We recommend that you update your EYFSTT file regularly throughout the year to ensure that the children in the file, and their contextual data is always kept up to date.

We also recommend that you continue to use one EYFSTT file, adding in new cohorts to this file each new academic year. This allows you to easily compare achievement between multiple cohorts.

We have added a facility to archive cohorts of children, so that older children can be taken out of the file when comparative analysis is no longer necessary.

 

To update an existing Early Years Foundation Stage Target Tracker file with contextual data changes and new pupils you should first create a Pupil Detail report from your school's Management Information System (MIS). If you are not sure how to do this please use the relevant Support Article for your MIS e.g. Extracting pupil data from SIMS.net

 

Save the file from your MIS as an Excel file to a location you can access from the PC where you use the Early Years Foundation Stage Target Tracker software e.g. on a network, on the Desktop of the PC with EYFSTT installed, or onto a memory stick.

 

Load EYFSTT and load the file you wish to update with new pupils, changed contextual data etc.

Tick one or more Year Groups to activate the file

Click the green icon in the top left corner to load the File menu

Click on Import and MIS

Click the Browse button below Select file to Import

Browse to the location of the file created from your MIS and open it

Select the year group that you wish to import or update

 

The Summary shows how many pupils will be added, modified or removed. Children already in the file and who have no changed data appear on a white background, children to be added are shaded in green, children already in the file but where contextual data has changed will be shaded orange, and children no longer in the MIS file are shaded in pink as needing to be removed from the EYFS file.

 

If only the updates for one class are required then by clicking on the Class column header the data will be resorted by class, this allows children in other classes to be deselected by unticking their boxes in the Update column

 

If you are updating one EYFSTT file but then need to also update other copies ot the file with the same information. do this part of the process by synchronisation. So having updated one file with the new data from the MIS file as above, you must next synchronise the updated EYFS file with each of the other EYFS files to update them also. Do not update each file using the Import MIS process as this may result in duplicated children the next time you do synchronise the files.

 

Click to Update Pupils – a message box will appear telling you how many new pupils have been added, how many updated and how many removed from the file– Click OK

 

You will then be returned to the EYFSTT file with new children added and the contextual data updated

 

Note - If you have a child that you wish to add to your file but this child is being taught out of year group, e.g. a Y1 pupil that is taught in Reception, you will need to select Year 1 when importing the children, then untick everyone except the child you wish to add. The child will appear in the file as a Year 1 pupil but you can then use the Year Group Modifier to allow them to be assessed as though a YR child. See the Support Article – Entering assessments in EYFSTT for Year 1 children being kept back in Foundation Stage