Smart Integrator is the tool to import data automatically in to Smart Assessor

The core basic data to start using the site – Employer, Assessor, Learner with courses 


Populating the following screens




The information will need to be presented in one of the file types: - Excel – 

A spreadsheet which requires set up through assigning headers 

XML – Extensible Markup Language that defines a set of specifically named tags 

Data can be exported from a Management Information System (MIS) or entered in to these manually. 

The 3 required files are to be called 

Employer.xls / Employer.xlsx or Employer.xml 

Assessor.xls / Assessor.xlsx or Assessor.xml 

Learner.xls / Learner.xlsx or Learner.xml 

With no password protection 

Please note: All three MUST be on separate spreadsheet documents. Not separate sheets inside of one excel document. 

 

*Please note: e-mail address and Mobile numbers will only be updated when a learner is imported for the first time in Smart Assessor. It is Important emails are added so passwords can be sent out. 


The Excel column names can be kept as exported from the MIS or set as other preferences.

Examples of Employer File 

Examples of Assessor File 

Examples of a Learner File 


It is now time to login to Smart Assessor www.smartassessor.co.uk  with Master Admin rights. If you do not have these please contact the designated Master Admin within your organisation or email accountmanagers@smartassessor.co.uk


The column heading of the 3 Excel files – Employer, Assessor and Learner will require mapping.

Any fields in the Mapping Screen that are not used in the Excel columns headings MUST be left blank 

Each section will also need to state which row the Excel sheet columns are located, all examples in this guide start on row 1 



Work through each Excel file mapping the column heading next to the relevant field some examples: - 


IQA’s can be assigned to learners. In order to achieve this the MISIQAID needs to be present against the learner data against each learner record. The IQA ID can be set against the field MISAssessorID inside the Maintain Users page.


Note: By default, if a separate IQA is added to your data files, the data will add the new IQA as an additional IQA. If you could like the new IQA to replace the old IQA, please contact Smart Apprentices support at support@smartapprentices.com to have this feature turned on.

IMPORTANT Please note: There are 5 pre-defined entity references in XML: 

For example, if an Employer name is “Brown & Co.”, this MUST be changed to “Brown & Co” 

Replace the & with & XML Tags: 


An XML document must be specific in order and Tags are case sensitive for the data to import. 

XML Tags must open and close in the following example format: 

 If the fields have null values, the tags must still be open and closed

Tag Can include the codes directly from the MIS or set as per the Smart Assessor codes on Page 6 

Testing XML Files: XML files do not need to mapped with the Smart Assessor Mapping Screen


 XML files can be tested at http://www.xmlvalidation.com/ 


Users of Excel will now have 3 files with column headings mapped in the Excel Import Field Users of XML will have 3 files, which they have not needed to map.

Test Files 

If importing for the first time and you would like Smart Assessor to test the files before loading them on to the organisation live site please login www.smartassessor.co.uk and click on the SUPPORT tab to raise a ticket, attaching the three files with comprehensive details of the test required, or email the files to accountmanagers@smartassessor.co.uk IMPORTANT:

 If you decide to run new data files into an existing live site with data WITHOUT running a test first. 

To avoid any duplication, the existing MISEmployerID, MISAssessorID and MISLearnerID must NOT be changed if there is already existing data in the site File 


Alternative to the manual upload of files a File Transfer Protocol (FTP) can be used. Please raise a request through a ticket in the SUPPORT tab with the organisation’s outgoing IP Address. The FTP username and password will be set up and returned on the ticket. FTP is a quick and easy way to import data into Smart Assessor.

 

 To view the data imported review page 3 and 4 to see the screens where the data is imported to.


  • Check Excel Column headings exactly match those in the Excel Import Field – look for spaces 
  • Is there a field Mapped in the Excel Import Field but not on the Excel spreadsheet? 
  • Are all the Start Rows correct? • Are the Mandatory Fields included? 
  • Are the 3 files names correctly labelled and with no password protecting them? 


7) Enter email address to receive the log after data has been uploaded 

Will occur if the system detects there is a possible duplicate Employer, Assessor, Learner being imported, the specific Employer, Assessor, Learner will NOT be imported. 

Example: A different MISLearnerID is associated with an existing Learner ULN or StudentID already Meaning it will not import as there could be a duplicate record trying to import. 

If importing for the first time and you would like Smart Assessor to test the files before loading them on to the organisation’s live site please login www.smartassessor.co.uk and click on the SUPPORT tab to raise a ticket, attaching the three files with comprehensive details of the test required, or email the files to accountmanagers@smartassessor.co.uk


If you require standards to be imported into your Smart Assessor site, please raise a support ticket from the support tab and our qualifications team will be able to add them in. Standards are imported against learners in the same way a normal qualification would be added, buy the unique code you use for the standard to go into the “LadCode” field.

NOTE: When standards are imported into your Smart Assessor site, the code that is used to match the qualification up is set as the government standard code against the standard. If you use a different code in your MIS system, please contact Smart Assessor and ask us to amend the code for the standard to what you use, so they can be added to the learner’s records successfully

If you decide to run new data files into an existing live site with data WITHOUT running a test first To avoid any duplication, the existing MISEmployerID, MISAssessorID and MISLearnerID must NOT be changed if there is already existing data in the site 

If you have any questions, please contact Smart Assessor by raising a SUPPORT Ticket.


Regards,

The Smart Apprentices Team