SIMS Assessment Manager 7

[dhance]

I've been hired by a local school to set up tracker marksheets using AM7. I'm a novice having had just one days training.

 

As far as User Friendliness is concerned, it is by far the worst application I have ever used!

 

I have 2 questions:

 

1 I am in ther process of creating templates. I've defined result sets for each half term period in each year.

eg. Y9 Au1

 

I have defined Aspects for capturing the grades of each subject. eg. Eng Attainment. Having created a template for English Yr 9, I cloned it with a view of creating similar templates for the other subjects.

 

However, it seems that I can amend each column and change the result set but I cannot amend the Aspect!

 

Therefore each new template takes around a day to re-create.

 

Should I have created oner Aspect and incorporated the subject in the result set eg. Y9 Au1 Eng? By doing so I could then amend each cloned Template in a short time.

 

Or, can I run a SQL script against the database and simply change the name of the Aspect once I've cloned a new Template?

 

If so, does anyone have an example script. A database schematic would also be handy.

 

2 The school for which I'm working will shortly change its status and in theory become a new school. I've been told that we'll have to export data from the current school's database to the new school's using CTF.

 

Surely it's possible to back up the current school's database, restore it onto the new school's server and simply run a SQL script to change the identity (DCSF) of the records!

 

Any help would be gratefully received.

[LosOjos]

Welcome to edugeek dhance! And more importantly, welcome to SIMS...

 

First things first; you cannot access the SIMS SQL database directly. (or rather you can, but the chances of achieving anything by doing so are slim due to the 'complex' structure, and Capita do not like you doing this)

 

1 day for a template is a hell of a long time, are you adding each column individually? When you add columns, you can tick multiple aspects at once and add them all at the same time.

 

If you have a bit of programming/XML knowledge, you can programatically create templates: try exporting one and looking at the XML structure, if you understand it you'll be able to change it, if you don't then I don't recommend you try anyway if I'm honest.

 

As for the move to a new school, I'm currently going through exactly the same process, and I'm afraid the SQL database merger is a no (yes, I think it's a pita too). You can export your student's CTFs, that will transfer all their basic details, contacts and national level assessment data (i.e. KS2, KS3 validated results), but you'll have to manually enter all their medical details and SEN details. If you're using the exams module, you'll also want to transfer their UCI numbers; again this is a manual task.

 

Have a look at the MIS section of the forums, it was an absolute life saver for me when I started using SIMS just over a year ago, and feel free to ask questions, it's a great community here.

[dhance]

Hi LosOjos,

 

I takes arfound 6 hours because a lot of columns include formulae.

 

I realise that I can add multiple columns if the column is data entry but I can't see a way of selecting multiple aspects at once and adding them all at the same time if the column is a calculation using a formula.

[dhance]

Hi Again,

 

I'm comfortable using XML and would like to have a go at programatically creating templates!

 

However, I can't see how to export a template!! Where will I find this function?

[LosOjos]

Formulas are a bit of a pain, I understand why it takes you a while now!

 

To export a template, go to "Routines > Data Out > Assessment > Export".

 

It's pretty self explanatory from there

 

A word of caution though: formulas are not pretty in XML, I'd mess about with a couple of non-critical templates (or set one up specifically that contains examples of any formulae you might need) to start you off

[dhance]

Many many thanks - I wish I'd discovered this forum a few months ago . . . . . . .

[Sivadam]

Many many thanks - I wish I'd discovered this forum a few months ago . . . . . . .

Can I assume that you have not joined Capita SupportNet? And have not contacted the SIMS Support team for your school?

When a new school is formed then it is the DCSF (now the DfE) that restricts what can and what cannot be transferred. The data is 'owned' by the original school and the DCSF only allows the transfer of data that can be done via CTFs. See KB88079 and others on SupportNet.

As for your comments re AM7. I think that this is a case of trying to run before you can walk. Yes it does take time to build up the system but that time will be well rewarded in the long run.

I would urge that you join SupportNet where there are many experts in the use of SIMS - particularly on the Assessment Forum!

http://support.capitaes.co.uk/newlogin/login.asp

[dhance]

Many thanks for your advice.

 

I will indeed join SupportNet.

 

I realise there's a lot to set up initiially and I appreciate that it will take time.

 

However, the timescales would be reduced if find and replace and other accepted editting practices were available in SIMS.

 

I'm sure that using XML imports will help considerably.

[Sivadam]

If you have access to the same data in the original schools then you can bulk export out all the Templates you require.

Obviously you need the Aspects first.

Then you can export out the results and the Reports!

These should all import back in to the new system!

[dhance]

What about the Result Sets and Grade Sets?

 

Will I be able to amend the Templates, Aspects etc. that I import from the current school's database?

[Sivadam]

I am unsure as to what happens to the Results and Grade sets. Maybe they are attached to the Aspects (Gradesets) and Results (Resultsets) when they are imported.

I have never used these procedures even though I know that they exist.

 

Yes you should be able to edit imported Aspects and Templates (within the context of which Results are actually attached). In any case you can easily Clone them and hence have your own versions!

[Dancer]

When you export an assessment template to xml it takes the aspects, gradesets, resultsets associated with the template. If you read xml file you should have a resulset node, gradeset node, aspect node in addition to the template node.

[vikpaw]

 

i'm just going to throw some things out there to add to what has already been said.

 

creating templates should be relatively quick. but formulas will make it tricky. you are doing it correctly, changing aspects is not possible, but you can change resultsets, and i've got a script that would let you do that quickly, but only blocks of the same type, i.e. data entry, data review. it wouldn't work for 1 column data entry followed by 1 column data entry by forumula followed by 1 column data review. It would work, just wouldn't save you any time!

 

copy pasting formulas is not possible and still very difficult to repeat the same steps multiple times. We often export out to Excel for analysis.

 

definitely don't include the subject in the resultset, it's right the way you've got it.

 

as building templates is slow, if what you are doing allows, create large review templates that have multiple subjects that you can use for review. then clone it and delete out columns. It's much quick to delete columns from a template than add them, so if you know you will make a large review marksheet later, make it first, and then clone out parts of it. i used this trick at my last school and saved oodles of time.

 

the xml thing is worth a go. i think dancer has some examples and more detailed help on the SupportNet forum.

 

before you import a set of already created aspects etc. just do some validation and make sure the existing system works and will do everything you need it to do.

the guy here who i took over from, imported lots of aspects and templates created from elsewhere and things worked fine for over a year, maybe two, along the way he added to the system extra aspects, and templates. when i got here and we started doing analysis i noticed that half the KS3 aspects were made with gradesets, and half were added as integer numbers (we use numbers at KS3!) so it looked the same, but only some of the aspects could be used in formulas! hopefully wont happen to you, but best to go over everything yourself and put in place a naming structure if one doesn't exist.

 

also, it really helps to have everything, aspects, templates etc. have categories. especially once the number of marksheets per teacher goes over 20-30 and they get fed up of scrolling through all the time, even more of an issue for assessment operator and heads of dept. heads of year who see all marksheets they have within their year group / subject.

 

I would see the change to a new clean database as a good thing. a fantastic opportunity to do some data cleansing and make sure you have really good data in the 'new' school. a nice fresh SIMS install and no ghosts in the machine.

 

good luck with it all.

[dhance]

Can you confirm that I've understood correctly.

 

I believe I can export an existing Template to an xml file and then edit the Aspect and Template data to quickly create new Templates.

 

Assuming that my assumption is correct, do I have to ensure that Aspects, Gradesets etc. that are referenced have been set up or will the import add those too?

 

In fact, how does SIMS manage dealing withTemplates, Aspects etc. that defined in the xml? Does it add themif they don't exist and update them if they do?

[vikpaw]

Dancer is your man for that, if you check his posts on supportnet you may get a better idea until he can reply here.

[Dancer]

Once exported –

You can open the xml file in notepad/xml editor of choice.

 

Although I have a template for each subject in each year they all follow essentially the same pattern.

So I create a template template (one for each year) and open in notepad and do a find and replace.

 

The templates reference the aspects/resultset etc using the external id (either run a .net report to list them all or one by one from the properties of the aspect/result set). You may also need to change column headings and you will need to ensure the template name and ID is unique.

 

I have created an excel spreadsheet with a macro that automatically opens a file and does various finds and replaces (on support net go to file sharing resource 619). It did mean that last summer I could create 200 new templates in 3 days (manually it would of taken me 2-3 hours each)

 

You should be able to create resultsets and aspects in the same way. I have tried a couple of times with aspects and failed. As compared to templates relatively few and quick to set up, I just do these in SIMS. Most of my resultsets were set up years ago and the odd new one is easily done in SIMS

 

When editing the template I delete everything apart from the template node as finding and replacing the resultset/grade ids in the resultset/grade node can causes problems.

[dhance]

Hi,

 

I've been playing around with the excel spreadsheet and macro that you've designed for generating templates.

 

I'm quite sure it has the potential to save an enormous amount of time as I ran the macro against a small template and generated the code for one new template.

 

If you don’t mind, there are a couple of things I’d like to clarify before I set out to generate templates for real. Some points are probably stating the obvious, but still worthwhile getting clarification I feel.

 

• I assume that I will need to add each New Template manually in SIMS first so that it will have an ExternalId that I can reference from rows 4 onwards

 

• When I paste the contents of OrigTemplate.txt into the OrigTemplate worksheet, the text overflows into adjacent cells and occupies 8 rows. Will this present a problem?

 

• The simple template that I used as The Original Template produced an .xml file with nodes relating to Results Sets, Grades and Aspects. In the New Templates, some of the Aspects used would be the same as those used in the Original Template whereas others would be specific to the New Templates. ie. Subject specific

 

o Do I list each ColumnHeading and AspectExternalId that will change?

 

 Do I also replicate cells 1D 1E 2 D 2E across rows 1 & 2 for each of the aspects which are to be changed

 

 Do I simply list each Aspect that will change and allow the find and replace to do the rest or do I have to show each occurrence of the Aspect each of which will obviously have unique column headings.

 

o Some Columns / Aspects involve formulae. Does the find and replace in the macro take care of this as well. e.g. If I’m finding the value for EngGrade Aspect and replace those columns with MathsGrade, will the macro be clever enough to amend the formulae to use maths?

 

• I’ve been trying to produce a report listing all of the Aspects used per Template. I seem unable to convince SIMS that I want to see every occurrence of where an Aspect is used.

 

I assume that I need this information but only if I need to show each occurrence of where an Aspect is used.

[MattMitchell]

You'll be fine on the formula bits - those always reference other columns by position, so changing the aspects will work fine!

[Dancer]

I've uploaded a slightly newer version of the xls file I use.

 

I create one template for each year group (here - Y7 art template, is the same as Y7 History etc apart from one has art aspect the other history).

Export this template.

Place the xls in folder along with a text document that contains the bit between and including which is saved as OrigTemplate.txt. The folder also contain a blank text file called NewTemplate.txt - You can include the header text and opening of the template node ("

" - part of the new version of the xls closes the tempalte node)

 

in the xls

Line 1 - is for your own reference

Line 2 - contains the name of the tag

Line 3 - the orginal text contained in the tag in the exported template that will be replaced by

Line 4 onwards - the text that will replace that in line 3.

 

Each line form 4 onwards is one new template

 

External IDs - no you can use sims to create a new one - I use HHS (intials of the school) followed by a number which I manually incerement up to ensure it is unquie.

 

The orig tempalte worksheet is just a demo template - you need to save the text of the tempalte in a text file called OrigTemplate.txt in the same folder as the xls (sorry for the confusion)

 

To create the origtemplate strip out all the other nodes. I create all the aspect/resultsets/gradeset etc in sims first. When you import the new templates back into SIMS you don't need the other nodes as the aspect/resultset/gradeset already exist. If you are transfering the tempaltes between installations of sims (i.e. the new school in sept) you will need to include all the nodes.

 

The new xls file allows upto 33 columns to be changed and yes you need to list each aspect and column heading.

 

The macro is a simple find and replace so changes all ocurrances in one go.

 

Each column must have a unique heading and is independent of the aspect name - May be worth, when setting up the orig tempalte changing the column heading so they don't reference a subject so don't need changing for the new tempaltes.

 

Formulas reference the column number (As MattMitchell said) - change the aspect in the column and the formula will continue to reference that column with the new aspect.

 

I too have just tried to list all aspects used in a template and it doesn't want to do it(template focus - aspect sub report). Weirdly - if you focus the report on aspect with the tempalte sub report (filtered for the relevent template) it works!

 

Hopefully that cleared up your queries, feel free to post again if it hasn't.

FRA.xls

[LosOjos]

Hi all,

 

just thought I'd post this in case it helps anyone.

 

Dancer, your macro's saved me an absolute ton of time setting up a new SIMS database assessment manager from scratch, so thank you! If I could hit thanks a thousand times I would!

 

While I was using it though, I noticed it was hard coded to take a template the exact size of the one you originally designed it for, and the macro needed a little rewrite to work with my templates.

 

Attached is a modified version that checks the size of the template entered and builds the new templates to be the same size. Only a small modification but thought I'd share.

 

FRA.xls