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These instructions will enable you to produce a report from Phoenix Gold which can then be used to set up your Target Tracker files.
If you are extracting data from Phoenix for the first time you will need to import the 'report template' we have provided into your system. This template may be downloaded from the Target Tracker website, www.targettracker.org - Support - Downloads, or imported from any PC running Target Tracker from the following location -(C/ProgramFiles/TT/DataExtractionKit/Phoenix)
Importing the template file Target Tracker Export V2.PGP into your DataExch folder
Browse to the location of the Target Tracker Export V2.PGP, the location you chose when saving from our website or to the C drive of your PC, as mentioned above
Right mouse click on the file and choose Copy
Open the DataExch folder
If you are not sure where your DataExch folder is, go to System Management / Support Information. In the System Information box in the top right hand corner, you will see the path to your Apps and Data folders. Your DataExch folder will be in the same place .
Right mouse click in the DataExch folder window and select Paste
Close all the windows
Now open Phoenix Gold:
Click on System Management and then Data Management and finally Data Exchange.
Now import the profile:
Select the option to Import Phoenix Gold Profile from the left hand column by clicking on it.
Click Continue.
Select Target Tracker Export V2 from the list offered by clicking on it and it will immediately import into your system.
Viewing the Report
You will now be able to view this report. This can be done by cancelling out of this area and looking at Pupil Reports / Easy Adhoc Reports
Generating the Report
Open Phoenix Gold.
Click on Pupil Reports.
From the Pupil Report Screen choose the Easy Adhoc Reports.
From here you can choose the Phoenix to LEA report by clicking once on it.
From this screen you will also have to do the following
Click once on the radio button next to Export File.
Click on the CSV Delimiter radio button.
At this point you should also click the box next to 'Omit non-custodial parents'. This will stop any children from being repeated if they are logged in Phoenix with more than one address, one for each parent in the case of a separation. If this box is selected then a tick will appear inside it.
Click the all current pupils button. This will include all current children on roll in the Target Tracker Report. This needs to be done even if you are only updating one year group.
Target Tracker will recognise each year group and create a separate file for each one.
Saving the file
You will then be asked to save the file. Phoenix will automatically want to save the file in the Date Exchange Folder. Please save the file on to a memory stick or on the Desktop of your PC. Do this by clicking the black downward facing arrow at the end of the 'Save in' box and choosing the new location to save the file
The final operation is to give your file a name. You could use your school name and add the extension .csv to the filename
Click on Save. A Launch Application window will appear. Click cancel.
You now have a 'comma separated value' (.csv) file, containing details of children in your school.
Editing the file
Open the file in Microsoft Excel
You may have some words such as Phoenix to LEA in Row 1 and if this is the case you must delete Row 1 to bring the headings of the columns up into Row 1. The headings of your file must be in Row 1.
This file should be saved as an Excel (.xls) file. Do this by choosing File and Save As. The from the 'Save as type' drop down, choose Microsoft Excel Workbook
If you are about to go on a Starter Course, you may wish to take this file with you on a memory stick. Please protect the data in accordance with your school or Local Authority Data Protection policy. It will be converted to Target Tracker files on the course.
If you wish to convert this file to Primary Target Tracker files yourself please use the Support Article - Making Primary Target Tracker files using data from a School Management System
If you wish to use the file to update your existing Primary Target Tracker files please use the Support Article - Updating Primary Target Tracker files using data from a School Management System
If you wish to use the file to update your existing Early Years Foundation Stage Target Tracker files please use the Support Article - Updating Early Years Foundation Stage Target Tracker files using data from a School Management System