General Import - VIC Importing from CASES

General Import - VIC Importing from CASES

Overview

Compass School Manager requires student, staff and parent information to be provided in a specific format (for a detailed guide download the Mapping Guide in the top right of this article). 

This document details how to setup Compass-compatible exports in CASES21 for Victorian government schools that have not yet been provisioned with an eduHub folder by the DET.

You will need to set up seven exports: Students, Staff, Parents, Relationships, Medical, School Information and Campuses. You will only need to set up these exports in CASES21 once. Once created, these will be saved and can be run at any time by simply double clicking on them.

The first five reports will need to be run each time you update student enrolments in CASES. After the initial import, you will only need to run the final two exports during the year-end rollover, if the school contact details change, or if your school expands to include a new campus.

Setting up exports

Step 1

Select Utilities > Export Data > Export Data from database



Note: If you have already set up the CASES exports, please skip to Step 10.

Step 2


Click the New Format button at the top of the displayed window


Step 3

Enter an appropriate title for the export. We recommend that you name the exports using your school number in the following format:
####_CompassStaff
####_CompassStudents
####_CompassParents etc.

You may also enter a description to assist with future identification (optional). It can be helpful to include information relating to who set up the export and the date on which it was created. Click 'Next' to navigate to the next screen.


Step 4

Ensure the My Folder checkbox is ticked and click 'Next'.


Step 5

On this screen, simply ensure the 'Prompt for filename' checkbox is ticked.

Click 'Next'

Step 6

Ensure the 'Use direct export for complex queries' checkbox is ticked.

Step 7

Click the 'SQL' button (as circled above). This will open a new window.
 
Copy and paste the SQL query text given to you by Compass into the window.

Please keep in mind CASES will not allow you to right-click and select 'Paste', you will need to use the shortcuts on your keyboard to do this. On most computers paste is 'Ctrl + V'.

Click 'Apply' to save the changes.

Step 8

Click 'Next'.

Step 9

Depending on the type of data you're exporting out of CASES you will need to set the export screen in one of two ways:
Exporting out Staff, Student, Parents, Relations, Medical, School Information, or Campus Data
Ensure the export screen appears as below:
Delimited (Checked)
Delimiter, Comma (Checked)
Delimiter, All strings delimited (Checked)
Export field titles as first record (Checked)
Format, Order (YMD)
Format, Delimiter (a single hyphen)
Four Digit Year (Checked)
Leading Zeros (Checked)
Exporting out Financial Management data such as Accounts (GL Codes), Creditors, or Sub-Programs
Ensure the export screen appears as below:
Delimited (Checked)
Delimiter, Comma (Checked)
Delimiter, All strings delimited (Checked)
​
Export field titles as first record (leave Unchecked)
Format, Order (YMD)
Format, Delimiter (a single hyphen)
Four Digit Year (Checked)
Leading Zeros (Checked)

Click 'Finish'
Note: The only difference between the two columns above is that for Financial Management data the "Export field titles as first record" field should NOT be ticked.

Step 10

Your export should now have been added to the list.

To run the export, simply find it in the list and double click on it.

Step 11

A save pop up window will appear. Select the desired location and click 'Save'. 

Please note that you will need to save the exported file in a shared drive that you can access from your PC (this is usually the U:\ drive). We also recommend that you set up a 'CompassExports' folder on this drive for ease of file management.

Step 12

A report will then be displayed on the screen detailing how many records were saved.

The export setup process (steps 2-9), and actual export process (steps 10-11) should be repeated for each CASES21 > Compass export.

For how to import accounts, sub-programs or creditors into Compass, please refer to the
  
from our Knowledge Base.

Upload CASES exports into Compass

If you already have access to Compass, follow the process below.

Alternatively, if you're setting up Compass for the first time, please email the files to support@compass.education and the Compass Team will upload them for you.

1) Login to Compass School Manager

2) Hover over the Tools menu (cog icon) next to your name at the top right

3) Select General Import

     

4) In the resulting 'General Import' screen, use the Browse buttons to select the files you exported from CASES21.

(If you are uploading Financial Management data this can be done within the Financial Management module. There are directions for where to upload each file explained in the Financial Management Administration Guide Knowledge Base article.)​


     


5) Click 'Next' at the bottom of the screen to begin the import.
Note: You can upload files individually or all at once. If you are uploading Parents details you should also upload Relations to connect the parent account to the student.

- Financial Management Administration Guide
- Financial Management and CASES21


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