Project Details and Data

Project Detail

The Project Detail panels open when an existing Project is selected, or a new one created, from the Project Enquiry page.

A Wizard button is available enabling you to move through each panel by clicking the Previous or Next buttons instead of scrolling down the page. Click the Wizard button again to return to a scrollable form.

Enter details for:

  • Project Name – mandatory, up to 25 characters
  • Project Type – Assessment Manager or Census, mandatory
  • Project Description - up to 50 characters
  • Assessment Stage - mandatory, automatically populated, but can be altered when Project Type – Assessment Manager  is selected
  • Snapshot Date - mandatory, automatically populated, but can be altered
  • Cluster - click on the browse button to open the Area, Cluster and Grouping Enquiry
  • Created By - system generated
  • Date Initiated - system generated
  • Last Calculated - system generated

Assessment Manager

To create a new project based on Key Stage, Key Stage 1 – Phonics, or EYFSP assignments simply select the appropriate Assessment Stage. Clicking on the Save button asks you to confirm that you are not creating a project based on a cluster with the following message:

You haven't chosen a Cluster for this project, are you sure you want to continue?          Yes / No

Select Yes to continue. Select No to go back and create a Cluster.

This second option is useful should you wish to make more than one project for the Assessment Stage for that year.

When the project is saved Created By, Date Initiated and Last Calculated will be populated.

To validate the Project, Base or Status of Students click on the Validate button.

Click the Recalculate button to enable you to update the students’ results status or base statuses at any point during the project rather than simply upon opening.

Below the Project Details panel there are two additional panels for Selected Bases and Student Details.

  • CensusCensus

    To create a new Project based on a Census select the Census Project Type. The Assessment Stage drop-down list is disabled. If a Cluster is not selected the following warning message appears when trying to save:

                You haven't chosen a cluster for this project.
                This would result in all schools being included…
                Are you sure you want to continue?
                If you do not wish to save without a cluster, please press ‘Cancel’
                OK / Cancel

    Select OK to continue. Select Cancel to go back and create a Cluster.

    When the project is saved Assessment Stage will disappear. Created By, Date Initiated and Last Calculated will be populated.

    Creating a grouping of all students from every single base is likely to be a lengthy process.

    Below the Project Details panel there are two additional panels for Selected Bases and Student Details.

    To validate the project click on the Validate button.

    Click the Recalculate button  to update the statuses of all the bases in the project at any point during the project rather than simply upon opening.

  • Selected BasesSelected Bases

    It is possible to process all or a selection of bases within the nominated project.

    Click the Add button to select bases to assign to the project. This opens the Base Enquiry window. Bases can be removed from the list by highlighting the required base and clicking the Remove button.

    The browse list shows the following information for each base: Base Name, School No, Status, Census, Count, Expected, Complete, Duplicated and CommentsComments. 

    Highlighting a base shows the Student Details in the panel below.

    Use the right click functionality to examine the Data.

    Right click on a Selected Base to select one of four options:

    • Validate
    • Expected Numbers
    • View Exception Report
    • Email Exception Report
  • Student DetailsStudent Details

    The Student Details panel displays the Student's Name, Date of Birth, NCY, Validation Status and ExceptionException for each student at a given base.

    The student may show as a Duplicate Student in the Exception column. You will need to go back to the relevant source file to amend the details.

    Students in Many Schools (v3) is automatically flagged as part of census processing in v4.

    Use the right click option to Validate, view Student Details and Match Student.

Data

Data collected is based on a survey. The data is aggregated to ‘ASC’ tables within the database whereby users may analyse the data at their leisure.

Data files (in XML format) are used to populate PLASC tables and not used to update pupil records. These PLASC tables are ‘holding’ tables and merely reflect the content of the files without any pre-processing or alteration of raw data.

An Exception Report facility is available, which will allow the user to email exception reports back to the base for rectification.

Right click on a Selected Base to select one of four options:

  • ValidateValidate

    The system provides a validation process. This enables the user to cross-check supplied data with the relevant DfE requirements. 

    There are three levels of validation:

    • project
    • base
    • individual students

    Click the Recalculate button to update the statuses for all the bases in the Project.

    To validate Base data use the right click optionright click option on the Selected Base and select Validate.

    The project interface will provide an analysis of imported files together with a summary content.

    File errors such as incorrect formats are posted to the Activity Log.

    At this stage the validation is the reconciliation between the expected list of students (as found in the One database) and the student-level data found in the submitted XML file/PLASC tables.

    At Base level the validation has two status descriptions:

    • No Students - the school has not found any students, typically where dummy bases have been established
    • No Data - students exist but there is no data associated with either the base or the students

    To validate Student data use the right click optionright click option on the Selected Student and select Validate.

    The validation for a Student has two outcomes:

    • No Data - the system could not match any survey data to the child in the project
    • Not Aggregated - the system has matched survey data to a child in the project

    The system recognises the potential time that the validation process may take. In the case of a single student or base the process may be instant without need for off-line processing. However, if the user elects to validate the whole project the system posts a warning that validation will take place in the background and upon completion will post a workflow message to the user.

    Validating ‘Project Name’ may take a long time. Please monitor your
    workflow messages for the result.
    If you do not wish to validate ‘Project Name’ right now, please press ‘Cancel’.

    Return to My Home Page to view Workflow Messages.

  • Expected NumbersExpected Numbers

    You may also add expected numbers for the particular base. Use the right click optionright click option on the Selected Base and select Expected Numbers.

    The following dialog will appear:

    [Name of School]

    Enter the number of students you expect to process for 
    this base at this Census.

    This is optional, but entering expected numbers will help
    to check that you have not omitted any students from this
    Census reporting process.

    Expected Boys Total        [nnn]

    Expected Girls Total         [nnn]

    OK

  • View Exception ReportView Exception Report

    Use the right click optionright click option  Validate / Expected Numbers / View Exception Report / Email Exception Report on the Selected Base and select View Exception Report.

    This displays the Report Viewer: Census Exception report window. The results are shown under the headings LA Number, Survey Date, School No, Base Name, Reason, UPN, Name, DoB, Gender, NCY, LA Value and Import Value.

    The Exception report filters are set up via Focus | Analysis Reporting | Data Collection | Projects | Census Options.

    If the school census exception report fails to generate, check that the Auto Load Reports check box is selected in the CCS Enterprise Server Configuration Utility | Report Servers | One Server Settings panel.

    For more information, refer to the Technical Guide – Installing and Configuring v4 Core Components available on the One Publications website.

  • Email Exception ReportEmail Exception Report

    Use the right click optionright click option on the Selected Base and select Email Exception Report.

    The recipient will receive an email containing a PDF file containing the Exception report. The results are shown under the headings LA Number, Survey Date, School No, Base Name, Reason, UPN, Name, DoB, Gender, NCY, LA Value and Import Value.

Right click on a Selected Student to select one of two options:

Match Student

The Match Student option is enabled only when you right click on a Student with Validation Status as ‘Error’ and Exception as ‘Unexpected Student’.

The Match Student option will not be enabled when:

  • No student is selected in the list
  • More than one student is selected from the list
  • The selected student’s Exception is not ‘Unexpected Student’

Selecting Match Student opens the Student Enquiry panel. When a Student is selected you will be prompted with a message to confirm your selection:

This will update the imported Student’s Basic Details with the details of the matched student. This process can only be run once, do you wish to continue?  Yes/No

Selecting No will close the window and return you to the Project Details tab without matching. Re-select Match Student and search again.

Selecting Yes will match the ‘incoming’ student with the ‘search’ student and the Recalculate routine will be run automatically. The student Validation status will no longer be ‘Unexpected Student’.

If the ‘matched’ student does not have a school history for the Project Base the incoming student will again be reported as ‘Unexpected Student’:

Student selected for match does not have a valid School History for this base.

If the student is matched to an already matched student an error will display:

Student could not be matched as another student is already matched to the student selected for the match