ProMonitor Administrators User Guide Version 9

 Administration User Guide For Version 9 Last Updated 16 August 2013 Table of Contents 1 ProMonitor Administration ....................................................................................................................... 1 2 System Components .................................................................................................................................. 3 2.1 System Components .......................................................................................................................... 3 2.2 Database Connectivity ....................................................................................................................... 5 2.3 ProMonitor Worker Service ............................................................................................................... 6 3 Starting ProMonitor Administration .......................................................................................................... 9 4 Troubleshooting ....................................................................................................................................... 13 5 Administration Facilities .......................................................................................................................... 15 5.1 Administration Facilities .................................................................................................................. 15 5.2 About Screen .................................................................................................................................... 15 5.3 Information Screens ......................................................................................................................... 17 5.3.1 Information Screens ..................................................................................................................... 17 5.3.2 Student Information Screen ........................................................................................................ 17 5.3.3 Enrolment Information Screen .................................................................................................... 18 5.3.4 Learning Structure Information Screen ....................................................................................... 18 5.4 System Configuration ....................................................................................................................... 18 5.4.1 System Configuration ................................................................................................................... 18 5.4.2 System Settings Screen ................................................................................................................ 18 5.4.2.1 System Settings Screen ........................................................................................................ 18 5.4.2.2 Attendance System Settings ................................................................................................ 19 5.4.2.3 Student ILP System Settings ................................................................................................. 22 5.4.2.4 Importer System Settings .................................................................................................... 23 5.4.2.5 Reports to PG System Settings ............................................................................................ 24 5.4.2.6 Student and Tutor Group System Settings .......................................................................... 25 5.4.2.7 College Structure Settings .................................................................................................... 25 5.4.2.8 Worker Service System Settings .......................................................................................... 26 5.4.2.9 Save System Settings ........................................................................................................... 26 5.4.3 System Values Screen .................................................................................................................. 27 5.5 Importing ......................................................................................................................................... 31 5.5.1 Importing ..................................................................................................................................... 31 5.5.2 Import Wizard Screen .................................................................................................................. 32 iii Admin Guide Printed Documentation 5.5.3 Import Screen .............................................................................................................................. 36 5.5.4 Import Scheduling ........................................................................................................................ 38 5.5.5 DataSource Maintenance Screen ................................................................................................ 40 5.5.6 Import Specifications ................................................................................................................... 42 iv 5.5.6.1 Import Specifications ........................................................................................................... 42 5.5.6.2 Additional Support Needs .................................................................................................... 43 5.5.6.3 Assessment Schedule ........................................................................................................... 43 5.5.6.4 Attendance and Punctuality ................................................................................................ 44 5.5.6.5 Attendance and Punctuality Summary ................................................................................ 45 5.5.6.6 College Structure ................................................................................................................. 45 5.5.6.7 Course .................................................................................................................................. 46 5.5.6.8 Course Mapping ................................................................................................................... 46 5.5.6.9 Enrichment ........................................................................................................................... 47 5.5.6.10 Enrolment ........................................................................................................................ 48 5.5.6.11 Initial Assessment ............................................................................................................ 49 5.5.6.12 Integrated Student Support ............................................................................................. 50 5.5.6.13 Integrated Student Support Needs .................................................................................. 50 5.5.6.14 Learner Comment ............................................................................................................ 51 5.5.6.15 Learning Support .............................................................................................................. 51 5.5.6.16 Learning Support Needs................................................................................................... 52 5.5.6.17 Organisation ..................................................................................................................... 52 5.5.6.18 Qualification and Qualification Unit ................................................................................ 53 5.5.6.19 Qualification to Course Mapping ..................................................................................... 54 5.5.6.20 Qualifications On Entry .................................................................................................... 54 5.5.6.21 Staff .................................................................................................................................. 54 5.5.6.22 Staff Structure Allocation ................................................................................................. 55 5.5.6.23 Student ............................................................................................................................. 55 5.5.6.24 Student Financial Details ................................................................................................. 58 5.5.6.25 Student Group .................................................................................................................. 59 5.5.6.26 Student Group Manager .................................................................................................. 59 5.5.6.27 Student Group Structure ................................................................................................. 59 5.5.6.28 Student Group Teacher .................................................................................................... 60 Table of Contents 5.5.6.29 Student ILP Summary ....................................................................................................... 60 5.5.6.30 Student Marks and Grades .............................................................................................. 62 5.5.6.31 Student Photo .................................................................................................................. 64 5.5.6.32 Student Tutor Group ........................................................................................................ 64 5.5.6.33 Target ............................................................................................................................... 65 5.5.6.34 Tutor Group ..................................................................................................................... 66 5.5.6.35 Unit ................................................................................................................................... 66 5.5.6.36 Work Placement PS .......................................................................................................... 68 5.5.7 Importing Student Photos ............................................................................................................ 68 5.5.8 Why the Course Code is Important ............................................................................................. 70 5.6 Users and Permissions ..................................................................................................................... 72 5.6.1 Users and Permissions ................................................................................................................. 72 5.6.2 Staff Accounts Screen .................................................................................................................. 72 5.6.2.1 Staff Accounts Screen .......................................................................................................... 72 5.6.2.2 Password Generation and Distribution ............................................................................... 73 5.6.3 Permissions Screen ...................................................................................................................... 74 5.6.3.1 Permissions Screen .............................................................................................................. 74 5.6.3.2 Permissions Groups ............................................................................................................. 75 5.6.4 ProMonitor Usage Screen ............................................................................................................ 76 5.6.5 Audit Record Explorer Screen ...................................................................................................... 76 5.7 Standard Reports, Messages and Tasks ........................................................................................... 77 5.7.1 Reports and Messages and Tasks ................................................................................................ 77 5.7.2 Reports to Parents/Guardians Maintenance ............................................................................... 78 5.7.3 Publish/Print Reports to Parents ................................................................................................. 79 5.7.4 Standard Report Builder .............................................................................................................. 80 5.7.4.1 Standard Report Builder ...................................................................................................... 80 5.7.4.2 RDL files ................................................................................................................................ 82 5.7.4.3 Sub Report: Student Group Assessment ............................................................................. 83 5.7.4.4 Editing RDL files using Visual Studio .................................................................................... 85 5.7.4.5 Memory Efficient RDL change.............................................................................................. 86 5.7.4.6 Microsoft Word Mail Merge Reports .................................................................................. 88 5.7.5 Published Reports to Parents ...................................................................................................... 90 v Admin Guide Printed Documentation 5.7.6 Reports To Parents Bulk Update .................................................................................................. 91 5.7.7 Unit Target Performance Report ................................................................................................. 92 5.7.8 ILP Completion Report ................................................................................................................. 93 5.7.9 At Risk Students ........................................................................................................................... 93 5.7.10 Task Manager ........................................................................................................................... 93 5.7.11 Message Explorer ..................................................................................................................... 96 5.8 General Maintenance ...................................................................................................................... 97 5.8.1 General Maintenance .................................................................................................................. 97 5.8.2 Lookup Data ................................................................................................................................. 97 5.8.2.1 Lookup Data ......................................................................................................................... 97 5.8.2.2 Comments ............................................................................................................................ 97 5.8.2.2.1 Comments ...................................................................................................................... 97 5.8.2.2.2 (Confidential) Comment Reason .................................................................................... 98 5.8.2.2.3 (Confidential) Comment Type ........................................................................................ 98 5.8.2.2.4 Confidentiality Level ....................................................................................................... 99 5.8.2.3 ILP ......................................................................................................................................... 99 5.8.2.3.1 ILP ................................................................................................................................... 99 5.8.2.3.2 ILP Integrated Support Selection Lists ......................................................................... 100 5.8.2.3.3 ILP Course Grading ....................................................................................................... 100 5.8.2.3.4 ILP Destination 1 & 2 .................................................................................................... 100 5.8.2.3.5 ILP Expectation Choice ................................................................................................. 100 5.8.2.3.6 ILP Healthy College Selection 1 & 2 ............................................................................. 101 5.8.2.3.7 ILP Information I have Read ......................................................................................... 101 5.8.2.3.8 ILP Initial Assessment Type .......................................................................................... 101 5.8.2.3.9 ILP Initial Assessment Default Comments ................................................................... 101 5.8.2.3.10 ILP Learning Style ....................................................................................................... 101 5.8.2.3.11 ILP Progress Review Selection 1 & 2 .......................................................................... 101 5.8.2.3.12 ILP Progression Tracking & Destination ..................................................................... 101 5.8.2.3.13 ILP Review Rating ....................................................................................................... 102 5.8.2.3.14 ILP Risk Status Reason Summary 1 & 2 ...................................................................... 102 5.8.2.3.15 ILP SMART Target Categories ..................................................................................... 102 5.8.2.4 vi Meetings ............................................................................................................................ 102 Table of Contents 5.8.2.4.1 Meetings ...................................................................................................................... 102 5.8.2.4.2 Meeting Category ......................................................................................................... 102 5.8.2.4.3 Meeting Type ............................................................................................................... 108 5.8.2.4.4 Meeting Role ................................................................................................................ 110 5.8.2.4.5 Meeting Reason ........................................................................................................... 110 5.8.2.4.6 Meeting Outcome ........................................................................................................ 110 5.8.2.5 Reports PG Selection Lists .................................................................................................. 111 5.8.3 ILP Configuration ........................................................................................................................ 111 5.8.3.1 ILP Configuration ................................................................................................................ 111 5.8.3.2 ILP Menu Items Screen ...................................................................................................... 112 5.8.3.3 ILP Menu Item Categories .................................................................................................. 113 5.8.3.4 ILP Custom Menu Items ..................................................................................................... 113 5.8.3.5 ILP User Defined Labels Screen .......................................................................................... 114 5.8.3.6 ILP Pages ............................................................................................................................ 115 5.8.3.6.1 ILP Learner Details........................................................................................................ 116 5.8.3.6.2 ILP Further Details ........................................................................................................ 116 5.8.3.6.3 ILP Achievements on Entry .......................................................................................... 117 5.8.3.6.4 ILP Study Programme ................................................................................................... 118 5.8.3.6.5 ILP Welcome ................................................................................................................. 119 5.8.3.6.6 ILP Goals and Targets ................................................................................................... 119 5.8.3.6.7 ILP About My Course .................................................................................................... 120 5.8.3.6.8 ILP Strengths and Developments ................................................................................. 121 5.8.3.6.9 ILP Attendance ............................................................................................................. 122 5.8.3.6.10 ILP Information I Have Read ...................................................................................... 122 5.8.3.6.11 ILP Plans After My Course .......................................................................................... 123 5.8.3.6.12 ILP Survey ................................................................................................................... 123 5.8.3.6.13 ILP SMART Targets ..................................................................................................... 124 5.8.3.6.14 ILP Upload Documents ............................................................................................... 124 5.8.3.6.15 ILP Healthy College ..................................................................................................... 125 5.8.3.6.16 ILP Enrichment and ECM ............................................................................................ 126 5.8.3.6.17 ILP Manage Learner ILP Pages ................................................................................... 127 5.8.3.6.18 ILP Integrated Student Support ................................................................................. 128 vii Admin Guide Printed Documentation 5.8.3.6.19 ILP Learning Support .................................................................................................. 129 5.8.3.6.20 ILP Additional Learner Support .................................................................................. 129 5.8.3.6.21 ILP Risk Indicators ...................................................................................................... 130 5.8.3.6.22 ILP Comment Details .................................................................................................. 131 5.8.3.6.23 ILP Confidential Comment Details ............................................................................. 132 5.8.3.6.24 ILP Meeting ................................................................................................................ 133 5.8.3.6.25 ILP Manage Learner Meetings ................................................................................... 135 5.8.3.6.26 ILP Reports to Parents ................................................................................................ 136 5.8.3.6.27 ILP UCAS ..................................................................................................................... 137 5.8.3.6.28 ILP Work Placement Training ..................................................................................... 138 5.8.3.6.29 ILP UCAS Personal Statement .................................................................................... 138 5.8.3.6.30 ILP ProSolution Work Placement ............................................................................... 139 5.8.3.6.31 ILP My Learning Diary ................................................................................................ 139 5.8.3.7 User Defined Links ‐ Student ............................................................................................. 140 5.8.3.8 User Defined Links ‐ UCAS Statement ............................................................................... 141 5.8.3.9 Learner Status Colour ........................................................................................................ 143 5.8.3.10 Learner Badge ................................................................................................................ 143 5.8.3.11 Bulk Create Meetings ..................................................................................................... 145 5.8.3.12 Survey Questions ........................................................................................................... 145 5.8.3.13 Healthy College Questions ............................................................................................. 147 5.8.3.14 Student Type .................................................................................................................. 147 5.8.3.15 College Logo ................................................................................................................... 148 5.8.4 User Defined Links ‐ Tutor Group .............................................................................................. 148 5.8.5 Home Page ................................................................................................................................. 149 5.8.5.1 Home Page ......................................................................................................................... 149 5.8.5.2 Notice Board and Welcome Message ................................................................................ 150 5.8.5.3 Home Page Links ................................................................................................................ 151 5.8.5.4 Note for all Staff and Student Diaries ................................................................................ 151 5.8.6 Data Manipulation ..................................................................................................................... 152 viii 5.8.6.1 Data Manipulation ............................................................................................................. 152 5.8.6.2 Change Course Code .......................................................................................................... 153 5.8.6.3 Copy ILP Pages From Last Year .......................................................................................... 154 Table of Contents 5.8.6.4 Restore Obsolete Records ................................................................................................. 155 5.8.6.5 Populate StudentCodeMapping Table ............................................................................... 157 5.8.6.6 Populate StudentGroupCodeMapping Table .................................................................... 157 5.8.6.7 Transfer Incomplete SMART Targets ................................................................................. 158 5.8.6.8 Transfer Student Group Enrolment Data ........................................................................... 158 5.8.6.9 Delete Empty Tutor Groups ............................................................................................... 161 5.8.6.10 Delete Empty Student Groups ....................................................................................... 161 5.8.7 College Structure ....................................................................................................................... 162 5.8.7.1 Introduction ....................................................................................................................... 162 5.8.7.2 College Structure Definition .............................................................................................. 164 5.8.7.3 Importing ........................................................................................................................... 164 5.8.7.4 College Structure ............................................................................................................... 165 5.8.7.5 Student Group Structure ................................................................................................... 169 5.8.7.6 Exporting ............................................................................................................................ 171 5.8.7.7 Report Building .................................................................................................................. 171 5.8.8 College Help Documents ............................................................................................................ 172 5.9 Student Group Maintenance ......................................................................................................... 173 5.9.1 Student Group Maintenance ..................................................................................................... 173 5.9.2 Student Group Types ................................................................................................................. 174 5.9.3 Marking Schemes ....................................................................................................................... 183 5.9.4 Unit Level ................................................................................................................................... 187 5.9.5 HE Weighting ............................................................................................................................. 187 5.9.6 Assessment Types ...................................................................................................................... 188 5.9.7 Course At Risk Status ................................................................................................................. 189 5.9.8 Student Group User Links .......................................................................................................... 189 5.9.9 Task Report Colour Coding ........................................................................................................ 190 ix 1 ProMonitor Administration Welcome to the Administration Guide for ProMonitor. This administration guide covers all aspects of installation, configuration and management of ProMonitor. Using the Administration Utility, you can: • Import data into ProMonitor • Manage data manipulation tasks • Manage look‐up lists of data within the ProMonitor Web Application • Manage menu and screen appearance • Manage user logins, passwords and permissions For more details, see: System Components Starting ProMonitor Administration Troubleshooting Administration Facilities ProMonitor is part of a suite of software designed for Further Education by Compass Computer Consultants Ltd. Limitation of Liability Compass Computer Consultants Ltd. shall, under no circumstances, be liable for any damages or losses arising out of the use or inability to use this software product or any software product used in conjunction with this software product. 1 2 System Components 2.1 System Components The key components that comprise ProMonitor are: Administration Utility: A traditional Windows based client application that is used to import data, administer user accounts and permissions, configure the appearance of ILP screens and menus, control lookup data lists. The Administration Utility would typically be available to a few key administrators of ProMonitor within an organisation. SQL Server Database: Used to store all data held within the system. It is recommended that the database is backed up regularly. The Administration Utility and web application must connect to the SQL Server database using settings configured in a .dbconfig file. See Database Connectivity for more details. 3 Admin Guide Printed Documentation The components of the ProMonitor system Web application: The ProMonitor Web Application is installed on an IIS Server and available via a web browser to all staff who need access to ProMonitor. ProMonitor Worker Service: The (optional) ProMonitor Worker Service is used to automate imports of data into ProMonitor and to run scheduled tasks (a database maintenance task). It is also used by ProMonitor to send emails to an SMTP email server. It is installed on a server that can connect to the ProMonitor SQL Server database and to an SMTP email server. Connecting the Components together The Server components do not need to be installed on separate PCs. They are pictured separately in order to show the connectivity between them. The ProMonitor User PCs use a browser (e.g. MS Internet Explorer / Mozilla Firefox etc.) to use ProMonitor. A connection to the webserver and a browser is all that is necessary. No additional software installation is required. The IIS WebServer holds the ProMonitor web application. The web application files are typically located in C:\Inetpub\wwwroot\promonitor or C:\Program Files\CompassCC\ProMonitor\Web Application. (This location may be altered as necessary). The SQL Database Server holds the ProMonitor Database. It is essential that the database is backed up regularly (i.e. nightly and prior to a database upgrade). The ProMonitor Administration Utility Client enables administrators to configure the system, import data and maintain user accounts/permissions. This will typically be installed on a limited number of PCs. The ProMonitor Launcher must be installed on the Client to run the Administration application on that PC. The ProMonitor Client Launcher software installation is supplied as a separate file supplied alongside the main installation file (ProMonitorLauncher.msi). When you start the ProMonitor Administration Utility, the ProMonitor Client Launcher runs and checks the fileserver to see if an updated version of the deployment file is available (which it downloads if necessary). It then opens the ProMonitor Administration Utility. The FileServer holds the ProMonitor Administration Client Deployment File and the ProMonitor.dbconfig file to identify the database location and login credentials to the Administration application. The deployment file (in the format ProMonitor.x_y_z.deploy) is shipped with the main installation file when installing / upgrading ProMonitor. The optional ProMonitor Worker Service is a service that should be installed on a server that can connect to the ProMonitor SQL Server database and to an SMTP email server. The worker service is installed as part of the main setup.exe. During setup, you will be required to enter a series of settings to configure the worker service. The database connection information is stored in the file ProMonitorWorkerService.dbconfig in the selected install location typically C:\Program Files\CompassCC\ProMonitor\WorkerService. (This location may be altered as necessary). Other Settings are stored in the ProMonitor database and are accessible via the ProMonitor Administration application (System Settings and System Values screens). The status of the worker service may be viewed within the Administration application (About Screen), the status of each individual task within the Task Manager screen and the status of each email in the Message Explorer screen. 4 System Components 2.2 Database Connectivity See System Components for more details about the connectivity of each component of ProMonitor. Administration Utility The Administration Utility relies on the settings provided in the ProMonitor.dbconfig file that is usually located in the Deployment folder on a fileserver on the network. Each time a new upgrade is released, the new ProMonitor Administration Utility deployment file is placed here for the Client PCs to download (automatically). By default, all Client installations of the ProMonitor Administration Utility will look to this ProMonitor.dbconfig file for the database connection settings. The database connection settings may be viewed and edited (for the local client) from within the About screen within the ProMonitor Administration Utility. Web Application The Web Application relies on the settings provided in the web.dbconfig file that is located at the root of the ProMonitor Web Application on the web server (e.g. c:\inetpub\wwwroot\promonitor or c:\program files\compasscc\promonitor\web application). Similarly, there is a web.dbconfig file that holds connection settings for the Student Portal web application. Please note that for version 5.2 and above, database connection settings in the registry are no longer used by the web application. ProMonitor Worker Service The worker Service relies on the settings provided in the WorkerService.exe.config file that is located in the Worker Service folder (e.g. c:\program files\compasscc\promonitor\worker service) Editing the Config Files Compass ship a utility that is installed automatically when the server components are installed / updated (e.g. Web Application / Server deployment files for the Client Admin Utility). Therefore you should be able to double‐click the web.dbconfig and ProMonitor.dbconfig files and they will open in an editor automatically. Alternatively, and not recommended, the settings can be altered in these files manually by opening the config files in Notepad and saving. The WorkerService.exe.config file must be opened manually and edited in notepad if changes are to be made. See the chapter about the worker service for details about the settings. IMPORTANT Any changes made to the web.dbconfig file in the web application will not take effect until IIS has been restarted. To do this, open the Services Manager on the Server and restart the following services (together with any other dependent services it prompts you for): IIS Admin Service World Wide Web Publishing Service Any changes made to the WorkerService.exe.config will not take effect until the Worker Service has been restarted using Services within Control Panel on the server which it resides. 5 Admin Guide Printed Documentation 2.3 ProMonitor Worker Service The Worker Service is a Windows Service that is usually installed on the Database server, though can be installed on any server that can connect to the database server. See System Components for more information. With regards to ProMonitor the worker service is used primarily for 
Scheduling imports, see Scheduling Imports 
Sending email notification when a student comment has been made, see Comment Type 
Emailing passwords to users, see Password Generation The Worker Service performs various functions that are part of the system: 
Processing of the Tasks Queue (See section on Tasks) 
Scheduling of Configured tasks , such as the database maintenance task 
Processing of the Email Queue (i.e. Sending emails generated from within the system) Technical details and configuration settings: The Task Queue All the tasks, whether scheduled or triggered by a user’s actions from within the application, are executed on the server by the Worker Service. In order to execute a Task, a record is added to the Task Queue. The Worker Service periodically reads the task records from the Task Queue that need to be executed. Tasks are generally processed in order of the Due Date although Tasks can also have a priority set. A Task with High Priority will jump to the top of the queue; similarly tasks of low priority will give way to other tasks. Tasks can be added to the queue with a Due Date that is in the future, these tasks will not be executed until on or after the due date. If the Worker Service is stopped while there are still pending Tasks on the Queue, these Tasks will be executed when the Service starts up again. (Unless a user manually deletes them from the queue from the Task Builder screen) By default tasks on the queue are executed sequentially (one after the other). A task is made of up of one or more steps. The individual steps are always executed sequentially. Some Action types are defined as having to be run on their own while no other tasks are running (For example re‐index database and backup database). When one of these tasks is added to the queue, the Worker Service will ensure that Tasks containing these actions are run in isolation while no other tasks are running (effectively stopping the queue until the isolated tasks have completed). NOTE: You can pause the processing of the Task Queue by ticking the “Pause Task Service” tick box on the Task Builder screen. Scheduling The scheduler adds tasks to the Queue based on the Schedule configured for the Task in the task Builder. 6 System Components When the Worker Service is started, only Tasks that should be scheduled after the start time of the Service will be processed. So for example if there were some tasks that were scheduled to run at 10:00 and then the Worker Service was stopped at 9:55 and started again at 10:05, the Tasks from 10:00 will be missed. NOTE: If this happens you can always manually add Scheduled Tasks into the Task Queue from the Task Builder screen. NOTE: Scheduling is not affected by the “Pause Task Service” tick box on the Task Builder screen, items will still be added to the Queue by the Scheduler but just won’t be processed while the Task Queue is Paused. The Email Queue The Worker Service sends messages added to the Email and queue. These messages can be added by users from within the Main Application or by the Execution of a Task. When a Task executes a Message, it does not execute the Message immediately; instead, the Task will add any Messages that need executing to the Appropriate Message Queue. The Worker Service then will process the Messages from that queue. Worker Service Settings Use the System Settings screen in the ProMonitor Admin Application to configure the system settings for the Worker Service. 7 3 Starting ProMonitor Administration On a PC where the Administration Utility has been installed, you can either: 
Click the Windows Start button and select Programs ‐ ProMonitor – ProMonitor Administration Utility 
Double click the desktop icon for ProMonitor Administration Utility or The first time ProMonitor is started, it will seek out the data source files it needs. ProMonitor will request the location of any file it cannot find. When all files have been linked, you will be prompted to log on. Logging into the Administration Utility for the first time The first time you log onto ProMonitor you will be prompted for a username and password. The default username and password is: Username: administrator Password: [No password ‐ leave blank] You may change this password using the Staff Accounts screen available from the Main Menu under "ProMonitor Users". If your SQL Server is configured to allow users to utilitse Windows Authentication, you can activate Windows Authentication from the System Settings screen available from the Main Menu under "System Settings". If no licence keys exist within ProMonitor, you will be prompted to enter the licence keys supplied by Compass Computer Consultants Ltd. You will need to restart the Administration Utility after adding licence keys. Configuring ProMonitor for first use After installing the various components parts of ProMonitor, it is necessary to configure ProMonitor with the data from your college ready for staff to start using the system. The following sections within this User Guide describe the facilities that are used to do this. 1. Prepare the Data Sources for importing data concerning Staff, Learners and Enrolments. The definitions and format of the Data Sources are described within this User Guide. 2. Import the data using the Import Wizard Utility. 3. Each member of staff has their own ProMonitor login account (controlled via windows authentication or via a username and password). To activate staff accounts and set permission levels, from within the ProMonitor Admin Application, go to the ProMonitor Staff Accounts screen. 4. If available, import the Student Group Teacher data. Using this information, ProMonitor will assign each member of staff to their relevant Student Groups. 5. Populate ProMonitor Lookup and Configuration Data where necessary. For instance Comment Types, Meeting Types, Assessment Types all contain some default data, but these may not be suitable for you. 9 Admin Guide Printed Documentation ProMonitor is a highly configurable system and supports a wide range of data imports. The remainder of this administration user guide describes this. With individual logins created, Staff, Learner and Enrolment data imported, the ProMonitor Web Application will be available to general users. There is a Getting Started section within the ProMonitor Web User Guide for first use of ProMonitor. Logging onto the ProMonitor web application On a PC with a Web Browser installed, connect to the server on which the ProMonitor web application has been installed by typing its location into the address bar: //[Server Name]/ProMonitor This may be made available as a hyperlink from an appropriate place within the college Intranet Web pages. When the web application starts, a series of checks take place: Check Date Format: The IIS account must be configured to use UK regional settings (Date Format dd/mm/yyyy). See the Troubleshooting section for more details. Check DB Connection Values: Test to see if DB Connection values can be read from the Web Registry. Check DB Connection: Test whether the Web Application can connect to the database. Check PG DB Connection: Test that the Web Application can connect to the ProGeneral database. Check DB Version: The ProMonitor Web App and Database versions must be compatible. Check System Locked: Login to ProMonitor can be prevented by switching the System Locked flag on in the Admin Application. Check Licence: A valid licence key must be present within ProGeneral SQL. Check Windows Login: 10 Starting ProMonitor Administration If Windows Login is switched on (via the Admin Application), ProMonitor attempts to verify the current windows login with activated accounts within ProMonitor. If the account cannot be verified, a login screen is displayed. The web application will then show a login screen and prompt for a username and password. If you have activated Windows authentication from the Admin Utility, the login screen will only show if the user cannot be authenticated. The ProMonitor web application can also be customised with your college logo. 11 4 Troubleshooting Problem: During the Import of Student and Enrolment Data, a “You do not have permission” error is reported. You are connecting to the SQL Server via Trusted Connection. Solution: You must permit the role db_ddladmin to the trusted user or user group login in SQL Server. Problem: The timeout within the .NET Admin Application is not long enough. This could typically occur for a high volume data import. Solution: Edit the file ProMonitor.dbconfig (located in the Deployment Files folder on your shared network drive) within Notepad, edit the value of the Connection.DefaultTimeout property to 500 (maximum value in seconds). Problem: The US date format (mm/dd/yyyy) is preventing the markbook and other information from being saved and /or updated within ProMonitor. Solution: This is caused by the Web Server operating system being first installed with US regional settings, then being later reset to use UK regional settings. This process has not reset all of the registry keys correctly. Before proceeding, ensure that the registry is backed up. Open the registry and navigate to HKEY_USERS\.DEFAULT\Control Panel\International. This should be showing UK regional settings. Export this key to a file. Open the file using Notepad. For each of the users in the registry browse to Control Panel\International and see if the user has any US settings. If so open the registry export file that has just been created and replace .DEFAULT with the number for the user e.g. S‐1‐5‐21‐15116131681... Once you have changed all instances of .DEFAULT in the file, merge this back into the registry. This will overwrite all the US settings for that user with the correct UK settings as specified in the file. Do this for each of the users with US settings. When all users have the correct UK registry settings, restart IIS to allow the changes to take effect on the ProMonitor Web Application. If the problem persists, you may need to ensure that logged in users are always forced to use the regional settings on the web server stored in the HKEY_USERS\.default\Control Panel\International registry hive. To do this, add the following registry keys into your web server registry: [HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\OLEAUT] "VarConversionLocaleSetting"=dword:00000001 [HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\InetInfo\Parameters] "SetVarConversionLocaleSetting"=dword:00000001 13 Admin Guide Printed Documentation IIS can exhibit some apparent “random” behaviour when Windows authentication is set to TRUE for the web application. IIS impersonates the authenticating user by default. In IIS, this is the authenticating user profile setting because IIS impersonates the authenticating user by default. If the authenticating user's profile does not exist or is not loaded into the registry, it defaults to the system default settings from the HKEY_USERS\.default\Control Panel\International registry hive. Problem: The ProMonitor web application times‐out after 20 minutes forcing users to log into the web application if the system is idle for this length of time. Solution: The ProMonitor web.config file contains a setting for the web application timeout to be 60 minutes. IIS has two separate default timeouts with default timeouts of 20 minutes that override the ProMonitor timeout setting. For IIS 6: 1. Change the IIS web application timeout property. In IIS, right‐click the ProMonitor web application and select properties. Select the Virtual Directory tab, press the Config button, select the Options tab and alter the “Session Timeout”. 2. Change the default Application Pool timeout property. In IIS, select “Application Pools”, select the DefaultAppPool, Select the Performance tab and alter the Idle timeout for worker process setting. For IIS 7: 1. Change the IIS web application timeout property. In IIS 7, click the ProMonitor Web application. Double‐Click the “Session State”. In the “Cookie Settings” part, adjust the Time‐Out (in minutes) to 60 2. Change the default Application Pool timeout property. In IIS 7, click the ProMonitorApplicationPool. Click Advanced Settings. Adjust the idle timeout (in minutes) to 60. Problem: The 'Microsoft.Jet.OLEDB.4.0' provider is not registered on the local machine. (or similar) Solution: This error could occur during a data import where data is being imported via a Jet database file (MS Access mdb file). This is because MS Access or the re‐distributable Microsoft Access Database Engine is not installed on the Client PC or Server performing the import. Note that if the Worker Service is scheduled to import data from an mdb and the worker service is installed on a server, then MS Access or the re‐
distributable Microsoft Access Database Engine must be installed on the same server. For the Worker Service running on a 64 bit server, the 32bit version of the re‐distributable Microsoft Access Database Engine must be installed (http://www.microsoft.com/download/en/details.aspx?id=13255). If you are running version 7 of ProMonitor, please contact ProMonitor support for an updated ProMonitorWorkerService.exe file. (Compass Log Number Ref: 185132). 14 5 Administration Facilities 5.1 Administration Facilities Accessible from the main menu, a series of facilities are provided to manage ProMonitor and its data. Within the Administration Utility, there are generally three types of facilities. These are: Wizards: The Wizard based screens have been designed as step‐by‐step guides. The most notable example of this is the Import Wizard. The wizard screens have Next> and <Back buttons allowing you to make decisions and breaking a complex process down into smaller procedures. Information screens: The Information screens support Sorting and Filtering by allowing right‐clicking of the mouse to display the Filter/Sort menu. Each has its own search screen to allow fast complex filtering Data Maintenance screens: These are used primarily to maintain data in the drop down selection lists and control the appearance of screens within the ProMonitor Web Application. The facilities available are: 
About Screen ‐ Version, Licence, Database connection and Status information. 
Information Screens ‐ Search for information about Students and Enrolments 
System Configuration ‐ Global Settings to influence the behaviour of ProMonitor 
Importing ‐ Comprehensive data importing into ProMonitor 
ProMonitor Users ‐ Manage User Accounts and Permissions 
Reports / Messages ‐ Manage reporting and email messages 
General Maintenance ‐ Data configuration and manipulation facilities 
Student Group Maintenance ‐ Manage the appearance and functionality of Student Group and Markbook 5.2 About Screen This screen holds information about the version of ProMonitor, how to contact Compass Computer Consultants Ltd., database connectivity details, diagnostic details and licence keys. Support Holds details and links to obtain support about ProMonitor. Database Connections 15 Admin Guide Printed Documentation SQL Data source information on the About screen To change the database location and connection details, press the database configuration button at the right side of the screen. This will change the settings in the ProMonitor.dbconfig file within your profile (typically located in C:\Users\[username]\AppData\Local\CompassCC\ProMonitor (Windows 7), C:\Documents and Settings\[username]\Local Settings\Application Data\CompassCC\ProMonitor (Windows XP)). After changing the settings, close and re‐start the application. When you restart the application, it will ask you “Do you want to overwrite your manually specified database connection settings?” Answering No will use the database connection settings you have just entered. Answering Yes will use the database connection settings specified in the ProMonitor.dbconfig file within the Deployment Files folder the Admin Application is connected to. Viewing / Changing ProMonitor SQL Database Connection Properties 16 Remote File and Folder Access To change the database connection settings permanently – and for all users, open the ProMonitor.dbconfig file within the Deployment Files folder that all of the ProMonitor Client Admin Applications are pointing to and edit the connection settings as appropriate (double‐clicking the file should open it within the compass dbconfig editor utility – see: Database Connectivity). Operational Statistics Shows the status of the ProMonitor worker service. This service is used for scheduling imports and sending emails. Advanced Allows diagnostic logging which is available to use to record detailed information about an operation. This is particularly useful to assist with support. In order to allow rapid data access, ProMonitor uses caching (data is held in memory rather than requesting from the database). Very rarely, the cache may need clearing manually ‐ by pressing the button on this screen. Licences Full and Temporary licences are entered into ProMonitor using this screen. Note that if you have a temporary licence and need to replace it with a full licence, delete the temporary licence and replace it with the full licence. 5.3 Information Screens 5.3.1 Information Screens These screens provide a view on some of the key data held within ProMonitor. A search screen is displayed as the information screen is opened. Use this search screen to quickly retrieve relevant information from the ProMonitor database by using the right‐click filtering menu. The Information screens available are: 
Student Information 
Enrolment Information 
Learning Structure Information 5.3.2 Student Information Screen This screen shows all the students within the ProMonitor database. Display Student and Tutor Group information The Student Type can be changed from the student information grid screen by double clicking the student type for the relevant student (shown in blue text). 17 Admin Guide Printed Documentation Change the Student Type The Student Type can be changed using the drop down list provided as shown above. 5.3.3 Enrolment Information Screen This screen shows all enrolment data that is held in the ProMonitor database. Use the dropdown list to swap between academic years. 5.3.4 Learning Structure Information Screen This screen show the markbook structure of student groups within ProMonitor, it shows the relationships of student groups to their courses as well as the Units, Assessmentsand Tasks which make up the markbook. 5.4 System Configuration 5.4.1 System Configuration ProMonitor holds global system settings and system values that influence the appearance and behaviour of ProMonitor. The System Configuration facilities available are: 
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System Settings System Values 5.4.2 System Settings Screen 5.4.2.1 System Settings Screen System Settings are global settings that influence how the system appears and the functionality available. 18 Remote File and Folder Access System Settings Screen System settings are accessed from the main menu by selecting System Configuration followed by System Settings. These settings are global settings applicable to all users of ProMonitor. A number of these settings restrict some facilities to just those users who belong to the ‘Administrators’ or 'Super User' permission groups set against their username (see the Staff Accounts screen for more details). System Settings are grouped according to their functionality. The system settings group can be selected from the drop down box at the top of the screen. To change a system setting, tick or untick its tick box. The System Settings are separated into the following categories: 
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Attendance Login ILP Importer Reports to P/G Student and Tutor Group College Structure Worker Service Save The System Values Screen is similar to the System Settings Screen except system values hold a string value rather than a tick box option. Note: The Worker Service configuration settings are to be found in the System Settings and System Values screens. 5.4.2.2 Attendance System Settings Show Total Possible Attendance When this flag is switched on, the Total Possible Attendance column is displayed in the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Show Number of Attended 19 Admin Guide Printed Documentation When this flag is switched on, the Number of Attended column is displayed in the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Show Number of Authorised Absences When this flag is switched on, the Number of Authorised Absences and the Attendance % (with Authorised Absences) columns are displayed in the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Show Authorised Absence Percentage When this flag is switched on, the average of the authorised absence will be displayed in the totals footer of the attendance and punctuality grid everywhere it is displayed within ProMonitor. Show Number of Lates When this flag is switched on, the Number of Lates column is displayed in the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Show Punctuality Percentage When this flag is switched on, the Punctuality % column is displayed in the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Show Recent Attendance When this flag is switched on, the Recent Attendance % column is displayed in the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Show Average Recent Attendance Percentage When this flag is switched on, the Average of the recent attendance will be displayed in the Totals footer of the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Due to the mathematically incorrect nature of this Average of Averages figure, it is advisable to switch this flag off. Show Last Attended Date When this flag is switched on, the Last Attended Date column is displayed in the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Show Attendance Totals When this flag is switched on, the Averages and Totals are displayed at the foot of the Attendance and Punctuality grid everywhere it is displayed within ProMonitor. Login System Settings These settings define Login restrictions and options on how to login onto to ProMonitor and the Student Portal. System Locked It is possible to prevent users from accessing the ProMonitor Web Application by turning on the system locked flag. A message can be entered to inform users as they attempt to log into ProMonitor. This facility is useful when essential maintenance work may be required – for example upgrading ProMonitor. Users that are already logged in are unaffected. Access to the Administration Utility is also unaffected. Use Windows Login 20 Remote File and Folder Access When this flag is switched on, ProMonitor will allow Windows Authenticated logins. This means that when the Web Application starts up, the Windows username for the individual is checked against the username held against the activated ProMonitor User Accounts. If a match is made, ProMonitor will start without the prompt for a UserName and Password. If no match is made, the ProMonitor Login screen will be displayed. Use Novell Login (IE Only) Novell Login is supported for Windows Internet Explorer only. To establish the current Novell Username, ProMonitor must request this information from the Operating System Environment variables %NWUserName% or %LOGIN_NAME%. ProMonitor does this by calling the ActiveX Object WScript.Shell on the Client Operating System. In order to do this, Internet Explorer requires that the following: • The ProMonitor web application is a Trusted web application • That “Initialize and script ActiveX controls not marked as safe” is set to “allow” or “prompt” for the trusted web application. Once ProMonitor has detected the Username for the individual, it is checked against the username held against the activated ProMonitor User Accounts. If a match is made, ProMonitor will start without the prompt for a UserName and Password. If no match is made, the ProMonitor Login screen will be displayed. If Use Windows Login is ticked also, ProMonitor will attempt to verify the username against the Windows user account and will NOT ATTEMPT to seek or validate a Novell login username. To add a trusted site to Internet Explorer (Version 7): From the main menu select Tools | Internet Options | Security Tab | Trusted Sites (green tick) | press the Sites button | Add the ProMonitor web application (e.g. http:\\college.ac.uk\ProMonitor) to the list. To allow ActiveX to run within the trusted sites in IE7: From the main menu select Tools | Internet Options | Security Tab | Trusted Sites (green tick) | press the Custom Level button | Select Enable or Prompt for “Initialize and script ActiveX controls not marked as safe” Using Group Policy Settings, it is possible to manage Client Settings for installations of Internet Explorer across the network (http://technet.microsoft.com/en‐us/library/bb457144.aspx). Using Group Policy Settings to configure these changes across the network would be more effective than managing all Client PCs. In order to use this support for Novell Login, it is essential that before accessing the ProMonitor web application, the User has logged on and is authenticated to the network, within the Intranet or externally via an Extranet. Enforce Strong Passwords When this flag is switched on, ProMonitor will enforce the policy of insisting that user passwords are at least 8 characters long and satisfy at least three of the following four criteria: It must contain uppercase letters, it must contain lowercase letters, it must contain numbers and it must contain non‐alphanumeric characters – e.g., #, %, or ^. 21 Admin Guide Printed Documentation Passwords generated by ProMonitor from the Admin Utility will be Strong and conform to this convention. When a user changes password within the web application, the password must be Strong and conform to this convention. If users already have passwords set before this system setting is enforced, they will still be able to use their password until it expires (see next section) or they choose to change it voluntarily – in which case the system will expect a Strong password to be entered. Please note that this setting does not apply when Use Windows Login is switched on. When this setting is switched on it will apply to both the ProMonitor and the Student Portal web applications. Allow Password Expiry When this flag is switched on, the password will expire after the specified number of days (See Password Timeout (days) System Value). The expiry date of a password is calculated as the date the password was created / last updated plus the number of expiry days. When the current date is within 10 days of the password expiry date for a user, the user will be asked to change password when they next log into ProMonitor. Please note that this setting does not apply when Use Windows Login is switched on. When this setting is switched on it will apply to both the ProMonitor and the Student Portal web applications. 5.4.2.3 Student ILP System Settings Show units within Academic Progress section of Meetings When this flag is switched on, in the Web Application, in the Meeting Details screen within the Academic Progress section, the Academic Progress can be graded for every Unit within the Student Group. When the flag is off, the Academic Progress can be graded only per Student Group. User cannot change Target Grade 1 When this flag is switched on, in the Web Application, on the About My Course page within the Learner Information pages and on the Student Group Target Setting page, the first target column (from left to right) cannot be modified. User cannot change Target Grade 2 When this flag is switched on, in the Web Application, on the About My Course page within the Learner Information pages and on the Student Group Target Setting page, the second target column (from left to right) cannot be modified. User cannot change Target Percent When this flag is switched on, in the Web Application, on the About My Course page within the Learner Information pages and on the Student Group Target Setting page, the second last column (from left to right) cannot be modified. User Cannot Change Target Points When this flag is switched on, in the Web Application, on the About My Course page within the Learner Information pages and on the Student Group Target Setting page, the last column (from left to right) cannot be modified. Set Comment Visible to Student True by default. 22 Remote File and Folder Access When this flag is switched on, a new comment will have the “Visible to Student” checkbox set to true by default. If this flag is set to false, the new comment will have the “Visible to Student” checkbox set to false by default. Show Obsolete Enrolments in Link To Enrolment drop down list for Comments When this flag is switched on, Enrolments which are now Obsolete will still be available in the Link To Enrolment drop down list for a Comment. Turn on Comment Notification Emails When this flag is switched on, when a new comment or follow up is created, notification emails will be sent to the person selected as FAO (See Staff Accounts screen) and any email addresses associated with the Comment Type. This Setting will only work if the ProMonitor Worker Service is installed and configured to connect to the college email server. (See the installation guide for more details) Display Student Ref in ILP Page Title When this flag is switched on, the Student Reference number will be displayed alongside the Student name in the top left corner of the ILP. Use ProMonitor Application Pool Identity (IIS) to access Uploaded Documents When windows authentication and impersonation is enabled for Website access, this system setting is used as part of the configuration necessary to use the Upload Documents ILP Page. See Remote File and Folder Access for more details. Display targets for withdrawn enrolments on the About My Course page Show enrolment records (for viewing/editing targets) that the student has withdrawn or transferred from in the About My Course ILP Page. Confidential Comment Double‐Check Message When this flag is switched on, a message with a warning will appear before a user opens or saves a Confidential Comment. The messages can be changed by altering the "View Confidential Comment pop‐up warning" and "Save warning pop‐up" User Defined Labels for Confidential Comments. Set Use for UCAS comment flag True by default When this flag is switched on, the Use for UCAS check box on the UCAS Reference ILP Page will be checked by default for each Enrolment. Show alternative details in the Learner Details page When this flag is switched on, the Alternative Address, Mobile Number and Email Address will be shown in the Learner Details ILP Page if they have been imported. 5.4.2.4 Importer System Settings One Student Group per Enrolment When this flag is switched on, the Enrolment Import will remove the enrolment from any existing Student Group(s) and ensure that the Enrolment is allocated only to the Student Group specified in the Enrolment Import 23 Admin Guide Printed Documentation One Tutor Group per Student When this flag is switched on, the Student Import will remove the Student from any existing Tutorial Group(s) and ensure that the Student is allocated only to the Tutorial Group specified in the Student Import. Note that if a Tutor Group is flagged as "Protected", then a Student will not be removed from the Tutor Group ‐ the "Protected" flag overrides this system setting. Newly Imported Staff set to active by default When this flag is switched on, newly created staff records (when using the Staff Import) are set to Active. If this flag is switched off, newly created staff records are set to Inactive. The Tutor Group in the Student Import will be the Main Tutor Group for the Student When this flag is switched on, the tutor group held within the Student Import will be flagged as the "Main" tutor group for the student. If, in another tutor group, the student is flagged as "Main", that flag will be set to false as only one Tutor group may be flagged as "Main" for a student. In Enrolment Import, remove Students from Tutor Groups if withdrawn from all their enrolments When this flag is switched on, then at the end of the Enrolment Import procedure, any students who have all of their enrolment CompletionID status set to 3 (withdrawn) or 4 (completed) will be removed from all tutor groups in which they appear (even if the Tutor Group is "protected"). Replace all Quals on Entry for a student on Import For any student in the Quals On Entry Import, remove all existing Quals on Entry in the selected academic year before inserting Quals on Entry that exist in the import. If this setting is unticked, existing Quals on Entry shall be updated / appended to. Create Audit Records on Import If ticked, an audit trail record shall be created for each record imported. Note that this may lead to a very large number of records in the audit trail if regular imports are taking place. Remove all students from unprotected TutorGroups prior to Student or Student Tutor Group Import If ticked, all Students shall be removed from unprotected Tutor Groups before these imports. If unticked, students shall be appended to Tutor Groups. Staff Import ‐ Replace the User Account Permission Group If ticked, the Staff import will replace a user's Permission Groups with the value specified in the import. StudentMarksAndGrades Import ‐ Overwrite Marks, Grades, Dates If ticked, Marks, Grades and Dates in the Student Marks and Grades import will overwrite Unit, Assessment and Task data already present in the system. 5.4.2.5 Reports to PG System Settings Apply strict reports to P/G completion When this flag is switched on, in the Web Application, the Reports to Parents and Guardians record will not be saved unless the Effort, Attendance and Comment field 1 are completed. Unit List available on Reports to PG 24 Remote File and Folder Access When this flag is switched on, any units that are flagged “Show in Reports to Parents” will be displayed when the icon is pressed alongside the Subject text box in the Reports to Parents screen in the ILP. Use Memory Efficient Generation of Reports to Parents (Requires Change to RDL file) This is a setting that changes the method used by the system to produce pdf documents for Reports to Parents. If you experience "Out of Memory" errors when bulk producing pdf documents, turn this setting on. You must however ensure that the rdl file (for the "Report to Parents" report) must include a field "#00:" & Fields!pmstudentid.Value Further information is available here. Report to Parents is set to Visible to Student by Default When this flag is switched on, new Reports To Parents will be made Visible to Student by default and the report will be available in ProPortal as soon as any information is created for a report. 5.4.2.6 Student and Tutor Group System Settings Show Student Group Code When this flag is switched on, the Student Group Code and title are displayed in the menu on right side of the Home page in the Web App and all other locations where the Student Group Title / Code is displayed together. This is applicable within relevant Student Group Pages and ILP Pages. If this flag is switched off, only the title of the Student Group is displayed. Filter for SMART Targets linked to Enrolment by default When this flag is switched on, SMART Targets viewed from the Student Group SMART Target Web page shall be filtered by the applicable enrolment. (i.e. by the Course Code shared by the Student Enrolment Record and that Course of the Student Group) Choose first available unit by default in Markbook By Group When this flag is switched on, when the Markbook By Group page is first opened the first available unit for the Student Group will be selected in the Unit drop down list. When this flag is switched off no Unit will be loaded when the page is first opened and the user can choose a unit. New Tutor Group Is Protected? ticked by default When this flag is switched on, the Is Protected flag is set to TRUE when creating a new Tutor Group. New Tutor Group Is Hidden On ILP? ticked by default When this flag is switched on, the Is Hidden On ILP flag is set to TRUE when creating a new Tutor Group. 5.4.2.7 College Structure Settings Use College Structure When this flag is switched on, the College Structure become available within the ProMonitor Web Application. Switching this setting on has the following effects: • The ‘My College Structure’ web part becomes available on the home page. • The Student Group Details page has a link to the structure which it belongs within. • Clicking the link to the structure element will take the user to a new set of Structure pages. • The search menu will contain a College Structure search item. 25 Admin Guide Printed Documentation 5.4.2.8 Worker Service System Settings Alert When Stop Start (Email) If True, will send alert messages to the service owner when the Worker Service is stopped and started using the ServiceOwnerEmailAddress Alert When Queues Overdue (Email) If True, then the service will send alert messages to the service owner when there are Tasks, Scripts or Emails on the queue that have been pending for too long. Is Email Disabled (Email) If True, the worker service will not process Emails. Is Tasks Disabled (Email) If True, the worker service will not process the Task Queue, The Script Queue or the Configured Task Schedule. Alert for Operational Statistics (Email) If True, the service will send alert messages to the service owner when an operational error occurs (such as disk out of space, can't connect to database etc.). Operational Statistic error messages are also displayed in the ProMonitor About Box. Is SMS Disabled (SMS) If True, the worker service will not process SMS messages. Disable Check PIN (SMS) This Setting is used to configure the system to send SMS via a GSM modem. When not using a GSM modem the setting can be ignored. Notes: Some of these system settings are associated to Worker Service System Values. These Settings are for use with the Worker Service from version 8 onwards. In version 7 and below, the Worker Service Settings were held in the ProMonitorWorkerService.exe.config file (found in the location the service was installed into on the server). During the upgrade from Version 7 to Version 8, the settings within the .config file are transferred to the ProMonitor database so that they can be controlled from the Admin Utility. 5.4.2.9 Save System Settings Use Page Save Check When this flag is switched on, if you make a change to any page within ProMonitor (e.g. alter the contents of a textbox), users will be asked if they wish to save the changes when attempting to leave the page (e.g. click a menu item). This is to prevent accidental data loss. Show multiple Save buttons 26 Remote File and Folder Access When this flag is switched on, throughout ProMonitor, where data may be entered, four “Save” buttons in each corner of the page will be displayed. If this flag is switched on, a single “Apply Changes” button will be displayed in the lower right corner of each page instead. Display Countdown Timer When this flag is switched on, a countdown timer is displayed in the top right of the Web Application. The number of minutes it counts down from may be configured by setting the "Countdown Time (minutes)" system value. The countdown timer is reset each time a page is "posted back" to the server. When the countdown reaches 0:00, it flashes a few times and turns red. The countdown time should be a few minutes less than the Website Timeout time. See Troubleshooting for advice on how to set the website timeout. Display Popup message when Countdown Timer reaches 0 When this flag is switched on, a popup message will display when the countdown timer reaches 0. The text of the message can be configured using the Countdown Timer Popup Warning Box Text System Value. Note that this System Setting comes into effect when "Display Countdown Timer" System Setting is switched on. 5.4.3 System Values Screen System Values are used to store Global Values used by ProMonitor. Countdown Time (minutes) This value must be numeric. If the System Setting "Display Countdown Timer" is switched on then this is the number of minutes the countdown timer will commence from. The countdown time should be a few minutes less than the website timeout setting in IIS. Countdown Timer Popup Warning Box Text This value must be alphanumeric. If the System Setting "Display Popup message when Countdown Timer reaches 0" is switched on, then this is the message that will be displayed in the notification pup up box. If the text is blank, the default message "This webpage connection is about to expire. Please save any changes you have made immediately." will be displayed if the System Setting "Display Popup message when Countdown Timer reaches 0" is switched on. Custom Menu Category Title In the ILP this value will be used as the title Category for Custom Menu Items. Default SMART Target Filter (All/To Be Reviewed/Reviewed/Not Achieved/Achieved/Unachievable) This system setting sets a default SMART Target filter when the SMART Targets are viewed. Email Notification Preview Text Length This is a numeric value. This is the number of characters of a comment displayed in an email generated when a comment or follow up is created. 'Exceeded Target' Threshold (Percent) On the Assessment Markbook and associated reports, the marks are displayed in blue, red, amber and green depending on the Student Percent Target. This value sets the blue status range. If it is set to 10, then a student with a target of 50% and a mark of 60 / 100 will show as blue. If the mark is 59 / 100 it will show in green. 27 Admin Guide Printed Documentation ILP Upload Document Path This facility is used when documents are uploaded via the Upload Documents page in the Learner ILP. The path in where documents will be saved may be recorded in the free text field. It is directly editable on the screen and any change will be saved when the OK button is pressed. Press the details button (…) alongside the field to navigate to a desired location. When specifying a location for this facility, please make sure the account running IIS has read/write permissions on the drive. For further details on setting up ProMonitor to work with external files please see the Remote File and Folder Access section in this document. 'Just Below Target' threshold (Percent) value On the Assessment Markbook and associated reports, the marks are displayed in red, amber, green and blue depending on the Student Percent Target. This value sets the amber status range. If it is set to 10, then a student with a target of 50% and with a mark of 40 / 100 will show as amber. If the mark is 39 / 100 or below it will show in red. If the mark is 50 / 100 or above it will show in green if below the 'Exceeded Target' Threshold. Markbook Information Text This is a block of text that is displayed above the read‐only markbook (Academic Information Page) in the ILP. Maximum Email Character Length for Sending Email to Group When sending a bulk email to all students in a Tutor Group or Student Group (Tutor Group Details, Student Group Details pages), if the number of characters in the concatenated length of the email address exceeds 2000, it may be truncated. (Different browsers have different limits ‐ hence this system value). If this limit is exceeded, a popup window allowing the concatenated email addresses to be copied will be displayed, which can then be pasted into your email client. Maximum Rows returned in Web Reporting This is a numeric value. It is the maximum number of records that will be returned by a user defined report within the web application. It exists to prevent potential problems with memory and CPU when large numbers of records are returned. This system value is used only by the optional ProMonitor Reporting module. Override Email Notification Link This system setting should be in the form: http://myserver/websitename e.g. http://ProMonitorServer/ProMonitor This is because when a comment is generated and an email is produced, a URL for the comment is embedded within the email. If ProMonitor is configured in such a way so that the URL is different when web application accessed internally and externally, different comment URLs will be generated. If a value exists for this System Value, this will be the one used. Password Timeout (days) This setting allows you to specify the duration of a password before users are forced to change it. Please note that this setting does not apply unless Allow Password Expiry is switched on. Reporting ‐ ProMonitor Root URL 28 Remote File and Folder Access Set this to be the root of the ProMonitor website e.g. http://ProMonitorServer/ProMonitor. This value is used in the Report Builder and Tasks. Reporting ‐ ProPortal Root URL Set this to be the root of the ProProtal website e.g. http://ProPortalServer/ProPortal. This value is used in the Report Builder and Tasks. Student Comment Email Notification Footer The text entered into this system setting value will be used for the footer of the automated email notification when Notification Emails are turned on (when comments are created in ProMonitor). Student Photo URL As an alternative to importing photos into the ProMonitor database via the Admin Utility, setting a URL or file path within this system setting will allow individual images to be used directly from a file location accessible by the account running the IIS service under which the web application is running. For further details on setting up ProMonitor to work with external files please see the Remote File and Folder Access section in this document. The string should use the tag <LearnerRef> within it. This is replaced by the learner reference within the web application. Please note that <LearnerRef> is case sensitive. An example is: http://localhost/studentphotos/<LearnerRef>.jpg or e:\studentphotos\<LearnerRef>.jpg The Student Photo URL can be a physical path on the local machine, a UNC share or it can point to a virtual directory. Study Programme Target Hours When no Target Hours value is set for a Student in the Student import, this value is used by default. System locked display text Define the text displayed on the Web Application when the system is locked (System Locked System Setting). Target Attendance Percentage The value must be a numeric value between 0 and 100 and may be a decimal. On the Attendance and Punctuality page of the ILP, the attendance percentages are highlighted red if the target attendance is less than the target attendance percent set within this field. Leaving the target percentage field blank will turn off the setting. This setting takes effect on the Attendance Grid displayed within the Student ILP. Target Attendance Punctuality The value must be a numeric value between 0 and 100 and may be a decimal. On the Attendance and Punctuality page of the ILP, the punctuality is highlighted red if the target punctuality is less than the target punctuality percent set within this field. Leaving the target punctuality field blank will turn off the setting. This setting takes effect on the Attendance Grid displayed within the Student ILP. UCAS Subject Comment Maximum Characters (Max Value 4000) 29 Admin Guide Printed Documentation In the ILP UCAS Reference page and the Markbook By Student Summary tab, this value is the maximum number of characters allowed for a subject comment. This value cannot be larger than 4000. Unit Target Performance Period of Grace (days). This must be a numeric value between 0 and 100 and may be a decimal. The period of grace defines how many days a target can be left uncompleted after its due data before it is considered incomplete for the purposes of the report. This affects the Unit Target Performance Report only. Worker Service Email > Email Sender Address The default email address from which email messages are sent, if no other email address is specified. NOTE: In the user interface this is called “System Email”. Worker Service Email > Email Sender Friendly Name The email friendly display name used when sending from EmailSenderAddress. Worker Service Email > Service Owner Email Address If entered the various emails will be sent keeping the recipient in touch with the health and state of the Worker Service. Alerts can be sent: • When the service is started • When the service is stopped • When the service starts to have an error message (For example can’t connect to the database) • When the service recovers from an error • When items on any of the queues are overdue. (This is often a sign that something has gone wrong with the Worker Service or that the Worker Service and/or the Database Server is straining under a heavy load) Worker Service Email > SMTP Server Name of an SMTP email server within your organisation which the Email service will use to send emails Worker Service Email > SMTP Server Username An optional user name used to connect to the email server. NOTE: If blank the user credentials used to connect to the Email server will be the user account the Worker Service runs under. Worker Service Email > SMTP Server Password Password to use when using SMTPServerUsername. Worker Service SMS ‐ GSM Modem > Baud Rate, COM Port, Data Bits, Flow Control, Modem Status Refresh Interval, Parity, PIN, Stop Bits With the SMS Module, these settings are used to configure sending SMS using a GSM Modem. These settings will otherwise not be used. Worker Service SMS ‐ Service Provider > SMS Account Ref This value is only applicable when Worker Service SMS > SMS Sender Type is set to CCCEsendexSMSSender Worker Service SMS ‐ Service Provider > SMS Password Password of account used to send SMS messages Worker Service SMS ‐ Service Provider > SMS User Name User name used to send the SMS messages 30 Remote File and Folder Access Worker Service SMS ‐ Service Provider > SMSServerName This value is only applicable when Worker Service SMS > SMS Sender Type is set to CCCTextAnywhereSMSSender Worker Service SMS ‐ Service Provider > txtTools Source This value is only applicable when Worker Service SMS > SMS Sender Type is set to CCCTxtToolsSMSSender Worker Service SMS > Sleep Between Check Pending SMS Number of seconds to wait before checking the SMS queue and sending any remaining SMS messages. Worker Service SMS > Sleep Between Sending SMS Number of seconds to wait between sending each individual SMS message. Worker Service SMS > SMS Sender Type “CCCGSMModemSMSSender” This is for using a GSM modem connected to the server to send the SMS messages. (See http://www.logixmobile.com/products/mcorelib/gsm_modem.asp) “CCCTxtToolsSMSSender” Blackboard http://www.txttools.co.uk/) ConnectTxt (Formerly called TxtTools, See "CCCEsendexSMSSender" esendex (See http://www.esendex.co.uk/) "CCCBulkSMSSender" Bulk SMS (See http://www.bulksms.co.uk/) "CCCTextAnywhereSMSSender" Text Anywhere (See http://www.textanywhere.net/) "CCCTextMessageServerSMSSender" Text Message Server (See http://www.textmessageserver.co.uk/) Notes: Some of these system settings are associated to Worker Service System Settings. These Settings are for use with the Worker Service from version 8 onwards. In version 7 and below, the Worker Service Settings were held in the ProMonitorWorkerService.exe.config file (found in the location the service was installed into on the server). During the upgrade from Version 7 to Version 8, the settings within the .config file are transferred to the ProMonitor database so that they can be controlled from the Admin Utility. 5.5 Importing 5.5.1 Importing ProMonitor is able to utilse a large amount of data managed by a College Management Information System. This primarily includes Staff, Student and Enrolment data. Also frequently available is attendance, Qualifciations on Entry, Initial Assessment, Target data etc. This data can be imported into ProMonitor. Each of these imports has its own Import Specification. The Importing facilities available are: 
Import Wizard 31 Admin Guide Printed Documentation 
Import Types Screen 
DataSource Maintenance Screen 
Import Scheduling ProMonitor supports data import from the following sources: • Flat text csv (comma separated value) file • Microsoft Jet Database (MS Access mdb file) table or query • Microsoft SQL Server table or view • ProGeneral SQL (for Student and Enrolment import only) • Folder (Student Photo Imports Only) Data Imports from the Compass systems ProGeneral and ProSolution are supported. There are several ways in which to display Student Photos within ProMonitor. See Importing Student Photos. Data Import into ProMonitor is a two‐step process. Data is taken from the datasource into a holding table. At this point, the data is verified (i.e. correct format, data field length, data types, duplicates detected). If successful, the data is transferred from the holding table into the live table(s). The importer uses the "Long Timeout" value (in seconds). This can be viewed from the About screen in the Admin Utility. This setting can be changed in the appropriate .dbconfig files (deployment files location, worker service location) if necessary. When importing data from Microsoft Jet database (MS Access mdb files), you may encounter an error similar to: The 'Microsoft.Jet.OLEDB.4.0' provider is not registered on the local machine. This error could occur during a data import where data is being imported via a Jet database file (MS Access mdb file). This is because MS Access or the re‐distributable Microsoft Access Database Engine is not installed on the Client PC or Server performing the import. Note that if the Worker Service is scheduled to import data from an mdb and the worker service is installed on a server, then MS Access or the re‐
distributable Microsoft Access Database Engine must be installed on the same server. For the Worker Service running on a 64 bit server, the 32bit version of the re‐distributable Microsoft Access Database Engine must be installed (http://www.microsoft.com/download/en/details.aspx?id=13255). If you are running version 7 of ProMonitor, please contact ProMonitor support for an updated ProMonitorWorkerService.exe file. (Compass Log Number Ref: 185132). 5.5.2 Import Wizard Screen The Import Wizard has been designed to guide you through each step necessary to import data. There are five steps in the process and briefly these are: 1. Selecting the data set to import 2. Select the Academic Year (When required) 3. Entering (or confirming the data source) 4. Schedule the import 32 Remote File and Folder Access 5. Import the data into a holding table and displaying the top 100 records 6. Importing the data into the live tables At each step, there is error trapping and handling. Any problems encountered are reported and the import procedure is stopped to protect existing data within the database. To move through the steps, use the Next> button at the bottom of the screen. You can cancel the process at any time by pressing the Cancel button. Step 1 ‐ Selecting the Data Set to Import The first step of the Import Wizard is to select which data set is to be imported. The academic year selection indicates the year for which to import the data. Select the data to be imported Step 2 ‐ Select the Academic Year Where applicable you will have to select the academic year in which to import. Step 3. Entering (or confirming the data source) This step is to select the data source of the data. The data source, configured via the Data Source Maintenance screen is selected by default, can be altered if you wish to use an alternative source. See the Data Source Maintenance section for further information on configuring a data source. 33 Admin Guide Printed Documentation Select the data source Step 4 ‐ Schedule the import This step allows you to schedule the import to be ran on a regular basis, this is useful as it allows the data within ProMonitor to be regularly synchronized with that of your MIS system, providing updated statistics and information to the end user. By default the schedule is not enabled as it may not always be necessary to schedule the import. To enable the import tick 'would you like to schedule the import', for further details on completing the schedule please refer to the Import Scheduling section. Step 5 ‐ Importing the data into the holding table The data is imported into a temporary holding table within the ProMonitor database. This step displays the data that is held within the holding table. To optimise this only the first 100 records are shown. To view the data within the temporary holding table click ‘Preview Data’. To continue the import click next. Identifying and displaying erroneous data Whilst data is being imported into the holding table the import process can encounter errors. If an error does occur, a description of the error is displayed. The Import Wizard can then be cancelled, the file modified and then re‐imported. Please refer to the Import Specifications section for details about formatting Data Sources. 34 Remote File and Folder Access Data check error message Reporting data errors Step 6 ‐ Importing Data into live tables Once the data has been successfully imported into the holding table, the data is then transferred to the live ProMonitor tables. 35 Admin Guide Printed Documentation 5.5.3 Import Screen The Import screen allows you to quickly import data into ProMonitor. Displayed is a list of imports which can be performed. Once the Import is correctly configured you can simply select it and click the Import button at the bottom of the screen to start the import. Import Screen You must first select the data source to be used for the Import type from the Data Source drop down list. Data sources can be created using the import type details screen by clicking the details button (…) next to the data source drop down. This will open the Data Source Maintenance screen. 36 Remote File and Folder Access Import Details Screen Once the data source is selected, if the data source is either Jet or SQL then the option to choose the Data Source object (a table or a View/Query) is displayed. This allows you to choose a specific table or view from the database. Once the Import has been assigned a data source you can the click the Import button at the bottom of the Import screen to start the import. The following screen will then display. Import Type – Import Form Where applicable the option to select the academic year will be available. To show data before importing tick the check box (this is checked by default). Click the Import button to perform the import. Note: Any errors or validation failures will be shown on this screen if the import fails to complete. Scheduling Imports The second tab on the import types details screen allows you to schedule the import to be ran on a regular basis, this is useful as it allows the data within ProMonitor to be regularly synchronized with that of your MIS system, providing updated statistics and information to the end user. By default the schedule is not enabled as it may not always be necessary to schedule the import. To enable the scheduled import tick the 'is enabled' check box, for further details on completing the import schedule please refer to the Import Scheduling section. Managing Scheduled Imports The import screen has the following fields which allow you to manage scheduled imports, 37 Admin Guide Printed Documentation Last Imported By: This is the user who last ran the last import, if the date was scheduled this will be populated by the user specified in the ‘send to’ field when setting up the schedule. Last Imported Date: The last date an import was performed. Scheduled Import Is Enabled: Whether or not a scheduled import is enabled Last Scheduled Import Status: Short description of what happened when the Task was executed. For a more in depth overview and debugging issues with scheduled imports you can use the Task Manager screen. 5.5.4 Import Scheduling For scheduled imports to be executed successfully the ProMonitor worker service must be installed, for details on configuring the worker service see ProMonitor Worker Service, for details on the installation of the worker service see the installation guide. An import can be scheduled either from the import wizard or the import screen details form. For an import to be scheduled it must first be enabled, via the ‘is enabled’ check box. The following provides a brief overview of how to set up a scheduled import. When running the wizard, for an academic year dependent import the import is scheduled for the academic year which was selected in the ‘select academic year’ wizard step. When using the import details screen you can select the academic year from the academic year drop down. The scheduled import will import using the datasource specified in either the wizard or import type details screen, and will continue to do so until changed or the scheduled import expires. Frequency These fields define which days an import should occur on… 
Schedule Type: Can be Weekly or Monthly 
Task Expires: This is the date that the scheduled import expires, after this date the scheduled import will not be run. Note for academic year dependent imports the task expiry date is set to the end of the academic year (31/07/YYYY). 
Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday tick boxes: Defines which day of the week the import should run on. (These fields are only visible when the Schedule type is “Weekly”) 
Day of Month: Defines which day of the calendar month the import should run on. This is a number between 1 and 31. (This field is only visible when the Schedule Type is “Monthly”) NOTE: If you specify the day of month as 31 then that import will not be run on months that do not contain 31 days. The same applies for the values 29 and 30. Daily Frequency These fields define the days the import occurs on, what time(s) of day the import should be run… 
38 Occurs Once/Occurs every options: If the “Occurs Once" option is ticked, the import occurs just once in the day (as defined by the start time). If the “Occurs every” option is ticked, the import occurs multiple times in the day (as defined by the Start Time, Number, Hours/Minutes and End Time fields) Remote File and Folder Access 
Start Time: Defines what time of day should the import be ran at for each day in the schedule. 
Number, Hours/Minutes and End Time: In conjunction with Start Time determines how often during the day an import should be ran. (These fields are only available when the Occurs every option is ticked) Example: For the above example, the task will be triggered at the times 9:30, 11:30, 13:30 and 15:30 on each week day. Error Handling Send To: This user will receive email alert messages about the status of the scheduled import from the ProMonitor worker service. (NOTE: The user record selected must have an email address entered for alerts to be sent) Alert Level: Controls the criteria under which an alert message is sent to the scheduled import owner. 
Never: Even errors will not be reported to the Task Owner 
Only Errors: Every time the import runs and generates an error, an email notifying the ‘Send To’ user will be sent 
Errors Or Warnings: Every time the task runs and generates an error or a warning, an email notifying the ‘Send To’ user will be sent 
Always: Every time the task runs an email notifying the ‘Send To’ user will be sent (regardless of the status of the task) Managing Scheduled Imports The import screen has the following fields which allow you to manage scheduled imports, Last Imported By: This is the user who last ran the last import, if the date was scheduled this will be populated by the user specified in the ‘send to’ field when setting up the schedule. Last Imported Date: The last date an import was performed. Scheduled Import Is Enabled: Whether or not a scheduled import is enabled Last Scheduled Import Status: Short description of what happened when the Task was executed. 39 Admin Guide Printed Documentation For a more in depth overview and debugging issues with scheduled imports you can use the Task Manager screen. 5.5.5 DataSource Maintenance Screen A list of all configured data sources is shown under the Data Source Maintenance screen within the Importing menu. DataSource Maintenance Screen On the left is an ellipsis button (…). Press this ellipsis to view the data source details. To delete a data source click the delete button. To create a new data source click the New button at the bottom of the screen. The following section describes how to create new data sources for different data source types. SQL Server Data Source To connect to the SQL Server data source using SQL Server permissions, you must provide: • Server Name (supply the name of the server and instance name if applicable) • Database (name of the database) Trusted connection is supported for the connection. If you are not using trusted connection you will also need to provide: • Username (valid username with read permission on database) • Password (valid password if necessary) 40 Remote File and Folder Access Create New SQL Server Data Source When the details have been entered, press the Test Connection button. If successful, a message will be displayed and you can now press OK to create the data source. Jet Database Data Source To connect to the Jet data source, you must locate the MS Access mdb file by pressing the details button (…) on the right of the screen and navigate to the file. If the file is password protected, enter the password. When the details have been entered, press the Test Connection button. If successful, a message will be displayed and the object type and object name drop‐down lists will be displayed. Select the applicable object type and name from the lists and press OK. Please note that imports from ODBC “Pass Through” queries are supported indirectly. You must create a SELECT query based upon your pass through query within the MS Access mdb file. This SELECT query will be visible to the importer. Text File Data Source To connect to the text file (csv format) data source, you must locate the file by pressing the details button (…) on the right of the screen and navigate to the file. Press the OK button to confirm. ProGeneral SQL Data Source To connect to the ProGeneral SQL Database, the database must be called ProGeneral and it must be located on the same server as the ProMonitor database. Other connection details are the same as those 41 Admin Guide Printed Documentation supported using the SQL Server Data Source. There is no need to select the table / view where the data resides. Student and Enrolment data may be imported from ProGeneral SQL. This import option is only available for Learner and Enrolment imports. ProMonitor uses the Specific Course Code specified within ProGeneral (NOT THE AGGREGATE COURSE CODE) to generate ProMonitor Student Group Codes. This is defined by the contents of the A48a and A48b fields. It uses the Aggregate Course Code as the ProMonitor Course Code. This is as specified in the Course file you import into POroGeneral. Changing the course field and position in ProGeneral SQL will affect the Student Group definitions throughout ProMonitor and is not recommended part way through an academic year. 5.5.6 Import Specifications 5.5.6.1 Import Specifications ProMonitor supports a number of import specifications. Each specification corresponds to an Import Type. This section describes each data import specification, gives examples of data and notes about the behaviour of the import. One of the key imports is the Enrolment Import. Please refer to Why the Course Code is Important for more details. Import Specifications Additional Support Needs
Qualification to Course Mapping
Assessment Schedule
Qualifications On Entry
Attendance and Punctuality
Staff
Attendance and Punctuality Summary
Staff Structure Allocation
College Structure
Student
Course
Student Financial Details
Course Mapping
Student Group
Enrichment
Student Group Manager
Enrolment
Student Group Structure
Initial Assessment
Student Group Teacher
Integrated Student Support
Student ILP Summary
Integrated Student Support Needs
Student Marks and Grades
Learner Comment
Student Photo
Learning Support
Student Tutor Group
Learning Support Needs
42 Target
Remote File and Folder Access Organisation Tutor Group
Qualification
Unit
Qualification Unit
Work Placement PS
Note about data fields and values If you choose to import data using flat text csv (commas separated value) files, every field within the csv file must be enclosed by double quotes and separated with a comma. For example: "[field1]","[field2],"[field3]" In a csv file, null fields must be expressed as "". For SQL Server data sources (tables and views) and Jet database data sources (tables and queries), you must include all fields, Null values in fields are handled by the ProMonitor data import facility. 5.5.6.2 Additional Support Needs Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory DateCreated Date (dd/mm/yyyy) 18/08/2013 Optional StaffCode Alphanumeric / 30 SC3562 Optional SupportNeed Alphanumeric / 100 Learning Diff. Mandatory Note Alphanumeric / 2000 Note Optional TimeSpent Numeric 2 Optional DateCompleted Date (dd/mm/yyyy) 15/09/2013 Optional (The data will be held in dbo.ILP_IS_AdditionalSupportStudent and dbo.ILP_IS_AdditionalSupport) Notes: • If the Additional Support Need does not exist, a new Additional Support Need will be created. • If the record does not exist (LearnerRef, DateCreated, StaffCode and StupportNeed), create a new record • If no StaffCode is given the StaffCode of the user performing the import will be used. • If no DateCreated is given then a default of the date of the import will be used. 5.5.6.3 Assessment Schedule Field Name Data Type / Length Example Optional / Mandatory StudentGroupCode Alphanumeric / 24 GCEPHYSAS‐1314‐A Mandatory 43 Admin Guide Printed Documentation UnitCode Alphanumeric / 12 ASP01 Mandatory AssessmentCode Alphanumeric / 8 ASP01‐01 Mandatory DateSet Date (dd/mm/yyyy) 07/03/2014 Optional DateExpected Date (dd/mm/yyyy) 21/03/2014 Optional StaffCode Alphanumeric / 30 SC3562 Optional (The data will be held dbo.StudentGroupTeacher) in dbo.StudentGroupAssessment, dbo.StudentGroupUnit and Notes: • The StudentGroupCode, UnitCode and AssessmentCode should already exist for a Course or the record will not be imported. • The Unit and Assessment will be allocated to the Markbook Structure of the Student Group if it has not been allocated already. • Where StaffCode is not blank, if the member of staff is not a teacher of the Student Group they will be added. • DateSet will be updated if not blank. • DateExpected will be updated if not blank. • StaffCode will be updated if not blank. 5.5.6.4 Attendance and Punctuality Field Name Data Type / Length Example Optional / Mandatory
LearnerRef Alphanumeric / 12 PMH1234567 Mandatory RegisterCode Alphanumeric / 100 Key Skills Literacy KSLit1314‐4B Thurs 2‐4 Mandatory TotalPossibleAttendance Numeric 20 Optional NumberAttended Numeric 17 Optional NumberAuthAbsences Numeric 1 Optional NumberLates Numeric 2 Optional 95 Optional RecentAttendancePercent Numeric LastAttendedDate Date (dd/mm/yyyy) 09/06/2014 Optional (The data will be held in dbo.LearnerInformation_AttendPunct) Notes: • If a record does not already exist (a match is made on LearnerRef and RegisterCode), a record is created. 44 Remote File and Folder Access • If a record does exist (a match is made on LearnerRef and RegisterCode), the existing record is updated for TotalPossibleAttendance, NumberAttended, NumberAuthAbsences, NumberLates, RecentAttendancePercent. • Any records that are not in the imported file for a student (a match is made on LearnerRef and RegisterCode) are removed. 5.5.6.5 Attendance and Punctuality Summary Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory CourseCode Alphanumeric / 24 GCEPHYSAS Mandatory AverageAttendance Numeric 78 Optional AveragePunctuality Numeric 70 Optional It is critically important that your CourseCodes are correctly defined. Please refer to Why the Course Code is Important for more details. (The data will be held in dbo.AttendPunctSummary) Notes: • If the record does not exist (LearnerRef, CourseCode), create a new record • If the record does exist (LearnerRef, CourseCode), update the existing record with Average Attendance and Average Punctuality values. • If Average Attendance and Average Punctuality are blank, 0 will be displayed. • This data is related to the enrolment and may be optionally displayed as Read Only text within the Reports to Parents Page when an enrolment is selected. 5.5.6.6 College Structure Field Name Data Type / Length Example Optional / Mandatory Level1Code Alphanumeric / 24 Site1 Mandatory Level2Code Alphanumeric / 24 SciFac Optional (if level3 filled in then mandatory) Level3Code Alphanumeric / 24 MathDep Optional (if level4 filled in then mandatory) Level4Code Alphanumeric / 24 MathDep‐Team1 Optional LevelName Alphanumeric / 150 Team 1 Maths Department Mandatory (The data will be held in dbo.Structure) Notes: • Any Level1Code, Level2Code, Level3Code or Level4Code which does not already exist will be created. 45 Admin Guide Printed Documentation • If the Level1Code, Level2Code, Level3Code or Level4Code already exists then it will be given the new LevelName. • If higher level structures do not exist then they will be created. For example consider the import line Site1 > FacultyA > DepartmentB >TeamC > Team Name. If DepartmentB does not exist in the import and does not currently exist in the structure data then creates a new DepartmentB within FacultyA within Site1. 5.5.6.7 Course Field Name Data Type / Length Example Optional / Mandatory CourseCode Alphanumeric / 24 GCSEPHYSAS Mandatory CourseTitle Alphanumeric / 150 GCSE Physics AS Level Mandatory IsQualification Alphanumeric / 1 (Y,N or 1,0) 1 Optional It is critically important that your CourseCodes are correctly defined. Please refer to Why the Course Code is Important for more details. (The data will be held in dbo.Course) Notes: • If the Course does not exist, create the Course. • If the Course does exist, update the Course Title where the Course Title is not blank. • If no IsQualification value is supplied the import will assume a value of 1 5.5.6.8 Course Mapping You should need to do this import only once when Upgrading from V4 to V5 of ProMonitor Field Name Data Type / Length Example Optional / Mandatory OldCourseCode Alphanumeric / 24 00104778 Mandatory NewCourseCode Alphanumeric / 24 GCEASLAW Mandatory It is critically important that your CourseCodes are correctly defined. Please refer to Why the Course Code is Important for more details. (The data will be held in dbo.Course) Notes: • This import updates the Courses in ProMonitor – see examples below for Update behaviour: • Many Old Courses can be merged into one New Course: OldCourseCode NewCourseCode 00221237 ASLevelLaw 00255684 ASLevelLaw 46 Remote File and Folder Access • Many Old Courses can be merged into one Existing Course: OldCourseCode NewCourseCode ASLevelLaw ASLevelLaw 00255684 ASLevelLaw Note: The existing course MUST reference itself if you wish to merge courses into it. • One Old Course can be updated to one New Course: OldCourseCode NewCourseCode Q1053811 BTEC Engineering • If one Old Course is split into multiple New Courses then only the FIRST record is accepted: OldCourseCode NewCourseCode 00240442 BiologyDegree1 (Accepted) 00240442 BiologyDegree2 (Ignored) 5.5.6.9 Enrichment Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory DateOfActivity Date (dd/mm/yyyy) 18/01/2014 Optional EnrichmentActivity Alphanumeric / 1000 Healthy Eating Mandatory EnrichmentCommentText Alphanumeric / 4000 Attended Seminar Optional IsEveryCitizenMatters1 Alphanumeric / 1 (Y,N or 1,0) Y Optional IsEveryCitizenMatters2 Alphanumeric / 1 (Y,N or 1,0) N Optional IsEveryCitizenMatters3 Alphanumeric / 1 (Y,N or 1,0) Y Optional IsEveryCitizenMatters4 Alphanumeric / 1 (Y,N or 1,0) Y Optional IsEveryCitizenMatters5 Alphanumeric / 1 (Y,N or 1,0) N Optional IsEqualityAndDiversity Alphanumeric / 1 (Y,N or 1,0) N Optional StaffCode Alphanumeric / 30 SC3562 Optional ActualHours Numeric 7.5 Optional Planned Hours Numeric 7.5 Optional Complete Alphanumeric / 1 (Y,N or 1,0) N Optional IncludeInStudyProgramme Alphanumeric / 1 (Y,N or 1,0) N Optional (The data will be held in dbo.ILP_Enrichment) Notes: • If the record does not exist (LearnerRef, DateOfActivity, EnrichmentActivity, EnrichmentCommentText), create a new record • If the record does exist (LearnerRef, DateOfActivity, EnrichmentActivity, EnrichmentCommentText), update the existing True/False values 47 Admin Guide Printed Documentation 5.5.6.10 Enrolment It is critically important that your CourseCodes and StudentGroupCodes are correctly defined. Please refer to Why the Course Code is Important for more details. Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory CourseCode Alphanumeric / 24 GCSEPHYSAS Mandatory UniqueID Numeric 56347 Optional ProviderAimMonitoring1 Alphanumeric / 12 ALAW1314 Optional ProviderAimMonitoring2 Alphanumeric / 12 Dept B Optional CompletionID Alphanumeric / 1 1 Optional OutcomeID Alphanumeric / 1 1 Optional Grade Alphanumeric / 6 DS Optional StartDate Date (dd/mm/yyyy) 10/09/2013 Optional PlannedEndDate Date (dd/mm/yyyy) 10/06/2014 Optional ActualEndDate Date (dd/mm/yyyy) 05/06/2014 Optional ExpEndYrID Alphanumeric / 5 (yy/yy) 13/14 Optional StudentGroupCode Alphanumeric / 24 GCSEPHYSAS‐1314‐A Mandatory TimetabledHours Numeric 50 Optional IsQualification Alphanumeric / 1 (Y,N or 1,0) 1 Optional IsWBL Alphanumeric / 1 (Y,N or 1,0) 0 Optional (The data will be held in dbo.Enrolment, dbo.Course, dbo.StudentGroup, dbo.StudentGroupEnrolment) Notes: • UniqueID is a unique number for each record (e.g. an autonumber). It is not referenced by the importer and is for information only. • If the student does not exist, create a new student record (using LearnerRef) • If the enrolment does not exist (LearnerRef and CourseCode) create enrolment record • If the enrolment does exist (LearnerRef and CourseCode) update the enrolment record (StudentGroupCode – see below) • De‐duplicate enrolments – only consider the first unique LearnerRef & CourseCode combination • If the StudentGroupCode does not exist, create a student group and allocate enrolment • If the StudentGroupCode does exist, allocate the enrolment to the group 48 Remote File and Folder Access • If the StudentGroupCode has changed, allocate enrolment to the group without changing previous allocation(s) • If the System Setting "In Enrolment Import, remove Students from Tutor Groups if withdrawn from all their enrolments" is set to true, any students who have all of their enrolment CompletionID set to 3 (withdrawn) or 4 (completed) will be removed from all tutor groups in which they appear (even if the Tutor Group is "protected"). • If no IsQualification value is supplied the import will assume a value of 1 • IsWBL is not shown within ProMonitor. It is used by ProVerify to identify Work Based Learning. Valid CompletionID Values: 1 Continuing 2 Completed 3 Withdrawn 4 Transferred 5 Changes in learning 6 Temporarily Withdrawn OutcomeID values are not displayed within ProMonitor. 5.5.6.11 Initial Assessment Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory InitialAssessmentType Alphanumeric / 50 Literacy Mandatory MarkGrade Alphanumeric / 20 40 Optional AssessmentDate Date (dd/mm/yyyy) 10/10/2013 Optional SupportRequired Alphanumeric (Y,N or 1,0) Y Optional SupportProvidedBy Alphanumeric / 250 English Learner Support Optional Comment Alphanumeric / 250 Extra Spelling Tuition Optional / 1 (The data will be held in dbo.LearnerInformation_InitialAssessment) Notes: • If the Initial Assessment Type does not exist, create the Initial Assessment Type. • Where the Initial Assessment does not already exist (a match is made on LearnerRef, InitialAssessmentType and AssessmentDate), create the Initial Assessment record. • Existing Initial Assessment records are not updated. 49 Admin Guide Printed Documentation 5.5.6.12 Integrated Student Support Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory LearnerProfile Alphanumeric / 4096 Profile Optional ConfidentialInfo Alphanumeric / 1 (Y,N or 1,0) 0 Optional ConfidentialInfoLocation Alphanumeric / 255 Location Optional AllergyInfo Alphanumeric / 1 (Y,N or 1,0) 0 Optional AllergyInfoLocation Alphanumeric / 255 Location Optional LearningSupport Alphanumeric / 1 (Y,N or 1,0) 0 Optional BehaviourSupport Alphanumeric / 1 (Y,N or 1,0) 0 Optional AdditionalSupport Alphanumeric / 1 (Y,N or 1,0) 0 Optional StudentSupport Alphanumeric / 1 (Y,N or 1,0) 0 Optional ImpairedSupport Alphanumeric / 1 (Y,N or 1,0) 0 Optional (The data will be held in dbo. ILP_IS_IntegratedSupport) Notes: • If the record does not exist (LearnerRef), create a new record • If the record does exist (LearnerRef), update for each field that is not blank. 5.5.6.13 Integrated Student Support Needs Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory DateCreated Date (dd/mm/yyyy) 18/08/2013 Optional StaffCode Alphanumeric / 30 SC3562 Optional SupportNeed Alphanumeric / 100 Learning Diff. Mandatory Note Alphanumeric / 2000 Note Optional (The data will be held in dbo.ILP_IS_SupportNeedsStudent and dbo.ILP_IS_SupportNeeds) Notes: • If the SupportNeed does not exist, a new Support Need will be created. • If the record does not exist (LearnerRef, DateCreated, StaffCode and StupportNeed), create a new record 50 Remote File and Folder Access • If no StaffCode is given the StaffCode of the user performing the import will be used. • If no DateCreated is given then a default of the date of the import will be used. 5.5.6.14 Learner Comment Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory CommentType Alphanumeric / 50 Incident Log Mandatory StaffCode Alphanumeric / 30 SC3562 Mandatory DateCreated Date (dd/mm/yyyy) 22/03/2014 Mandatory Comment Alphanumeric / 5000 Note Mandatory Complete Alphanumeric / 1 (Y,N or 1,0) 0 Optional Priority Alphanumeric / 10 (High, Medium or Low) Medium Optional VisibleToStudent Alphanumeric / 1 (Y,N or 1,0) 0 Optional (The data will be held in dbo.LearnerInformation_ActionPlan) Notes: • Only if the record does not exist (LearnerRef, CommentType, StaffCode, DateCreated, Comment) a new record will be created. • The CommentType should already exist or the record will not be imported. • If Complete is blank, the default value 0 is assigned. If VisibleToStudent is blank, a default value 0 is assigned. • If Priority is blank, no Priority will be set for the comment. 5.5.6.15 Learning Support Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory LearningSupportNote1 Alphanumeric / 8000 Note Optional LearningSupportNote2 Alphanumeric / 8000 Note Optional LearningSupportNote3 Alphanumeric / 8000 Note Optional LearningSupportNote4 Alphanumeric / 8000 Note Optional AdditionalLearningSupportNote1 Alphanumeric / 8000 Note Optional AdditionalLearningSupportNote2 Alphanumeric / 8000 Note Optional AdditionalLearningSupportNote3 Alphanumeric / 8000 Note Optional 51 Admin Guide Printed Documentation AdditionalLearningSupportNote4 Alphanumeric / 8000 Note Optional (The data will be held dbo.ILP_IS_AdditionalSupportStudentNotes) in dbo.ILP_IS_SupportNeedsStudentNotes and Notes: • If the record does not exist (LearnerRef), create a new record • If the record does exist (LearnerRef), update for each field that is not blank. 5.5.6.16 Learning Support Needs Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory DateCreated Date (dd/mm/yyyy) 02/01/2014 Optional StaffCode Alphanumeric / 30 SC3562 Optional SupportNeed Alphanumeric / 100 Learning Diff. Mandatory Note Alphanumeric / 2000 Note Optional TimeSpent Numeric 2 Optional DateCompleted Date (dd/mm/yyyy) 15/02/2014 Optional (The data will be held in dbo.ILP_IS_LearningSupportStudent and dbo.ILP_IS_LearningSupport) Notes: • If the Learning Support Need does not exist, a new Learning Support Need will be created. • If the record does not exist (LearnerRef, DateCreated, StaffCode and StupportNeed), create a new record • If no StaffCode is given the StaffCode of the user performing the import will be used. • If no DateCreated is given then a default of the date of the import will be used. 5.5.6.17 Organisation Field Name Data Type / Length Example Optional / Mandatory ProEngageOrganisationID Numeric 3454 Mandatory OrganisationName Alphanumeric / 100 Targus UK Engineering Ltd. Mandatory URN /EDRS Ref Alphanumeric / 9 ABC123456 Optional This import is designed to take data from the ProEngage (Customer Relationship Management) Software package developed by Compass to enable ProMonitor and ProEngage to share the same data. 52 Remote File and Folder Access (The data will be held in dbo.Organisation) Notes: • If the Organisation does not exist, create the Organisation. • If the Organisation does exist, update the OrganisationName and URN based on the ProEngageOrganisationID. • The source of this data is provided in the vPM_Organisation_WorkPlacement View in the ProEngage database Note that Organisations must be flagged as placement providers in ProEngage. 5.5.6.18 Qualification and Qualification Unit (The data will be held in dbo.Qualification, dbo.QualificationQualificationUnit, dbo.QualificationUnit) The Qualification and Qualification Unit Imports use data that can be downloaded as a csv file from The Register at the Ofqual website (http://register.ofqual.gov.uk/). There are two csv files which you will need to download (Qualifications and Units). The required files can be accessed via the ‘Search Qualifications and ‘Search Units‘ menu links respectively. Clicking the ‘Search Qualifications’ menu link will take you to the following page... To download all the qualification data click the green ‘Export ‘button at the bottom of the form (without entering any search criteria). When given the option save the file to your computer, this will download all the qualification data as a csv file. Please note this will take some time (about 5 minutes) so please be patient. NOTE: Do not open the file in Excel, it will strip the quotes from the file and make it unreadable by the importer. If you wish to view the contents of the file you can use Notepad. If you want to download a specific qualification you can complete the search form to filter the qualification dataset, you can export the filtered dataset by using the ‘Export’ button. Units are download in the same way as the qualifications except that you must use the “Search for Units” menu item, then press the ‘Export’ button. Please note that downloading all Units will take some time (about 5 minutes) so please be patient. Preparing the csv files It is important that you first open the downloaded csv files in Notepad and delete the first line (The first line includes all the column headers and ends when the first qualification or unit code begins). This line contains the column headers and is not required by the ProMonitor importer. Failure to remove the first line from the downloaded file will cause the import to fail. You must do this for both the Qualification and the Unit csv files. Importing the files There are two imports available with the ProMonitor importer: Qualification and Qualification Unit. You can run the imports in any order but it’s imperative that you run both. Using the Imported Qualification and QualificationUnit data To use the imported Qualification and QualificationUnit data within the ProMonitor Markbook, navigate to the appropriate "Find Course Structure" web page within the web application. 53 Admin Guide Printed Documentation 5.5.6.19 Qualification to Course Mapping Field Name Data Type / Length Example Optional / Mandatory CourseCode Alphanumeric / 24 GCSEPHYSAS Mandatory QualificationCode Alphanumeric / 12 50025727 Mandatory (The data will be held in dbo.QualificationCourse) Notes: • The QualificationCode may be in the format 500/2572/7 or in the format 50025727 • When data has been imported, when you use the "Find Course Structure" web page within the web application, units for mapped course‐qualifications will be displayed (see Qualification and QualificationUnit Import) 5.5.6.20 Qualifications On Entry Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PHM1234567 Mandatory QualificationCode Alphanumeric / 12 0010701301 Mandatory Description Alphanumeric / 150 GCSE Science (Biology) Optional Grade Alphanumeric / 12 B Optional DateAwarded Date (dd/mm/yyyy) 10/06/2012 Optional (The data will be held in dbo.ILP_QualsOnEntry) Notes: • If the record does not exist (LearnerRef, Qualification Code), create a new record. • Only Update an existing Description If the imported Description is not blank. • If the system setting ‘Replace all Quals on Entry for a student on Import’ is turned on then all students within the import will have their existing Quals on Entry replaced by those within the import. 5.5.6.21 Staff Field Name Data Type / Length Example Optional / Mandatory StaffCode Alphanumeric / 30 SC3562 Mandatory Title Alphanumeric / 5 Mr Optional Firstname Alphanumeric / 50 Ian Optional Surname Alphanumeric / 50 Morris Optional 54 Remote File and Folder Access Username Alphanumeric / 30 IMorris Mandatory Email Address Alphanumeric / 255 IMorris@compasscc.com Optional Permission Group Alphanumeric / 50 Restricted User Optional Mobile Telephone Alphanumeric / 50 07722 672588 Optional (The data will be held in dbo.Staff, dbo._CCC_SystemUser) Notes: • If the member of staff does not exist (StaffCode), create a new staff record. • If the member of staff does exist (StaffCode), update title, firstname, surname and email address. • If the Permission Group is changed, the user shall be removed from any existing Permission Groups and the one stated in the import shall be used. • New users will automatically be assigned to the standard web user permission group • If the system setting "Newly Imported Staff set to active by default" is switched on, staff accounts will be automatically activated on Import. If this is switched off, staff accounts will need to be activated using the Staff Accounts screen. 5.5.6.22 Staff Structure Allocation Field Name Data Type / Length Example Optional / Mandatory StaffCode Alphanumeric / 30 P1SG1 Mandatory Level1Code Alphanumeric / 24 Site1 Mandatory Level2Code Alphanumeric / 24 SciFac Optional (if level3 filled in then mandatory) Level3Code Alphanumeric / 24 MathDep Optional (if level4 filled in then mandatory) Level4Code Alphanumeric / 24 MathDep‐Team1 Optional (The date will be held in dbo.StaffStructure) Notes: • Will only add row if the staff code already exists. • Will only add row if the combination of Level1Code, Level2Code, Level3Code, Level4Code already exists within the College Structure. • Will replace any existing Staff Structure allocations for any Staff within the import file. 5.5.6.23 Student Field Name Data Type / Length Example Optional / Mandatory 55 Admin Guide Printed Documentation LearnerRef Alphanumeric / 12 PMH1234567 Mandatory Surname Alphanumeric / 40 Phillip Optional Forenames Alphanumeric / 70 Hill Optional DOB Date (dd/mm/yyyy) 02/12/1990 Optional EthnicGroupID Alphanumeric / 2 1 Optional SexID Alphanumeric / 1 M Optional LearningDifficultyID Alphanumeric / 2 1 Optional WideningParticipationID Alphanumeric / 2 2 Optional HomePostcode Alphanumeric / 8 WA6 OAB Optional Address1 Alphanumeric / 50 12 North St. Optional Address2 Alphanumeric / 50 Fulton Hill Optional Address3 Alphanumeric / 50 Warrington Optional Address4 Alphanumeric / 50 Cheshire Optional Telephone Alphanumeric / 50 01234 567890 Optional TutorGroupCode Alphanumeric / 24 TGA1314 Optional PreviousSchool Alphanumeric / 50 St David's Optional NINumber Alphanumeric / 30 NW 12 34 56 Z Optional MobileTelephone Alphanumeric / 50 07722 672588 Optional NextOfKinDetails Alphanumeric / 150 Nr & Mrs Hill Optional Email Alphanumeric / 255 phillipHill@coll.ac.uk Optional StudentType Alphanumeric / 30 FullTime Optional TargetHours Numeric 540 Optional (The data will be held in LearnerInformation_LearnerSupplementary) Student, TutorGroup, StudentTutorGroup, Notes: • De‐duplicate students (if imported from PG SQL)– only consider the first unique LearnerRef • If the student does not exist (LearnerRef), create a new student • If the student does exist (LearnerRef), update information (see below) • If the TutorGroupCode does not exist, create the tutor group and allocate the student. • If the TutorGroupCode does exist, allocate the student if not already allocated. 56 Remote File and Folder Access • If the TutorGroupCode has changed, allocate the student to the tutor group without altering previous allocation(s) • If the "One Tutor Group Per Student" System setting is switched on, this will be overridden by any tutor groups that are "protected". i.e. students are not removed from "protected" tutor groups. • If the PreviousSchool field is completed, create a previous school record for the student • If the PreviousSchool field has changed, ignore and don’t attempt to change the existing PreviousSchool in ProMonitor • If the NINumber field is completed, adds the NINumber. If NINumber is not blank it will overwrite the existing NINumber. [Also for MobileTelephone, NextOfKinDetails and Email] • If StudentType is blank the default value “Standard” is assigned and any existing value for the student type is not overwritten. Valid EthnicGroupID Values: 11 Bangladeshi 20 White/ Black African 34 Other White 43 Other Asian 12 Indian 21 White/Black Caribbean 35 White/Black Caribbean 44 African 13 Pakistani 22 Mixed 36 White/Black African 45 Caribbean 14 Other Asian 23 White 37 White/Asian 46 Other Black 15 Black African 24 White Irish 38 Other Mixed 47 Arab 16 Black Caribbean 25 Other White 39 Indian 98 Any Other 17 Black Other 31 White British 40 Pakistani 99 Unknown 18 Chinese 32 Irish 41 Bangladeshi 19 White/Asian 33 Gypsy/Irish Traveller 42 Chinese Valid SexID Values: M Male F Female Valid LearningDifficultyID Values: 01 moderate 02 severe 10 dyslexia 11 dyscalculia 19 other spec 20 autism 90 multiple 97 other 57 Admin Guide Printed Documentation 98 none 99 not known/not provided Valid WideningParticipationID Values: 00 Null value 01 from deprived area ‐ postcode on LSC file 02 from deprived area ‐ postcode not on LSC file 21 [Old Code] homeless 22 [Old Code] ex‐offender 23 [Old Code] mental health problems 24 [Old Code] traveller 25 [Old Code] statutory education interrupted 26 [Old Code] in or recently left care 27 [Old Code] asylum seeker 28 [Old Code] refugee 29 [Old Code] living in hostel or residential centre 30 [Old Code] full‐time carer for dependant relative at home 31 [Old Code] recovering from alcohol or drug dependancy 71 studying basic skills programme 72 [Old Code] supported by European Social Fund (ESF) 73 supported by single regeneration budget (SRB) 74 [Old Code] supported by LSC‐FE‐funded non‐schedule 2 project 96 learner group eligable as described in Funding Guidance For FE 98 other ‐ further information may be requested 99 not eligible for disadvantage uplift 5.5.6.24 Student Financial Details Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory TransactionDate Date (dd/mm/yyyy) 18/08/2013 Optional Description Alphanumeric / 50 Invoice Mandatory Debit Numeric ‐1645.00 Optional Credit Numeric 0 Optional Balance Numeric ‐1645.00 Optional (The data will be held in dbo.LearnerInformation_FinancialDetails) Notes: • Any records that are not in the imported file are removed. 58 Remote File and Folder Access 5.5.6.25 Student Group Field Name Data Type / Length Example Optional / Mandatory CourseCode Alphanumeric / 24 GCSEPHYSAS Mandatory StudentGroupCode Alphanumeric / 24 GCSEPHYSAS‐1314‐A Mandatory StudentGroupTitle Alphanumeric / 100 PHYSICS AS 13/14 Group A Optional StudentGroupType Alphanumeric / 36 A Level Optional IsQualification Alphanumeric / 1 (Y,N or 1,0) 1 Optional It is critically important that your CourseCodes are correctly defined. Please refer to Why the Course Code is Important for more details. (The data will be held in dbo.StudentGroup) Notes: • If the student group does not exist, create the student group. • If the student group does exist, update the student group title where the student group title is not blank. • The combination of CourseCode and StudentGroupCode must be unique. • Student group type will only be assigned if it exists in ProMonitor. • If no IsQualification value is supplied the import will assume a value of 1 5.5.6.26 Student Group Manager Field Name Data Type / Length Example Optional / Mandatory StudentGroupCode Alphanumeric / 24 GCSEPHYSAS‐1314‐A Mandatory StaffCode Alphanumeric / 30 SC3562 Mandatory (The data will be held in dbo.StudentGroup) 5.5.6.27 Student Group Structure Field Name Data Type / Length Example Optional / Mandatory StudentGroupCode Alphanumeric / 24 GCSEPHYSAS‐1314‐A Mandatory Level1Code Alphanumeric / 24 Site1 Mandatory Level2Code Alphanumeric / 24 SciFac Optional (if level3 filled in then mandatory) Level3Code Alphanumeric / 24 MathDep Optional (if level4 filled in then mandatory) Level4Code Alphanumeric / 24 MathDep‐Team1 Mandatory (The data will be held in dbo.Structure) 59 Admin Guide Printed Documentation Notes: • Any Level1Code, Level2Code, Level3Code or Level4Code which does not already exist will be created. • If the Level1Code, Level2Code, Level3Code or Level4Code already exists then it will be given the new LevelName. • If higher level structures do not exist then they will be created. For example consider the import line Site1 > FacultyA > DepartmentB >TeamC > Team Name. If DepartmentB does not exist in the import and does not currently exist in the structure data then creates a new DepartmentB within FacultyA within Site1. 5.5.6.28 Student Group Teacher Field Name Data Type / Length Example Optional / Mandatory StudentGroupCode Alphanumeric / 24 GCSEPHYSAS‐1314‐A Mandatory StaffCode Alphanumeric / 30 SC3562 Mandatory (The data will be held in dbo.StudentGroupTeacher) Notes: • Where the member of staff is not already allocated to the student group, allocate the member of staff to the student group. 5.5.6.29 Student ILP Summary Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory LearnerStatus Alphanumeric / 30 At Risk Optional QOEScore Numeric (up to 2 dp) 6.50 Optional LearnerFundingNotes Alphanumeric / 30 EMA Optional DistanceFromCollege Numeric (up to 2 dp) 17.50 Optional UniqueLearnerNo Alphanumeric / 10 ABC213 Optional LearnerNotes Alphanumeric / 2048 Late Application Optional CustomField1 Alphanumeric / 255 Text Optional CustomField2 Alphanumeric / 255 Text Optional CustomField3 Alphanumeric / 1 (Y,N or 1,0) Y Optional CustomField4 Alphanumeric / 1 (Y,N or 1,0) Y Optional CustomField5 Alphanumeric / 255 Text Optional 60 Remote File and Folder Access CustomField6 Alphanumeric / 255 Text Optional Alternative Address 1 Alphanumeric / 50 Text Optional Alternative Address 2 Alphanumeric / 50 Text Optional Alternative Address 3 Alphanumeric / 50 Text Optional Alternative Address 4 Alphanumeric / 50 Text Optional Alternative PostCode Alphanumeric / 8 Text Optional LearnerStatusReason Alphanumeric /4000 Student does not turn up Optional MISStudentID Alphanumeric /50 10001 Optional CustomField1_Student Alphanumeric / 255 Text Optional CustomField2_Student Alphanumeric / 255 Text Optional CustomField3_Student Alphanumeric / 1 (Y,N or 1,0) Y Optional CustomField4_Student Alphanumeric / 1 (Y,N or 1,0) Y Optional AltEmailAddress Alphanumeric / 255 parent@email.co.uk Optional AltMobileTelephone Alphanumeric / 50 07722 672588 Optional LearnerBadge1 Alphanumeric / 24 High Optional LearnerBadge2 Alphanumeric / 24 Text Optional LearnerBadge3 Alphanumeric / 24 Text Optional LearnerBadge4 Alphanumeric / 24 Text Optional LearnerBadge5 Alphanumeric / 24 Text Optional LearnerBadge6 Alphanumeric / 24 Text Optional (The data will be held in dbo.Student, dbo.LearnerInformation_BadgeStudent) dbo.LearnerInformation_LearnerSupplementary, Notes: • The fields (LearnerStatus, QOEScore, LearnerFundingNotes, DistanceFromCollege, UniqueLearnerNo, LearnerNotes) are updated in the Student table where a Student record already exists. These fields are shown on the ILP Student Details page. If the Student record does not already exist for the academic year, NO student record is created. • The LearnerStatus may be mapped to a colour in ProMonitor (See the section Learner Status Colour in this document). • The fields LearnerNotes, CustomField1, CustomField2, CustomField3, CustomField4, CustomField5, CustomField6, AltEmailAddress, AltMobileTelephone are updated in the 61 Admin Guide Printed Documentation LearnerInformation_LearnerSupplementary table. Where no record already exists for the student in this table, a record is created. These fields are shown on the ILP Further Details page. • The fields CustomField1_Student, CustomField2_Student, CustomField3_Student, CustomField4_Student are updated in the Student table. These fields are shown on the ILP Further Details page. • Any fields left blank will not be updated. • The LearnerBadge fields are updated in the LearnerInformation_BadgeStudent table. The codes used should match the BadgeCode in the LearnerInformation_BadgeValue for the appropriate badges number. 5.5.6.30 Student Marks and Grades Example Optional Mandatory StudentGroupCode Alphanumeric / 24 GCEPHYSAS‐1314‐A Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory UnitCode Alphanumeric / 12 ASP01 Mandatory UnitTitle Alphanumeric / 100 Fields and Forces Mandatory UnitTargetDate Date (dd/mm/yyyy) 09/03/2014 Optional UnitGrade Alphanumeric / 3 A Optional UnitMarks Numeric (up to 2 dp) 83 Optional UnitDateCompleted Date (dd/mm/yyyy) 11/03/2014 Optional AssessmentCode Alphanumeric / 8 ASP01‐01 Optional* AssessmentTitle Alphanumeric / 250 Newtons Laws Optional* AssessmentType Alphanumeric / 50 CW Optional AssessmentGrade Alphanumeric / 3 B Optional AssessmentMarks Numeric (up to 2 dp) 70 Optional TaskCode Alphanumeric / 8 P1 Optional TaskTitle Alphanumeric / 255 Describe the physical and chemical properties of Optional group 1 and 7 elements. TaskComplete Alphanumeric / 1 (Y,N 1 or 1,0) Optional TaskGrade Alphanumeric / 3 Optional Field Name Data Type / Length N/A / TaskCode Alphanumeric / 8 P1 Optional TaskTitle Alphanumeric / 255 Describe the physical and chemical properties of group 1 and 7 elements. Optional 62 Remote File and Folder Access (The data will be held in dbo.EnrolmentUnit, dbo.EnrolmentAssessement, dbo.EnrolmentTask, dbo.Unit, dbo.Assessment, dbo.Task. The tables dbo.AssessmentType, dbo.StudentGroupUnit and dbo.StudentGroupAssessment are also populated as necessary) Notes: • If there is no Unit Code, the row is not imported • If there is no Unit Title, the Unit Code is used • The Student Group Code must be uniquely defined in ProMonitor (i.e. two different student groups with the same code cannot exist in different parts of the college) • If no Assessment Type is defined, “Imported” is the default • Assessment Type is created where it does not exist already • A Unit is created where it does not exist (for the COURSE to which the Student Group belongs). Unit Level and Unit Weighting are set to 1. • Units are allocated to the Student Group if not already allocated • The student markbook is updated with Unit Target Date where Unit Target Date is blank (existing Unit Target Date will not be overwritten**) • The student markbook is updated with Unit Date Completed where Unit Date Completed is blank (existing Unit Date Completed will not be overwritten***) • The student markbook is updated with Unit Grade where Unit grade is blank (existing Unit Grades will not be overwritten***) • The student markbook is updated with Unit Marks where Unit marks is blank (existing Unit Marks will not be overwritten***) • The student markbook is updated with Assessment Grade where the Assessment Grade is blank (existing Assessment Grades will not be overwritten***) • The student markbook is updated with Assessment Mark where the Assessment Mark is blank (existing Assessment Marks will not be overwritten***) • The student markbook is updated with Task Grade where the Task Grade is blank (existing Task Grades will not be overwritten***) • A student markbook record for the Unit Grade / Mark / Target Date / Date Completed is inserted if it does not already exist • An Assessment is created where it does not exist (against the Unit to which it belongs). Assigns Marks Out of to be 100. • Assessments are allocated to the Student Group if not already allocated. • A student markbook record for the Assessment Grade / Mark is inserted if it does not already exist • A student markbook record for the Task Grade is inserted if it does not already exist • Any student markbook records updated / inserted will be “tagged” as updated by the person who imported the record. This is important to note if markbook locking is switched on. 63 Admin Guide Printed Documentation • Student – Unit Allocation: Students who belong to a Student Group, but are not allocated to a Unit within the Import dataset, shall be flagged as not doing the Unit. Note that for setting UnitTargetDates using a “dummy” Student, these students shall be assigned to the Unit. *Assessment Code and Title are mandatory when Assessment Grades are imported. ** If a Unit Target Date is entered for a “dummy” student that does not exist (e.g. use “NotExists” in the LearnerRef column), then any Student who is not withdrawn or transferred in the Student Group will be assigned that Unit Target Date. If there are multiple “dummy” student records, then the Maximum Unit Target Date will be selected. *** If the SystemSetting “StudentMarksAndGrades Import ‐ Overwrite Marks, Grades, Dates” is set to true, then any existing UnitGrade, UnitMarks, UnitTargetDate, UnitDateCompleted, AssessmentGrade, AssessmentMarks, TaskGrade fields in the markbook will be overwritten with an Imported Value where that imported value is not blank. 5.5.6.31 Student Photo Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory Photo Image (16) Optional Thumbnail Image (16) Optional (The data will be held in dbo.StudentPhoto) Notes: • This import is only available from an SQL Server data Source (Table / View). • Jpeg images must be held in a binary format. • If the Student record does not already exist for the academic year, NO student record is created. • Existing Photos AND Thumbnails imported for a Student are replaced by this import. • The Source table / View must have the same field names / data types as specified above. • Student Photos are NOT transferred to a temporary holding table; they are imported directly into ProMonitor. • When asked to enter the connection details, explicitly state the Server Name (do not use “(local)”). • To improve performance student photos can be instead loaded from a network share see System Values Screen • For more information about importing student photos see Importing Student Photos 5.5.6.32 Student Tutor Group Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory 64 Remote File and Folder Access TutorGroupCode Alphanumeric / 24 TGA1314 Mandatory IsMain Alphanumeric / 1 (Y,N or 1,0) Y Optional (The data will be held in dbo.StudentTutorGroup, dbo.TutorGroup) Notes: • If the tutor group does not exist, create the tutor group. (When a Tutor Group is created by the Import, it is flagged in the Tutor Group table as "CreatedByImport") • Allocate the Learner (LearnerRef) to the tutorial group if not already allocated. Existing allocation(s) remain unaffected. • IsMain indicates the main Tutor Group for the Student. Only one Tutor Group may be the "Main" Tutor Group for a student. • If the "One Tutor Group Per Student" System setting is switched on, this will be overridden by any tutor groups that are "protected". i.e. students are not removed from "protected" tutor groups. 5.5.6.33 Target Field Name Data Type / Length Example Optional / Mandatory LearnerRef Alphanumeric / 12 PMH1234567 Mandatory CourseCode Alphanumeric / 24 GCEPHYSAS Mandatory UniqueID Numeric 56347 Optional TargetPercent Numeric 65 Optional TargetGrade1 Alphanumeric / 12 B Optional TargetGrade2 Alphanumeric / 12 C Optional Points Numeric 200 Optional It is critically important that your CourseCodes are correctly defined. Please refer to Why the Course Code is Important for more details. (The data will be held in dbo.Target) Notes: • UniqueID is a unique number for each record (e.g. an autonumber). It is not referenced by the importer and is for information only. • If the target record does not exist (LearnerRef, CourseCode), create a new target record • If the target record does exist (LearnerRef, CourseCode), update the existing target record with TargetPercent, TargetGrade1 and TargetGrade2, TargetPoints. 65 Admin Guide Printed Documentation • The TargetGrade1 field is linked to TargetPercent and is used in the Learner Markbook to measure the Learner Performance; i.e. If the National Grade is imported in the TargetGrade1 column, this is the target grade that will be displayed in the Learner markbook. • TargetPercent is usually the Percentage equivalent of a Target Grade ‐ primarily used for A Level and other academic qualifications. • TargetPoints is usually the Number of Points a Target Grade is equivalent to ‐ primarily used for BTEC diploma and other vocational qualifications. 5.5.6.34 Tutor Group Field Name Data Type / Length Example Optional / Mandatory StaffCode Alphanumeric / 30 SC3562 Mandatory TutorGroupCode Alphanumeric / 24 TGA1314 Mandatory TutorGroupTitle Alphanumeric / 50 Tutor Group A 2013/2014 Optional IsPrimaryTutor Alphanumeric / 1 (Y,N or 1,0) Y Optional (The data will be held in dbo.TutorGroup and dbo.TutorGroupStaff) Notes: • If the tutorial group does not exist (TutorGroupCode), create a new Tutor Group record. (When a Tutor Group is created by the Import, it is flagged in the Tutor Group table as "CreatedByImport") • If the tutorial group does exist, update the TutorGroupTitle. Add the Member of Staff if they are not already associated with the Tutor Group. • If no TutorGroupTitle is imported, the TutorGroupCode is used as the TutorGroupTitle • A Tutor Group may have multiple Staff associated with it. • IsPrimaryTutor indicates the Primary Tutor for the Tutor Group. There may only be one Primary Tutor per Tutor Group. If multiple tutors are flagged as primary tutors, only the first tutor will be set. 5.5.6.35 Unit Field Name Data Type / Length Example Optional / Mandatory CourseCode Alphanumeric / 24 GCEPHYSAS Mandatory ExternalUnitCode Alphanumeric / 20 A1234 Optional UnitCode Alphanumeric / 12 ASP01 Mandatory UnitTitle Alphanumeric / 100 Fields and Forces Mandatory CompulsoryUnit Alphanumeric (Y,N or 1,0) 1 Optional Weighting Numeric 1 Optional 66 / 1 Remote File and Folder Access Level Alphanumeric / 1 3 Optional ShowOnRptToParent Alphanumeric / 1 (Y,N or 1,0) 0 Optional AllocateUnitToSG Alphanumeric / 1 (Y,N or 1,0) 0 Optional AssessmentCode Alphanumeric / 8 ASP01‐01 Optional AssessmentTitle Alphanumeric / 250 Newtons Laws Optional* AssessmentType Alphanumeric / 2 CW Optional** AssessmentOutOf Numeric 100 Optional AssessmentWeighting Numeric 1 Optional AllocateAssessmentToSG Alphanumeric / 1 (Y,N or 1,0) 0 Optional TaskCode Alphanumeric / 8 P1 Optional TaskTitle Alphanumeric / 255 P Criteria 1 Optional*** It is critically important that your CourseCodes are correctly defined. Please refer to Why the Course Code is Important for more details.(The data will be held in dbo.Unit, dbo.Assessment, dbo.Task, dbo.AssessmentType, and dbo.UnitLevel) * If Assessments are being imported then AssessmentTitle is Mandatory. ** If Assessments are being imported then AssessmentType is Mandatory. *** If Tasks are being imported then TaskTitle is Mandatory. Notes: • Where an AssessmentType does not already exist, one is created in ProMonitor • Where a Unit does not already exist, one is created for the course in ProMonitor. If the Unit does exist then updates Unit information. A match is attempted using UnitCode and CourseCode. • Where an Assessment does not already exist, one is created. If the Assessment does exist then updates Assessment Information. A match is attempted using AssessmentCode, UnitCode and CourseCode. • Where an AssessmentTask does not already exist, one is created. If the Task already exists then updates Task information. A match is attempted using TaskCode, UnitCode and CourseCode. • If level is blank the default value “1” is assigned, if weighting is blank the default value of “1” is assigned. Unit Credit value should be entered into the weighting field. If ShowOnRptToParent is blank the default value “0” is assigned • If level is completed and does not exist in ProMonitor, the level will be created. • CompulsoryUnit is not used by ProMonitor and is only within the import specification for historical purposes. • If AssessmentOutOf is blank, the default value 100 is assigned. If AssessmentWeighting is blank, the default value 1 is assigned. 67 Admin Guide Printed Documentation • If AllocateUnitToSG is 1 or Y the Unit will be set in the Markbook Structure of all Student Groups in the current academic year that are based on the Course. If blank the default value “0” is assigned. • If AllocateAssessmentToSG is “1” or “Y” the Assessment will be set in the Markbook Structure of all Student Groups in the current academic year that are based on the Course. AllocateUnitToSG will be set to “1” in this case. If blank the default value “0” is assigned. 5.5.6.36 Work Placement PS Field Name Data Type / Length Example Optional / Mandatory StudentRef Alphanumeric / 12 PMH1234567 Mandatory WorkPlacementID Numeric 243 Mandatory OrganisationName Alphanumeric / 100 Targus UK Engineering Ltd. Mandatory URN / EDRS Ref Alphanumeric / 9 TEL10101 Optional ContactName Alphanumeric / 128 Joe Smith Optional ContactTel Alphanumeric / 25 01001 775566 Optional ContactEmail Alphanumeric / 100 JS@TElectrial.co.uk Optional DateFrom Date (dd/mm/yyyy) 01/10/2013 Optional DateTo Date (dd/mm/yyyy) 01/06/2014 Optional IsFullTime Alphanumeric / 1 (Y,N or 1,0) N ExpectedPlacementEndDate Date (dd/mm/yyyy) 01/06/2014 Mandatory Optional This import is designed to take data from the ProSolution (MIS) Software package developed by Compass to enable ProMonitor and ProSolution to share the same data. (The data will be held in dbo.LearnerInformation_WorkPlacement_PS) Notes: • The View vPM_1314WorkPlacementPS in the ProSolutionReports database holds the data in the correct format for this import. (Please Contact ProMonitor Support if you do not have this view, if you have ProSolution) • Existing data is updated based on the WorkPlacementID. • See the Organisation Import Specification for details about the Organisation Name. 5.5.7 Importing Student Photos There are three methods of importing Learner photographs: • Import from SQL Server 68 Remote File and Folder Access Jpeg images held in binary format in an SQL table of image (16) format may be imported using the Import Wizard in the Administration Utility. Note that this format is compatible with the format in which images are stored within ProSolution. This is described in detail below. • Import from jpeg format files Images stored in a folder on a fileserver in the jpeg format (.jpg files) may be imported into ProMonitor using the Import Wizard or Import Types utility. This utility expects each file to be named in the format [LearnerRef].jpg. The utility will import each image in turn into the ProMonitor database using the [LearnerRef] part of the filename to match the image to the Learner record in ProMonitor. • Link to Student Photos Stored within a Folder Using this method you do not have to import photos into the database. This will reduce the overall size of the database. Import from SQL Server Images stored in an SQL Database table may be imported using the Administration Utility Import Wizard. The images must held in an IMAGE field in binary format. Photos can be imported from SQL server or jpeg in the Administration Utility. This is done using the Import Wizard or the Import Types utility. To import student photos run the import wizard selecting Student Photo as the type of import data. Then following the wizard steps, for a SQL server import, create a SQL Server data source that matches the student photo import specification. It is important to note that the Server Name must be stated explicitly (e.g. CCCSQLSVR1). For a local server, use the name of the server, NOT “(local)”. If the data source is located on a remote SQL Server, you must ensure that the SQL Server holding the ProMonitor database is linked to the remote database. To do this, from within SQL Query Analyzer, run the following command lines: EXEC sp_addlinkedserver '[RemoteServerName]' EXEC sp_addlinkedsrvlogin @rmtsrvname = '[RemoteServerName]', @rmtuser = '[LoginName]', @rmtpassword = '[LoginPassword]' Import From jpeg Format Files Similarly to importing from SQL server run through the wizard steps selecting student photo as the import data type but this time set up a folder data source that maps to a folder which contains the student photos (images must be in the format [learnerref].jpg) Link to Student Photos Stored within a Folder Instead of importing photos directly into the SQL database you can load the student photo on demand from a folder held on the network by providing the location of the folder to ProMonitor within the System Values facility. Please also refer to the Remote File and Folder Access section within this guide. Holding photos within the SQL Server database will increase its size considerably, so accessing photos from a folder will help to optimise disk and backup resources. 69 Admin Guide Printed Documentation 5.5.8 Why the Course Code is Important The Course Code helps define an Enrolment. An Enrolment in ProMonitor is a unique combination of Student Ref, AcademicYear and CourseCode This reflects real life... For example Joe Smith enrols at college in September 2013 to study a BTEC National Certificate in Electronics. The Course Code is a code used to describe "BTEC National Certificate in Electronics" ‐ i.e. BTECNatCertElec. The "Course Umbrella" ProMonitor Stores Units / Assessments / Tasks against the Course Code BTECNatCertElec for use by the markbook. Enrolments, Units, Assessments, Tasks and StudentGroups live under a Course Umbrella. Halfway through the Year, Groups BTECNatCertElec‐13/14‐GroupA and BTECNatCertElec‐13/14‐GroupB may merge to become BTECNatCertElec‐13/14. This updated enrolment information is imported into ProMonitor (the StudentGroupCode is changed within the enrolment import dataset). Because ProMonitor stores any Marks and Grades entered for Joe Smith on the Course against his enrolment record (under the course umbrella), if the Units and Assessments are allocated to the new Student Group BTECNatCertElec‐13/14, the grades and marks will show. The Course Code and Student Group Code 70 Remote File and Folder Access When Joe Smith starts his course of study, there may be 50 fellow students doing the same, so 2 groups are formed ‐ Group A and Group B, so Joe is assigned to Student Group BTECNatCertElec‐13/14‐GroupB. The Course Code is: BTECNatCertElec and the Student Group Code is: BTECNatCertElec‐13/14‐GroupB Both Groups are studying the same Units & Assessments which were studied by groups in previous years doing the "BTEC National Certificate in Electronics". Frequently, the Course Code is held part of the StudentGroupCode (otherwise known as Offerings, Specific Courses, Classes, Cohorts) within MIS Systems. The Course is a Central Reference Point The Course is essential so that if a student is studying for a qualification that spans multitiple academic years, the system can join together the markbooks across academic years. What happens if the Course Code changes During the course of the year, the Course Code within MIS is changed from BTECNatCertElec to NatCertElec. To keep ProMonitor up‐to‐date, the enrolment data is re‐imported. Joe Smith's enrolment record (and those of his classmates) are imported with the amended course code NatCertElec instead of BTECNatCertElec. A NEW enrolment record is created for Joe Smith and his existing enrolment record is set to "Obsolete". This is because a ProMonitor Enrolment record is defined as a unique combination of Academic Year, Learner Ref and Course Code. A new Student Group is created within the new course and Joe Smith is allocated to the group. However, no Units/Assessments /Tasks appear for the group, nor any marks. They still exist against the Old Course Code and are effectively lost. Do Not Change Course Codes! The Course Code is as critical to ProMonitor as the Academic Year and the Student Reference Number. Continuity of these is key. Mistakes happen ‐ The Good News Because the ProMonitor Importer sets existing enrolments to "Obsolete" if it doesn't see them in the enrolment import dataset, "Obsolete" enrolments can be restored and made active in the system once more. This allows you to re‐examine your import dataset, and make any changes necessary before re‐
importing. You may well need to contact ProMonitor Support at Compass in this event to discuss clearing out unwanted data. ProMonitor includes a utility to Transfer Student Group Enrolment Data. 71 Admin Guide Printed Documentation 5.6 Users and Permissions 5.6.1 Users and Permissions Users can be added into ProMonitor directly via the Administration Utility, or you can use the Staff import procedure to bulk import Staff and their user accounts. The Users and Permissions facilities available are: 
Staff Accounts 
Permissions 
ProMonitor Usage 
Admin Utility Audit Record Explorer 5.6.2 Staff Accounts Screen 5.6.2.1 Staff Accounts Screen This facility is available by selecting ProMonitor Users followed by Staff from the main menu. A list of the current staff user accounts (active and inactive) within ProMonitor is displayed. ProMonitor Users To add a new user, press the New button. To Edit an existing user, press the details (...) button. This will open the Details screen. Note that the Change Password button is only available for an existing user. Pressing this button opens the Set User Account Passwords screen. To assign special permissions to the user account, select the Permissions tab and add / remove permissions as required. Please note that the permissions groups are "special permissions". A user is attached to the "Standard User" permission group by default. College Structure Staff can be assigned to the College Structure. College Structure which has not been assigned to the staff is shown on the top grid. College Structure which has been assigned to the staff is shown on the lower grid. In order to allocate structure to the staff highlight the structure rows in the top grid and click the down arrow button. In order to de‐allocate structure highlight the structure rows in the lower grid and click the up arrow button. Staff who are assigned to college structure will receive the following benefits within the web site. 
72 The homepage 'My College Structure' webpart will display their assigned structure levels. Remote File and Folder Access 
Reports based on College Structure will automatically restrict the criteria on their assigned structure levels. Student Group Allocation The Student Group Allocation tab displays all Student Groups that the member of staff is a teacher for and has the option of removing the member of staff as a teacher from individual Student Groups. List Commands List commands can be accessed by using the commands button as shown above or by right clicking the list and selecting commands. To activate several accounts from the main screen, use the mouse and <ctrl> or <shift> to select the accounts to be deactivated and select the Activate Staff Accounts command. The accounts which are activated are the ones which are selected (highlighted in blue). To deactivate several accounts from the main screen, use the mouse and <ctrl> or <shift> to select the accounts to be deactivated and select the Deactivate Staff Accounts command. The accounts which are deactivated are the ones which are selected (highlighted in blue). To bulk set / reset passwords, use the right‐click menu to filter for your selection of user accounts and press the Set Password for All Visible Accounts button. This is based on the current filter that is applied to the list and therefore all accounts visible in the list will be affected. Setting / Resetting a password will automatically make the account active. This is useful when first setting up ProMonitor as passwords for all accounts can be set at the same time. Further information on passwords can be found in the Set User Account Passwords section. 5.6.2.2 Password Generation and Distribution The password generation screen can be opened using the commands button on the Staff User Accounts screen or via the Staff User Accounts details screen. Set / reset Staff User Account password(s) Password Distribution Options The grid at the top of form displays all the users which will be affected by the password reset (useful when bulk resetting passwords to double check the right selection has been made). The text that appears on the email / report is editable by pressing the Customise Report/Email... button. Email Passwords If the Email Passwords and Usernames Option is selected then an email with this information will be sent to the address specified in the Staff User Account details form using the ProMonitor worker service (for each user listed at the top of the screen). If no email is held against the user then no email is generated. Generate Password Report 73 Admin Guide Printed Documentation If the Generate a report containing Password and Username for each user Option is selected then a printable report screen will be opened that contains the Username and Password information for the each user listed at the top of the screen. Password Generation Options Generate Random Strong Password When this Option is selected a random strong password is generated, to use this Option either the Email Password or Generate Report Options must be selected. The generated password will be a combination of numbers and alphanumeric characters including capitals. Password of My Choice This Option allows you to choose a password of your choice. You must ensure that both passwords match and that the passwords are greater than six characters. 5.6.3 Permissions Screen 5.6.3.1 Permissions Screen This screen displays the numbers of users allocated top each of the special permissions groups within ProMonitor. By default, six permission groups are shipped with ProMonitor. The permissions within these groups can be altered as necessary. Pressing the details button (...) opens the Permission Groups Details screen which allows the allocation / deallocation of user accounts and Permissions to and from the Permission Groups. Permission Group Details When created in the screen General Maintenance > Lookup Data > Comments > Confidentiality Level, a level for viewing Confidential Comments can be assigned to the Permission Group. If you are using multiple Confidentiality Levels, having a high level will give you access to more comments. For example, a user belonging to a Permission Group with a Confidentiality Level of 3 will be able to read Confidential Comments created with a level of 1,2 or 3, but not comments with a level of 4 or higher. 74 Remote File and Folder Access Clicking the > and < buttons will allocate / deallocate selected users to / from the Permission Group from the Users tab. Clicking the > and < buttons will allocate / deallocate selected Permission Actions to / from the Permission Group from the Actions tab. 5.6.3.2 Permissions Groups ProMonitor has a number of special fixed permissions groups available by default. A standard user does not need to be long to one of these groups. If you wish to enhance or reduce the permissions for a user, you may allocate the user to one or more of these groups. These permissions may be granted to user accounts by using the Staff Accounts or the Permissions screens. You may create your own permissions groups and you may alter the permissions within the standard permissions groups to suit. These are the default Permissions Groups as supplied with ProMonitor and the specific permissions applied within each group: Administrator Allows unrestricted access to the Admin Utility Allows unrestricted access to the Web Application Super User Allows limited access to the Admin Utility (Reports to Parents only) Allows unrestricted access to the Web Application Standard Web User No Access to the Admin Utility Allows access to most parts of the Web Application Read Only 75 Admin Guide Printed Documentation No Access to the Admin Utility Allows read‐only access to the Web Application To create a new Permission Group, press New on the Permissions Groups screen and specify a name for the Permission Group. To allocate individual permissions to the group, from the Actions tab on the Permission Group details screen, allocate the applicable permissions by highlighting the item(s) in the list on the left side of the screen and press >. To deallocate a permission from the group, highlight the item(s) in the list on the right side of the screen and press <. There are a large number of actions available ‐ each web page can be made available and editable. In addition, there are a large number of individual fields whose editability may be controlled. Report availablility may be controlled (reports created using the ProMonitor Reporting Module) and Website actions may also be controlled ‐ e.g. the ability to edit comments created by others. 5.6.4 ProMonitor Usage Screen The Usage Statistics screen contains information about the number of successful logins into ProMonitor and the number of markbook entries recorded by staff between selected dates. Each screen may be filtered by using right‐click filtering. Staff Usage Shows a count of the number of times each staff account has successfully logged into the ProMonitor Web Application. Staff History Shows the date and time of each successful login. Markbook Entries This displays a count of the number of markbook entries (Units, Assessments or Tasks) that each member of staff has made. Pressing the details (...) button will open a details screen that lists the actual markbook entries that member of staff has made within the selected date range. The Markbook Usage grid can be exported to excel by Right Clicking the grid, selecting Commands and then Export to Excel. (Note: Student Login information is shown for historical interest only. This information is now displayed in the ProPortal Administration Utility) 5.6.5 Audit Record Explorer Screen Whenever a change is made to a record within the Admin Utility or the Web Application, it is recorded in an audit trail which is displayed on this screen. For example if a change is made to a User Defined Label, the change is recorded together with the date and user details. The history of all records created, added and removed from the Web Application (markbook, ILP etc..) are recorded Note that the name of the table is displayed in which the change occurred ‐ not the name of the screen (although in many cases these will be very similar). To use this facility, select an appropriate date range and use right‐click filtering to search the audit records. More detail is shown about the record by pressing the details button (...). 76 Remote File and Folder Access Audit Explorer Where records are created or changed or deleted, the details are recorded. The ID and tablename are displayed in the details screen (and where appropriate change information displayed). You can then search for this tablename and ID in the appropriate columns to establish the previous history of any particular record. Please note that the comprehensive audit trail has only been introduced in version 8 of ProMonitor, so audit information will not be available prior to implementation/upgrade of ProMonitor version 8. 5.7 Standard Reports, Messages and Tasks 5.7.1 Reports and Messages and Tasks The facilities in this section allow the Reports to Parents to be customised, features reports to help track Unit completion and ILP Completion and record the tracking of Emails sent by ProMonitor. Additionally for version 8 there is a Reporting module which caters for the creation of advanced custom made reports. This can be found in the Reporting Module section. Additionally for version 9 there is a Tasks & SMS Module which caters for the creation of custom tasks and custom messages. With the additionally SMS module texts can also be sent. The Reports, Messages and Tasks facilities available are: 
Standard Report Builder ‐ Manage your reports and layouts 
Reports to Parents Maintenance ‐ maintain the list of reports to parents 
Publish\Print Reports to Parents ‐ Generate bulk reports to parents 
Published Reports to Parents ‐ View published reports to parents 
Reports to Parents Bulk Update ‐ Bulk update certain values in the reports to parents 
Unit Target Performance Report ‐ Unit Target Date Completion Statistics 77 Admin Guide Printed Documentation 
ILP Completion Report ‐ ILP Page Completion Statistics 
Task Manager ‐ View status of Import and database maintenance tasks. With the addition of the tasks module custom tasks can be created through this screen. 
Script Builder ‐ Allows custom scripts to be created and executed by the Tasks Module (only available if the tasks module is owned) 
Message Builder ‐ Allows custom messages (email, SMS or document) to be created. (only available if the tasks module is owned) 
Message Sender ‐ Allows messages (email, SMS or document) to be manually sent through a wizard (only available if the tasks module is owned) 
Message Explorer ‐ Track Emails, Documents and SMS sent by ProMonitor (The Tasks module is required to send documents. The SMS module is required to send SMS.) 
Datasource Manager ‐ Allows the creation of custom datasources to be used when creating Reports or Messages (only available is the reporting module is owned) 
Datasource Validation ‐ Allows the user to create custom validation rules when saving certain data within the website. For example making a field within the reports to parents subject comment required. 5.7.2 Reports to Parents/Guardians Maintenance This facility is used to create the titles of the periodic reports sent home to parents/guardians/employers who will be interested in the progress of the student during the academic year. Any reports entered here will be available for selection in the drop‐down list box within the Reports to Parents page in the web application. The example shows three periodic reports entered for the academic year, for Autumn, Spring and Summer. Reports to Parents A report that is set as "Current" will be automatically selected in any drop‐down list box within the web application where the list of reports appears for selection. To select a "Current" report, select the report and press the "Set to Current" button at the bottom of the screen. If the "Complete" flag is selected for a report it will appear as read only in the web application. Press the New button to add a report. Pressing the details button (…) alongside any existing report will open the details screen. Enter/change the details as necessary, Report Title and Academic Year and mandatory fields. To save the details, press the OK button. 78 Remote File and Folder Access 5.7.3 Publish/Print Reports to Parents The Publish/Print Reports to Parents screen allows reports to be generated as PDF document files in a folder, or into the database where they will be shown on the ProMonitor and ProPortal web applications. It may be useful to refer to the "Creating, Managing and Publishing Reports to Parents" How To guide published on the Compass web site: http://www.compasscc.com/Support/ProMonitor.aspx Publish/Print Reports to Parents At the top of the screen are three drop down selection lists. Select the appropriate Academic Year, the desired Reports to Parents report and Search By list. The Search By list dictates the data displayed in the main grid ‐ you can select to produce reports by Student, Student Group or Tutor Group. Make individual selections by ticking the Selected tick box at the left side of the grid. Use the Select All or DeSelect All buttons to bulk tick or untick the tick box. Use the right‐click menu to filter as necessary before pressing the Select All or DeSelect All buttons. After making your selection(s) in the grid, select the report to use from the drop down list box at the bottom of the screen. Then click one of the buttons to either publish the reports to the web site or print them to a folder. Printing the report(s) to a folder After clicking the Print to Folder button you will be prompted for a folder location. Each report for each student will be printed to a separate PDF document. This is to allow bulk printing of multiple documents. Publishing the report(s) to the web site If you click the Publish to Website button then each report will be generated and stored in the database. This report will then be available from a page in the ILP in both the ProMonitor and ProPortal web applications. 79 Admin Guide Printed Documentation Note: refer to the Use Memory Efficient Generation of Reports to Parents (Requires Change to RDL file) system setting. To use this system setting, a change must be made to your RDL file. To produce a single report for your selections, select Reports from the Context panel at the left side of the window. Select the Report “Report to Parents” and click the Print/Preview button within the Context panel. 5.7.4 Standard Report Builder 5.7.4.1 Standard Report Builder The Standard Report Builder can be used to manage some of the reports within ProMonitor. The Standard Report Builder is a cut down version of the Report Builder which is available for colleges who own the Reporting Module. Some reports are in Microsoft Mailmerge format and some are RDLC template reports. The Mail Merge Reports are: Comment Agreement (a Microsoft Word based mail‐merge report that can be produced for a comment in the student ILP) Student Feedback Sheet ‐ Assessment (a Microsoft Word based mail‐merge report that can be produced for a student in the Student Group Page based upon assessment markbook data) Student Feedback Sheet ‐ Unit (a Microsoft Word based mail‐merge report that can be produced for a student in the Student Group Page based upon unit markbook data) Student Feedback Sheet ‐ Tasks By Unit (a Microsoft Word based mail‐merge report that can be produced for a student in the Student Group Page based upon unit and task data) Student Feedback Sheet ‐ Tasks By Unit Grouped by Assessment (a Microsoft Word based mail‐merge report that can be produced for a student in the Student Group Page based upon unit and task data. The tasks are grouped by assessment, to complement the "Group Tasks by Assessment" setting within the StudentGroupType.) For more details about these reports see Microsoft Word Mail Merge reports The Reports to Parents Report uses an RDL layout template file. The administration utility allows the Reports to Parents Reports to be imported and their layouts to be exported and re‐imported. In this way, you can customise the appearance of your Reports to Parents. The Reports to Parents Reports are supplied as a series of XML files that are supplied within the ProMonitor installation zip file (in the Client Components folder). This is available for download from our website (http://www.compasscc.com) to registered users. Importing the Reports to Parents into the Report Builder 80 Remote File and Folder Access The Report Builder Importing the Reports will only need to be done once. Open the Report Builder from the Reports menu item, then using the commands button at the bottom of the screen select Import... Locate the report files and click open, (due to referential integrity you must import all the sub reports first; this is all the reports except ‘Report to Parents.cccrpt.xml’). The reports will now be successfully imported. The default Report to Parents report supplied consists of the main report plus several sub reports: Main Report to Parents Report: The main Reports to Parents report. This report contains the main report details and the containers for the following subreports: Sub Report to Parents ‐ The average assessments marks and targets for each student group to Report: Assessment Grid which the student belongs Report to Parents ‐ Sub The detailed attendance records for the student (from the attendance Attendance Sub Report: Import). Replicates the grid displayed in the ILP Attendance page Detail Report to Parents ‐ Sub The Totals line at the bottom of the attendance grid as displayed in the ILP Attendance Sub Report: Attendance page Totals Sub Report to Parents ‐ Only displays SMART targets entered by staff. (Does not include Student Report: SMART Targets Sub entered SMART Targets) Sub Report to Parents ‐ A list of the Staff allocated to the Student Groups to which the student Report: Staff Subject Sub belongs A list of Assessments assigned to the student for each Student Group to Report to Parents – Sub which they belong. Includes marks and grades if assessments have been Student Group Report: marked. By default, only assessments of type "Reportable" are displayed. Assessment
More details. Sub Report to Parents ‐ A list of the Students enrolments. 81 Admin Guide Printed Documentation Report: Enrolment Sub Reports to Parents ‐ A list of Units assigned to the student for each Student Group to which Report: Unit Marks they belong. Includes marks and grades if assessments have been marked.
NOTE: The Student Password and Staff Password Reports are fixed system reports and cannot be modified. Removing a report At the bottom of the screen, pressing the delete button will remove a report. Fixed Reports may not be deleted. Exporting and Importing the Report Definition The layout of each report may be customised. To do this select the report and click the details button (...) alongside it on the Report Builder screen. This will open the Report Builder details screen. Select the Paper Report Layout step in the menu. This will display a preview of the default layout supplied by Compass. Clicking the Export button will export the RDL (report definition language file) which can be edited in Visual Studio or the Microsoft SQL Server 2008 Reporting Services Report Builder 2.0 which is available for free from Microsoft at: http://www.microsoft.com/downloads/en/details.aspx?FamilyID=9f783224‐9871‐4eea‐b1d5‐
f3140a253db6&displaylang=en Note that when you export the file, the file will be saved in the .RDL format. This file format is identical to a .RDLC file format, except that additional report data source information is stored within it. When the RDL file has been edited and saved, it may be imported back into the report by clicking the Import button. You will be prompted for the location of the file. More detailed information about editing RDL files can be found here. 5.7.4.2 RDL files An RDL file opened within Visual Studio is a template of the report and consists of Text Fields and Labels. Note that an RDL and RDLC file is very similar ‐ the difference being that the RDL file contains the data‐
source information whereas the RDL file does not. These are grouped together with page breaks where appropriate. Using Visual Studio to edit an RDL file is similar to designing a report using MS Access. Note: If you wish to use Visual Studio 2005 to edit the exported .RDL file you must rename the extension to be .RDLC prior to opening it in Visual Studio 2005. The report uses grouping so many subject comments may be displayed in the centre of the report. Footer Comments are displayed at the bottom of the report. Subreports Images may be embedded into the Report. SubReports are displayed as wide grey boxes (e.g. "Reports to Parents ‐ Assessment Grid5"). The subreport ReportName property within the main "Reports to Parents" RDL file is important (it is used by ProMonitor when the report is run): 82 Remote File and Folder Access SubReport: ReportName: Report to Parents ‐ Assessment Grid Report to Parents ‐ Attendance Sub Detail Report to Parents ‐ Attendance Sub Totals Report to Parents ‐ SMART Targets Sub Report to Parents ‐ Staff Subject Sub Report to Parents ‐ Student Group Assessment Report to Parents ‐ Enrolment Reports to Parents ‐ Unit Marks Reports to Parents ‐ Assessment Grid5 Reports to Parents ‐ Attendance Sub Detail1 Reports to Parents ‐ Attendance Sub Totals2 Report to Parents ‐ SMART Targets Sub3 Report to Parents ‐ Staff Subject Sub4 Report to Parents ‐ Student Group Assessment6 Report to Parents ‐ Enrolment7 Reports to Parents ‐ Unit Marks8 The SMART Targets Sub Report RDL file referenced by the Main Report to Parents RDL file – as displayed within Visual Studio For more details about editing the RDL file see Editing the RDL files using Visual Studio. 5.7.4.3 Sub Report: Student Group Assessment In versions 6 and 7 of ProMonitor, only Assessments of type "Reportable" would be displayed in this report ‐ this was controlled at the database level. This visibility restriction (to only display assessments only of type "Reportable") has now been moved (in version 8 and above) to the RDL file to allow this to be customised to suit. 83 Admin Guide Printed Documentation Export the RDL file from the Page Layout page within the Report Builder. Note: If you wish to use Visual Studio 2005 to edit the exported .RDL file you must rename the extension to be .RDLC prior to opening it in Visual Studio 2005. You may edit this property in Microsoft Visual Studio 2005: In the report design window, select the central row of data within the grouping (denoted by three horizontal lines at the left side). Then, in the properties window, click the far right ellipsis (...) button for the "Grouping" property. Then make the appropriate change on the Visibility tab of the details pop‐up box. You may amend the display options to show all, or change the Assessment Type "Reportable" to another Assessment Type as necessary. You may edit this property in Microsoft Visual Studio 2010 or Microsoft SQL Server 2008 Reporting Services Report Builder 2.0: Beneath the report design, right click and choose properties for the Table1_Details_Group (within the Row Groups). Then on the visibility page in the pop‐up window you may amend the display options to show all, or change the Assessment Type "Reportable" to another Assessment Type as necessary (press the fx button to change the expression as required). In versions 6 and 7 of ProMonitor this sub‐report was hidden by default... Enabling the Sub Report within the "Reports to Parents" RDL file Open the Reports to Parents RDL within Visual Studio or the Microsoft Reporting Services Report Builder. 84 Remote File and Folder Access Within Visual Studio Select the Sub Report labelled ‘Report to Parents ‐ Student Group Assessment’ (This is a grey rectangle) Click the Sub Report and within the Properties Window expand the visibility property and set ‘Hidden’ to false. If the properties window is not shown either press F4 or select from the top menu bar View then Properties Window. Save the RDL File and import it back into the Report Builder. 5.7.4.4 Editing RDL files using Visual Studio The RDL / RDLC (Report Definition Language) file is a template file that is used to lay out the fields of the report and change text labels, add images etc. to the report. RDL and RDLC files are virtually identical ‐ the RDL file simply contains additional data‐source connection information. Before making any Changes to the RDL file, take a copy of the file and store it safely (a set of default “Report to Parent” rdl files is also available from Compass) so any changes can be recovered. Microsoft Visual Studio (2008 or 2010) may be used to edit the RDL files. However, the file may be edited using the Microsoft SQL Server 2008 Reporting Services Report Builder 2.0 which is available for free from Microsoft at: http://www.microsoft.com/downloads/en/details.aspx?FamilyID=9f783224‐9871‐4eea‐b1d5‐
f3140a253db6&displaylang=en This utility is smaller and easier to install and does not have the potential licencing implications of Visual Studio. Note: If you wish to use Visual Studio 2005 to edit the exported .RDL file you must rename the extension to be .RDLC prior to opening it in Visual Studio 2005. To change the layout of the Report to Parents RDL File The main file that will require changes is the "Reports to Parents" RDL file. This RDL file has placeholders for all of the sub reports, it holds the layout of the subject comments and the footer comments and the college logo. To edit the RDL file, follow the general method: Export the RDL file from the Report Builder. Open the file in Microsoft Visual Studio. Edit and Save the report layout file (rdl file) from within Visual Studio. It is a good idea to save a copy of your original RDL file. Import the file back into the Report Builder. To remove a sub report from the Reports to Parents Edit the report layout file (rdl file) from within Visual Studio. 85 Admin Guide Printed Documentation Select the appropriate subreport object and right‐click it using the mouse. From the right‐click menu, select Properties and set the visibility of the subreport object to “hidden”. If the properties window is not shown either press F4 or select from the top menu bar View then Properties Window. Editing / Adding images to the report When designing the report, on the Main Menu in Visual Studio select “Report”. Select Embedded Images and add / remove images as necessary. Select the Image on the report and in the properties window ensure that the Source property is “Embedded”. Select the image name for the Value property. To add an image to the report, use the toolbox to add an image control as necessary. Note that it is best to use .bmp or .gif images because when exporting a report to pdf format, often, .jpg images do not display correctly. Sub Reports On the main “Report to Parents”, the subreports are shown as grey boxes. To edit the subreport itself, you must open the appropriate rdl file in Visual Studio. If you do not wish to use a sub report, you may delete it or better still, set the visibility property to “hidden” so you can reuse it at a later date if necessary. Use Memory Efficient Generation of Reports to Parents (Requires Change to RDL file) This is a setting that changes the method used by the system to produce pdf documents for Reports to Parents. If you experience "Out of Memory" errors when bulk producing pdf documents, turn this system setting on. You must however ensure that the rdl file (for the "Report to Parents" report) must include a field "#00:" & Fields!pmstudentid.Value Further information is available here. Troubleshooting Problem: If, after editing the rdl file, importing it into the Report Designer in the ProMonitor Admin Utility produces an error similar to: The definition of the report 'Main Report' is invalid. The value of the Height property for the table ‘Table1’ is negative. Negative sizes are not allowed. Solution: Open the rdl file in Visual Studio, select the Table and add about 0.15cm to the height. Save the file and reimport it. 5.7.4.5 Memory Efficient RDL change If ticking the "Use Memory Efficient Generation of Reports to Parents" system setting, you must make a change to the "Reports to Parents" RDLC file. Export your RDLC from the Report Builder and open in Visual Studio (example here is Visual Studio 2010) Within Visual Studio 2010, show the toolbox (from main menu, select View | Toolbox). Drag a Textbox object from the toolbox onto the report. Place the textbox alongside the image (or title of the report) on the FIRST page of the report. 86 Remote File and Folder Access In the example a textbox has been placed to the top right of the image. Ensure that the textbox is at least 5cm (2 inches wide). Show the Properties for textbox to display the Width property (Press F4 or select View | Properties Window from the main menu). Select the Textbox and Right‐Click. Choose “Text Box Properties”. In the Text Box Properties window, in the Value drop‐down list, select the field [PMStudentID]. Then press the fx button alongside the drop‐down list box. In the “Set Expression for Value” box, type: ="#00:" & Fields!PMStudentID.Value It is important that the text entered into the “Set Expression for Value” box is EXACTLY as shown below. Once the expression has been changed, press OK and return to the text box Properties. You will see that the content of the Value drop‐down box has changed to <Expr>. In the menu on the left side of the Text Box Properties box, select Font. 87 Admin Guide Printed Documentation Change the colour to White as displayed above. Finally, Close the Text Box Properties box by pressing OK. Save the rdl file and Close Visual Studio. 5.7.4.6 Microsoft Word Mail Merge Reports Three Mailmerge reports are available for use within ProMonitor. Comment Agreement (a Microsoft Word based mail‐merge report that can be produced for a comment in the student ILP) Student Feedback Sheet ‐ Assessment (a Microsoft Word based mail‐merge report that can be produced for a student in the Student Group Page based upon assessment markbook data) Student Feedback Sheet ‐ Unit (a Microsoft Word based mail‐merge report that can be produced for a student in the Student Group Page based upon unit markbook data) 88 Remote File and Folder Access Student Feedback Sheet ‐ Tasks By Unit (a Microsoft Word based mail‐merge report that can be produced for a student in the Student Group Page based upon unit and task data) Student Feedback Sheet ‐ Tasks By Unit Grouped by Assessment (a Microsoft Word based mail‐merge report that can be produced for a student in the Student Group Page based upon unit and task data. The tasks are grouped by assessment, to complement the "Group Tasks by Assessment" setting within the StudentGroupType.) The layout of each report may be altered using the Report Builder... Each of these reports is supplied as a built‐in fixed report in ProMonitor. To adapt one of the reports, you should create a Replacement Report. This will create a copy of the report, its name suffixed with (replacement). This Replacement report will be used by the system in preference to the original fixed report. Creating a Replacement Report Within the Report Builder in the Administration Application, select the “Student Feedback – Assessment” report (for example), then using the command button at the bottom of the screen, select to “Replace…” The replacement report may then be edited by pressing the details button (…) and the layout altered as necessary – this replacement report is used by the system in preference to the original. This is also applicable to all the “Student Feedback” reports and, to the “Comment Agreement” report which replaces the Rich Text Format comment agreement report in previous versions of ProMonitor (available when a comment is opened within the ILP). Editing the Mailmerge report layout Document Layout of a mailmerge report within the Report Builder 89 Admin Guide Printed Documentation Within the Report Builder, press the details button (...) alongide the "Relacement" report. Go to the Document Layout step. You can choose to edit the document directly in the screen or to export the layout out and edit it using MS Word (recommended). The list of available fields is available from the drop down list at the top of the screen and may be copied into the clipboard for convenience. When you have finished editing the layout within MS Word, import it back by pressing the Import button. Finally, press Finish in the lower right corner of the wizard to complete the changes. SubReports Some of the "Feedback" reports contain Sub‐reports. If you wish to change the subreport contents, you must create a replacement subreport, make appropriate changes to the document layout, then in the parent report, change the subreport datafields to reference the newly created replacement subreport. 5.7.5 Published Reports to Parents If Reports to Parents are Published to Website within the Publish/Print Reports to Parents screen, they can be seen within this screen. At the top of the screen, select the Academic Year and Report Title. The grid will display all of the reports that have been generated, and include information about when they were last published and the size of the report. Use the Right‐Click filter menu to search. To view the report, click the View Report blue text in the fifth column. Published Reports to Parents At the bottom of the screen is a commands button which allow the published reports to be exported out of the database and saved as pdf files. Print report to folder 90 Remote File and Folder Access 5.7.6 Reports To Parents Bulk Update This facility is used to populate both the "Personal Tutor" and "Visible to Student" fields. The "Personal Tutor" field will be populated with the name(s) of the personal tutor(s) as defined by the tutor group(s) to which the student belongs within ProMonitor. Note that this facility will only update an existing Report to Parents record. It will not create a new Report to Parents record if one does not exist, therefore it is advisable to use this facility when you are sure that reports are written in the system. There are four options to populate the Tutor(s) ‐ based upon the "main" tutor group or "primary" tutor. You can select to populate this field for a particular Student Type ‐ leaving the Student Type blank will populate all Student types. You can also choose to override existing data. Useful where this information has previously been completed. Populate Visible To Student This option will make all the reports visible to ProPortal users so that students can view Subject comments and provide feedback for the Reports to Parents. 91 Admin Guide Printed Documentation 5.7.7 Unit Target Performance Report This report is produced to show Unit Target Information for a specific academic year. This is so that colleges can immediately see which Student Groups are hitting or missing their Target Date information for their various Units. Overdue Units are defined as (Date > Target Date + Period Of Grace(Days) AND Complete = FALSE) Unit Target Performance Report Unit Target Column Definitions Number of Targets set: For each Student Group the total number of Student/ Unit combinations which have a Target Date set against them. Number of Targets not set: For each Student Group shows the total number of Student/Unit combinations which do NOT have a Target set against them. Number of Targets hit: For each Student Group shows the total number of Student/ Unit combinations which have a Target Date and the completion flag set against them. Number of Targets missed: For each Student Group the total number of Student/Unit combinations which have a Target Date set against them but do not have a completion status and the current date is after the Target Date. There is a period of grace introduced which can be user defined, this is set at 2 weeks by default. This will allow tutors 2 weeks after the Target Date to set the completion status to complete before it is counted as a missed target. Number of Targets pending: For each Student Group the total number of Student/Unit combinations which have a Target date set pending in the future but have not had their completion status set to complete. Ie all the targets which have not been hit or missed yet. Percentage of Targets hit: (Number of Targets hit / Number of Targets set) * 100 Percentage of Targets missed: (Number of Targets missed / Number of Targets set) * 100 Percentage of Targets hit: (Number of Targets pending / Number of Targets set) * 100 Setting the period of Grace – System Value The Period of Grace is a System Value. The Setting value is the number of days. Unit Performance Report Details 92 Remote File and Folder Access Clicking the ellipsis button shows details of which units have been completed/not competed for each student within the student group. Export to Excel Grid Data can be exported to excel by Right Clicking the grid, selecting Commands and then Export to Excel. Exporting to MS Excel 5.7.8 ILP Completion Report This Report displays the status of each ILP Page for each student that can be managed. Within the ILP within the ProMonitor Web Application, there is a menu item called "Manage Learner ILP Pages". This allows certain ILP pages to be marked as "complete" for a student. This report displays the status of these ILP Pages for each student within ProMonitor. Use the drop‐down selection lists at the top of the screen and the right‐click menu to filter for records of interest. 5.7.9 At Risk Students The At Risk Student report allows the user to view students who have a particular Learner Status e.g. High Risk. The course risk level for each student is also shown. 5.7.10 Task Manager Tasks can be viewed from the Task Manager Screen (Each scheduled import is represented by an individual task). This screen is opened by selecting General Maintenance and then Task Manager from the Menu Bar. For tasks to be executed successfully the ProMonitor worker service must be installed, for details on configuring the worker service see ProMonitor Worker Service, for details on the installation of the worker service see the installation guide. The Task Manager screen allows the user to view information about the status of the Tasks. This includes all the scheduled imports which have been created. The creation of custom tasks is allowed if your college owns the Tasks Module (see the Tasks & SMS module section for more details. The Screen is split into 3 tabs: 93 Admin Guide Printed Documentation • Configured Tasks • Queued Tasks • Task History Task Manager Screen The Configured Tasks tab shows each task currently set up in the system with an overview of the status of the task (including the time the task was last executed and how long that task took to run). The user can modify existing or create new Tasks. The Queued Tasks tab shows a list of Tasks that are about to be run by the Worker Service. When a task has completed it will be removed from the queued tasks list and added to the list on the Task History tab. The Task History tab shows the history of all tasks that have been run. Configured Tasks Tab Click the Details button to open the Configured Task Wizard allowing the user to edit the selected Task. (NOTE: Fixed tasks have only have limited editing available) The New button is not enabled within ProMonitor The Delete button is not enabled within ProMonitor Additional commands are available from the commands drop down button. Configured Task Command Button Click the Copy button to create a copy of the selected task (not enabled) Click the Execute button to add the selected task to the queue where it will be executed by the Worker Service. The Execute button is only enabled for Scheduled Tasks. Click the History button to open a screen to view the history for the selected Task. Click the Export button to Export the selected task to a Task definition file, this file can then be imported into a different system or emailed to the compass support desk. Click the Import button to Import a Task from a previously exported Task Definition file. 94 Remote File and Folder Access Ticking the Pause Task Service Tick‐box will immediately stop any pending tasks in the queue from being processed (this tick box is global and affects all tasks not just tasks for the machine you are logged into, even if you exit the application the task queue will remain paused until the tick‐box is unticked) Queued Tasks Tab Whenever a Task is due according to its schedule, or whenever a Task is triggered by a user’s actions in the system it will be added to the Task Queue. All Queued Tasks can be viewed on the Queued Tasks tab. Tasks that have not yet started have a status of Pending. These Tasks can be removed from the Queue and prevented from being processed by clicking the Delete button while they’re selected in the list. Once a task status has been set to Running deleting the Task it cannot be deleted. Once a task has completed running, it is moved from Queued Tasks to the Task History tab. Task History Tab Shows the history of Tasks that have been executed, allowing the user to see which Tasks executed successfully and which ones failed. By default the list of tasks on the Task History tab shows only Tasks that have been executed in the last 30 days. (Right‐clicking and removing the filter will show the full task history) Click the Details button to view more information about the Task on the Task History Details screen. This displays the following information about the specific time the Task was executed: (Some of these fields are visible in the Task history list) • Description: Description of the Configured Task • Trigger type: Trigger Type of the Configured Task • Queued Date: The date and time the Task was added to the Queue (Created Date from the Queued Tasks tab) • Started Date: The date and time the Worker Service picked the Task off the queue and started executing it. • Ended Date: The date and time the Worker Service finished working with the task (The time the Task failed or the time it completed successfully) • Status: Complete means there were no errors, Complete with errors means that the Task did not successfully complete all the steps defined in the Configured Task. • Duration: The total time in minutes the task took. • Status Summary Text: Short description of what happened when the Task was executed. • Error Message: The Text of the error message that caused the Task to fail (Blank if the Task was completed successfully) • Trace message: A blow by blow account of what happened inside the Worker Service while the Task was being executed. This can be useful to Compass support staff in diagnosing any issues with the Task Execution. 95 Admin Guide Printed Documentation 5.7.11 Message Explorer All Emails that are sent from ProMonitor use the Email Service on a central Server. This service communicates between the ProMonitor database and the college Email Server. As Emails are passed to this service they are logged and the status is displayed on this screen. When Emails are sent Emails may be sent to a ProMonitor user to inform of their ProMonitor Username and Password. Emails may be sent when a comment is created within the Web Application. Any person selected as "For Attention Of" for a comment will receive an email (if the Staff User Account has an email address). The Comment Type may have email addresses associated, so the Comment will be emailed to these address(es) when it is created. Custom emails can be created by a college in a vast number of ways using the Tasks Module. For example after a meeting is created or when attendance falls below a threshold value etc. The Message Explorer screen Message Explorer Use the right‐click filter menu to locate records of interest. Press the details button (...) to open details about the message (email). A selected message may also be resent by pressing the Resend button. Message Explorer Details At the bottom of the email Message Explorer list screen, there is a button to send a test email: This will send a test email to your email account (ensure that the user account with which you are logged into the Admin Application has an email address) using the current system settings and system values specified within the Admin Application. Documents and SMS Documents may be queued up within the Tasks Module. SMS may be sent through the SMS module. 96 Remote File and Folder Access At the bottom of the SMS Message Explorer list screen, there is a button to send a test SMS. This will send a test email to your SMSaccount (ensure that the user account with which you are logged into the Admin Application has a mobile telephone number) 5.8 General Maintenance 5.8.1 General Maintenance The facilities available from this menu are used to configure the ILP, Tutor Group and Home pages within the Web Application. There are some data manipulation facilities to help manage the data within the system. The General Maintenance facilities available are: 
Lookup Data ‐ managing the lookup lists 
ILP Configuration ‐ manage the appearance of the ILP 
Tutor Group ‐ Tutor Group configuration 
Home Page ‐ Manage announcements on the home page 
Data Manipulation ‐ recovering and transferring data in ProMonitor 
Structure ‐ Define and Manage College Structure. Assign Student Groups to the College Structure 
College Help ‐ Configuring College Help document links 5.8.2 Lookup Data 5.8.2.1 Lookup Data Within the ProMonitor Web Application, there are a number of drop down selection lists. These lists are controlled by the maintenance screens within the Administration Utility. ILP Lookup Data facilities available are: 
Comments 
ILP 
Meetings 
Reports to Parents 5.8.2.2 Comments 5.8.2.2.1 Comments These lookup lists are used by the Comments pages within the Web Application. 
Comment Type 
Comment Reason The lookup lists are used by the Confidential Comments pages within the Web Application. 97 Admin Guide Printed Documentation 
Confidential Comment Type 
Confidential Comment Reason 
Confidentiality Level 5.8.2.2.2 (Confidential) Comment Reason This section refers to both Comment Reason for Standard Comments and Confidential Comment Reason for Confidential Comments This is a selection list that is available for selecting a Reason when creating or editing a comment in the ILP (Learner Comments). A vertical line of colour will show at the right side of the comment if a colour is associated with the Reason. To do this open the related details screen and change the colour using the colour picker, the size of the border can also be modified via the details screen. By default a Comment Reason is not displayed when the Comment is created or edited. To show this in the comment screen, use the User Defined Labels facility within the Admin Application and choose the Learner Comment page. Then enter some text for the label Reason. The Obsolete flag is useful if the Comment Reason is no longer to be used. Ticking this flag will prevent the Comment Reason from being selected when a comment is created or edited. 5.8.2.2.3 (Confidential) Comment Type This section refers to both Comment Type for Standard Comments and Confidential Comment Type for Confidential Comments This is a selection list that is available when creating a Comment from within the ILP (Learner Comments; Progress Review screens), the Student Group or Tutor Group. For each Comment Type a Default staff member can be set so that when a comment is created the "For Attention Of" drop down list defaults to the selected staff member. Notification Email is used by the comment email service. Whenever a comment is created with a comment type, the system looks to see if the comment type has any Notification Email address(es) associated. If so, the comment is emailed to the address(es). If adding multiple addresses, use a ; character to separate the addresses. e.g. JJones@college.ac.uk;careers@college.ac.uk The IsFAO flag makes sure that when the user saves the comment they have added at least one staff member as 'For Attention Of'. 98 Remote File and Folder Access The Obsolete flag is useful if the Comment Type is no longer to be used. Ticking this flag will prevent the comment type from being selected when a comment is created or edited. When a comment is created within the admin application, a Microsoft Word Mailmerge report may be produced (a View Report hyperlink is displayed alongside the comment summary). Each Comment Type may have a different report associated with it. You may customise the existing Comment Agreement report shipped with ProMonitor, or create copies of this report and rename as necessary. If no report is selected for the comment type, the Comment Agreement report (or Comment Agreement (replacement) report) are made available in the Web App. Note that the datasource of the selected report must be "T Comment Agreement". 5.8.2.2.4 Confidentiality Level This is a selection list that is available when creating a Confidential Comment from within the ILP. Each confidential comment is associated with a confidentiality level. Each Confidentiality Level is associated with a number (higher being more confidential). Only users whose permission group is greater than or equal to the confidentiality level of the comment will be able to view the confidential comment within the website. 5.8.2.3 ILP 5.8.2.3.1 ILP Throughout the ILP pages within the web application, lookup lists are used. These are: 
ILP Additional Support 
ILP Course Grading 
ILP Destination 1 & 2 
ILP Expectation Choice 
ILP Healthy College Selection 1 & 2 
ILP Information I have Read 99 Admin Guide Printed Documentation 
Initial Assessment Type 
ILP Initial Assessment Default Comments 
ILP Learning Style 
ILP Learning Support 
ILP Progress Review Selection 1 & 2 
Progression Tracking & Destination 
LP Review Rating 
ILP Risk Status Reason Summary 1 & 2 
SMART Target Categories 
ILP Support Needs 5.8.2.3.2 ILP Integrated Support Selection Lists Additional Support This lookup list is used when maintaining the Additional Support Requirements on the Additional Support ILP Page. E.g. Dyslexia Assessment Learning Support This lookup list is used when maintaining the Learning Support Requirements on the Learning Support ILP Page. E.g. Scribe (In Class) Support Needs This lookup list is used when maintaining the Support Needs Requirements on the Integrated Student Support ILP Page. E.g Learning Diff. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.3 ILP Course Grading This is a selection list that is available when completing the About My Course Screen in the ILP. The Obsolete flag is useful if the ILP Course Grading item is no longer to be used. Ticking this flag will prevent the ILP Course Grading item from being selected in the drop down selection list. 5.8.2.3.4 ILP Destination 1 & 2 These are selection lists that are available on the My Plans After My Course screen from within the ILP. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.5 ILP Expectation Choice This is a selection list that is available when completing the About My Course screen from within the ILP. 100 Remote File and Folder Access The Obsolete flag is useful if the ILP Expectation Choice item is no longer to be used. Ticking this flag will prevent the ILP Expectation Choice item from being selected in the drop down selection list. 5.8.2.3.6 ILP Healthy College Selection 1 & 2 ILP Healthy College Selection 1 and 2 are selection lists that are available when completing the Healthy College screen from within the ILP. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.7 ILP Information I have Read This is a selection list that is available from the Information I have read screen from within the ILP. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.8 ILP Initial Assessment Type This is a selection list that is available when completing an Initial Assessment Record on the ILP Strengths & Development screen. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.9 ILP Initial Assessment Default Comments This selection list appears beneath the free‐text Comment Field within the Initial Assessment grid in the "Strengths and Development" ILP Page within the Web App. It is simply a list of commonly used phrases that may be selected and used within the comment field as necessary. 5.8.2.3.10 ILP Learning Style This is a selection list that is available when completing the Strengths & Development page from within the ILP. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.11 ILP Progress Review Selection 1 & 2 These selection lists are available when completing the “Progress Review” screen from within the ILP. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.12 ILP Progression Tracking & Destination These are selection lists available for use on the Progression Tracking grid in the ILP Plans After My Course page. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 101 Admin Guide Printed Documentation 5.8.2.3.13 ILP Review Rating This is a selection list that is available when completing the “Progress Review” from within the ILP. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.14 ILP Risk Status Reason Summary 1 & 2 These are lists of Risk Status reasons that may be used to supplement the At Risk status within the Risk Indicators ILP Page in the Web Application. The lists may be ordered as necessary. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.3.15 ILP SMART Target Categories This is a selection list available for use when creating / editing a SMART Target.. The SMART Target category is an option field that can be used when creating / editing a SMART Target. It can be related to a colour. The colour will be displayed as a vertical band at the right side of the SMART Target (when viewed in the ILP SMART Targets page). SMART Targets may also be filtered on the Category field in the ILP SMART Target page. Template Comment Text can be specified for the SMART Target Category. If the SMART Target comment is blank, this template text will be placed in the Comment Text field when the category is selected from the drop‐down list. The Obsolete flag is useful if the Category is no longer to be used. Ticking this flag will prevent the Category item from being selected in the drop down selection list. 5.8.2.4 Meetings 5.8.2.4.1 Meetings These lookup lists are used by the Meetings pages within the Web Application. 
Meeting Category 
Meeting Type 
Meeting Role 
Meeting Reason 
Meeting Outcome 5.8.2.4.2 Meeting Category Create and Maintain Meeting Categories using this facility. A Meeting Category is primarily used to determine the template to be used for a meeting, this template specifies which meeting components will be displayed for all Meeting Types under this Category. The Is Obsolete flag is useful if the Meeting Category is no longer used. Ticking this flag will prevent the creation of any new meetings under this category. 102 Remote File and Folder Access Meeting Category Details Display A meeting template is made up of a possible 10 components. Using the Meeting Category you can specify which components you wish to include for all meetings falling under this category. 1. Show Circulation List A list of individuals who are involved with the meeting such as attendees or someone who needs notification. 2. Show Meeting Type Fields A number of fields that can be customised for each Meeting Type. 103 Admin Guide Printed Documentation 3. Show Comments A list of comments that have been linked to the current meeting as well as the option to add a new comment. 104 Remote File and Folder Access 4. Show Previous Comments A list of comments that have been linked to meetings dated prior to the current meeting. Comments will only be shown from meetings of the same Meeting Type and if they have not yet been marked as Complete. 5. Show SMART Targets A filterable list of the students SMART Targets. There is also the option to add new SMART Targets. 105 Admin Guide Printed Documentation 6. Show Progress Reports This section allows staff to comment on student progress as well as providing the ability for students to give feedback on such comments. This is the integration of the ILP Reports to Parents subject comments. 7. Show Academic Progress This section allows an alternative and more simplistic method for staff to comment on student progress. This section is still available for use but has been super seeded by the more comprehensive Progress Reports section. 8. Show Other Progress A section allowing Students and/or Staff to record additional general information about a Students progress. 106 Remote File and Folder Access 9. Show Document Upload An area allowing staff members to upload documents to a meeting. If using this method it is advised to train staff to avoid uploading large documents as this will cause the size of database to expand. 107 Admin Guide Printed Documentation 10. Show Print Reports A list of reports available for exporting the details of the current meeting that can be customised for each Meeting Type. Use Label Set 1 & Use Label Set 2 controls which set of User Defined Labels to use for the Meeting Category. Document Links This facility allows you to provides one or more links to college documents relevant to this Meeting Category. These links appear on the Manage Learner Meetings screen when a category is selected. 5.8.2.4.3 Meeting Type Create and Maintain Meeting Types using this facility. This list is available when creating a Learner Meeting from within the ILP. A Meeting Type falls under a Meeting Category, the Meeting Category determines the layout of all Meetings under this Category in terms of the meeting components to be displayed. The Meeting Type is responsible for the configuration of the Custom Meeting Fields, Look Up Fields, Default Circulation Staff, Default Roles, Print Reports and General Defaults. Meetings Flagged as “Visible in ProPortal” are made available in ProPortal. The Obsolete flag is useful if the Meeting Type is no longer to be used. Ticking this flag will prevent the further creation of a Meeting of this Type. 108 Remote File and Folder Access Meeting Type Details Custom Meeting Fields Up to 8 "Meeting Text" text boxes, 4 "Look Up Field" drop down boxes , 4 "Checkbox Field" check boxes, 1 "Date Field" calendar control and 1 "Time Field" time selector may customised for the meeting type. The text entered will be shown as the label text for the associated control in the Web Application ILP Meeting page. If no text is entered for a custom meeting field, the associated label and control will not be displayed in the Web Application ILP Meeting page. Look Up Fields Each of the 4 "Look Up Field" drop down boxes can have any number of values appear in the drop down box for selection. The order in which the values can appear in the drop can be controlled with the Order By field. The Obsolete flag is useful if the drop down value is no longer used. Ticking this flag will prevent this option appearing in the drop down where it has not already been selected. Default Circulation Staff 109 Admin Guide Printed Documentation This facility allows the creation of a default list of staff members and there associated role within the meeting. When a meeting of the type is created the default circulation staff will automatically be added to the circulation list. Default Roles This facility allows the creation of a default list of roles. When a meeting of the type is created the default roles will automatically be added to the circulation list. This method can be used when a Meeting Type requires an Organiser, a Student and a Witness for example. The user is visually prompted to assign individuals to the default roles once the meeting has been created. Print Reports Any number of reports with the data source 'Reports Meetings' can be associated to the Meeting Type. This will allow users to view data from the current meeting in a report format. This could be letters of invitations to meetings and meeting agreement documents for example. One report 'Meeting Agreement' is provided as default. Defaults A default Comment Type and a default SMART Target Category may also be selected. This means that new Comments have the default Comment Type pre‐selected and new SMART Targets have the default Category pre‐selected. If the flag 'Include in Study Programme Hours' is ticked then all meetings of this type, by default, will be included on the study programme hours page. Extra Information about Meetings Meetings may be Cancelled (a cross shows alongside the meeting in the ILP Menu) or may be Completed (a tick shows alongside the meeting in the ILP Menu). See the ILP Meeting Page layout screen for more information. 5.8.2.4.4 Meeting Role This is a selection list that is available when completing a circulation list on any meeting. There are 3 role types Staff, Student and Other. Within these role types you can have any number of roles. The role describes the role of the individual within a meeting e.g. Organiser. The Obsolete flag is useful if the item is no longer being used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.2.4.5 Meeting Reason This is a selection list that is available when completing any meeting from within the ILP. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. Configuration: The visibility and name of the drop down list can be controlled using the User Defined Labels facility in the Admin Application (Learner Meetings ‐ reason) 5.8.2.4.6 Meeting Outcome 110 Remote File and Folder Access This is a selection list that is available when completing any meeting from within the ILP. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. Configuration: The visibility and name of the drop down list can be controlled using the User Defined Labels facility in the Admin Application (Learner Meetings ‐ outcome) 5.8.2.5 Reports PG Selection Lists Attainment, Effort , Evaluation, Grade1, Grade2 selection lists are displayed on the Reports to Parents ILP Page. The Obsolete flag is useful if the item is no longer to be used. Ticking this flag will prevent the item from being selected in the drop down selection list. 5.8.3 ILP Configuration 5.8.3.1 ILP Configuration The ILP pages may be configured to suit the particular needs of the college. The name of the pages may be changed together with the order in which they appear in the menu using the ILP Menu Item facility. Pages can also be removed from the menu. Within the ILP pages, label text can be changed and textboxes and page sections even hidden from view if required using the User Defined Labels facility. ProMonitor supports multiple Student Types. Each Student Type may have a customised ILP Menu and ILP pages. It is possible to set your college logo to appear within the ILP. ILP Configuration facilities available are: 
ILP Menu Items 
ILP Menu Item Categories 
ILP User Defined Labels 
User Defined Links ‐ Student 
Learner Status Colour 
Learner Badge 
Add a Progress Review or Meeting Date 
Survey Questions 
Healthy College Questions 
Student Type 111 Admin Guide Printed Documentation 5.8.3.2 ILP Menu Items Screen This facility defines the availability of menu items within Learner Information (ILP). There are 6 Menu Item Categories; items may be shown or hidden, renamed or their order of appearance altered within category or moved to different categories: 1. Information (General Learner Information) 2. Learner ILP (Learner ILP Pages) 3. Management (Learner ILP Management) 4. Meetings & Comments (Learner Meetings & Comments) 5. Support (Student Support and Risk Indicators) 6. Miscellaneous (Other Information about the Learner) A complete set of menu Items is available for each Student Type defined within ProMonitor. Menu Items To change the position of the menu use the Up/Down arrow buttons on the side of the screen. Pressing the details button (…) alongside any of the menu items will open the details screen. To move the menu item into a different category then just select the appropriate category from the override menu item category dropdown. Choose to rename or Show/hide the menu item by checking the tick box. To rename the menu item as it appears on the ILP, type the new text into the Override Menu Item Text box. Press OK to Save any changes. 112 Remote File and Folder Access 5.8.3.3 ILP Menu Item Categories There are 5 menu Item Categories available. These categories may be renamed or shown/hidden as necessary. Menu Item Categories Press the details (...) button alongside the selected category to open the details screen to show/hide or override the default text. Menu Item Category Details If the show category checkbox is unticked, no menu items will be displayed beneath that category. 5.8.3.4 ILP Custom Menu Items Custom menu items can be created to show external web pages either inside the ILP or opening in a new window. These will appear as links in a separate menu category at the end of the menu list. Custom Menu Items To change the name of the category as it appears in the ILP menu change the text in Menu Category Title and click Update. 113 Admin Guide Printed Documentation The Order field determines the order the items will appear on the menu and can be changed using the arrow buttons on the right of the screen. Pressing the details button (…) alongside any of the menu items will open the details screen. Each item has a Title that will be shown on the ILP menu and a corresponding tool tip. Enter the URL of the web page that will be linked to. The Opens Within ProMonitor flag determines whether the page will appear inside the ILP or open in a separate window. If set to open inside ProMonitor will display the external page within an iFrame on the ILP page. To temporarily hide the link without deleting it us the Is Visible flag. Please note that the custom menu item will not be visible in the ILP until its corresponding permission entry has been assigned to the group wishing to view it. For more information about setting permissions see Permissions Screen. 5.8.3.5 ILP User Defined Labels Screen Almost every field in the Learner ILP Pages menu in the Learner Information screen is configurable. This section describes the layout of each of these screens showing the location and name of each configurable field. To change the wording in the ILP screens, click on Data Maintenance & Manipulation on the main menu followed by Learner Information Configuration Data then select User Defined Labels. This will open a screen where labels can be filtered according to their corresponding page. 114 Remote File and Folder Access User Defined Label Details Press the details (...) button alongside the selected label to open the details screen to show/hide or override the default text. If you hide the label for a “Section Header”, no labels or controls will be displayed within that section on the relevant ILP Page. Press OK to save changes. The complete set of ILP Pages showing where the User Defined Labels are positioned are available here. 5.8.3.6 ILP Pages The appearance of the ILP may be configured using the User Defined Labels screen and the ILP Menu Items screen . The ILP Pages (with configuration details) are: Learner Details Further Details Academic Information (configuration as per markbook) Achievements on Entry Study Programme Welcome Goals About My Course Strengths and Development Attendance Information I have Read Plans After My Course Survey SMART Targets Upload Documents 115 Admin Guide Printed Documentation Healthy College Enrichment and ECM Manage Learner ILP Pages Integrated Student Support Learning Support Additional Learner Support Risk Indicators Comment Details Confidential Comment Details Meeting Progress Review (Standard Progress Review) New Progress Review (New Progress Review using Reports to Parents data) Manage Learner Meetings Reports (no configuration available) Reports to Parents Published Reports to Parents (no configuration available) UCAS Work Placement Training UCAS Personal Statement ProSolution Work Placement 5.8.3.6.1 ILP Learner Details Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. also,a grid [Header for Student Group Details section] is available to display student group information.
Use the “User Defined Links – Student” facility in the Admin App to edit: Link Text Link URL Link Description Data Tables: Student 5.8.3.6.2 ILP Further Details 116 Remote File and Folder Access Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Learner Status contents are maintained in Admin App – Configuration Data menu. Data Tables: LearnerInformation_ LearnerSupplementary Student (LearnerStatus Field) Within the [Header for General Learner Details section], Custom Fields 1‐6 data is stored within LearnerInformation_LearnerSupplementary. Within the [Header for Other details section], Custom fields 1‐4 data is stored in Student. For Data Import details, see the StudentILP Summary data import. 5.8.3.6.3 ILP Achievements on Entry Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. A system setting allows records to be added or removed. If the [VAMT Score] field is not displayed, then numeric values may be stored in [Average GCSE Score] and [Assignment Score] fields and the "Calculate" button says "Save" Data Tables: ILP_QualsOnEntry ILP_QualsOnEntry_VAMT 117 Admin Guide Printed Documentation 5.8.3.6.4 ILP Study Programme Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Data Tables: Enrolment LearnerInformation_StudyProgrammeReview 118 Remote File and Folder Access 5.8.3.6.5 ILP Welcome Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Image Paths can be specified as: A URL on the college intranet: http://collegeintranet/images/image.gif or A location within the ProMonitor web application (e.g. copy image.gif to the CollegeLogo folder): ~/CollegeLogo/image.gif 5.8.3.6.6 ILP Goals and Targets Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Data Tables: LearnerInformation_ Aspiration 119 Admin Guide Printed Documentation 5.8.3.6.7 ILP About My Course Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The contents of the lookup lists are maintained in Admin App – Lookup Data menu. See: ILP Expectation Choice maintenance. ILP Course Grading maintenance. Showing / Hiding the Target Grade 1, Target Grade 2, Target Percent boxes on this screen also determines if they show throughout the system. Data Tables: ILP_LearnerCourse ILP_LearnerCourse Statement Target 120 Remote File and Folder Access 5.8.3.6.8 ILP Strengths and Developments Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Within the [Header for Problems/Barriers section], up to 18 rows can be configured (12 shown) The contents of the lookup lists are maintained in Admin App – Lookup Data menu. See: ILP Learning Style maintenance. Initial Assessment Type maintenance. Initial Assessment Default Comments. For [Column 5 Header for Initial Assessment Table ‐ Comment]. Data Tables: ILP_StrengthsAndDevelopment LearnerInformation_InitialAssessment LearnerInformation_RiskAssessment 121 Admin Guide Printed Documentation 5.8.3.6.9 ILP Attendance Notes: Data is imported using the Attendance and Punctuality Import. Visibility of the columns is controlled by system settings. 5.8.3.6.10 ILP Information I Have Read Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. An additional column [Column 3 Header for Documents Table ‐ Not Applicable?] is also available (not displayed) To edit the list of documents see the Lookup Data Menu: ILP Information I Have Read maintenance. 122 Data Tables: ILP_LearnerDocument Remote File and Folder Access 5.8.3.6.11 ILP Plans After My Course Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The contents of the drop down list can be maintained using the Admin App from the Lookup Data Menu: ILP Destination maintenance ILP Progression Tracking maintenance Data Tables: LearnerInformation_Progression ILP_ProgressionTrackingStudent 5.8.3.6.12 ILP Survey Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The questions can be maintained using the Admin App from the Configuration Data Menu:
Survey Questions maintenance Data Tables: LearnerInformation_ LearnerSurveyAnswer LearnerInformation_ SurveyQuestion The learner answer data is held in the table: LearnerInformation_LearnerSurveyAnswer. 123 Admin Guide Printed Documentation If Survey Option 1 is selected, AnswerValue = 1. If Survey Option 2 is selected, AnswerValue = 2. If Survey Option 3 is selected, AnswerValue = 3. If Survey Option 4 is selected, AnswerValue = 4. If Survey Option 5 is selected, AnswerValue = 5. If Survey Option 6 is selected, AnswerValue = 6. If Survey Option 7 is selected, AnswerValue = 7. If Survey Option 8 is selected, AnswerValue = 8. If Survey Option 9 is selected, AnswerValue = 9. If Survey Option 10 is selected, AnswerValue = 10. If Survey Option 11 is selected, AnswerValue = 11. The Questions are held in the table: LearnerInformation_SurveyQuestion. This screen is read‐only in the main system ILP. It is only editable from ProPortal. 5.8.3.6.13 ILP SMART Targets Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The [SMART Target Category] user defined label can be configured to be a "Required Field" ‐ making it a compulsory field. Data Tables: ILP_SmartTarget 5.8.3.6.14 ILP Upload Documents Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Data Tables: LearnerInformation_ DocumentUpload This screen stores a Copy of the document you wish to upload in a folder on the Web Server – or a location which account running the web service has permission to use on the network. To configure the location of the folder, enter the path into the System Setting Value "ILP Upload Document Path". Refer to Remote File and Folder Access for more information. 124 Remote File and Folder Access The document is stored to a subfolder within the specified folder. The subfolder is given the same name as the Student Reference Number. This subfolder is created automatically as necessary if it does not already exist. 5.8.3.6.15 ILP Healthy College Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The questions can be maintained using the Admin App from the Configuration Data Menu: Healthy College Questions (Ex) maintenance. The contents of the drop down list can be maintained using the Admin App from the Lookup Data Menu: ILP Healthy College Selection 1 ILP Healthy College Selection 2 Data Tables: LearnerInformation_ HealthyColl_Ex_Answer LearnerInformation_ HealthyColl_Ex_Question LearnerInformation_ HealthyColl The learner answer data is held in the table: LearnerInformation_HealthyColl_Ex_Answer. If Survey Option 1 is selected, AnswerValue = 1. If Survey Option 2 is selected, AnswerValue = 2. If Survey Option 3 is selected, AnswerValue = 3. If Survey Option 4 is selected, AnswerValue = 4. The Questions are held in the table: LearnerInformation_HealthyColl_Ex_Question 125 Admin Guide Printed Documentation 5.8.3.6.16 ILP Enrichment and ECM Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. In addition, there are 4 additional text area available within the [Every Citizen Matters Outcomes] section (not displayed). The contents of the lookup lists are maintained in Admin App – Lookup Data menu. See: ILP Learning Style maintenance. Initial Assessment Type maintenance. Data Tables: ILP_Enrichment dbo.ILP_EveryCitizenMatters 126 Remote File and Folder Access 5.8.3.6.17 ILP Manage Learner ILP Pages Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. 127 Admin Guide Printed Documentation 5.8.3.6.18 ILP Integrated Student Support Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The checkboxes: [Confidential Info Held] [Allergy Info] [Support Requirement 1] [Support Requirement 2] [Support Requirement 3] [Support Requirement 4] can be seen on the Student Support page in the Student Group web page. 128 Remote File and Folder Access 5.8.3.6.19 ILP Learning Support Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. 5.8.3.6.20 ILP Additional Learner Support Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. 129 Admin Guide Printed Documentation 5.8.3.6.21 ILP Risk Indicators Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Learner Status contents are maintained in Admin App – Lookup Data menu. The [Learner Status Reason] user defined label can be configured to be a "Required Field" ‐ making it a compulsory field when a Learner Status is selected. [Average Attendance] and [Average Punctuality] figures may be imported using the Import facility in the Admin App. Data Tables: 130 Student (LearnerStatus Field) ILP_RiskAssessmentGeneralNote LearnerInformation_AtRisk LearnerInformation_ActionPlan ILP_SmartTarget LearnerInformation_RiskAssessment ILP_RiskStatusReasonDDL Remote File and Folder Access 5.8.3.6.22 ILP Comment Details Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Learner Status contents are maintained in Admin App – Lookup Data menu. Data Tables: LearnerInformation_ActionPlan LearnerInformation_ActionPlan_FAOStaff LearnerInformation_ActionPlan_ReadStaff LearnerInformation_ActionPlan_FollowUp For each Comment Type a Default staff member can be set so that when a comment is created the For Attention Of box is defaulted to the selected staff member. This can be set up by navigating to the Data Maintenance Menu, selecting Lookup Data and then Comments and then Comment Type. The border colour of the comment can be changed in relation to the reason the comment was made. This can be set up by navigating to the Data Maintenance Menu, selecting Lookup Data and then Comments and then Comment Reason. A colour may be associated with the Reason. When saved, this is shown as a vertical stripe on the right side of a comment. You can choose to configure ProMonitor to send an email notification to the FAO person and any emails associated with the Comment Type when the comment or a follow up is saved. You must install the ProMonitor worker service (see installation instructions) and set the system setting to allow email notifications (see system settings). Optionally, if the "Turn on Comment Notification Emails" system setting is turned on (and the worker service is configured to send emails), you can email the student the comment by checking the box in the lower right of the screen. 131 Admin Guide Printed Documentation 5.8.3.6.23 ILP Confidential Comment Details Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. Learner Status contents are maintained in Admin App – Lookup Data menu. Data Tables: LearnerInformation_ConfidentialComments LearnerInformation_ConfidentialComment_FAOStaf
f LearnerInformation_ConfidentialComment_ReadSta
ff LearnerInformation_ConfidentialComment_FollowU
p The Confidentiality dropdown can be configured by navigating to the Data Maintenance Menu, selecting Lookup Data and then Comments and then Confidentiality Level. For each Comment Type a Default staff member can be set so that when a comment is created the For Attention Of box is defaulted to the selected staff member. This can be set up by navigating to the Data Maintenance Menu, selecting Lookup Data and then Comments and then Confidential Comment Type. The border colour of the comment can be changed in relation to the reason the comment was made. This can be set up by navigating to the Data Maintenance Menu, selecting Lookup Data and then comments and then Confidential Comment Reason. A colour may be associated with the Reason. When saved, this is shown as a vertical stripe on the right side of a comment. You can choose to configure ProMonitor to send an email notification to the FAO person and any emails associated with the Comment Type when the comment or a follow up is saved. You must install the ProMonitor worker service (see installation instructions) and set the system setting to allow email notifications (see system settings). Optionally, if the "Turn on Comment Notification Emails" system setting is turned on (and the worker service is configured to send emails), you can email the student the comment by checking the box in the lower right of the screen. 132 Remote File and Folder Access 5.8.3.6.24 ILP Meeting Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. There are two possible sets of labels Meeting:Label Set 1 and 2. Please refer to the Reports to Parents and Smart targets and comments sections for more information about these User Defined Labels The 8 Notes labels, 4 checkboxes, 4 lookup fields, date time field and the time field are configurable using the Meeting Type
Maintenance screen (from the Lookup data menu in the Admin App). The availability of
each section is also governed by the Meeting Type. The [Time of Meeting] user defined label can be configured to be a "Required Field" ‐
making it a compulsory field. Data Tables: LearnerInformation_Tutorial LearnerInformation_Tutorial _Circulation_OtherList LearnerInformation_Tutorial _Circulation_StaffList LearnerInformation_Tutorial _Circulation_StudentList ILP_TutorialChallenge ILP_TutorialEnrolment ILP_TutorialEnrolmentUnit ILP_SmartTarget LearnerInformation_Student _PG_Report LearnerInformation_StudentElement _PG_Report DocumentUpload 133 Admin Guide Printed Documentation 134 Remote File and Folder Access 5.8.3.6.25 ILP Manage Learner Meetings Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. When a meeting is added, it will show on the menu on the ILP. Data Tables: LearnerInformation_ Tutorial 135 Admin Guide Printed Documentation 5.8.3.6.26 ILP Reports to Parents Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The Enrolment drop down list shows the enrolments for the student in the current academic year. [Average Attendance] and [Average Punctuality] figures may be imported using the Import facility in the Admin App. The [Attendance Totals] section at the bottom of the page may be shown / hidden by making the [Attendance Totals] section header visible / not visible. The contents of the drop down lists can be maintained using the Admin App from the Lookup Data Menu: Reports PG – Effort Reports PG – Attainment Reports PG – Evaluation Reports PG – Grade 1 Reports PG – Grade 2 Data Tables: LearnerInformation_ PG_Report LearnerInformation_ Student_PG_Report LearnerInformation_ StudentElement_PG_ Report Note: If the “Apply Strict Report to Parents Completion” stystem setting is TRUE, the following must be completed prior to saving: [Effort] [Attainment] [Comment 1] 136 Remote File and Folder Access 5.8.3.6.27 ILP UCAS Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The individual Subject Comments are copied from the Subject Comment in the Unit Markbook for the Student. When edited in this screen, the original markbook comment is not updated. Data Tables: LearnerInformation_UCASReference Enrolment UCAS Comments entered into the Student Group Markbook (By Student) page are stored in the Enrolment.UCASCommentMkBk field. When comment is edited / entered into the ILP UCAS Page, the comment is stored in the Enrolment.UCASCommentILP field. 137 Admin Guide Printed Documentation 5.8.3.6.28 ILP Work Placement Training Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. 5.8.3.6.29 ILP UCAS Personal Statement Notes: All text in [ ] is editable using the “User Defined Labels” screen in the Admin App. The Links at the bottom of the page are configurable using the "User Defined Links ‐
UCAS Statement" facility in the Admin App. Data Table: LearnerInformation_UCASPersonalStatement 138 Remote File and Folder Access 5.8.3.6.30 ILP ProSolution Work Placement Notes: Multiple Work Placements may be displayed in the main page (top). Pressing the [...] button opens up the lower page displaying more detail. The fields are not intended to be configurable as this page displays information imported from ProSolution ‐ the MI System available form Compass. Data Tables: LearnerInformation_WorkPlacement_P
S 5.8.3.6.31 ILP My Learning Diary Notes: The name of the page is editable within the Admin Application from within Menu Items Maintenance. 139 Admin Guide Printed Documentation 5.8.3.7 User Defined Links ‐ Student This facility allows you to link to other websites from within the Learner Details page. Student Links Pressing the ellipsis button (…) alongside any of the menu items will open the details screen. Definable Links Details The Link URL is used to specify a valid web address. The link is customised for each student by use of embedded tags. The following tags may be used within the Link URL text: <LearnerRef> <LearnerEncryptedCode> <LearnerEncryptedCode_> ( removes % ) <LearnerEncryptedCode_*> ( replaces % with * ) <Surname> <Forenames> 140 Remote File and Folder Access <AcademicYearID> <MISStudentID> The LearnerEncryptedCode is available from the table called StudentCodeMapping within the ProMonitor database. This table maps the LearnerRef to the database student identifier PMStudentID to the LearnerEncryptedCode used by the Web Application. To populate the mapping table, use the Populate Student Code Mapping Table facility. The MISStudentID is designed to allow users to access student pages from within ProSolution. The MISStudentID is imported within the Student ILP Summary import and is the internal ProSolution Student ID. An example link for ProSolution would be as follows; http://server/prosolution/jumpto.aspx?destination=reports/student/personal.aspx&studentdetailid=<MIS
StudentID> This field could also potentially be used to link to other websites of other student record systems. You may choose whether to display the link within ProPortal or not. On the ILP Page, the link will display as below. When you hover over the link, note the URL displayed in the lower left corner of the image: For further details on setting up ProMonitor to link to external files please refer to the section Remote File and Folder Access. 5.8.3.8 User Defined Links ‐ UCAS Statement This facility allows you to link to other websites from within the ILP UCAS Reference page. The details screen: 141 Admin Guide Printed Documentation Definable Links Details The Link URL is used to specify a valid web address. The link is customisable for each student by use of embedded tags. The following tags may be used within the Link URL text: <LearnerRef> <LearnerEncryptedCode> <LearnerEncryptedCode_> ( removes % ) <LearnerEncryptedCode_*> ( replaces % with * ) <Surname> <Forenames> <AcademicYearID> <MISStudentID> The LearnerEncryptedCode is available from the table called StudentCodeMapping within the ProMonitor database. This table maps the LearnerRef to the database student identifier PMStudentID to the LearnerEncryptedCode used by the Web Application. To populate the mapping table, use the Populate Student Code Mapping Table facility. The MISStudentID is designed to allow users to access student pages from within ProSolution. The MISStudentID is imported within the Student ILP Summary import and is the internal ProSolution Student ID. An example link for ProSolution would be as follows: http://server/prosolution/jumpto.aspx?destination=reports/student/personal.aspx&studentdetailid
=<MISStudentID> http://www.ucas.com/students/applying/howtoapply/personalstatement/ This field could also potentially be used to link to other websites of other student record systems. You may choose whether to display the link within ProPortal or not. For further details on setting up ProMonitor to link to external files please refer to the section Remote File and Folder Access. 142 Remote File and Folder Access 5.8.3.9 Learner Status Colour This facility is used to create a list of Learner Statuses and the colour associated with each. If a colour is associated to the Status, the image of the learner is bordered with that colour. The Learner Status is a field that is populated from the Student ILP Summary import. It may also be selected from the Web Application ILP Risk Indicators page. Learner Status Press the New button to add a Status. Pressing the details button (…) alongside any existing Learner Status will open the details screen. Learner Status Details In the colour field any hexadecimal colour code may be entered or any valid web colour such as Red, Blue Yellow. Alternatively you can use the colour picker to select from a range of predefined colours; this will automatically update the Colour text box with a hexadecimal value. The Obsolete flag is useful if the Learner Status is no longer to be used. Ticking this flag will prevent the Learner Status from being selected in the drop down selection list. To save the details, press the OK button. 5.8.3.10 Learner Badge Up to 6 learner badges can be used within ProMonitor. These badges will appear against the student's photo within the website. Each badge can be associated with a set of icons. So for example an Attendance 143 Admin Guide Printed Documentation Badge can have values Excellent Attendance, High Attendance, Low Attendance etc with each value displaying a particular icon. Each Badge can be given a description and whether it is Visible or not. If visible is false the badge will not be shown at all within the website. Each badge can have a list of potential values. Each value can have 
144 Badge Code ‐ A code to represent the badge value Remote File and Folder Access 
Name ‐ A Name to represent the badge value 
Tooltip ‐ A Tooltip when a user hovers over the badge value 
Show in ProPortal ‐ A flag to show whether the badge value appears for ProPortal users. A college might wish to show positive badges to students 
Background Colour ‐ Each badge value image can have a border around it of a user defined colour. If no image is used the colour will fill the badge. 
Image ‐ Each badge value can be associated with an image. This image need to be a png of dimensions 16 pixels by 16 pixels 5.8.3.11 Bulk Create Meetings This facility is used to create Progress Reviews within the Learner Information screen for all students enrolled in the academic year. Add Progress Review Date Enter a Tutorial Date, select a Meeting Type, the Academic Year and Student Type. Then press the Add Reviews button. When the reviews are created, each student (of the selected Student Type) will be assigned a template meeting as specified. A meeting will only be added for a student where one does not already exist on the date selected. 5.8.3.12 Survey Questions Used to maintain the questions asked on the Learner Survey page, this facility is used to create, edit and remove the questions as necessary. Questions may be turned on or off by using the “Do not Use” flag. 145 Admin Guide Printed Documentation Survey Questions Press the New button to add a question. Pressing the details button (…) alongside any existing question will open the details screen. Survey Question Details Alter the order value to change the order in which the questions appear on screen. By setting questions to “Do Not Use”, you can ask different questions at different times of the year for example. Note that there are no built in reports within ProMonitor to analyse question responses. An answer to a question may consist of a text answer and / or by selecting one of up to 5 options. This is configured using the ILP User Defined Labels screen. 146 Remote File and Folder Access Questions are held in the database table: LearnerInformation_SurveyQuestion Question responses are held in the database table: LearnerInformation_LearnerSurveyAnswer For more details see the ILP Survey screen. 5.8.3.13 Healthy College Questions Maintained in exactly the same way as the Survey Questions in the previous section , these Questions appear on the Healthy College ILP Page. The Questions are held in the database table LearnerInformation_HealthyColl_Ex_Question The Question responses are held in the table LearnerInformation_HealthyColl_Ex_Answer For more details see the Healthy College ILP screen. 5.8.3.14 Student Type Student Types are used to group together students. This allows ILPs to be customised to the Student Type. A Student Type may be specified for each student in the Student Import or it can be set manually in the Student Information screen. Once a Student Type is created, you can customise the following for that Student Type: ILP Menu Items ILP User Defined Labels ILP Survey Questions ILP Healthy College Questions ILP Information I have Read Documents Maintaining Student Types Student Type Screen There will always be the student type ‘standard’ as default and this cannot be deleted. To create a new Student Type open the Student Type screen located in the data maintenance menu under Learner Information Configuration Data. Give the student type a description and press the OK button to create a student type. To change the description of an existing Student Type, press the details button (...). When creating a Student Type, you can choose to copy the default values from an existing Student Type. 147 Admin Guide Printed Documentation Create Student Type Technical Note: The contents of the following tables is copied where the student type is "Standard", it is then given a new StudentTypeID and Inserted into the table where not already exists. LearnerInformation_UserDefinedFields LearnerInformation_MenuItem LearnerInformation_SurveyQuestion LearnerInformation_HealthyCollEx_Question LearnerInformation_ILP_Document Deleting a student type removes the data associated from each of these table, deleting a student type will remove all information associated with the student type which is contained in any of the above tables. 5.8.3.15 College Logo The logo displayed in the top right corner of the screen can be changed to show your own college’s logo. To do this: 1. Copy your college logo file into the “CollegeLogo” folder within the ProMonitor Application on your IIS Server (usually at “C:\inetpub\wwwroot\ProMonitor\userarea\CollegeLogo” or “C:\Program Files\CompassCC\ProMonitor\Web Application\userarea\collegelogo). 2. Remove the file “collegelogo.gif” from the same folder. If there are multiple logos within the folder, the system will show the one it finds first (sorted alphanumeric ascending ‐ so acollegelogo.gif will take precedence over collegelogo.gif) Note: The maximum height of the image allowed is 75 pixels. The width of the image should be no more than 300 pixels. If the image is any larger, then its size will be reduced automatically which may lead to the image appearing distorted. 5.8.4 User Defined Links ‐ Tutor Group This facility allows you to link to other websites from within the Tutor Group Summary page. It allows you to add the Tutor Group Code to a URL to open a Tutor Group specific web page on your intranet. 148 Remote File and Folder Access Tutor Group User Defined Links List Pressing the ellipsis button (…) alongside any of the menu items will open the details screen. Definable Links Details The Link URL is used to specify a valid web address. The link is customised for each Tutor Group by use of an embedded tag. The following tag may be used within the Link URL text: <TutorGroupCode> On the web Application Student Group Summary page, the Link URL will replace the tag <TutorGroupCode> for the actual TutorGroup Code. For further details on setting up ProMonitor to link to external files please refer to the section Remote File and Folder Access. 5.8.5 Home Page 5.8.5.1 Home Page The ProMonitor Web Application Home page has been designed to allow easy access to Groups and individual students individual staff are interested in. 149 Admin Guide Printed Documentation ProMonitor has a homepage that features a number of individual web parts. Each ProMonitor user may customise the home page to include web parts of their choice. Each web part concentrates on particular information about students. For example SMART Targets, Meetings, Comments and Assessments Due. In addition, there are web parts that can hold global information intended for all Staff. Home page facilities available are: 
Global Staff Messages 
Global Staff Links 
Note for all Staff and Student Diaries More information about the web application home page When the ProMonitor Web Application starts, the dashboard view of the homepage is displayed. This dashboard view contains a number of webparts (as described above). These webparts may be removed (press the red X on the webpart) and new ones added (press "Add Controls" at the top right of the home page) as necessary. Web Parts contain their own filter settings. At the top of the web part, press the filter symbol to display the filter options. These filter options are stored automatically. Using the mouse, the webparts may also be dragged from one part of the screen to another. There is also the option to use the "Classic Home" page familiar to users of ProMonitor versions 5 and 6. To use this, press "Classic Home" at the top right of the home page. Switch back to the dashboard View by clicking "Dashboard Home". 5.8.5.2 Notice Board and Welcome Message Displayed in a web part on the web application home page, these global messages appear on the Noticeboard. The "Is Welcome Message?" flag is used to denote the main home page message shown at the top of the home page (classic and dashboard views). This is typically a "Welcome to ProMonitor" message that may be hidden by individual users. Note that all other messages are not displayed on the classic home page. 150 Remote File and Folder Access Global Staff Messages Press the New button to add a new message and press the Delete button to remove an existing one. Press the details button (…) to alter the details of an existing message. At the bottom of the screen is a command button: Selecting this will display the Welcome Message (the message flagged as 'Is Welcome Message?') to all staff ‐ even if they have unticked the message to no longer display when they log into the ProMonitor Web site. 5.8.5.3 Home Page Links Displayed in a web part on the web application home page, these links can be used to provide access to other internal and external websites. Note that these links are not displayed on the classic home page. Global Staff Links Press the New button to add a new link and press the Delete button to remove an existing one. Press the details button (…) to alter the details of an existing link. 5.8.5.4 Note for all Staff and Student Diaries This facility allows a message to be created that will be added to all Staff (in ProMonitor) and Student (in ProPortal) Diaries on the selected date. 151 Admin Guide Printed Documentation Learning Diary Notes screen Press the New button to add a new note and press the Delete button to remove an existing one. Press the details button (…) to alter the date and description of an existing note. Learning Diary Note Details 5.8.6 Data Manipulation 5.8.6.1 Data Manipulation This feature of the ProMonitor Administration Utility is important to the maintenance and management of ProMonitor – particularly for Students and their related Enrolment records. ProMonitor relies on the Student Identifier to create and update records about students. 152 Remote File and Folder Access Similarly, ProMonitor relies on a combination of Student Identifier and Course Code to identify Enrolment records. These are all key fields and a change in any one may result in records being marked as “Obsolete”. The facilities within this section help manage the Student and Enrolment data. Data Manipulation facilities available are: 
Change Course Code 
Copy ILP Pages from last Year 
Restore Obsolete Records 
Populate Student Code Mapping Table 
Populate Student Group Code Mapping Table 
Transfer Incomplete SMART Targets 
Transfer Student Group Enrolment Data 
Delete Empty Student Groups 
Delete Empty Tutor Groups 5.8.6.2 Change Course Code The Course Code is an important part of defining enrolments within ProMonitor. An Enrolment is defined as a unique combination of StudentID, AcademicYearID and CourseCode. It may be necessary to update a Course Code within ProMonitor to reflect a change within your MIS System. This facility can therefore be used prior to the next Enrolment Import. Using this facility, the course description may also be modified. Care must be taken when using this facility because of the importance of the course code in the Enrolment Import. Change Course Code Screen To use the facility, press the details (...) button alongside the course code. Edit the Course Code and Title as necessary and press OK to save changes. 153 Admin Guide Printed Documentation Change Course Code Details screen 5.8.6.3 Copy ILP Pages From Last Year This facility allows copying the Student ILP details forward from one year to another. It only copies data if the pages or sections to be copied are still in blank for the current academic year. Pages copied are: Learner Further Details About My Course My Strengths and Development My Plans after My Course Information I have Read Enrichment and Every Citizen Matters (ECM) Learner Support (Integrated, Learning and Additional) My Goals Healthy College Risk Indicators and Learner Status Integrated Student Support This facility can be run multiple times as it will not override existing data for the current academic year. Data is Inserted where it does not already exist. If necessary, you may restrict data to copy by selecting a Student Type. Leaving the Student Type blank will copy data for all Student Types. In addition, you may select to copy data only for those students continuing on the same course ‐ e.g. students moving from year one to year two of a multi‐year diploma (i.e. where a student enrolment in year one shares the same Course Code as an enrolment for the same student in year two) Simply select the pages you wish to copy forward and click the Copy Button. 154 Remote File and Folder Access Copy Learner ILP Pages 5.8.6.4 Restore Obsolete Records If a Complete data import of Students or Enrolments is committed to ProMonitor, ProMonitor must identify those records that do not exist in the import and set the appropriate records within ProMonitor to the Status “Obsolete”. An “Obsolete” learner or enrolment record within the ProMonitor database will not show within ProMonitor. This facility displays those records that have been set to obsolete and allows them to be restored within ProMonitor. 155 Admin Guide Printed Documentation The Restore Obsolete Records Utility The main screen displays how many records have been set to “Obsolete”. Navigate through the wizard and press the Restore Students or Restore Enrolments button on the relevant screen, Select the records to restore and then confirm the Restore action. Select Enrolments to Restore Click the Select All button to select all learners/enrolments if you wish to restore all learners/enrolments for the selected academic year. 156 Remote File and Folder Access 5.8.6.5 Populate StudentCodeMapping Table Running the populate student code mapping procedure will populate the table “StudentCodeMapping” in the ProMonitor Database. Note that immediately after a successful Student or Enrolment import, this table is populated automatically. For each student in the current academic year the table is populated with the StudentID, Academic Year, the internal PMStudentID and the Encrypted Code for the Student. The Encrypted Code is used to open the ILP in the web application: http://servername/ProMonitor/ilp/Information/furtherdetails.aspx?pmstudentid=ugTyEXmpQUY%3d Populate Student Code Mapping This allows developers to directly reference ProMonitor ILP pages from other application when they know the StudentID. It may also be useful for developers who wish to use this code when opening web applications or reports from the ILP Details page using the Student User Defined Links. 5.8.6.6 Populate StudentGroupCodeMapping Table Running the populate student group code mapping procedure will populate the table “StudentGroupCodeMapping” in the ProMonitor Database. Note that immediately after a successful Enrolment import, this table is populated automatically. For each Student Group in the current academic year the table is populated with the StudentGroupCode, Academic Year, the internal StudentGroupID and the Encrypted Student Group Code. The Encrypted Code can be used to open the ProMonitor Student Group screen from another web page. e.g. http://servername/studentgroup/studentgroup.aspx?studentgroupid=3Wr%2fqE3mtK8%3d 157 Admin Guide Printed Documentation Populate Student Code Mapping This allows developers to directly reference ProMonitor ILP pages from other application when they know the Student Group Code. It may also be useful for developers who wish to use this code when opening web applications or reports from the ILP Details page using the Student Group User Defined Links. 5.8.6.7 Transfer Incomplete SMART Targets This facility allows you to transfer any incomplete Smart Targets to another member of staff. Use the drop down list provided to select the required staff members and press Transfer. Transfer Smart Targets This facility is necessary because a SMART Target cannot be maintained by anyone other than the creator of the SMART Target (with the exception of Administrators and SuperUsers). 5.8.6.8 Transfer Student Group Enrolment Data This facility is useful for transferring students enrolled on one student group to another existing student group or to a new student group either within a Course or between Courses. Scenarios where this will be useful are: Data Rescue: Your MIS data enrolment data has changed so that the students enrolled on one ProMonitor Course Code have been transferred to another ProMonitor Course Code. This has resulted in the enrolments being marked “obsolete” on the old course and no longer visible in the associated Student Group Code. The 158 Remote File and Folder Access enrolments have appeared in a new Student Group Code enrolled associated to a new Course Code and there is no markbook data and targets lost etc. Use this utility to retrieve the “lost” enrolment data and place it on the new Course Code and Student Group Code. Data Preparation: If you know that your MIS enrolment data will change so that some Course Codes and/or Student Group Codes are about to change, this facility will help. Using this Utility, you can transfer the enrolment data to the new Course Code / Student Group Code so when the newly updated MIS enrolment data is imported, ProMonitor is synchronised with your MIS data. For more details about Course Codes see: Why the Course Code is Important How to use the facility: Take a ProMonitor Database Backup before using this facility – better still, use the ProMonitorTraining system before using it with live data. Filter the list of Student Groups to select one to copy data from. Press the details (…) button. The Selected Academic Year, Student Group and Course will be displayed at the top of the details screen. 159 Admin Guide Printed Documentation Either: Use the Search facility to select a Student Group and Course that already exist in the system and you wish all of the enrolments and their data to be transferred to this Group and Course. After entering search criteria and pressing the Search button, click an appropriate Group and Course from the list. The Course Code and Student Group Code will be entered into the two text boxes underneath. Or: Type a Student Group Code and Course Code directly into the two text boxes at the bottom of the screen. If the Course Code and / or the Student Group Code does not already exist, it will be created as part of the transfer process. Press the 'Transfer Data' button. It will ask you to confirm before proceeding. What the facility does: 160 
Create a New Course Code if it does not already exist 
Create a New Student Group Code if it does not already exist 
Create new Enrolment records (for course to copy to) where they do not already exist 
Allocate these enrolments to the Student Group to Copy to 
Allocate teachers to the Student Group to Copy to 
Create Units for the new Course where they do not already exist (match made using the Unit Code). Only Units allocated to the Student Group we are copying from are created. If 2 or more units with the same code exist, only one will be chosen. 
Create Assessments for the new Course where they do not already exist (match made using the Assessment Code). Only Assessments allocated to the Student Group we are copying from are created. If 2 or more Assessments with the same code exist, only one will be chosen. 
Create Tasks for the new Course where they do not already exist (match made using the Task Code). Only Tasks associated to Units allocated to the Student Group we are copying from are created. If 2 or more Tasks with the same code exist, only one will be chosen. 
Units are allocated to the Student Group to Copy to 
Assessments are allocated to the Student Group to Copy to 
Unit Markbook data is copied for the new enrolment record where it does not already exist (records inserted into EnrolmentUnit table). Existing EnrolmentUnit records are updated. 
Assessment Markbook data is copied for the new enrolment record where it does not already exist exist (records inserted into EnrolmentAssessment / AssessmentResubmission tables). Existing EnrolmentAssessment records are updated. 
Task Markbook data is copied for the new enrolment record where it does not already exist exist (records inserted into EnrolmentTask table). Existing EnrolmentTask records are updated. 
Tasks allocated to integrated assessments are allocated. 
Targets are created / updated as necessary 
Attendance & Punctuality Summary records are created / updated as necessary 
Learner Comments (Enrolment field) is updated as necessary Remote File and Folder Access 
SMART Targets (Enrolment field) are updated as necessary 
Progress Review Enrolment and Unit records are created / updated as necessary 
Reports to Parents Subject Comments are updated as necessary 
Student Group At Risk comments / status are created / updated as necessary 
Enrolments on the Student Group that is being copied from are set to “Obsolete” 
Enrolments on the Student Group being copied to are set to “Updated” 5.8.6.9 Delete Empty Tutor Groups This facility allows you to remove any Tutor Groups within ProMonitor that do not contain Students. This situation may arise where Students are moved between Tutor Groups and the "One Tutor Group per Student" system setting is switched on. Delete Empty Tutor Groups 5.8.6.10 Delete Empty Student Groups This facility allows you to remove any Student Groups within ProMonitor that do not contain Students. This situation may arise where Student Enrolments are moved between Student Groups and the "One Student Group per Enrolment" system setting is switched on. Delete Empty Student Groups 161 Admin Guide Printed Documentation 5.8.7 College Structure 5.8.7.1 Introduction One of the key new features for version 8 of ProMonitor is the incorporation of the College Structure into ProMonitor. Users who are familiar with other Compass products which use the College Structure such as ProAchieve or ProSolution should already be familiar with some of the key concepts. College and Student Group Structure facilities available are: 
College Structure Definition 
College Structure 
Student Group Structure In addition: 
You may import the College Structure, the Student Group Structure and the Staff Structure Allocation. 
You may export the College Structure, the Student Group Structure and the Staff Structure Allocation. 
Using the Reporting Module, you may build reports using predefined data sources. Different institutions have different internal structures. The College Structure in ProMonitor is flexible so that it can incorporate different ways of handling structure. ProMonitor can handle a hierarchy of up to 4 College Structure Levels. Some colleges have a simple 2 level structure whereas others can have a complicated 4 level structure. Here are some examples of College Structure 2 Level Structure This example shows a 2 level structure containing Faculties and Departments. Each Faculty can contain multiple Departments. 4 Level Structure This example shows a more complicated 4 level structure containing Sites, Faculties, Departments and Curriculum Leaders. 162 Remote File and Folder Access Each level can only belong to one higher level. For example a Department cannot exist within 2 different faculties. The College Structure is linked to ProMonitor by the Student Groups. Each Student Group should belong to the lowest level of structure. Taking the more simple 2 level structure as an example the student groups are linked as follows. In this example Student Group A belongs to Department 1 which in turn makes it belong to Faculty A. The use of College Structure has the following benefits • In conjunction with the reporting module it allows for high level reporting which would not have been possible before. The range of reporting possibilities is extremely large for example producing Markbook reports by Department or analysis of ‘At Risk’ students by faculty. • College Structure reports can be created specifically for your college and then displayed on the web site for ProMonitor users to view. Specific reports can be targeted to specific users. For example department heads can see their own set of departmental reports. This set of reports can be different from the reports which a curriculum leader might see. • ProMonitor staff can be allocated to one or more element of the college structure. They can see these allocated structures on their home page as a web part and quickly access them. For example the head of a department could quickly see all the student groups which belong to that particular department. 163 Admin Guide Printed Documentation 5.8.7.2 College Structure Definition The college will need to decide upon how many College Structure levels to use and the names they wish to give each level. To modify the College Structure Definition go to General Maintenance > Structure > College Structure Definition. From this screen there will be 4 rows representing each level of structure. Level 1 refers to the highest level of structure whilst Level 4 refers to the lowest level of structure. In order to change the name of the level click the details button against the Structure Level row and provide a new User Defined Name. In order to not use the Structure Level at all untick the ‘Is Visible’ flag. The above example shows how to set up the 2 Level Structure from the example within the Introduction with Faculty and Department as the level names. Changes to the name and visibility of the college levels will be propagated throughout the Administration Utility and the website. 5.8.7.3 Importing There are 3 new imports associated with the college structure • Student Group Structure (Import Specification) • College Structure (Import Specification) • Staff Structure Allocation (Import Specification) The Student Group Structure import maps the Student Group to the element of the College Structure to which it belongs. Taking the two level structure from the introduction of Faculty and Department as an example. The Student Groups SG1 and SG2 belongs within the Science Faculty whose code is SciFac and the Maths Department of MatDep. The import would look as follows… StudentGroupCode Level1Code Level2Code SG1 SciFac MatDep SG2 SciFac MatDep This import by itself creates the college structure hierarchy as if the Faculty called SciFac does not exist then it will be created by the import. If the MatDep Department does not exist then it will also be created and assigned to the SciFac Faculty. Therefore this import by itself can be used to set up the College Structure. After the import the following college structure hierarchy will be created 164 Remote File and Folder Access The College Structure import allows each College Structure code to be given a name which users might be more familiar with. In the above example users might not know that the code MatDep refers to the Maths Department. The College Structure import can be used to give the MatDep code the name of Maths Department. The same principle applies to the SciFac Faculty. The import can be used to give the SciFac code the name of Science Faculty. This import might look as follows. Level1Code Level2Code LevelName SciFac Science Faculty SciFac MatDep Maths Department It is also worth noting that the College Structure import will also generate the hierarchical college structure by itself. So the above example will create a Faculty called SciFac and a Department called MatDep. MatDep will be assigned to SciFac. The Staff Structure Allocation import allocates staff members to the college structure. This allows for enhanced functionality within the web site. For example the head of the Maths Department John Smith can be allocated to the code MatDep as shown below. Staff Code Level1Code Level2Code SciFac Science Faculty SciFac MatDep Maths Department 5.8.7.4 College Structure The college structure can be viewed and modified through General Maintenance > Structure > College Structure 165 Admin Guide Printed Documentation Data • Each of the Structure Levels are displayed in tabs across the top of the form. Up to 4 tabs will be available depending upon how many structure levels have been made visible. Clicking a different tab will show the appropriate Structure Level. • The data on the form shows the name of the structure element and where the structure element belongs. For example the Maths department might belong with the Science Faculty. New Structure • Clicking the new button will create a new structure element of the level of the current tab being viewed. If the Faculty tab is being viewed then clicking the new button will create a new faculty. If the Department tab is being viewed then clicking the button will create a new department. Deleting • Structure can be deleted by selecting the appropriate structure element row and clicking the delete button. Please note that if the structure element(s) being deleted contain lower levels of structure, staff allocation or student group allocation then a warning message will be displayed. Deleting the structure element will remove all the staff and student groups allocated to the structure. It will also remove any lower level structures. For example say the Science Faculty contains the Maths Department. If the Science Faculty is deleted then the Maths Department will also be deleted. Exporting • The data can be exported out of the system in the same specification as the College Structure import specification in section College Structure. Filter the data on the college structure screen, click the Report called ‘Export – College Structure’ on the Report panel on the left hand side of the screen. Then click the Preview Export Button. This will create a csv file with just the college structure data on the screen. 166 Remote File and Folder Access • The data can be exported out of the system in the same specification as the Staff Structure Allocation import specification in section Staff Structure Allocation. Filter the data on the college structure screen, click the Report called ‘Export –Staff Structure Allocation’ on the Report panel on the left hand side of the screen. Then click the Preview Export Button. This will create a csv file with the staff allocation of just the structures visible on the screen. • Alternatively all the structure data for each level can be exported at once from the Report Builder screen through Report\Messages > Report Builder. Click the appropriate report – either ‘Export – College Structure’ or ‘Export ‐ Staff Structure Allocation’ and choose to preview export. Structure Diagram On the bottom right of this screen there is a structure diagram button which allows the user to visually show the student groups or staff attached to each college structure element. Details Form • Clicking the details button against the row and viewing the structure tab will allow the user to change the code and name of the structure element as well as where the structure element belongs in the structure hierarchy. For example the Maths Department could be moved into a different faculty to the Science faculty. • The Student Group tab will allow the user to quickly add or remove student groups from the structure. Choose the academic year on the top left to filter for student groups within that particular academic year. The Student Groups not currently assigned to the structure element are shown in the top grid. The Student Groups which are currently assigned to the structure element are shown within the lower grid. 167 Admin Guide Printed Documentation In order to assign student groups to the structure element simply highlight the student group rows from the top grid and click the down arrow button. The highlighted student groups will then move to the lower grid. In order to remove the student groups from the structure element highlight the rows within the lower grid and click the up arrow button. As student groups should be contained within a structure element a window will be displayed asking where the student groups should be moved to. Select the appropriate structures and click ok to move the student groups to the selected structure element. 168 Remote File and Folder Access Student Groups can be moved individually to different structure elements by clicking the details button at the beginning of each row. • The Staff tab will allow users to allocate staff to the structure element. The principle of adding staff is the same as for the student groups. The top grid shows all the staff not currently assigned to the structure element. The lower grid shows all the staff currently assigned to the structure element. In order to assign staff to the structure element highlight the staff rows within the top grid and click the down arrow button. In order to remove the staff from the structure element highlight the staff rows within the lower grid and click the up arrow button. Staff can also be assigned manually to the structure element through the staff user account screen. See section Staff Accounts • No data will be saved until the ‘apply’ or ‘ok’ button is clicked on the details form. 5.8.7.5 Student Group Structure The Student Group Structure can be viewed and modified through General Maintenance > Structure > Student Group Structure. 169 Admin Guide Printed Documentation This screen shows a list of all student groups within an academic year with the structure element that the student group is assigned to. The list shows all student groups regardless of whether they have been assigned to structure or not. On the bottom right of this screen there is a structure diagram button which allows the user to visually show the student groups or staff attached to each college structure element. In order to modify which structure element the student group is assigned to click the details button against the student group row. The Student Group Structure can be exported out using the report ‘Export – Student Group Structure’ on the Report Context panel on the left hand side. This will export all the student groups within the academic year selected. The data exported can be filtered by filtering the grid before exporting. The data will be 170 Remote File and Folder Access exported in the same format as the Student Group Structure import specification shown here Student Group Structure. 5.8.7.6 Exporting The Student Group Structure, College Structure and Staff Structure Allocation can be exported out of ProMonitor in the same formats as the Import Specifications. This is for college who have modified the structure within ProMonitor and wish to store any changes. These reports can be found within Reports\Messages > Report Builder. The reports have the following names • Export ‐ College Structure • Export ‐ Staff Structure Allocation • Export ‐ Student Group Structure 5.8.7.7 Report Building The Report Builder can be used to build reports based upon the college structure. The Guide to Using the Reporting Module gives the user more information about how to do this. Data Sources Some of the predefined data sources designed for report writing contain college structure columns. These will have the following names • Level1Code – The code of the 1st level of college structure • Level2Code – The code of the 2nd level of college structure • Level3Code – The code of the 3rd level of college structure • Level4Code – The code of the 4th level of college structure • Level1Name – The name of the 1st level of college structure • Level2Name – The name of the 2nd level of college structure • Level3Name – The name of the 3rd level of college structure • Level4Name – The name of the 4th level of college structure For example the data source called ‘Reports Markbook’ designed for creating markbook based reports will contain these columns. Other datasources will not contain these columns directly but will be linked to the following data sources. • Structure Level1 Student – Maps each student to the 1st level of college structure • Structure Level2 Student – Maps each student to the 2nd level of college structure • Structure Level3 Student – Maps each student to the 3rd level of college structure • Structure Level4 Student – Maps each student to the 4th level of college structure • Structure Level1 Enrolment – Maps each enrolment to the 1st level of college structure 171 Admin Guide Printed Documentation • Structure Level2 Enrolment – Maps each enrolment to the 2nd level of college structure • Structure Level3 Enrolment – Maps each enrolment to the 3rd level of college structure • Structure Level4 Enrolment – Maps each enrolment to the 4th level of college structure For the example the data source called ‘Reports Student ILP’ designed for creating ILP based reports is linked to the above student data sources. Therefore a report can be created which links the Student ILP to the college structure. Categorising College structure based reports can be categorised so they are shown on the structure pages on the web site. For example department can have their own set of reports. See the section Report Name and Permissions Step for more details. Staff Structure Allocation Reports can be created which default to show only the college structures which the user has been assigned to. See the section Criteria For Central Selection Screen Step for more details. 5.8.8 College Help Documents In the Help screen in the ProMonitor Web Application, there is the ability to create links to college specific documentation. For example, these may include: Standard college marking schemes & practices College learner referral procedures Tutorial meeting standard documentation These links will appear on the help screen within the ProMonitor Web Application and will be accessible by all users of ProMonitor. Documentation is opened in a pop‐up window from ProMonitor with no restriction on the documentation file type. The links must be of the format: http://intranetwebsitename/filelocation/filename …where intranetwebsitename is any intranet website that is accessible from PCs connected to the ProMonitor web site. It is inadvisable to use the ProMonitor website as the host web site for your additional documentation in case these files are erased during a future upgrade of ProMonitor. Maintaining College Help Documents This facility is available from the main menu: Data Maintenance & Manipulation | College Help Documents. There is no limit to the number of documents that may be linked. 172 Remote File and Folder Access College Help Documents Press the ellipsis button (…) to alter the description. Press the New button to add a new document link. The document order dictates the order in which the links are displayed. College Help Document Details 5.9 Student Group Maintenance 5.9.1 Student Group Maintenance The Student Group within ProMonitor provides the basis for accessing the markbook. Each Student Group within ProMonitor may be assigned a Student Group Type. The properties of the Student Group Type affect the behaviour of the markbook and the availability and appearance of associated reports. A Student Group Type is assigned to a Student Group within the Student Group Maintenance screen in the Web Application. It can also be set using the Student Group Import. The Student Group facilities available are: 
Student Group Type Maintenance 
Marking Schemes Maintenance 
Unit Level 
HE Weighting 
Assessment Types 
Course At Risk Status 173 Admin Guide Printed Documentation 
Student Group User Links 
Task Report Colour Coding 5.9.2 Student Group Types Any number of Student Group Types may be created. The Student Group Type dictates how the markbook should appear and how it should behave as well as the reports to be displayed for different qualifications. Detailed "How To" guides are available at http://www.compasscc.com/Support/ProMonitor.aspx To create a Student Group Type, press New. To edit an existing Student Group Type, press the details (...) button to open the details screen. 174 Remote File and Folder Access Student Group Type ‐ Markbook Schemes and Rules Marking Schemes Three Marking schemes are available. Each is maintained using the Student Group Marking Scheme screen. The Overall Grading Scheme is used by the markbook reports and the markbook Student Information screen where a mark needs to be converted into a grade or vice versa to show an overall grade / mark for the student within the Student Group. The Unit Marking Scheme is used by the Unit markbook to convert a grade to a mark or vice versa. (activate "Show Auto Fill on Unit Markbook" to use within the markbook ‐ see below.) The Assessment Marking Scheme is used by the Assessment markbook to convert a grade to a mark or vice versa. (activate "Show Auto Fill on Ass. Markbook" to use within the markbook ‐ see below.). This marking scheme is used by the Markbook Summary to calculate a predicted grade based on the average assessment mark and similarly the Targets report. In previous versions of ProMonitor, the marking schemes were known by different names: 175 Admin Guide Printed Documentation Student Group Type Assessment Grade Mapping ‐ (Marking Scheme (Assessment)) Student Group Type Unit Grade Mapping ‐ (Marking Scheme (Unit)) Projected Grade Mapping ‐ (Marking Scheme (Overall)) Important Note: The “Overall” marking scheme is now used to calculate the Current Grade on the Assessment Targets report (Student Group Page), on the Student Markbook Summary (Student Group Page) and on the Targets Grid in the ILP (report page). This is a change to earlier versions of ProMonitor which used the “Assessment” marking scheme for this calculation. For the student group type, ensure that the appropriate “Overall” marking scheme has been selected within the Student Group Type Details screen in the administration application. Markbook Rules A series of rules is available. These may be added and removed to and from the Student Group Type. You can include as many of the rules as necessary to dictate the behaviour of the markbook when you save Assessments and Tasks. The names of each rule describe their behaviour and the qualifications they can be used for are: • Count repeated tasks as one task when calculating Unit and Assessment grades (Where tasks of the same code are repeated within a unit‐ treat as the same task. This was permissible in PM version 6 and below) • When all P tasks completed, grade the unit a P (CACHE QCF, BTEC diplomas/certificates, UAL) • When all P & M tasks completed, grade the unit a M • When all P, M & D tasks completed, grade the unit a D (BTEC diplomas/certificates, UAL) • Sum completed assessment marks for unit mark (CACHE) • Use average completed assessment percentage as unit mark (HE) • If all assessments are completed then unit is completed (C&G, CACHE, HE, VRQ) • Use average completed assessment mark as unit mark (C&G, VRQ) • When all P tasks completed, grade the assessment a P • When all P & M tasks completed, grade the assessment a M • When all P, M & D tasks completed, grade the assessment a D (BTEC diplomas/certificates, C&G, VRQ, UAL) • For tasks sharing the same prefix (e.g. P1_A, P1_B) denoted by _ when calculating unit grade, if one is complete, task is complete (e.g. P1) (Extended Diplomas ‐ where more than one opportunity to complete the task exists) 176 Remote File and Folder Access • When all tasks completed, grade the unit a P (NVQ) • Sum completed task grades for assessment mark (for PEARL qualifications ‐ when entering numeric marks in the task grade field) • When all tasks allocated to an assessment are completed, complete the assessment (City & Guilds Awards, Certificates and Diplomas in Employability and Personal Development) • Only award credit when all assessments are greater than Minimum Assessment Score (HE) (HE) • Only award credit when all units are greater than Minimum Unit Score (HE) (HE) • Recalculate Unit mark to match Marking Scheme (CACHE NQF, C&G ‐ where an average assessment mark of, say, 2.14 is recalculated to be equivalent to 2) • If all assessments are completed where weighting>0 then unit is completed (IMI Motor Vehicles ‐ some assessments are voluntary ‐ not required for unit completion) • Grade Integrated Assessments P,M,D based on P,M,D Tasks (BTEC diplomas/certificates) • When all tasks allocated to an assessment are completed, complete the assessment (BTEC diplomas/certificates There are a series of "How To Guides" that describe the way in which these markbook rules are used for specific qualifications. These can be found on the ProMonitor Support page at www.compasscc.com Note that in previous versions (6 and below), ProMonitor referred to "Rules Classes". Below is a list of these rules classes and equivalent markbook rules. BTEC First / National • When all P tasks completed, grade the unit a P • When all P & M tasks completed, grade the unit a M • When all P, M & D tasks completed, grade the unit a D BTEC First / National UA • When all P tasks completed, grade the unit a P • When all P & M tasks completed, grade the unit a M • When all P, M & D tasks completed, grade the unit a D • When all P tasks completed, grade the assessment a P • When all P & M tasks completed, grade the assessment a M • When all P, M & D tasks completed, grade the assessment a D BTEC Diploma ReptdTasks • When all P tasks completed, grade the unit a P • When all P & M tasks completed, grade the unit a M • When all P, M & D tasks completed, grade the unit a D • Count repeated tasks as one task when calculating Unit and Assessment grades 177 Admin Guide Printed Documentation HE Degree • Use average completed assessment percentage as unit mark • If all assessments are completed then unit is completed Diploma • Sum completed assessment marks for unit mark • If all assessments are completed then unit is completed VRQ • Use average completed assessment mark as unit mark • If all assessments are completed then unit is completed Markbook Rule Behaviour When any of the following rules are allocated to a Student Group: • When all P tasks completed, grade the unit a P • When all P & M tasks completed, grade the unit a M • When all P, M & D tasks completed, grade the unit a D • When all P tasks completed, grade the assessment a P • When all P & M tasks completed, grade the assessment a M • When all P, M & D tasks completed, grade the assessment a D • When all tasks completed, grade the unit a P Marks will be assigned (alongside the grades) if an appropriate marking Scheme (Unit / Assessment) has been assigned to the Student Group. Marks will only be assigned if the grade is originally empty or different to an existing grade. When any of the following rules are allocated to a Student Group: • Use average completed assessment percentage as unit mark • Use average completed assessment mark as unit mark • Sum completed assessment marks for unit mark • Sum completed task grades for assessment mark A grade will be assigned (alongside the mark) for the unit if a Unit Marking Scheme has been assigned to the Student Group. Grades will only be assigned if the mark is empty or different to an existing mark. 178 Remote File and Folder Access Student Group Type ‐ Configuration Markbook Configuration Summary The “Summary” only displays for the Markbook by Student. The flags allow the Summary Progress information to be tailored to the student group type – based on either unit or assessment marks. The Summary Progress information is calculated using the “Overall” marking scheme for the student group type and the student target information. If “Show UCAS Points” is ticked, the UCAS points defined in the “Overall” marking scheme are used. If "Show HE Student" is ticked, progress information applicable to HE Students is displayed on the Markbook By Student "Summary" tab. 179 Admin Guide Printed Documentation If "Show HE Student" is selected, select a HE Weighting from the drop‐down list. This allows progress to be weighted according to Unit level. The Min Unit Score for credit is used in conjunction with the markbook rule called 'Only award credit when all units are greater than Minimum Unit Score'. This means that all units need to be above this threshold value for a credit to be awarded. The Min Ass. Score for credit is used in conjunction with the markbook rule called Only award credit when all assessments are greater than Minimum Assessment Score. This means that all assessments need to be above this threshold value for a credit to be awarded. If "Use Unit Average Summary" is selected, An Average of the Unit Marks shall be displayed (rather than a summed total). This is applicable to C&G and CACHE extended diplomas. Units The “Show Units” flag indicates whether the Unit markbook is available or not. “Show Auto fill Units” displays the Unit grade / mark auto fill facility in the footer of the Assessment markbook grid – which uses the Unit marking scheme. Assessments The “Show Assessments” flag indicates whether the Assessment markbook is available or not. “Show Auto fill Assessments” displays the Assessment grade / mark auto fill facility in the footer of the Assessment markbook grid – which uses the Assessment marking scheme. Tasks The “Show Tasks” flag indicates whether the Task markbook is available or not. The “Show Task Grades” flag controls the availability of the 3 character task code alongside the completion flag in the task markbook. The "Group Tasks" flag displays the tasks on the markbook grouped by assessments. Please note that tasks must be assigned to assessments in order for this to be useful. If the "Default Show Task Comments" flag is selected, a notepad icon alongside each Task will be displayed in the markbook ‐ pressing the notepad icon allows task comments to be added/edited. If this flag is unticked, Task comments can be switched on using a control at the bottom of the task markbook page. Integrated Assessments The "Show Integrated Assessments" flag indicates whether the Integrated Assessments tab is visible on the markbook by student. Integrated Assessments are a way of grouping tasks within an assessment from different units. Past Markbook records 180 Remote File and Folder Access By selecting an academic year for "Lock All Markbook Records up to and including the academic year...", you will be able to make all Unit, Assessment and Task markbook data that appears on the markbook by Group / markbook by Student web pages read only. This overrides any other permission apart from the "Override Lock Past Markbook Records" permission action. Show Markbook of this Type in ProPortal This flag dictates whether the student group is available from the Academic Information page within ProPortal. Reports A number of markbook reports are available. Selecting appropriate reports for the Student Group Type will ensure that only the necessary reports are displayed for the Student Group Type. The reports are described in detail in the Web Help Guide. Detailed information about the suitability of each report for different qualification types can be found in the "How To Guides" on the ProMonitor Support page at www.compasscc.com. User Defined Fields Defines the availability and text of several fields in the unit and assessment comment popup. 181 Admin Guide Printed Documentation Column Visibility Allows certain less used columns in the markbook unit and assessments tabs to be removed. 182 Remote File and Folder Access Student Groups The Student Groups tab shows all the student groups belonging to this type. Student groups can be removed and added from this screen. Only student groups which have not already been allocated a student group type can be added. 5.9.3 Marking Schemes The marking schemes describe how grades are mapped to marks within the Student Group markbook and the reports. 183 Admin Guide Printed Documentation Three Marking Schemes are available. Each marking scheme can be applied to a Student Group Type. There are three types of marking scheme: Assessment Unit Overall To create a Marking Scheme, press New. To edit an existing Marking Scheme, press the details (...) button to open the details screen. Each scheme requires a name, what it applies to and a set of Grade / Mark mappings. Overall Marking Scheme Used by the Student Group Reports, this is used to map the overall number of points achieved (or predicted ) for a qualification to an overall grade. Within this scheme, in the example above, 192 points would equate to a grade MMM. Different Overall Marking Schemes have to be established for different qualifications typically based upon the number of Units being marked. 184 Remote File and Folder Access Unit Marking Scheme The Unit Marking Scheme describes the Points associated to each Grade for each Level of Unit. Certain markbook rules applied to the Student Group Type make use of these mappings if available. The Unit markbook Auto Fill feature may be activated (in the Student Group Type) to take advantage of this scheme. 185 Admin Guide Printed Documentation Assessment Marking Scheme The Assessment Marking Scheme describes the Points associated to each Assessment Grade. The Assessment markbook Auto Fill feature may be activated (in the Student Group Type) to take advantage of this scheme. This marking scheme is used by the Markbook Summary to calculate a predicted grade based on the average assessment mark and similarly the Targets report. Adding / Editing a Grade: Enter the appropriate details when adding / editing a grade mapping. For a series of grades, please ensure that where necessary, the Min and Max values are contiguous so marks entered or calculated by reports can be mapped to a valid grade. Note that the Unit Scheme has an extra column to complete ‐ the Unit Level. 186 Remote File and Folder Access 5.9.4 Unit Level The Unit Level can be assigned to a Unit when it is created within the Web Application. It is referenced by the Student Group Unit Marking Scheme. A Unit Level may up to 3 characters in length. The order by dictates the position the Unit Level appears in the Unit Level drop down lists. If a Unit Level is no longer used, it may be set to be obsolete and it will no longer be available for selection within the Unit Level drop down list. 5.9.5 HE Weighting HE Weighting Types allow you to configure how Overall Progress is calculated and presented. For instance, for a 3 year degree programme, the first year may not contribute to the final degree classification, the second year may contribute 30% and the final year may contribute 70%. The HE Weightings are related to the Unit Level. You may create as many different HE Weighting profiles as necessary. 187 Admin Guide Printed Documentation HE Types HE Weighting Type Details The HE Weighting Type is associated to the Student Group Type as required. 5.9.6 Assessment Types An Assessment Type is selected when an assessment is created in the Web Application. Assessment Types are managed by this facility, but may also be created by the Unit Import and the Student Marks and Grades Import. 188 Remote File and Folder Access 5.9.7 Course At Risk Status This screen allows the course at risk status tooltips to be changed within the student group > Risk Indicators web page. The statuses can also be made invisible if the college wishes not to use them all. 5.9.8 Student Group User Links This facility allows you to link to other websites from within the Student Group Summary page. It allows you to add the Student Group Code to a URL to open a Student Group specific web page on your intranet. Student Group Links Pressing the details button (…) alongside any of the menu items will open the details screen. Definable Links Details The Link URL is used to specify a valid web address. The link is customised for each Student Group by use of an embedded tag. The following tags may be used within the Link URL text: <StudentGroupCode> <AcademicYearID> On the web Application Student Group Summary page, the Link URL will replace the tag <StudentGroupCode> for the actual Student Group Code, similarly for the <AcademicYearID>. For further details on setting up ProMonitor to link to external files please refer to the section Remote File and Folder Access. 189 Admin Guide Printed Documentation 5.9.9 Task Report Colour Coding Within the Student Group Type, two reports are available ‐ Task Completion by Student and Task Completion by Group. These reports can be configured to display additional colour coding to suit your requirements. Colour Codes may be created which relate to the Task Grades entered in the Task markbook. The cells on the report will then be highlighted as necessary. Task Completion Colour Code Task Completion Colour Code Details 190