The Data Integrator provides the means of integrating data from one PTT file into another.

 

The integrator matches data ideally on UPN and/or DOB, if these are missing from the Master PTT file the integrator will ask for confirmation before matching the incoming data to a child of the same name. 

 

To use the integrator follow these instructions.

 

Load the Master file into PTT; this is the file that you wish to integrate data into.

 

Next select File and Integrate Data.

 

Browse to the incoming PTT file containing the data that you wish to integrate, click on it and click Open.

 

Any pupils found in the incoming PTT file who do not exist in the Master PTT file will be displayed

 

Add - will add the pupil to the Master PTT file

Match – will search the Master PTT file for children with names spelt slightly differently. Use Match if you feel the child is not new and should already be in the file

Ignore – to leave this pupil out of the integration process altogether

Cancel – to cancel whole integration process

 

If the process finds children who are active in the incoming sub file but are in the Removed area of the Master file you will get a message asking if you wish to restore the children to the Master data file too. If clicking Yes to this message you will then be asked to choose if the child had left but has now returned or was removed from the Master data file by mistake. Click Yes or No appropriately.

 

If the process finds children in the Removed area of the incoming sub file who are still active in the Master file you will get a message asking if you wish to remove the children from the Master data file too

 

The next window is the integration instruction window – please read carefully before continuing.

 

If there are changes to the data in the Tracking or Contextual Data columns of the Master file to be integrated from the incoming PTT file, the number of columns where changes have been found is indicated in blue text. Use the Scroll to Next Change button to scroll to the columns containing the data, highlighted in yellow, where the integrator has found data in the incoming file that is different to that contained in the Master file.

 

If you wish to integrate these changes tick in the boxes at the top of the columns. Be particularly careful if unlikely changes are found such as children's names or gender. Ticking a column integrates the data for the entire column so if there are blank cells in the column that are highlighted in yellow, so indicating a difference to the Master file, and you tick to integrate the blanks you will wipe out any data that may alreday exist in the Master PTT file. Do not tick columns if you are unsure.

When you are happy that you have ticked all required columns click Integrate Changes

 

A window appears telling you how many columns have been selected.

Also in this window you have the option to integrate any Individually Set Targets, any Comments and any Termly assessments or Pupil Discussions you may have made to the incoming sub file in Termly Tracker

 

Click on Integrate Changes and if only Tracking Data changes are being integrated you will be returned to your Master file with the data integrated.

 

However, if you have Termly Tracker data to integrate the process will continue as follows

 

If there is a difference in the Active period of the Master file compared to the incoming PTT file you will see the Integrate New Periods message box next. This message tells you the Active period of the Master file and also the incoming PTT file. To align the Master file with the status of the incoming file click Apply.

 

You will then see a message reminding you that unless all of the pupils for this cohort are in the incoming PTT file, you must also integrate your other sub files or you will have a partial set of data for the new Active Period when viewing the Master file in Termly Tracker – click Continue

 

The next window is the Termly Integrator box - click to select the subjects with changes in Termly Tracker then click OK.

 

This will return you to your Master PTT file with all data integrated.

 

Save the file when closing.

 

To view the newly integrated termly data, load the file into Termly Tracker.