose earlier. To run the report select it and click on Run Report. 3

4 7. Click on Preview. 8. To download the report as a csv file move the mouse over the Export icon (indicated by the red box in the graphic below) and select CSV (comma delimited). 9. The file will download into the location your browser has been configured to save files into most likely your Downloads folder. 10. You can now use MISSync to upload and sync the pupil data with ParentPay. 4

5 Using MISSync to sync pupil data Before you can sync pupil data with Bromcom using MISSync a mapping template must be set up to map the fields from the csv file with the fields in ParentPay. This is a one time only process. Creating a mapping template 1. Launch MISSync 2. At the Login screen ensure that you are in Live mode, enter your ParentPay Username, Password, and Organisation ID, and make sure the MIS System dropdown is set to Other. Your Organisation ID is in the format school-1-815nnnn where nnnn represents your school s 4 digit DfE number. 3. Click Continue to login into MISSync. 5

6 4. Click on Tools > Create a mapping. 5. Click on the Browse button, navigate to the location of the pupil csv file, select it and then click on Open. 6. Ensure that the file type is set to CSV, give the mapping a name (e.g. Bromcom), and then click Ok. 6

7 7. The next screen shows the ParentPay fields in the left hand side column and the csv file fields in the right hand side column. 8. It is now a case of matching the fields together by selecting a ParentPay field in the left column, selecting the one that it matches from the right hand column and then clicking on Map. 9. The following table indicates how the fields should be mapped note the additional settings for DateOfBirth, Gender and Free_Meal. 7

8 ParentPay fields File fields Required Additional settings Surname Surname ChosenName Forename AdmissionNumber AdmissionNumber Yes UPN UPN Yes DateOfBirth DateOfBirth Yes Gender Gender Yes group_code NCYearActual Yes RegGroup RegGroup Salutation ParentalSalutation HouseNumber BuildingNameNumber Street Street District District Town Town County County Postcode PostCode free_meal Free_Meal Yes free_meal_start Free_Meal_Start Yes free_meal_end Free_Meal_End 10. Once all of the fields from the right hand column have been matched as detailed in the previous table press Save. The mapping has now been saved within MISSync and should be used each time you wish to sync Bromcom pupil data with ParentPay. 8

9 Upload your CSV file to ParentPay 1. Within MISSync, select Pupils > Manual update 2. Select your Bromcom csv file by clicking on the yellow folder icon. 3. Select the mapping that you have just created from the dropdown menu and click on Import. 9

10 4. The data from the csv file will now be pulled through into MISSync. If there are any errors in your data an exclamation mark (!) will appear in the very first column. 5. Click Upload to export the pupil data to your ParentPay site. 6. You will (hopefully) receive a message via the Messages tab informing you that your upload has been successful. 7. If the import fails you will receive notification that there is an error. 10

11 8. The error will be displayed in the Messages screen. Please review the message you are provided with instructing you of the reason the upload has failed, amend the data in your pupil file, save your file and re-attempt the upload. 9. Once you have carried out a successful upload you can close MISSync. The next time that you need to refresh your pupil data in ParentPay you simply need to complete the following two steps: 1. Within Bromcom run the Parent Pay Data Export report and download as csv file. 2. Perform a Manual update via the Pupils menu within MISSync, selecting the csv file and relevant mapping. 11