Smart Assessor Automated Data Integration
What it does:
This is a tool Smart Assessor has developed to allow our clients to send to us XML data via FTP,
which we will then take and import into our system.
How it works:
The Customer exports 3 lots of data from there MIS to XML, one containing learner information, one
containing employer information and then one containing assessor information they will then set up
a scheduler that automatically transfers this data to our server as often as they choose, e.g. Hourly,
Daily or Weekly.
Smart Assessor then receives this data and first of all imports the employer data, checking for any
new employers and creating these and updating any existing employer data as well.
We will then Import the assessor data, checking for any new assessors and creating these or
updating any existing data.
We will then import the learner data, checking again for any new learners and creating them and
updating any existing ones, we will also attach qualifications to the learners based on the LAD code.
If we find any data where we do not have internal ID’s stored for but there are similarities e.g.
company EDRS number and Postcode match we will send these to a storage area in Smart Assessor
where a person will have to match the data up via an interface in Smart Assessor.
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Fields included in the Import:
Learner elements:
Mandatory elements highlighted
MISLearnerID
UserID
Forename
Surname
ULN
StudentID
DOB
Sex
NINumber
Domicile
Email
TelNum
Mobile
LDisability
LDifficulty
HomeAddressLine1
HomeAddressLocality
HomeAddressTown
HomeAddressCounty
HomeAddressPostCode
MISEmployerID
InitialAssessmentNumeracy
InitialAssessmentLiteracy
InitialAssessmentICT
Partner
Courses
String – 32 char
String – 128 char
String – 50 char
String – 50 char
String – 10 char
String – 20 char
Date (DD/MM/YYYY)
String – 6 char
String – 9 Char
String – 2 Char
String – 128 Char
String – 50 char
String – 50 char
Courses
Course
Grouping Courses together
Element Grouping course info together
Course
LadCode
CourseName
CourseStartDate
CourseEndDate
InternalCourseID
Groups Course info together
string - 9 Char
string - 250 Char
Date
Date
string - 20 Char
String – 50 char
String – 50 char
String – 50 char
String – 50 char
String – 50 char
String – 32 char
string - 10 Char
string - 10 Char
string - 10 Char
string - 95 Char
Element grouping Courses together
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MISAssessorID
Status
PathwayCode
String – 32 char
Pass the following Abbreviations:
AI – Awaiting Inductions
IT – In Training
CM – Completed
TS – Training Suspended
EL – Early Leaver
TR – Transferred
CR – Certified
string - 250 Char
Example Learner XML:
<Learners>
<Learner>
<MISLearnerID>1234-4564-4567</MISLearnerID>
<UserID>dave123</UserID>
<Forename>Dave</Forename>
<Surname>Smith</Surname>
<StudentID>12345hdsa</StudentID>
<DOB>01/11/1990</DOB>
<Sex>Male</Sex>
<NINumber>JP234545c</NINumber>
<Domicile>XF</Domicile>
<Email>[email protected]</Email>
<TelNum>01788834669</TelNum>
<Mobile>07872562567</Mobile>
<LDisability></LDisability>
<LDifficulty></LDifficulty>
<HomeAddressLine1>1 Street</HomeAddressLine1>
<HomeAddressLocality>Cheylesmore</HomeAddressLocality>
<HomeAddressTown>Coventry</HomeAddressTown>
<HomeAddressCounty>West Midlands</HomeAddressCounty>
<HomeAddressPostCode>CV23 0PL</HomeAddressPostCode>
<MISEmployerID>12AD23</MISEmployerID>
<InitialAssessmentNumeracy>E1</InitialAssessmentNumeracy>
<InitialAssessmentLiteracy>E2</InitialAssessmentLiteracy>
<InitialAssessmentICT>E1</InitialAssessmentICT>
<Partner>Harrow Training Provider 1</Partner>
<Courses>
<Course>
<CourseName>BA L2</CourseName>
<InternalCourseID>BA1223</InternalCourseID>
<LadCode>5011098</LadCode>
<CourseStartDate>01/11/2011</CourseStartDate>
<CourseEndDate>01/11/2012</CourseEndDate>
<MISAssessorID>123456789</MISAssessorID>
</Course>
<Course>
<CourseName>BA L2 Tech Cert</CourseName>
<InternalCourseID>BAT123</InternalCourseID>
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<LadCode>1019875</LadCode>
<CourseStartDate>01/11/2011</CourseStartDate>
<CourseEndDate>01/11/2012</CourseEndDate>
<MISAssessorID>123456789</MISAssessorID>
</Course>
<Course>
<CourseName>Key Skill</CourseName>
<InternalCourseID>KS123</InternalCourseID>
<LadCode>1025258</LadCode>
<CourseStartDate>01/11/2011</CourseStartDate>
<CourseEndDate>01/11/2012</CourseEndDate>
<MISAssessorID>123456789</MISAssessorID>
</Course>
</Courses>
</Learner>
</Learners
Please note: MISAssessorID – although this isn’t a mandatory field, if you do not pass this the Assessors will not
be attached.
Employer elements:
Mandatory Elements Highlighted
CompanyName
BusinessDepartment
BusinessLocation
BranchCode
EDRS
MISEmployerID
AddressLine1
AddressLine2
AddressTown
AddressCounty
AddressPostCode
Telephone
KeyContactName
KeyContactEmail
String – 500 Char
String – 400 Char
String – 400 Char
String – 400 Char
String – 20 Char
String – 32 char
String – 200 Char
String – 200 Char
String – 200 Char
String – 200 Char
String – 200 Char
String – 20 Char
String – 50 Char
String – 300 Char
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Example Employer XML:
<Employers>
<Employer>
<CompanyName>Smart Assessor</CompanyName>
<BusinessDepartment>12223</BusinessDepartment>
<BusinessLocation>Street Ashton</BusinessLocation>
<BranchCode>1234</BranchCode>
<EDRS>4534DF</EDRS>
<MISEmployerID>145688DF</MISEmployerID>
<AddressLine1>Fosse Cottage Farm</AddressLine1>
<AddressLine2>Street Ashton</AddressLine2>
<AddressTown>Rugby</AddressTown>
<AddressCounty>West Midlands</AddressCounty>
<AddressPostCode>CV23 0PL</AddressPostCode>
<Telephone>0845 460 4440</Telephone>
<KeyContactName>Aaron Gleeson</KeyContactName>
<KeyContactEmail>[email protected]</KeyContactEmail>
</Employer>
</Employers>
Assessor Elements:
Mandatory Elements Highlighted
AssessorForename
AssessorSurname
AssessorUsername
AssessorPassword
Region
MISAssessorID
EmailAddress
PhoneNum
MobNum
String – 50 Char
String – 50 Char
String – 50 Char
String – 50 Char
String – 400 Char
String – 32 char
String – 256 Char
String – 50 Char
String – 50 Char
Example Assessor XML:
<Assessors>
<Assessor>
<AssessorForename>Aaron</AssessorForname>
<AssessorSurname>Gleeson</AssessorSurname>
<AssessorUsername>Aaron.Gleeson123</AssessorUsername>
<AssessorPassword>abc123</AssessorPassword>
<Region>West Midlands</Region>
<MISAssessorID>258DF4</MISAssessorID>
<EmailAddress>[email protected]</EmailAddress>
<PhoneNum>01788 834 669</PhoneNum>
<MobNum>07872562567</MobNum>
</Assessor>
</Assessors>
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The Names of the XML files must be as follows:
Learner XML:
Learner
Employer XML:
Employer
Assessor XML:
Assessor
FTP Details:
Each client will get their own FTP Login Details and their data will be stored in its own folder
away from all other clients’ data and they will not have access to any other folders on the
system.
FTP Address of the server is:
Smartassessor.co.uk
Your username and password will be sent over separately, please keep these secure and
safe.
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Further details on the import process:
Create/Update employer:
We will receive a full list of employers and will look to see if we have already got the employers
created in the system based on the MISEmployerID, see flow diagram below:
Employer XML table
received
Does MISEmployerID
Exist in SA?
No
Yes
Update Record in SA
Store in Employer
match up table for
later use
Yes
Does EDRS number or
Postcode Exist in SA?
No
Create new
employer
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Create/Update learner:
We will look to see if we have already got the learner in SA based on MISLearnerID, see flow diagram
below.
Does
MISLearnerID
exist in SA?
Learner XML table
received
Yes
No
Update Record in SA
Store in Learner
match up table
Yes
Does ULN or
Student ID and
MISEmployerID
exist?
No
Create new Learner
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The learner table will also contain the MISEmployerID this will be used to link the learner to the
employer and will have to assign the course and assessor to the learner as well.
The process for this will be:
Check MISEmployerID against the
employer table
Does
MISEmployerID
exist?
No
Yes
Don’t create learner and
record in error log
Attach employer to learner
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For attaching courses:
Check Internal Course
Codes
Does it match
to our system?
No
Yes
Check Lad Codes
Attach Course to learner
Yes
Don’t assign
course and
record in error
log report
No
Does it match
to our system?
For attaching assessors:
Check MISAssessorID
Do they match
our system?
No
Don’t Attach Assessor and
record in Error log
Yes
Attach Primary
Assessor
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Create/Update Assessor
Does
MISAssessorID
exist in SA?
Assessor XML table
received
Yes
No
Update Record in
SA
Store in assessor
match up table
Yes
Does Forename
and Surname
exist in SA?
No
Create new
Assessor
At any point during the import – if the XML contains any duplicate learners then that learner is not
imported and sent to the error log.
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