Importing students

 

Importing students - Sims

Importing students - CMIS

Importing students - Integris

Manually adding students

 

 

 

Importing from Sims.net

 

Before starting this procedure please do the following:

 

a. Check you have the correct version of PFM - 7.00.00.  The version is shown in the blue bar across the top of the screen when running PFM. If you do not the correct version, please request an upgrade from the web site www.istekuk.com.   Check you have the correct SIMS report - it is called PFM2014 (or PSM2014Familiar for familiar names) and is found in the FOCUS - STUDENT area of SIMS. If you do not have it, please email us at info@istekuk.com

b. Before starting, take an archive, using Period End - Archives - Backup Current Data. Click in the white box and enter the name BEFORE IMPORT. Click on CREATE BACKUP.

 

Pupil record daily synchronised link

 

This feature automatically updates PFM with student information from Sims on a daily basis.

 

Go to FILE -  Sims.net Auto Link

 

At the top of the screen it should have a path to Sims - something like C:\Program Files\Sims\Sims.net\Pulsar.exe.   If this is correct you will not need to change it.

 

Enter your SIMS username and password

Tick to remember password

 

Choose if you want Legal or Familiar name imported  (if you choose Familiar you MUST have the Sims file called PFM2014Familiar in Sims)

 

Tick how often to update.  Tick to say you are using the 2014 reports.

 

Click on SAVE AND CLOSE to save this information, then straight back into FILE - Sims.net autolink

 

Click on UPDATE NOW to test the link.  It will take a while especially if you have lots of students.   After a few moments the student names should start to whizz by on screen.

 

If you do not receive a message saying the Update has been done, please click here for troubleshooting. 

 

Click on Save and Close.

 

 If this is the start of a new academic year, you may now wish to delete the old leavers. See section 4 below.  If not, the link is now complete and you can close.  From now on this will be automatically synchronised at the frequency you have chosen.

 

 

 

Manual Update of Students

This option does not use the Auto link, This is a manual update process.  Only use this if some reason you are unable to set up the Sims link (eg Sims is not available from your computer)

 

Summary of steps - see below for detail -

1. Check for students with no admission number

2. If there are none, go to SIMS.net and run PFM Pupil report - save file.

3. Go to PFM - Setup tab - choose to Upload Student Names - select file saved in step 2 - Click on Save Details into Database

4. Delete leavers in Setup Tab by using the CLEAN UP button at bottom of screen.

 

 

1. CHECK FOR STUDENTS WITH NO ADMISSION NUMBER

 

It is important that all students  have an admission number as this is the unique item for each one. Without an admission number, students imported from SIMS  will be duplicated if any item has changed, such as their class.  To check for any students without an admission number, go to the SETUP tab - first sub-tab STUDENTS, then click on ‘Students Without an Admission Number’.

 

If you DO have students without admission numbers, and they are NOT expected (eg parent names, pupils from other schools etc) please go to END of this document for details on what to do

 

2. RUN STUDENT REPORT IN SIMS

 

Now we know there are no students without an Admission Number, we are ready for the new list of students. Go to SIMS.net – REPORTS – RUN. Then select FOCUS – STUDENT. Scroll down to the report called PFM2010.  (If you do not have this on the list, email us on info@istekuk.com)

 

Click ‘Run’ - Make Sure The Date Showing Is Today.

 

The report will be generated for the whole school. This may take a moment.

 

Click on BROWSE, choose a folder and NOTE IT DOWN, then save as an XML file, with a different name every time you do it, for example PUPILSSEP2010.XML

 

Close SIMS.net

 

 

3. IMPORT STUDENT LIST INTO PFM

 

In PFM go to the SETUP tab – UPLOAD STUDENT NAMES.

 

All the students should appear on screen. Scroll down the list and make sure that the right information is in the right column all the way to the end. If they are not, syou have probably NOT saved as an XML file, so please return to Sims and repeat.

 

Click on Save Details into Database button.  Rather than confirming every student in turn, click on the Accept All without showing this screen tick box at bottom left

 

Please BE PATIENT and do not click or move anywhere else on your system while this is running. It may take a couple of minutes..

 

 

4. DELETE LEAVERS

 

When you run the import from SIMS.net, the system now checks for any students that are on PFM but not on the new SIMS list, and also students that are on the new SIMS list but set as Deleted in PFM.

 

Students showing as deleted on PFM, but clearly current students on SIMS.net, are reset as undeleted

 

All students that are on PFM but that don’t appear on the latest SIMS list, are considered leavers and made available for deletion if required.

 

To view these students, click on STUDENTS NOT UPDATED.   A list appears, which should be students who have left the school.  If this is correct generally, you can then click on CLEAN OUT.  If there are certain students you wish to merge with others you can tick/untick these and MERGE as detailed above.    Any leavers can simply be DELETED by clicking on DELETE TICKED.  

 

 

 

How to deal with students without admission numbers

 

If any students are showing without admission numbers, you have 4 choices of how to deal with them :

 

  • If they are not duplicated anywhere else on the system and have no transactions, you can safely DELETE them as they will be added correctly when you run the SIMS upload.

  • If they are a duplicate of another student name with an admission number, you need to MERGE

  • If they are not duplicated, and do have transactions posted to them, you must ADD the admission number.

  • If they are not current students, simply DELETE them.

 

To check for duplications go to Period End – CLASS CHANGER – select the class required.

 

Then return to SETUP – and use the Students without Admission Number Clean Up.

 

 1. Delete students with no transactions - if they have no transactions at all, then it is best to simply delete them, as they will be imported from SIMS once we link, if they are still in the school -

 

- Tick  the students to delete
- Click Delete those without Transactions

 

 

 2. Merge Students who are duplicated - if a student is duplicated, then merge the two records to combine the transactions.

 

- Tick students to merge. Click on  Merge Ticked Students.

- Enter some search text to identify student to merge with, click name and click on MERGE.

- Next student to merge will appear – continue.

 

 3. Add admission numbers - If there are current students without an admission number, who are not duplicated anywhere on the system, you will need to provide an admission number, as follows.

 

Setup - Students - Click on View/Amend/Add.  Select student using pull down arrow. Type in SIMS admission number into STAR REF box. Click on SAVE.

 

4. Delete used but unwanted students

 - Tick students to remove and click on Delete Ticked Students.

 

 

 

 

Importing from CMIS

 

At the start of using PFM, you will need to import students. DO NOT attempt this until the first week of the new academic year at the earliest. You must check that students have been promoted to their new years on CMIS before starting this process.

 

Before starting this procedure please do the following:

 

a. Check you have the correct version of PFM - 6.07.00.  The version is shown in the blue bar across the top of the screen when running PFM. If you do not the correct version, please request an upgrade from the web site www.istekuk.com.   Check you have the correct CMIS report - It is important to use the correct report to allow this import to work. If you do not have it, please email us at info@istekuk.com

 

b. Before starting, take an archive, using Period End - Archives - Backup Current Data. Click in the white box and enter the name BEFORE IMPORT. Click on CREATE BACKUP.

 

Summary of steps - see below for detail -

1. Check for students with no admission number

2. If there are none, go to CMIS and run the pupil report - save file as an EXCEL SPREADSHEET

3. Go to PFM - Setup tab - choose to Upload Student Names - select file saved in step 2 - Click on Save Details into Database

4. Delete leavers in Setup Tab by using the CLEAN UP button at bottom of screen.

 

  

1. CHECK FOR STUDENTS WITH NO ADMISSION NUMBER

 

It is important that all students  have an admission number as this is the unique item for each one. Without an admission number, students imported from CMIS will be duplicated if any item has changed, such as their class.  To check for any students without an admission number, go to the SETUP tab - first sub-tab STUDENTS, then click on ‘Students Without an Admission Number’.

 

If you DO have  students without admission numbers, that are not  expected (eg not parent names, pupils from other schools etc) then please go to END OF THIS DOCUMENT

 

2. RUN STUDENT REPORT IN CMIS

 

Now we know there are no students without an Admission Number, we are ready for the new list of students. Go to CMIS REPORTS and run the PFM pupil report.

 

Choose to save the report to a folder of your choice, as an Excel Spreadsheet file, with a different name every time you do it, for example PUPILSSEP2010.xls

 

Close CMIS

 

 

3. IMPORT STUDENT LIST INTO PFM

 

In PFM go to the SETUP tab – UPLOAD STUDENT NAMES.

 

All the students should appear on screen. Scroll down the list and make sure that the right information is in the right column all the way to the end. If they are not, see Error guide.

 

Click on Save Details into Database button.  Rather than confirming every student in turn, click on the Accept All without showing this screen tick box at bottom left

 

Please BE PATIENT and do not click or move anywhere else on your system while this is running. It may take a couple of minutes..

 

 

4. DELETE LEAVERS – NEW PROCESS

 

When you run the import from CMIS the system now checks for any students that are on PFM but not on the new CMIS list, and also students that are on the new CMIS list but set as Deleted in PFM.

 

Students showing as deleted on PFM, but clearly current students on CMIS, are reset as undeleted

 

All students that are on PFM but that don’t appear on the latest CMIS list, are considered leavers and made available for deletion if required.

 

To view these students, click on STUDENTS NOT UPDATED.   A list appears, which should be students who have left the school.  If this is correct generally, you can then click on CLEAN OUT.  If there are certain students you wish to merge with others you can tick/untick these and MERGE as detailed above.    Any leavers can simply be DELETED by clicking on DELETE TICKED.  

 

 

Students without an admission number

 

If any students are showing without admission numbers, you have 4 choices of how to deal with them :

 

  • If they are not duplicated anywhere else on the system and have no transactions, you can safely DELETE them as they will be added correctly when you run the CMIS upload.

  • If they are a duplicate of another student name with an admission number, you need to MERGE

  • If they are not duplicated, and do have transactions posted to them, you must ADD the admission number.

  • If they are not current students, simply DELETE them.

 

To check for duplications go to Period End – CLASS CHANGER – select the class required.

 

Then return to SETUP – and use the Students without Admission Number Clean Up.

 

 1. Delete students with no transactions - if they have no transactions at all, then it is best to simply delete them, as they will be imported from CMIS once we link, if they are still in the school -

 

- Tick  the students to delete
- Click Delete those without Transactions

 

 

 2. Merge Students who are duplicated - if a student is duplicated, then merge the two records to combine the transactions.

 

- Tick students to merge. Click on  Merge Ticked Students.

- Enter some search text to identify student to merge with, click name and click on MERGE.

- Next student to merge will appear – continue.

 

 3. Add admission numbers - If there are current students without an admission number, who are not duplicated anywhere on the system, you will need to provide an admission number, as follows.

 

Setup - Students - Click on View/Amend/Add.  Select student using pull down arrow. Type in CMIS admission number into STAR REF box. Click on SAVE.

 

4. Delete used but unwanted students

 - Tick students to remove and click on Delete Ticked Students.

 

 

Importing from Integris

 

Before you do anything else, please take a backup using Period End – Archives – Backup Current Data  - enter name Pre Student Import – click on Create Backup.

 

Exporting Students from Integris

 

Go to Integris and create a report that shows the following information :

 

Surname & Firstname, Registration Group, Year, Admission Number.       

 

This is the minimum information required. If you would like the following available in reports, please include the following additional fields in your report:

 

Address, Phone , Medical Notes, Gender, Date of Birth, Ethnicity

 

Export this report to a folder of your choice in a format that can be opened as an Excel spreadsheet.  Open this exported report so that each field of information is shown in a separate column

 

Leave this report on screen but minimise.

 

 

Importing Students

 

Now we need to IMPORT the students from the report produced above, into the Private Funds Manager.

 

Go to the last tab on the system – Setup and select Students.

 

Return to your Excel spreadsheet, leaving PFM running but minimised.

Highlight the name column all the way from first to last student. COPY using CTRL C or Right Mouse Click - Copy. 

 

Now go back to Private Fund Manager – into Setup tab, click in the Students Name column and choose Right Mouse Click - Paste.

 

This will paste all the student names into the first column.

 

Repeat for Registration Group, Year, Admission Number and then any other fields required.

 

You can scroll up and down to check the entries.

 

 

Once complete SAVE DETAILS INTO DATABASE and tick the box bottom left that says Accept All Entries.

 

 

That’s is! Your students are on the system.

 

 

Manually adding students

 

If you have just one or two joiners during the year, you could add them manually.

Go to the SETUP tab and click on the VIEW/ AMEND / ADD button at the bottom of the screen.  Enter their details and enter their admission number in the field marked STAR REF.  The minimum could can enter is name, Reg gp, Year and Star Ref. 

CLlick on the SAVE button. 

 

 

 
 
 
 

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