[sims] Manual creation of CTF For SIMS

[tcable]

Hi

not 100% sure if what i am trying is 100% possible, but thought i would ask.

We're currently taking admissions for new year 7's, and they are currently completing online forms with there information. We are looking to create a CTF XML file so our admin lady can import straight into SIMS rather than copying and pasting from a spreadsheet.

After a lot of playing, i've managed to create an XML file for each student, and it appears to match current CTF's that we get from other schools.

The error message we get on import is:

"invlaid XML File Error. The error description is 'System foes not support the specified encoding. could not find preparted statement with handle 0 sp_xml_removeddocument. The value supplied for paramerter number 1 is invalid. The statement has been terminated"

I'm not 100% sure what this means, unless i haven't got a complete CTF file.

I thought it might be because i'm using classic ASP to query the SQL database and create the file, but even copying and pasting into a fresh file, it does the same.

Is what i am trying possible, or am i wasting my time?

Thanks

Tony Cable

[Banjo]

I don't know the specific errors but this can be done. You will very carefully need to go over the two files, your and a 'real' one produced by SIMS to spot the differences. You may even be better creating a test file by just typing in the basic information and getting that working with the correct syntax and formatting, before automating the process.

 

I hope your testing on an 'offline' standalone version of SIMS and not the schools live one!

[tcable]

done it. it turns out CTFile is not the same as CTfile which is the format that the header is after.

[ajp233]

Glad to hear you did this.

 

In my past I did the same....got the details of new Y7 pupils in Excel and then wrote a VBA macro to create a CTF file to import into SIMS...all good fun

[Sheila]

Hi ajp233 and tcable

 

We need to do the same for our data too. I was wondering if you were able to share your VBA macro or excel sheet or if you had any pointers?

 

Many thanks for any help or advice in advance.

[PhilNeal]

There is an easier way to import applications if you have R&A. There is a CSV import available.

[Sheila]

Thanks Phil for replying so quickly. We are an international school in HK so don't have any experience with R&A. As a St Andrews girl, the only R&A I know much about involves golf! Have you a website you could guide me to?

[astevens84]

I'm also trying to create my own .xml files from an online application form, but have no experience with this before. Any help or guidance would be much appreciated!

[PhilNeal]

Sheila it's Registrations & Admissions. This is used by Indy schools to assist with marketing, enrolments etc.

[vikpaw]

Thanks Phil for replying so quickly. We are an international school in HK so don't have any experience with R&A. As a St Andrews girl, the only R&A I know much about involves golf! Have you a website you could guide me to?

This is the module for SIMS. With the core install, you would have the basic admissions area for managing pre-admission students. This additional module has more bells and whistles, and manages comms, appointments, assessment etc. ...

I thought you'd be able to import anyway, but perhaps the CSV option is only available if you go for this module. As an indy, it will probably be quite useful for you. We didn't use it at my last school, but if your Registrar is overrun, it can be really useful.

[vikpaw]

Thanks Phil for replying so quickly. We are an international school in HK so don't have any experience with R&A. As a St Andrews girl, the only R&A I know much about involves golf! Have you a website you could guide me to?

Sorry @Sheila - forgot the link yesterday SIMS Registration & Admissions | Capita Independent

[Sheila]

Thank you Vikpaw! Much appreciated.

[Data2]

I'm interested in setting this up for my school too. As an academy, it doesn't make sense for us to get R&A, as the only bit I need is converting the data into CTF format, which I should be able to manage.

I have a couple of questions for those of you who do something similar.

1. I'm assuming data is collected via some sort of online form - where is this data stored - is it a website database, a google form or something else?

2. How do you ensure that the person entering the data is who they say they are?

Thanks in advance!

[matt40k]

2. How do you ensure that the person entering the data is who they say they are?

 

You'd be a very rich person if you could answer this.

[jmak]

2. How do you ensure that the person entering the data is who they say they are?

Thanks in advance!

 

How do parents apply? We're a maintained school, so applications are handled by County. They send us a table (pdf last year, so I had to convert to spreadsheet) which included phone and email address of the person who'd submitted the application. They had almost everyone as almost everyone applies online. You could then cross check.

 

If they didn't apply online they probably wouldn't complete a contact information form either...

[jmak]

done it. it turns out CTFile is not the same as CTfile which is the format that the header is after.

 

Thread necromancy, but...

 

Do you have a guide on how to convert a spreadsheet to ctf format? I want to ensure I capture the data in the correct format to minimise the amount of processing I need to do to the data after it's collected.

 

Thanks in advance.

[DODICT]

Is a joke that this isn't available in the core product. But pay extra and there's a solution - have I heard that before when using SIMS ?

 

If capita sold cars wheels would be sold separately . . .

[DODICT]

On a practical note if anyone could provide the spreadsheet template with CTF conversion macro inc it would be useful - thanks.

 

Provided on an 'as is, unsupported' basis of course but preferable to starting from scratch.

[Data2]

I've heard of the add on for SIMS independent, but is there an add on for maintained schools/academies?

[howartp]

This is the government CTF website:

 

https://www.gov.uk/government/collections/common-transfer-file

 

I use custom ATF's to bring in our year 7 students, but I'm looking right now at doing the same as CTFs for Sixth Form external students (who join us in year 12 from other schools).

 

Peter

[jmak]

This is the government CTF website:

 

https://www.gov.uk/government/collections/common-transfer-file

 

I use custom ATF's to bring in our year 7 students, but I'm looking right now at doing the same as CTFs for Sixth Form external students (who join us in year 12 from other schools).

 

Peter

Showing my ignorance, but: what's an ATF?

 

Also, for pupils entering the education system for the first time - where does the upn come from?

[howartp]

ATF is Admissions Transfer File.

 

It comes from LEA and imports to Pre-Admissions. Student records must not exist pre-import.

 

I use LEA ATF as the input to my routines.

[jmak]

So if I was to grab last year's ATFi could extract the schema information and then use it to convert my spreadsheet to an XML in the ATF format?

 

I've never created an XML schema before, but I'm busy reading...

[howartp]

Correct.

 

That’s what I did, combined with reading the rules from the link I posted earlier, and the CDBS spreadsheet (same link) which is an almighty beast but contains for example the lookups for language, ethnicity, etc as they’re stored as WHBR, WHOT etc for White British, White Other etc.

 

It changes each year; so far I’ve just changed v15 to v16 to v17 but there will become a point where a field changes that I need to update.

[PhilNeal]

SIMS includes ATF import as standard. This is a government standard. The R&A Module is a suite of software that enhances the admissions process. It is an extra because there are a number of suppliers of this type of software and Capita has to ensure that competitors can compete. The module will work for any school that manages its own admissions.