Tools - Other
Audit Trail
The Audit Trail enables you to monitor the data being added, modified or deleted by users of the system. This includes UDFs if they have been flagged for Audit Journaling.
The Audit Log Setup screen enables a System Administrator to audit records that have been viewed by a user.
When a Print activity occurs in a Quick Report/Exemplar and on a Social Network the detailsdetails are recorded.
When Audit Trail is selected via the Tools | Audit Trail menu the Audit Enquiry page is displayed.
- Audit Log SetupAudit Log Setup
The Audit Log Setup screen enables a System Administrator to audit records that have been viewed by a user. This is separate from the Audit Trail that enables you to monitor the data being added, modified or deleted by users.
Permissions for the Audit Log Setup screen are granted via:
- Tools | Permissions | User Group Processes | Main Business Process – Administration | Audit Setup.
- Tools | Permissions | User Group Permissions | System Map | All Secured Services | Audit Service.
- Tools | Permissions | User Group Permissions | System Map | All Secured Menu Routes | Audit Log Setup.
When setting up permissions, care should be taken with regards to differentiating between a standard user and a System Administrator.
The function is controlled via Focus | Tools | Audit Trail | Audit Log Setup. The Audit Viewed Data check box defaults to true. De-select the check box to disable the recording of viewed data.
- Audit EnquiryAudit Enquiry
This panel is opened via Tools | Audit Trail. This path may be different if the Menu has been customised , enabling you to search for existing records that have had changes made to them.
To find a specific record enter a full or partial description in one or more of the fields:
- Revision By
browser lookup - Revision From
seven days prior to the system date; can be edited - (Revision) To
defaults to the system date; can be edited - Family Name
- Given Name
- Full Form Title
- Main Form ID
enables uses to filter data associated to each entity; enables users to associate child records (Sub Form ID) with parent records (Main Form ID). Both IDs are displayed in the Results Data Grid
The following Audit Type check boxes are available to enable users to filter records that have been:
- Inserted
- Updated
- Deleted
- Viewed
- Printed
- Exported
Clicking the Search button returns a list of records matching the selection criteria. The order of the browse may be changed by clicking on the heading, e.g. clicking Revision Date will display the browse in date order, showing the most recent at the top; clicking again will reverse the order.
If a record has been created it is a new record and lists all of the details entered. If it has been edited it only lists the changes.
Details of each record can be seen in the lower panel by highlighting a record and clicking the Open icon. Click the Next and Previous icons to move to a different record, the details for that record appear in the panel below.
Double clicking on an item in the list or clicking the Open In New Window button opens the selected record in a new scrollable window, displaying the Audit Details.
Click the Export to Excel button to export the data to an Excel spreadsheet.
- Revision By
- Export to ExcelExport to Excel
To export the details from the Chronology Results grid, or the Audit Results Data grid as an Excel spreadsheet:
- Click the Export to Excel button to display the Export to Excel dialog.
- Select a location to save the spreadsheet to.
- Enter a File Name.
- Click the Save button; the saved spreadsheet opens.
- Audit DetailsAudit Details
This panel displays details of the record that has been created or edited. The name of the Entity, Audit Type, by whom and the date and time the record was accessed are displayed at the top.
The List of Changes shows details of each change that was made for the selected record. A Serial number (Sr.No.) appears in the left hand column indicating the number of changes made to the record.
If the record has been edited then the List of Changes shows what the data has changed From: and To: e.g.
Date of Birth
From: (Not set)
To: 04/02/1980A Print button is available to print a copy of the Audit Trail record.
Change Password
Each user will be assigned a password which will be limited to a set period which is set by the System Administrator in One. Towards the end of this period you will be warned that your password will expire and you must change it.
The Change Password menu option is under the Tools menu. When this item is selected a small dialog is opened in which you must enter your Old Password, your New Password and then you must enter it again to Confirm New Password.
The new password must meet the following strength requirements:
- Must contain between 10 and 128 characters.
- Must contain one uppercase, one lowercase, one numeric and one special character.
- Must not be the same as the username.
- Cannot be the same as the previous 10 passwords.
- Cannot numerically increment the existing password, e.g. if the existing password is Lack!ngEntropy32, the new password cannot be Lack!ngEntropy33.
Click the OK button to complete the change process.
Permissions
Permissions are granted to users throughout One v4 client. The following permissions are available via Tools | Permissions:
- Report PermissionsReport Permissions
Report Definition Repository
Permissions to run reports are granted or revoked via Tools | Permissions | Report Permissions. Click the plus sign next to the Report Definition Repository folder to expand the navigation tree. Reports are stored in the following folders:
- Admissions and Transfers
- Student Summary report
- Assessment Stage Validation Reports
- Attendance
- B2B Student Reports
- Bases Reports
- Child Employment
- Child Protection Reports
- Children in Entertainment
- Children's Services Statutory Returns
- Children’s Social Care Reports
- Manage Cases
- Communication Log Reports
- CSS Reports
- CSS Student Summary Reports
- Early Years
- Authorise Payments
- Bank Slips
- Enquiry Provision
- Funded Providers Hours
- Funded Providers Payments
- Generate Payments
- Income Receipts
- Providers
- Search for Funded Services
- Service Provision
- Exclusions Management Reports
- Exclusions Management Reports Wales
- Governors Reports
- Basic Details
- Composition
- Governing Body
- Governors
- Meetings
- Grants and Benefits
- Impairment
- Hearing Impairment
- Visual Impairment
- Person Details Reports
- Portal Reports
- Service Reports
- Relocation Reports
- SEN Reports
- Social Network Reports
- Special Educational Needs Reports
- Student Delete Reports
- Student Summary Reports
- V3 Migration Reports
The following are SSRS reports:
- Base Summary Reports
- Data Sources
- Person Summary Reports
- PRIME Report Model
- PRIME Reports
- Report Models
- Student Summary Reports
- User Defined Reports
Groups that have been added to the system are displayed in the right hand panel under the headings Group Name, Group Description and No. of Users.
Permissions can be granted for an individual report or for all reports within the folder. Highlight the report or folder, select the group and click the Grant button. To remove permissions highlight the report or folder, select the group and click the Revoke button.
The relevant Read-Write-Delete permissions must also be granted via Tools | Permissions | User Group Processes Editor | Permissions Editor.
Groups
Click on the Search button to view all groups. To locate a particular group enter the initial letters and click the Search button. This will list the Group Name, Group Description and No. of Users and a tick or a cross indicates whether permissions have been granted, or not, for a set of reports. The browse can be ordered by clicking a column header.
Users
To view the list of users associated with a particular group highlight the group and click on the View Users button or double click on the Group Name.
- Admissions and Transfers
- User Group Permissions
User Group Permissions are accessed via the Tools | PermissionsPermissions menu. All User Groups are defined and populated in One v3 Client.
When this option is selected the User Group Permissions Editor is opened which allows you to control what range of access is allowed or denied to each User Group for the various areas e.g. Person Details, Results Organiser.
User Group Permissions Editor
The User Group Permissions Editor has two panels, User Groups and Permissions Editor.- User GroupsUser Groups
The User Groups panel will list all User Groups, defined and populated in the One v3 client software System Administration, showing the Group Name, User Group Description, the number of Active Members and Total Members. The Looking for functionality allows you to locate a User Group by entering the first character(s) of the name. By default, the search will be on Group Name, change the Search by option to search by Group Description. The highlight will move to the first instance of the characters entered in the Looking for box. Double click on a Group Name or click the Select button to view access levels for the Group; these are displayed in the lower Permissions Editor panel.
- Permissions EditorPermissions Editor (User Group Name)
The Permissions Editor title bar will also display the selected User Group Name.
All data groups of the system are displayed in tree-view format which allows you to expand a group of data, indicated by a ICS_Extendplus symbol and collapse it, which is available when indicated with a ICS_Collapseminus symbol. Each main data group is prefixed by a Folder icon, double clicking or clicking the minus/plus symbol with also expand or collapse the tree. Each folder has a series of data group subsets. The current permissions status for each subset will be indicated by tick or a cross.
A User Group will only have menu access to a Data Group if they have been granted Run permissions for that group, e.g. Aspect Hierarchy. If denied the menu option will not be displayed. Secured Data Items, ie Person/Child Details requires additional permissions levels, see below.
To give permission to run a whole group of data, highlight the data group and click the Permit icon. This will grant access to all items within that data group. If it is not appropriate to give access to the whole data group, individual data items can be given permission following the same process; in this case the cross, which prefixes such data groups, will be replaced with a mixed icon (a tick and a cross) to indicate that one or more data items in a denied data group have been granted access for the User Group.
Permissions can be reversed by highlighting the items or data group and clicking Deny button and saving the settings.
- Person Details Data GroupPerson Details Data Group
This data group has additional permission levels, which are: ReadRead and WriteWrite, Write access is Read/Write. These permission levels are located at the right hand side of the Permissions Editor panel.
Read and Write permissions are only available for the Person Details data. These levels of permission allow you to assign appropriate permissions at field level, e.g. Date of Birth.
To assign field level permissions:
- Highlight the data item.
- Select either Read or Write
- Click the Permit or Deny button as appropriate
- Click the Save button.
All permissions must be saved to activate them.
- User GroupsUser Groups
- User Group Processes
- User Group ProcessesUser Group Processes
Within User Group Processes, security is set against Business Processes that map to menu routes or links, which in turn are linked to a User Group. For example, the user should be able to set the Main Process Student Data to Read Only, this would in turn set all of the sub-Business processes required for the user to be able to Read a Student record. There are four states a Business Process can be set to; these are Read, Read/Write, Read/Write/Delete and Deny.
This area should not be confused with User Group Permissions, although they are run in tandem. A link is provided to allow users to switch to User Group Permissions should they so wish. This is particularly in the case of ICS where field level permissions are necessary and access to SEN Memos.
To apply permissions:
- Select a User Group from the Group list.
- Select a Main Business Process from the drop-down list to display the related Business Processes panel.
- Click in a cell to set the level of permission required.
Thus if a User Group is granted Read/Write access to a Student all Menu Routes and Links belonging to that process, and it’s Business Processes, permission granted.
Applying the required permission to a Main Process cascades that permission through its related processes. In the Permissions Editor the main process is usually indicated in bold, e.g. Administration.
It is not be possible to view and update the security items at an individual level.
The Permissions menu route is Tools | Permissions | User Group Processes.
- Group Processes EditorGroup Processes Editor
Selecting the Tools | Permissions | User Group Processes menu option opens the User Group Processes Editor page. This is a two panel page laid out horizontally. The left hand panel is labelled Select a Group and lists User Groups for which you can apply appropriate permissions for the Business Processes.
- To select a Group highlight the Group Name and click Select or double-click on the Group Name.
The Permissions Editor panel displays a drop-down list of Main Business Processes.
- Selecting a Main Process populates the lower Business Processes panel with linked sub-processes.
- Business ProcessesBusiness Processes
The Business Processes panel displays the Business Processes within the selected Main Process. The Main Process is usually indicated in bold at the top level, e.g. Administration. For each process you can assign one of four permission levels:
- Read
- Read-Write
- Read-Write-Delete
- Deny
A green tick indicates the option selected for each process. Where a combination of a cross and tick is shown, this indicates that permit and deny levels have been assigned to individual processes within the Main Process. In this case the icon (Permit_Deny.gif) is shown in the column indicating the highest level of permission.
It is not always possible to select all Read, Read-Write or Read-Write-Delete options as some cells are greyed-out. This means that for the given business process, options are restricted for practicality, to those that can actually be executed. For example, in the Audit Service it is only possible to read data not write to the database and not to delete records. In another example a User Group may read the Activity Log and delete the log but not write to the log.
- Field Level PermissionsField Level Permissions
Field level permissions for All Secured Data must be set via User Group Permissions; these are predominantly ICS related. To access field level data items, e.g. ICS Person Details, use the User Group Permissions link located in the Links panel.
User Group Processes functionality does not over-ride Secured Data settings; these take precedence.
- User Group ProcessesUser Group Processes
A Permissions spreadsheet is available with each main release on the One Publications.
Team Structure
The Establishment focus is an area which enables you to organise posts within a team structure.
An establishment cannot be created until posts have been defined. The post must contain at least one member with a current or future Start Date to make it available for selection.
When the focus is selected the Establishment Enquiry form is displayed.
- Establishment Definition EnquiryEstablishment Definition Enquiry
The Establishment Definition Enquiry page is opened via Tools | Team Structure | EstablishmentEstablishment. It allows you to search for pre-defined establishments or teams. This includes Service Teams.
To find the required record enter a full or partial description in the Establishment Information Name field.
Clicking Search will return a list of Establishments matching the criteria. Details of each Establishment can be seen in the lower panel by clicking the Open icon and then the Previous and Next icons to move to the previous or next record.
Double clicking on an item in the list or clicking Open in New Window will open the Establishment Definition in a new scrollable window. A Wizard is available allowing you to move through each panel by clicking Previous or Next instead of scrolling down the page. Click Finish to save. Click the Wizard icon again to return to a scrollable form.
To add an Establishment, click the New icon. This will open the Establishment Definition page. A new establishment can also be added from the Establishment Definition panel on this page by clicking the New icon.
To delete an Establishment click the Delete icon. You will be prompted with a warning message: 'Are you sure you want to delete this Establishment?' Select Yes to remove the establishment from the list. Select No to return to the Establishment Information panel.
An Establishment record can only be deleted if it does not have a Post attached to it.
If an Establishment has a Post assigned to it you will see the following message at the bottom of the screen if you try to delete it: 'Cannot delete this establishment as there are one or more posts linked to it'.
- Establishment DefinitionEstablishment Definition
This page is opened when an Establishment is selected from the Establishment Definition Enquiry page or when the New icon is clicked to add a new establishment or team.
The page is divided into two panels: Establishment Details and Post Hierarchy. A Wizard is available allowing you to move through each panel by clicking Previous or Next instead of scrolling down the page. Click Finish to save. Click the Wizard icon again to return to a scrollable form.
If an establishment record is opened by selecting the Open in New Window icon then the Establishment Details Name will automatically be entered and the Post Hierarchy panel will list the Posts, if any, that have been assigned to the establishment in tree format.
Clicking a plus sign will expand the tree to reveal additional posts. Click on a minus sign to collapse the tree.
If this is a new Establishment enter the Name in the Establishment Details field. The Establishment will appear in the Post Hierarchy panel ready to be assigned Posts.
Default by Establishment
ContactPoint Contact information may be entered or selected; such information is: Address, Email Address, Telephone, Organisation (ContactPoint Organisation Name lookup) (Lookup Table ID 1152).
The Send to ContactPoint and ContactPoint Sensitive boxes allow you to set defaults for ICS Caseowners and ICS Keyworkers linked to the Establishment.
Subsequently when a new case is added or keyworker recorded against the person, an active Establishment must be selected. That Establishment is used to provide the defaults for Send to ContactPoint and ContactPoint Sensitive fields.
It is not compulsory to complete these fields; if they are not completed the defaults set in the ContactPoint Console | v3 Services Setup will be used.
Assign Posts to an Establishment
To assign a Post to an Establishment select a post from the Posts not assigned to any establishment window and using the left mouse button 'drag' the required Post to a position on the Establishment tree.
If the required post is not available this will have to be set up in Tools | Team Structure | PostsPosts | Post Definition page.
A Post can only be in one Establishment/Team but a person can be in more than one Post.
To remove a Post highlight it in the Post Hierarchy and click the Remove Post icon. It will return to the Posts not assigned to any establishment window.
Posts can be repositioned in the hierarchy by using the Move Post Up and Move Post Down icons. A Post can also be repostioned by using the left mouse button and 'dragging' it to the required branch on the tree.
Click Save.
The Posts area enables you to create posts for roles that are then made available for inclusion in an establishment hierarchy.
Select Tools | Team Structure | Posts to display the Post Definition Enquiry page.
- Post Definition EnquiryPost Definition Enquiry
This panel is opened when Posts is selected via Tools | Team StructureTeam Structure. It allows you to search for pre-defined Post(s).
To find the required record enter a full or partial Post title in the Post Description field and/or select a post from the Reports to drop-down list. This allows you to filter the Posts return in the search based on the criteria entered in these fields. The Reports to list is only populated when a Post is included in an Establishment hierarchy.
Click the Search button todisplay the list of posts matching the criteria. Details of each post can be seen in the lower panel by clicking the Open icon and then the up and down icons to move to the previous or next record.
Double clicking on an item in the list or clicking Open in New Window displays the Post Definitions form in a new scrollable window. In all cases a Wizard is available enabling you to move through each panel by clicking Previous or Next instead of scrolling down the page. To return to a scrollable form click Finish or click the Wizard icon again.
To add a post click the New icon.
- Post DefinitionPost Definition
The Post Definition page has two panels, Post Details which shows the Post Description and options to check if the post Is ICS Post, Is Contact Supervisor, Is CP Designated Manager, Is CSS Caseworker, Is CSS Admin Officer or Is Online User and the Users assigned to Post panel; this enables you to add people to the post.
When a post is added, it is then available for inclusion in an Establishment hierarchy.
A post can only be in one establishment or team, but a person can be in more than one post. The post must contain at least one member with a current or future start date to make it available for selection.
To add a Post click the New icon. This displays a blank page for you to define the new post.
Enter a Post Description and check the following boxes, if appropriate:
- Is ICS Post: Children’s Social Care (ICS)
- Is Contact Supervisor: Children’s Social Care (ICS)
- Is CSS Caseworker: Involvements
- Is CSS Admin Officer: Involvements
- Is CP Designated Manager: ContactPoint
- Is Online User: CSS and CSS Online
Assign Users to the Post:
- Click the Add icon
- Click the browse button adjacent to the blank User field (this opens a list of Users)
- Highlight a User Name field and Select
- Enter a Start Date in dd/mm/yyyy format or use the calendar facility
- If a User being added to a Post is for a fixed term enter an End Date
- Click the Save icon
A post can be saved without assigning users. When a user is selected, a Start Date must also be entered.
Multiple names can be added before saving the record.
The Start Date can be past, current or future. If an End Date is applied to the user, all permissions assigned to that Post will be revoked for that user on that date. The System will identify him/her as Inactive.
A User assigned to Post is made inactive by entering an End Date.
Year Settings
- Year Definitions
- Year DefinitionsYear Definitions
Year Definitions are required for a number of Business Processes in the following areas:
- Admissions
- Attainment and Census (PULSE)
- Early Years
- Exclusions/Inclusions
- Provisions
Academic Years and Financial Years are defined in Tools | Year Settings | Year DefinitionsYear Definitions. This opens the Year Definition Summary.
- Year Definition SummaryYear Definition Summary
Search for an existing Year Definition using the Year Definition FiltersYear Definition Filters:
You may expand or collapse a panel by clicking the expand iconicon.
The browse lists the Academic and Financial Years previously set up.
Click on a column headingheading to order the browse.
Click the Next and Previous icons to move to a different record.
To remove a Year Definition highlight it and click Delete; you will be prompted with the following message:
Are you sure you want to delete the selected Year Definition?
If the Business Process is Early Years, the Year Definition cannot be deleted if it has associated terms. The error message “The year Definition is associated with a term” will be displayed.
Double click or highlight a record and click either Open (shows Year Definition Details and Record Update History below the Year Definition Filters panel) or Open in New Window to view the Year Definition Details and Record Update History in a separate window.
A Wizard is available allowing you to move through each panel by clicking Previous or Next instead of scrolling down the page. Click the Wizard icon again to return to a scrollable form.
To add a new Year Definition click the New icon. This will open the Year Definition Details panel.
- Year Definition DetailsYear Definition Details
To create a new Year Definition complete the following, mandatory, fields:
Business Process Select from Admissions, Attainment and Census (PULSE), Early Years, Exclusions/Inclusions or Provisions Year Type Academic or Financial, specific to each Business Process. Once a Year Type has been saved it cannot be edited Start Year A 4 digit year Start Date The system will default this according to the Year Type and the Start Year, although it can be altered.
Academic Start Date = 01/09/yyyy
Financial Start Date = 01/04/yyyyEnd Date The system will default this according to the Year Type and the Start Year, although it can be altered.
Academic End Date = 31/08/yyyy
Financial End Date = 31/03/yyyyYear Range The system will calculate this value depending on the Start Year entered. If the Start Year is altered then this field will automatically be updated Current Status If NULL or A then Status is Active.
If C then Status is ClosedValidations
- There can only be one year defined for the selected Year Type, Start Year and Business Process
- The same Year can be defined for each Year Type and each Start Year as Year Definitions may be required for each of the Business Processes
- Year Types are specific to each Business Process:
- Admissions - Academic
- Attainment and Census – Academic
- Early years – Academic and Financial
- Exclusions/Inclusions – Academic and Financial
- Provisions - Financial
- Once a Year Type has been saved it cannot be changed
- The End Date must be after the Start Date
- If the Start Date and/or the End Date are amended a warning message will be displayed: Year Start Date and/or End Date defaults have been amended. Please confirm that you wish to save the year with these amended dates.
- The system will check that all dates are valid
- A Year Definition can, temporarily, be set to greater than 12 months
Save the Year Definition. The Record Update History panel is then displayed below.
- Record Update HistoryRecord Update History
The Record Update History panel is displayed when the Year Definition Details are saved. This shows read-only information for the date and time the Year Definition was Last Updated and who the record was Updated By.
- Year DefinitionsYear Definitions
- NCY
- NCYNCY
NCY is accessed via Tools | Year Settings | NCYNCY.
This routine will calculate and save the correct NCY (National Curriculum Year) for every student.
The NCY will be calculated based on the Effective Date and the student's NCY Offset.
The NCY Offset itself will not be changed.
Warning: This routine should not be run when there are other users logged onto this dataset. A user in the process of editing a student record will not be allowed to save their changes if the NCY has been altered by this routine.
If this routine fails for any student no changes will be made to that student and an entry will be made to the error log.
Admissions & Transfers
If you use the Admissions and Transfers module, after you run this routine to promote children to a new Academic Year, you must adjust the Student Selection NCY of each Transfer Group.
- Recalculate NCYRecalculate NCY
To run the NCY routine enter the Effective Date and click the Recalculate NCY button. While the process is running the following message displays:
Recalculate NCY process initiated. Please check your workflow messages for completion.
You may continue with other tasks during the process. Once the routine is complete click the Refresh button on the My Home Page | My Workflow Messages panel to view the details.
Click on the Errors button to view details of the students for whom the routine failed.
- ErrorsErrors
If the NCY routine fails for any student no changes will be made to their record and an entry will appear for them in the error log.
The Errors log will list the Full Name of the student, the Stud_ID and the Reason for the error.
An option is available to Refresh the Error log.
- NCYNCY
FID (Family Information Directory)
- Configuration DetailsConfiguration Details
This page is opened from Tools | FID | Setup Details.
The FID Extract Header Details panel is used to enter default information to populate the header of the ECD and FSD XML Extract files.
The Unique Reference (Href.URI), Creator and Publisher are all mandatory.
Audience and Copyright are optional.
Language defaults to English. In the case of ECD this can be either English or Welsh. In the case of FSD any other language can be selected.
There can be two recipients of the FID data. Owner 1 and Owner 2 fields are provided in order to send data to two aggregators.
FID Mode should be selected using the drop-down.
- Contact DetailsContact Details
This panel allows you to manage default Family Information Contact Details to be sent to FID (previously PKHD) where the Provider (Service Provision) has elected to keep some or all of their Contact Details private. If the Provider has elected to keep one or more of their Address, Telephone Number and Email Address from appearing on the FID website, you can use this panel to record some other default FID Contact Details which can be sent to FID so that members of the public have some means of contacting these Providers.
None of the information is mandatory:
Address Select the Address. This defaults to blank and is optional. Email Address Enter a valid email address. If not valid an error message is displayed. The default is blank and it is optional. Telephone Telephone number can contain alphanumeric information including spaces. It defaults to blank and is optional. Default Contact Address Type The Address Type lookup (Table ID 0087) is used to select an Address Type to be the default. This can then be used to default a Contact Address to be sent to FID. Click Save to save all changes made on this page.
When the FIS Contact Details are updated and saved, the Provider (Service Provision) records with Contact Information witheld will be flagged to be resent to FID.
- VocabularyVocabulary
Parent Know How Directory Vocabulary
This page is opened from Tools | FID | Vocabulary.
The Vocabulary List panel displays the Vocabulary provided by the DfE and imported as an XML file. It is a hierarchical list of vocabulary terms with 3 levels. A list of Level 1 terms is initially displayed. To expand click on the + to show their associated Level 2 and Level 3 terms.
Not all vocabulary terms are relevant to Early Years Providers and this page is used to filter those terms that will be displayed on the Provider Details page. By default, all terms are selected and you can deselect them by clicking in a check box against a Level 1 term. The associated Llevel 2 and 3 terms will also be deselected.
If a term has been tagged against a Provider on the Provider Details page it cannot be deselected here and a message will be displayed to inform you that this term is in use by this Provider.
- Map VocabularyMap Vocabulary
This page is available both pre-migration and post-migration and is opened from Tools | FID | Map Vocabulary.
This page enables you to map the lookup codes that are currently in use by the Provider to the vocabulary terms that have been imported from the DfE. This is an alternative to manually selecting a vocabulary item against a Provider. You can map the same lookup code to more than one vocabulary term. You can map the same vocabulary term to more than one lookup code. You can also unmap vocabulary items.
Pre-migration
On the Search for Provider panel, use the browse buttons to select multiple values from the lookups and to optionally select the Providers. A list of selected Providers will be displayed. If no selection was made, all Providers will be listed. You can see the Provider Details by highlighting a record and clicking Open in New Window.
Once the required Providers are listed, click Map Vocabulary. This will open the Vocabulary and allow you to select the term(s) to be associated with all of the Providers listed. To remove mapped vocabulary items against these Providers, click Unmap Vocabulary to open the Vocabulary and mark the items that you wish to unmap. Click Save to save your changes.
Post-migration
On the Sevice Provision Enquiry panel, use the browse buttons to select multiple values from the lookups and to optionally select the Service Provisions.
The following search criteria can be used:
Service Type Lookup Table ID 0423 Keywords Lookup Table ID 1115 Applicant Type Lookup Table ID 0716 Daycare Type Lookup Table ID 0732 Nursery Type Lookup Table ID 0432 Ownership Type Lookup Table ID 0719 Premise Type Lookup Table ID 0480 A list of selected Service Provisions will be displayed. If no selection was made, all Service Provisions will be listed.
The Vocabulary Terms Tagged filter can be set to Not Specified, Yes or No. You can set this to filter the Service Provisions included in the list based on whether Vocabulary Items have been tagged against them or not.
Against each Service Provision in the list there is a Mark to Map checkbox which defaults to unchecked. Check this box for all Sevice Provisions that you wish to be tagged with the vocabulary terms. You can Select All or Clear All.
Once the required Service Provisions are listed and have the Mark to Map checkbox ticked, click Map Vocabulary. This will open the Vocabulary and allow you to select the term(s) to be associated with all of the Providers listed.
To remove mapped vocabulary items against these Service Provisions, click Unmap Vocabulary to open the Vocabulary and mark the items that you wish to unmap.
Click Save to save your changes.
This update process can be run more than once to update the Providers vocabulary terms on an ongoing basis e.g. if a new lookup value is entered against a Provider which is mapped to a vocabulary item. It will not overwrite any of the existing vocabulary items selected.
- Data Management
This page is opened from Tools | FID | Data Management.
It allows you to select which data about a service to be uploaded to the FID. The data can be uploaded to either 1 or 2 FID locations .
This screen allows Service Provisions to be selected based on a number of search criteria. It is possible search on one or more of the following fields:- Basic SearchBasic Search
- Provider Name
- Service Name
- Service Type (i.e. Childminder, Daycare, Holiday Club)
- Service Open (Open, Closed)
- Ofsted Setting Name
- DC Identifier
- FID Type (ECD, FSD)
- XML Exists (whether an XML file has been created)
- Last Updated From / Last Updated To
- Export Status
- Processor: Waiting
- Processor: Not Sent
- Processor: Entity Not Found
- Processor: Resend
- Exporter: Waiting
- Exporter: Sent
- Exporter: Error
- Owner (drop-down to select Owner1 or Owner2)
- Consent to Publish SearchConsent to Publish Search
- Publish to FID checkbox
- Publish Address checkbox
- Publish Telephone checkbox
- Publish Cost checkbox
As well as filtering on a selection of Service Provisions it is possible display all Service Provision records by clicking on the Search button with no search criteria entered.
Once a search has been made a list of Service Provisions matching the search criteria will be returned.
The search results list displays data items to help identify the Service Provision (Provider Name, Service Name and Service Type). Some data items displayed can be edited. The editable items are:
- Mark to Resend
- FID Type
- Publish to FID
- Publish Address
- Publish Telephone
- Publish Cost
The Mark to Resend checkbox allows you to mark one or more records to be added to the export queue for processing. This facility will allow you to resend records without the need to amend any items of data that would normally trigger an update. You can mark all records by clicking the check box in first row (greyed out line) and then the Mark All button.
Only Service Provisions with the Publish to FID checkbox ticked can be marked to resend. If you attempt to mark a record to be resent when the Publish to FID checkbox is not ticked, the following message will be displayed:
The record cannot be resent as ‘Publish to FID’ is not set.
Once the required Service Provisions have been marked to be resent, the Add Marked to Queue button should be selected. You will be prompted to confirm that you wish to add ‘nn’ records to the queue.
Additional information is displayed in the list of search results which indicate the status of the Service Provision record if it has been flagged to be sent to FID. ‘Last Updated’ and ‘Export Status’ columns determine whether the record has been processed, and/or exported to FID and when the last action took place.
If an XML file has been created for the Service Provision record (when the processor is run), the XML column will display the word ‘View’ (as a hyperlink). Clicking the hyperlink will display the XML in a separate window that has been generated for the selected Service Provision. This will enable you to see the information that will be (or has been) sent to FID.
You can switch to display the XML as a text file by clicking on Text View.
The XML file will be automatically highlighted allowing you to right mouse click and select Copy or select CTRL C. You can then paste this into another application to further analysis.
It is also possible to highlight a Service Provision on the list and open either the Provider record (pre-migration) or Service Provision record (post-migration).
- Basic SearchBasic Search
- Error Log Management
Error Log Management is accessed via the Tools | FID menu route and provides access to manage the error log information that is created when the ECD or FSD processors and/or FID exporter is run.
The Error Log Management area is split into 2 tabs, Logs and Delete Logs.- LogsLogs
The key functionality on the Logs tab includes the ability to search for and filter on information in the log tables.
The Logs screen allows information from the log table to be selected based on a number of search criteria. It is possible search on one or more of the following fields:
- Process Name (Ofsted Import, ECD Processor, FSD Processor, FID Exporter)
- Message Type (Error, Information, Warning)
- Start Date / End Date
- Log Message Search (allows searching across all log messages)
- Log Sequence From / To
- Owner (defaults to Owner1, use drop-down to change to Owner2)
The search results list displays data the following fields:
- Sequence (as some of the log messages can occur at the same time the sequence will ensure the order of the messages is sequential)
- Message Date and Time
- Process Name
- Message Type
- Short Log Message
- Error Details
An XML file is available for each log message. The ‘Error Details’ column displays the word View (as a hyperlink). Clicking the hyperlink will display the XML in a separate window. The XML will default as Text View which will allow the error to be copied and pasted into a different application for further investigation.
- Delete LogsDelete Logs
Use the Delete Logs tab to delete log information from the ISPP_LOG table to ensure the contents of the table does not become too unmanageable.
The Select Date panel displays a Delete Logs Before date defaulted to today’s date minus 6 months (the date can be amended). Click the Delete button to remove log information from the ISPP_LOG table prior to the date entered. A warning message will be displayed: “This will delete all the logs prior to date <dd/mm/yyyy>. Are you sure you want to continue?”
This process will not remove the log files. Therefore these will need to be manually deleted (if required).
- LogsLogs
Prime
National Indicator Report Configuration
This option allows you to alter the default aspects chosen to represent the various National Indicator (NI) reports.
This will not automatically change the data in the NI Cube. It will be necessary to re-run the aggregation routine before running the new reports.
The National Indicator Report drop-down provides a list of NI reports currently available.
The Academic Year drop-down provides a list of academic years e.g. 2006 represents the academic year 2006/7. This is available where aspects have changed from one year to another.
- AspectsAspects
This panel shows the default aspects used in the NI reports. These can be altered using the adjacent browse to open the Aspect Chooser to select alternate aspects. After selecting the required aspect, click Save. The reports will then look for results against these values.
When substituting new aspects ensure that the new aspect has the same gradeset as the default aspect provided. Otherwise the aggregation will fail.
- Aspect ChooserAspect Chooser
Enter a full or partial Aspect Code or Aspect Description and click Search. A list of matching aspects is displayed. Highlight the required aspect and click Select.
- Associated National Indicator ReportsAssociated National Indicator Reports
This panel should be used as a cross-reference to other reports that use the same aspects.
Activity Log
The Activity Log is accessed via Tools | Activity LogActivity Log.
This opens the Activity Log Enquiry panel.
The activity log focus provides a mechanism to view both import and exports of files through the main processing areas such as PULSE, School Census (PLASC) and the Student Core. The focus provides a facility to search (the Activity Log Enquiry panel) and to view the contents of any log record.
To view the outcome of a School Census/PLASC file being imported the associated Project should be viewed.
- Activity Log EnquiryActivity Log Enquiry
The Activity Log Enquiry will allow the user to search the system to see if an Activity Log already exists. The user can search on any combination of the following data items:
- Start Date
- End Date
- Log TypeLog Type
- Activity SourceActivity Source
- Entity TypeEntity Type
- Base
- Activity Detail
Clicking Search will return a list, matching the selection criteria. You may expand or collapse the panel by clicking the expand iconicon.
The user may retrieve details via a combination of Start and End Dates, the Log Type, either Import or Export or both, the Entity Type such as Gradesets or Results, any particular Base and Activity Detail. The user should note that the Activity Detail only searches for string elements with the file name, typically this is appropriate for Base identifiers embedded in the file name. Where this option is selected it is not possible to select a Base and vice versa.
Click the Next and Previous icons to move to a different record. Click on a column headingheading to change the order of the browse.
Double click on a record or highlight a record and click the Open or Open in New Window icon to view the Activity Log. Double click on the record Activity Detail to view the information relating to the Activity Log.
The details may be viewed and if required Exported to an XML file which will open in Excel should the user have the correct connections:
Click Delete to remove an item. You will be prompted with a message:
Please confirm you wish to delete the selected Activity Log entry.
Yes/NoA separate Print facility has not been included.
Set Mandatory Fields
Mandatory fields can be configured for activities and involvements via Tools | Set Mandatory Fields.
When an activity or an involvement is saved, One validates that the mandatory fields have been completed.
To set mandatory fields:
- In v4 Client, select Tools | Set Mandatory Fields to display the Mandatory Field Admin page.
- On the left panel, click the minus sign on the required area to expand the navigation tree, e.g. Involvement Details.
- Select an involvement to display the fields that can be set to mandatory.
- On the right panel, select a Field Name and click the Set Mandatory button.
To remove the mandatory status, select the required field and click the Revoke button.