It is possible to update your Primary Target Tracker files with information such as new pupils, SEN info, FSM etc and remove pupils who have left, using a pupil detail report from your School Management System (MIS)

 

Please use the Support Article on data extraction for your particular MIS for help with creating the pupil detail report e.g. Extracting pupil data from Integris G2

 

The process matches on UPN or DOB. If these are both missing for any child in the PTT file the integrator will try to add the child again, as a new child. Before starting the process always check in Contextual data to see if you have any children who are missing both UPN and DOB, if you have make a note of their name to remind you to Match these children and not Add them into the file again. 

 

Load PTT and choose one of your Primary Target Tracker files that you wish to update.

This process should only be done on files containing the whole cohort and not on class files.

 

When the file is loaded click on the File menu and Import from MIS

Browse to the location of the pupil detail report and Open it

 

Firstly you will be warned if there are pupils in your Master file who no longer appear in the incoming file – Click Yes if you wish to be prompted to remove these pupils from the Master file also (*this will then happen later in the process)

 

Next any pupils found in the incoming file who do not exist in the PTT file will be displayed

Add - will add the pupil to the Master file

Match – will search the Master file for children with similar names. Use this option if you feel the child is not new and should already be in the file. Also use this option for matching data to children who are in the file but without UPN and DOB 

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

Cancel – to cancel whole integration process

 

Next you will be warned if there are any pupils found in the Removed Pupil area of the Master file who are still present in the incoming file. You will then be given the option to Restore the pupil to the Master file

 

*This will be followed by the option to remove children from the Master file who no longer appear in the incoming file

 

The next window is the integration instruction window – please read carefully then click OK

 

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 that is different in the incoming file 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

 

When you are happy click Integrate Changes

 

Finally click the Integrate button and you will be returned to your Master file with the changed data integrated.