Smart Assessor Automated Data Integration

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Jasmin Rich
8 years ago
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What it does: Smart Assessor Automated Data Integration This is a tool Smart Assessor has developed to allow our clients to send to us Excel data via FTP, which we will then take and import into our

1 What it does: Smart Assessor Automated Data Integration This is a tool Smart Assessor has developed to allow our clients to send to us Excel data via FTP, which we will then take and import into our system. How it works: The Customer exports 3 lots of data from there MIS to Excel, one containing learner information, one containing employer information and then one containing assessor information they will then set up a scheduler that automatically transfers this data to our server as often as they choose, e.g. Hourly, Daily or Weekly. Smart Assessor then receives this data and first of all imports the employer data, checking for any new employers and creating these and updating any existing employer data as well. We will then Import the assessor data, checking for any new assessors and creating these or updating any existing data. We will then import the learner data, checking again for any new learners and creating them and updating any existing ones, we will also attach qualifications to the learners based on the LAD code. If we find any data where we do not have internal ID s stored for but there are similarities e.g. company EDRS number and Postcode match we will send these to a storage area in Smart Assessor where a person will have to match the data up via an interface in Smart Assessor. Page 1

How it works: The Customer exports 3 lots of data from there MIS to Excel, one containing learner information, one containing employer information and then one containing assessor information they

2 Fields included in the Import: Learner elements: Mandatory elements highlighted MISLearnerID UserID Forename Surname ULN StudentID DOB Sex NINumber Domicile TelNum Mobile LDisability LDifficulty HomeAddressLine1 HomeAddressLocality HomeAddressTown HomeAddressCounty HomeAddressPostCode MISEmployerID InitialAssessmentNumeracy InitialAssessmentLiteracy InitialAssessmentICT Partner Courses String 128 char String 10 char String 20 char Date (DD/MM/YYYY) String 6 char String 9 Char String 2 Char String 128 Char string - 10 Char string - 10 Char string - 10 Char string - 95 Char Element grouping Courses together Please te: While and Mobile is imported upon the first import of a learner, they are never updated by the data import. Courses Course Grouping Courses together Element Grouping course info together Course LadCode CourseName CourseStartDate Groups Course info together string - 9 Char string Char Date Page 2

Courses String 128 char String 10 char String 20 char Date (DD/MM/YYYY) String 6 char String 9 Char String 2 Char String 128 Char string - 10 Char string - 10 Char string - 10 Char string - 95 Char

3 CourseEndDate InternalCourseID MISAssessorID MISAssessorID2 Status PathwayCode Date String - 20 Char String 32 Char Pass the following Abbreviations: AI Awaiting Inductions IT In Training CM Completed TS Training Suspended EL Early Leaver TR Transferred CR Certified string Char Please note: MISAssessorID although this isn t a mandatory field, if you do not pass this the Assessors will not be attached. Employer elements: Mandatory Elements Highlighted CompanyName BusinessDepartment BusinessLocation BranchCode EDRS MISEmployerID AddressLine1 AddressLine2 AddressTown AddressCounty AddressPostCode Telephone KeyContactName KeyContact String 500 Char String 400 Char String 400 Char String 400 Char String 20 Char String 20 Char String 300 Char Page 3

4 Assessor Elements: Mandatory Elements Highlighted AssessorForename AssessorSurname AssessorUsername AssessorPassword Region MISAssessorID Address PhoneNum MobNum String 400 Char String 256 Char The Names of the Excel files must be as follows: Learner Excel: Learner.xls OR Learner.xlsx Employer Excel: Employer.xls OR Employer.xlsx Assessor Excel: Assessor.xls OR Assessor.xlsx FTP Details: Each client will get their own FTP Login Details and their data will be stored in its own folder away from all other clients data and they will not have access to any other folders on the system. FTP Address of the LIVE server is: Smartassessor.co.uk (this is where you will send the data once you have been set live). FTP Address of the TEST server is: Signoff.e-portfolioqcf.com (this is where you will send the data during the testing and implementation stage). Page 4

xlsx FTP Details: Each client will get their own FTP Login Details and their data will be stored in its own folder away from all other clients data and they will not have access to any other folders

5 Your username and password will be sent over separately, please keep these secure and safe. Further details on the import process: Create/Update employer: We will receive a full list of employers and will look to see if we have already got the employers created in the system based on the MISEmployerID, see flow diagram below: Employer XML table received Update Record in SA Does MISEmployerID Exist in SA? Store in Employer match up table for later use Does EDRS number or Postcode Exist in SA? Create new employer Page 5

have already got the employers created in the system based on the MISEmployerID, see flow diagram below: Employer XML table

6 Create/Update learner: We will look to see if we have already got the learner in SA based on MISLearnerID, see flow diagram below. Learner XML table received Does MISLearnerID exist in SA? Update Record in SA Store in Learner match up table Does ULN or Student ID and MISEmployerID exist? Create new Learner Page 6

Learner XML table received Does MISLearnerID exist in SA?

7 The learner table will also contain the MISEmployerID this will be used to link the learner to the employer and will have to assign the course and assessor to the learner as well. The process for this will be: Check MISEmployerID against the employer table Does MISEmployerID exist? Don t create learner and record in error log Attach employer to learner Page 7

well. The process for this will be: Check MISEmployerID against the employer table Does

8 For attaching courses: Check Internal Course Codes Does it match to our system? Check Lad Codes Attach Course to learner Don t assign course and record in error log report Does it match to our system? For attaching assessors: Check MISAssessorID Do they match our system? Don t Attach Assessor and record in Error log Attach Primary Assessor Page 8

9 Create/Update Assessor Assessor XML table received Does MISAssessorID exist in SA? Update Record in SA Store in assessor match up table Does Forename and Surname exist in SA? Create new Assessor At any point during the import if the XML contains any duplicate learners then that learner is not imported and sent to the error log. Page 9

Smart Assessor Automated Data Integration

What it does: Smart Assessor Automated Data Integration This is a tool Smart Assessor has developed to allow our clients to send to us XML data via FTP, which we will then take and import into our system.