Electronic Data Interchange (EDI)

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1 Electronic Data Interchange (EDI) Edexcel Information Manual Section

2 2 Electronic Data Interchange (EDI)

3 Electronic Data Interchange (EDI) 3 Electronic Data Interchange (EDI) Contents 1 Introduction 1.1 Edexcel EDI 1.2 The Edexcel EDI teams 1.3 Terminology used in this document 2 Electronic Data Interchange JCQ format Support Basedata Board codes 5 2. Series codes BTEC Formats version Software version Sending the data Submission of other data types File receipt and acknowledgements processing Release of results via EDI 7 3 Electronic data interchange EDIFACT Support Basedata Board codes 7 3. Series codes Formats version Software version File naming conventions Sending the data File receipt and acknowledgements processing BTEC EDIFACT results files 9 Frequently asked questions 9.1 Common problems 9 5 EDI application form 50

4 Electronic Data Interchange (EDI) Electronic Data Interchange (EDI) 1 Introduction 1.1 Edexcel EDI The following notes give some guidance on using EDI. Specific queries concerning the software or the centre management information system (centre MIS) that you are using to generate files should be directed to your centre MIS supplier or internal helpdesk. Edexcel is unable to offer support on non-edexcel products. Note: All Edexcel EDI centres should be aware of the EDI tracking facility at Edexcel Online. Please contact us on if you do not have Edexcel Online set up at your centre. If you have particular concerns regarding the confidentiality of any candidate undertaking Edexcel examinations at your centre, please contact us prior to the entry date. Be aware that the details of all candidates entered with Edexcel are maintained securely and confidentially according to the requirements of the Data Protection Act. 1.2 The Edexcel EDI teams The Edexcel BTEC RACS and Entries and Certification teams have dedicated EDI staff. All enquiries must be directed to: Edexcel cannot advise on the use of any centre MIS or EDI VAN application. All systems queries must go in the first instance to the relevant provider. Notices are placed on the EDI section of the website regarding results and basedata releases. 1.3 Terminology used in this document JCQ Joint Council for Qualifications ( JCQ format EDIFACT Trading partner EDI Message Centre MIS ISP VAN provider Centre identifier Used by Edexcel for GCE including GCE in Applied Subjects/GCSE/ Skills for Life/BTEC/DiDA/ELC/Functional Skills and ESOL The Edexcel EDI format, currently used for BTEC/NVQ, Skills for Life and ESOL An individual or organisation that wishes to transmit data electronically (an Edexcel centre) Electronic data interchange: the exchange of electronic data between trading partners A term to describe an electronic file containing a specific type of computerised data (eg entries, registrations, basedata, etc.) Centre management information system: a computerised information system that is capable of generating and uploading EDI messages Internet service provider: an organisation that provides connectivity to the internet (including accounts, search facilities, etc.) Value added network provider: a third party, responsible for the secure transmission of electronic data from one trading partner to another (AVCO ExamService, webxchange and RM SecureNet) A five- or six-digit centre number allocated to all approved examination centres

5 Electronic Data Interchange (EDI) 5 2 Electronic Data Interchange JCQ format 2.1 Support JCQ format-supported programmes with Edexcel are: GCE (including AEA) including GCE in Applied Subjects GCSE (including Applied GCSE (GCSE awards in vocational subjects) and IGCSE) Functional Skills Project and Extended Project Principal Learning ELC(A) Skills for Life BTEC (see part 2.5) DiDA ESOL Details of the JCQ EDI formats can be obtained by downloading Formats for the Exchange of Examination Related Data from The JCQ formats booklet is usually only required by centres which use their own in-house centre MIS to generate EDI files. Centres using software supplied by a specific centre MIS provider (such as Pearson Phoenix or SIMS) should contact the provider directly to ensure that the latest formats are supported. Edexcel issues basedata and results in the latest JCQ format only centres are advised to ensure that their MIS is compliant with the latest format. 2.2 Basedata JCQ basedata (except BTEC) files are available to download from Basedata disks have not been available since September Board codes The correct board codes are clearly marked on the Edexcel basedata webpages at 2. Series codes 2.5 BTEC Please see the Edexcel website for series codes: Using incorrect series codes, board codes, year indicators or sending units and cash-in codes separately can cause serious disruption to your entries. Centres are reminded that amendment files should confirm all entries: failure to confirm all the subjects the candidate is taking can lead to late fees being incurred and queries about results being raised. Edexcel cannot be held responsible for changes to entries caused by incorrect data submitted via EDI. This is important to note with GCE in Applied Subjects and DiDA where registrations are required. The JCQ format is only suitable for registration of candidates on programmes that follow the academic year (ie enrolment in September and completion in June). As the format does not allow for a planned completion date, we will enter a default completion date based on the normal duration of the programme. If the default date that we use is incorrect, you will have an opportunity to correct this when we send you the registration listing as confirmation that the registration has been processed. Amendment files following the initial registration of candidates, you can send an amendment file to amend a learner s personal details or to transfer the learner to another qualification or to add an additional registration. BTEC results provision in summer 2009

6 6 Electronic Data Interchange (EDI) Centres should send a registration entry file by the registration deadline of 1 November In order to obtain results via EDI for students completing courses in 2009 centres should make an entry for the summer session by 30 April Please see the BTEC section of this manual for further details. 2.6 Formats version Edexcel will continue to support the data formats defined in the JCQ booklet Formats for the Exchange of Examination Related Data. To view this document, please go to The supported revisions of this standard are: September 200 (version 10) September 2008 (version 11) Edexcel will only issue basedata and results in the latest format. 2.7 Software version In most cases, centres should be using the latest version of their centre MIS. Contact your supplier for details and advice. 2.8 Sending the data EDI files may be sent to Edexcel via the VAN providers or by . VAN provider name Contact telephone number Internet address webxchange AVCO ExamService RM SecureNet (Sales) s should be addressed to eg edidata.edexcel.com. This is an automated transfer system. Please do not include any text in the body of the mail (it will be ignored). Disks will only be accepted in emergency and by prior arrangement with the relevant entries section. Contact us via the usual customer contact route to arrange this (see the Contact Information section of this manual). Any unauthorised disks will be returned unprocessed. 2.9 Submission of other data types Coursework marks and estimated grades may be sent via EDI as an alternative to the use of paper optically mark-read (OMR) forms. For queries relating to the use of your centre MIS system to generate these files, please contact your provider directly. Please note that coursework marks can now be submitted via Edexcel Online. Visit www. edexcelonline.co.uk for details File receipt and acknowledgements processing On receipt of an EDI file, Edexcel will automatically generate an acknowledgement. An is also generated to confirm that the file has been processed. If you wish to receive these acknowledgements, it is essential that you provide Edexcel with a valid internet address. Contact us at to update your address. Alternatively, use the Edexcel Online EDI file tracking facility visit for details.

7 Electronic Data Interchange (EDI) Release of results via EDI Results data is normally available for downloading at 00:01 hours on the day before the paper release date for those centres which use the services of a VAN provider (AVCO, webxchange and RM). At present, we are unable to release results via before 09:00 hours on the day of paper release. Centres who wish results to be sent via on this day should contact us at Edexcel issues EDI results in the latest version of the JCQ formats. For further information, please visit the JCQ website ( All unit/module results are issued as Uniform Mark Scales (UMS). Grades will only be issued against linear results or cash-in codes (eg 8371/9371). Unit/module UMS may be converted to notional grades by using the information on the reverse of the Candidate Statement of Results. It is the responsibility of centre MIS providers to ensure that centres can process UMS issued by the awarding bodies. For further details of BTEC results issue, please see the BTEC section of this manual. 3 Electronic data interchange EDIFACT 3.1 Support EDIFACT format supported programmes with Edexcel are: BTEC NVQ Skills for Life ESOL Details of the EDIFACT formats can be obtained by downloading The Centre MIS Providers Manual from This EDIFACT formats publication is usually only required by centres which use their own in-house centre MIS to generate EDI files. Centres using software supplied by a specific centre MIS provider (such as Tribal Technology see part.1 of this section) should contact the provider directly to ensure that the latest formats are supported. 3.2 Basedata EDIFACT basedata for BTEC, NVQ or Skills for Life may be downloaded from Edexcel Online Board codes Board codes are not used in the EDIFACT format. Centre MIS suppliers will be able to issue instructions on how to proceed. 3. Series codes As with board codes, these are not used in the EDIFACT format.

8 8 Electronic Data Interchange (EDI) 3.5 Formats version Edexcel will continue to support all EDIFACT formats versions. However, the full range of functionality can only be obtained by users of the latest EDIFACT formats: Registration and first test entry Registration listing (from Edexcel to centre) Skills for Life test entry Skills for Life test outcomes (from Edexcel to centre) Skills for Life timetables (from Edexcel to centre) Awards confirmation (from Edexcel to centre) Portfolio grade reporting for internally assessed programmes (BTEC/NVQ, etc). 3.6 Software version All centres should be using the latest version of the centre MIS. Contact your supplier for details and advice. 3.7 File naming conventions The correct EDI filenames must be used: Name Size Description Centre identifier 5 or 6 Centre or sub-centre <digit digit digit digit digit> for a centre or <digit digit digit digit digit letter> for a sub-centre Data format 1 Must be E EDIFACT data format Data type 2 Can be any of the following: CD Edexcel programmes basedata RA candidate results RD registration and entry data RN registration numbers acknowledgement ND NVQ qualifications basedata MA Modern Apprenticeship basedata GT timetable basedata TO test ordering RI request basedata TR test results acknowledgement RE candidate results acknowledgement 3.8 Sending the data As with the JCQ format, the only acceptable transfer methods are VAN or . See part 2.8 for details or contact us at Disks will only be accepted in an emergency and by prior arrangement with the relevant section. Contact us via the usual customer contact route to arrange this (see the Contact Information section of this manual). Any unauthorised disks will be returned unprocessed. 3.9 File receipt and acknowledgements processing On receipt of an EDI file, Edexcel will automatically generate an acknowledgement. An is also generated to confirm that the file has been processed. If you wish to receive these acknowledgements, it is essential that you provide Edexcel with a valid internet address. To update your address, contact us via Alternatively, use the Edexcel Online EDI file tracking facility visit for details.

9 Electronic Data Interchange (EDI) BTEC EDIFACT results files Currently, we only issue results files to those centres which have reported results to us by EDI. We are developing a facility, through Edexcel Online, which will allow all centres to download results files. We will contact all EDIFACT centres when this facility is available. Please see the BTEC section of this manual for further details. Frequently asked questions.1 Common problems How do I start using EDI? Contact your centre MIS provider to verify which EDI facilities are available from your software. Choose a communication method and ensure you have the correct hardware and software in place. If a third party writes your centre MIS, and you are unsure which EDI facilities they offer, please contact them directly. Before calling your centre MIS provider, please ensure you have the name and version of your software available. The following list of centre MIS providers is provided for information purposes only. Centre MIS provider name Contact telephone number Internet address Tribal Technology Civica Services Distinction Systems Eclipse Learner Systems Capita Education Services or Pearson Phoenix Capita F&HE Hebron West Country Business Systems (WCBS) (sales) (helpdesk) How do I know that you have received my EDI file? When you send Edexcel an EDI file using an approved transmission method, you will automatically receive an acknowledgement indicating that Edexcel has received the file. A further acknowledgement will be generated when the file has been processed. Alternatively, use the Edexcel Online EDI file tracking facility visit co.uk for details. I sent my GCE/GCSE entries via Edexcel Online. Can I still receive my results by EDI? Yes, as long as you have a VAN provider. Please check with your centre MIS provider that your software is able to upload the results file.

10 50 Electronic Data Interchange (EDI) Can I send a disk of data? No. We are unable to support disk submissions. You will need to review the alternative transfer methods that are now available. Incorrect format Files submitted in an incorrect format will be deleted and the relevant entries section will contact you. Multiple entry/amendment files Only one entry file should be sent for each qualification (GCE, GCSE etc). All subsequent additional information or changes to data, including late entries, should be sent as amendments. Edexcel is able to process multiple entry files sent by centres, but this may result in the unnecessary reprinting of statements of entry for candidates whose details have not changed. Edexcel recommends that centres send fewer amendment files containing larger batches of amendments, rather than multiple files containing very small numbers of amendments. If centres do send a large number of amendment files, it is vital that they are sent in the correct sequence. Edexcel processes EDI files in amendment file order. If there are any problems, the relevant entries team will seek a solution and advise you as soon as possible. Duplicate files and files for past examination series Edexcel will automatically delete as duplicates any files received which have identical sequence numbers and preparation dates to files already received and processed. Files sent coded for examination series for which the entry/amendment period has elapsed will not normally be processed. Entry and amendment files will not generally be processed if they are received more than 10 working days after the last written exam of an examination series, unless specifically requested by a centre. This is to avoid the erroneous withdrawal of entries. Use of printouts If you are experiencing problems with EDI, please contact Edexcel for assistance. Please do not send disks or printouts without contacting the relevant entries team. The submission of printouts without prior agreement is not permitted and may result in late fees being incurred. Erroneous entries As EDI is a bulk-processing medium, it is highly advisable that you check all entry confirmation documentation. Queries are commonly received about the non-receipt of entry files, one candidate entry opposed to full centre entries, mass entry subtraction and duplicate entries on files with different option codes. 5 EDI application form Please submit the details requested below (cut and paste as necessary) by contacting us via Centre number Centre management information system (centre MIS) Centre MIS version (if known) Name* Job title address. The formats we use to submit EDI files are (JCQ/EDIFACT). We submit our EDI files via (AVCO ExamService/webXchange/RM SecureNet/Edexcel Online/ ). * By submitting this information, responsibility for all EDI output from the centre is accepted.

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