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To extract Assessment Data from Phoenix Gold and prepare it before integration into Primary Target Tracker follow these instructions.
This is probably a worthwhile process for schools with larger cohorts and a lot of assessment data. For adding assessments to smaller cohorts it may be quicker to enter the data manually into PTT by typing onto the Tracking Data sheet.
Creating the Phoenix Gold Extract
Load Phoenix Gold
Click Data Entry
Click on Data Import / Export
Select the academic year that the Test would have been taken, or the Teacher Assessment made, e.g. if you want to extract KS1 data for pupils' currently in Year 4 in 2009/10 you would select the academic year 07/08
Double click on the type of data you want to extract e.g. Key Stage 1
Double click to open the folder
Double click on 'Definitions for chosen year'
Double click on a subject
Tick box to Include Calculated Fields
Double click on Test or Teacher Assessment
Single click on Tests or Assessments that you wish to export. They will appear in the Assessments to Include box on the right of the screen
When you have selected all of the Tests or Assessments you wish to export click on the icon that looks like a floppy disc with a black arrow pointing into it
Give the selection of assessments a name e.g. KS1 Tests & TA – Current Yr4 then click OK
Click on Export
A Save As box appears. The default location for saving files from Phoenix is the Data Exch folder. Change the location if desired. The file name will be as chosen above and the default file type is a .txt file. Change the .txt file extension to .xls and the file will then be saved as a Microsoft Excel file.
The file now needs to be formatted to make it ready for converting into a Primary Target Tracker file
Formatting the Phoenix Gold Extract
Open the file from the Data Exch folder, or your chosen location if different
Expand the columns in row 2, containing assessment data, to show the type of data in each column. Then type a simpler name for the data in row 4 at the top of each column of assessment data, e.g. TA Maths Y4
Delete the columns Gender, Class, Year, Roll No
Delete rows 1, 2 and 3
Next insert 3 new columns before the column containing the pupil's names
It is necessary to have columns A, B and C containing UPN in column A, Surname in column B and First Name in column C. The easiest way to achieve this is to copy and paste these 3 columns from the Primary Target Tracker file for the same year group of pupils. It is essential to check carefully that the Phoenix name column and the data in the newly inserted columns for each pupil lines up correctly i.e the UPN, Surname and First Name is in the same row as the matching Phoenix pupil name and its data. Edit the spreadsheet carefully until this is the case.
When completely happy this is the case delete column D containing the Phoenix pupil names
The data is now formatted and can be converted to a PTT file using the Primary Data Converter
Conversion to Primary Target Tracker
Load the Primary Data Converter from the right hand list on the TT Launcher
Load the formatted spreadsheet
Click the New/Edit Template button
Select the appropriate TT headings from the dropdown lists to match the columns in your spreadsheet
Select the appropriate Conversion e.g. level ABC from the dropdown list in the middle column, if your Phoenix data is in levels with ABC included
Save the Template if required (if you have more spreadsheets with the same column layout to convert) then click Continue
If errors in the data are found a message box will appear – either Print and correct the errors in the Excel spreadsheet and start the data conversion again or click Clear Errors to continue converting data
A Save Data box appears. Choose a location and a name for the new Primary Target Tracker file and save. This file should now be integrated into the appropriate Primary Target Tracker master data file. Please use the Support Article - Integrating data from one Primary Target Tracker file into another file for help with this process.