CTF 17 (England and Wales) and CME files (England only)

 

Updated 11/06/2018 at 13:45 – Contact Linking & Contact Address Problem

Apology

  • Unfortunately, there is a problem with our contact matching that means that in some cases the importing of a CTF to an admission group will result in new pre-admission pupils being linked to the wrong contact and can also result in contacts being allocated incorrect addresses.  Please accept my apology for this mistake in Capita’s software.

Description of Problem

  • The SIMS 7 Autumn Release 2017 included a patch for CTF Import that has a serious issue where CTF Import is used for adding pupils to an admission group.

First aspect of the problem

  • On import, the software uses a matching routine to check if any of the pupils to be imported have contacts that already exist in SIMS and, where this is the case, links that contact to the pupil and updates the contacts address as necessary.
  • Unfortunately, several aspects of the matching routine where accidentally removed so that the matching routine only checks for matching names and gender.
  • The net result is that existing contacts can be given the wrong address and the imported pupil in the admission group can be linked to the wrong contacts.

Second aspect of the problem

  • This is similar to the first aspect of the problem, but applies where no address for the contact has been included in the CTF file.
  • As for the first aspect of the problem, the link from the imported pupil will be to the first existing contact with the same name and gender, but in this case the address for that contact is not changed.

Example of Problem

  • Having upgraded to the SIMS 7 Autumn Release 2017 or Spring Release 2018, a school runs Routine | Data In | Import CTF.
  • School chooses ‘Add data for New Pupils Only’.
  • Having selected the CTF file, the user opts for placing the new pupil in a Pre-Admission Group.
  • Pupil named Paul Smith is added to a Pre-Admission and the software looks in the SIMS list of all contacts to find Paul’s contact whose name is John Smith with a gender of male.
  • The software finds the first male John Smith in the list, which given the commonness of the name is likely to be the wrong John Smith, and links that John Smith as a contact for the Paul Smith that has been added to the Pre-Admission Group.
  • Where the CTF file includes an address for the contact, the software compares the address of the John Smith in the CTF file with the John Smith that has been linked to the Paul Smith that has been added to the Pre-Admission Group and, in nearly all cases, finds that they are different.  Having found that they are different the software changes the current address for the contact (which is very likely to be the right address) to the address in the CTF file (which is very likely to be the wrong address).
  • Therefore, the Paul Smith that has been added to the Pre-Admission Group is very likely to have ended up linked to the wrong John Smith.  If this John Smith has been given the wrong address, that wrong address will be significant to both Paul Smith and any other pupils where John Smith is the contact.

Solution

  • Applying Patch 23971 will fix the first aspect of the bug (available from SOLUS 3).
  • We are creating a second patch that will incorporate Patch 23971, to fix the first aspect of the bug, and will additionally fix the second aspect of the patch.  It will be fine for a school to apply the second patch when they have already applied the first patch and it will also be fine for a school to apply the second patch without having applied the first patch
  • Optionally, make use of a routine, which we expect to be able to provide in the near future, to detect if any of a school’s contact data has been affected by this bug.
  • We expect to be able to make patch 24040 available in the near future to restore the original address for the contacts and to link the imported pupils to the correct contact.  However, it is important to note that this restoration will only be possible where the school has not already attempted to resolve the issue for a contact.

Progress

  • Patch 23971 is available.
  • Patch to replace 23971 is being developed and should be available in the near future
  • Patch 24040 is being extended to take account of both aspects of the issue

Added 09/05/2018 at 14:30 – Problem with importing Proficiency in English (England only)

Unfortunately, there is a problem with our coding of CTF Import which results in any Proficiency in English data not being imported.  The problem is solved by patch 23974, which is being made available from SOLUS.

Added 15/03/2018 at 12:30 – Address Problem (KB478399)

Apology

  • Please accept my apology for not warning you of this problem sooner

Description of Problem

  • Where a pupil is imported into SIMS, when they already have a sibling at the school and the siblings have the same contacts, the addresses for the contacts are ended on the date of import.
  • Where the pupil is set to ‘inherit’ a contact’s address the address for that pupil will also be ended.

Solution

  • Apply patch 23690 to fix the bug
  • Re-import the CTF to restore the addresses
  • This patch will be included in the Summer Release 2018

Added 09/05/2018 at 14:30 – Problem with importing Proficiency in English (England only)

Unfortunately, there is a problem with our coding of CTF Import which results in any Proficiency in English data not being imported.  The problem is solved by patch 23974, which is being made available from SOLUS.

Added 15/03/2018 at 12:30 – Address Problem (KB478399)

Apology

  • Please accept my apology for not warning you of this problem sooner

Description of Problem

  • Where a pupil is imported into SIMS, when they already have a sibling at the school and the siblings have the same contacts, the addresses for the contacts are ended on the date of import.
  • Where the pupil is set to ‘inherit’ a contact’s address the address for that pupil will also be ended.

Solution

  • Apply patch 23690 to fix the bug (available from SOLUS 3)
  • Re-import the CTF to restore the addresses
  • This patch will be included in the Summer Release 2018

Added 04/12/2017 at 16:00 – Restricting export/import of contact data 

Currently we have a tick box that schools can use to indicate whether to export/import contact data.  There has been some discussion of extending the choice to export/import of parental contacts only, e.g.

from

Student Contacts  [  ] 

to

 All Student Contacts  [  ]
 Student Parental Contacts  [  ]

Please raise/support a Change Request on My Account, if you would value such an extension of CTF functionality.

Added 22/11/2017 at 09:35 – Problem with the transfer of service child indicator 

Unfortunately, there is a problem with our coding of CTF Export that can result in the service child indicator being assigned to pupils in the CTF file that are not actually service children.  A patch to resolve this problem will be made available from SOLUS 3 in the near future.

Added 22/09/2017 at 19:10 – Use of effective date for selecting pupils for CME files (England only) 

Unfortunately, in the original SIMS Summer Release 2017 there was a mistake in the coding for selecting pupils for CME files which meant that the System Date was used where the Effective Date should have been used.  Most of you will not have experienced this problem, as Workstation Patch 1 dealt with this problem as one of the CTF pupil selection fixes.  I apologise for not making this clear earlier.

Updated 21st September 2017 at 12:05 – Current academic year restriction for creation of CME files (England only)  

Unfortunately, in the original SIMS Summer Release 2017 there was a mistake in the coding for selecting pupils for CME files which meant that the System Date was used where the Effective Date should have been used.  Most of you will not have experienced this problem, as Workstation Patch 1 dealt with this problem as one of the CTF pupil selection fixes.  I apologise for not making this clear earlier.

Updated 15th August 2017 at 12:25 – Presentation of changes CTF 17 and the introduction of CME files for SIMS 7  

Unfortunately, in the original SIMS Summer Release 2017 there was a mistake in the coding for selecting pupils for CME files which meant that the System Date was used where the Effective Date should have been used.  Most of you will not have experienced this problem, as Workstation Patch 1 dealt with this problem as one of the CTF pupil selection fixes.  I apologise for not making this clear earlier.

A new version of this PowerPoint demonstration was uploaded to My Account on 15/08/2017 at 12:20.

Version 2.1 corrects a mistake regarding the inclusion of Grounds for Removal in CMJ files.

Version 2.0 includes extensive improvements to the presentation, which now includes slides for each of the following areas.

  • SIMS 7 Summer Release 2017
  • SIMS 7 Autumn Release 2017
  • Changes for CTF 17 Compared CTF 16
  • Legal position for CME files
  • CME files for Independent Schools
  • CME files and Grounds for Removal
  • Using CTF, CML and CMJ to avoid CME
  • Using SIMS 7 to enter CME leavers information
  • Using SIMS 7 to create CME Leavers files
  • Structure and Content of CME for Leavers files
  • Trigger for providing CME Joiners information
  • Using SIMS 7 to enter CME joiners information
  • Using SIMS 7 to create CME Joiners files
  • Structure and Content of CME Joiners files

Added 28th July 2017 15:30 – Content of CME (Children Missing Education) Files

Unfortunately, in the original SIMS Summer Release 2017 there was a mistake in the coding for selecting pupils for CME files which meant that the System Date was used where the Effective Date should have been used.  Most of you will not have experienced this problem, as Workstation Patch 1 dealt with this problem as one of the CTF pupil selection fixes.  I apologise for not making this clear earlier.

CML File (Children Missing Education – Leavers)

  • Identification of the pupil
    • UPN
    • Surname
    • Forename
    • DOB
    • Gender
  • Current addresses of the pupil
  • Current phone numbers of the pupil
  • Email address of the pupil
  • Contacts for the pupil
    • For each contact: Relationship to the pupil, Indication of parental responsibility, Identification of the contact, Title, Surname, Forename, Gender, Current address of the contact, Current phone numbers of the contact, Current email address of the contact
  • School the pupil has left
    • Identification of school: School name, School LA, School establishment number
    • Reason for leaving the school
    • Grounds for removal from the admissions register*1
  • School the pupil is expected to join
    • Identification of school: School name, School LA, School establishment number
    • Expected date of entry

 

CMJ File (Children Missing Education – Joiners)

  • Identification of the pupil
    • UPN
    • Surname
    • Forename
    • DOB
    • Gender
  • Current addresses of the pupil
  • Current phone numbers of the pupil
  • Email address of the pupil
  • Contacts for the pupil
    • For each contact: Relationship to the pupil, Indication of parental responsibility, Identification of the contact, Title, Surname, Forename, Gender, Current address of the contact, Current phone numbers of the contact, Current email address of the contact
  • School the pupil has joined
    • Identification of school: School name, School LA, School establishment number
    • Date of entry
  • School the pupil left
    • Identification of school: School name, School LA, School establishment number
    • Date of leaving
    • Reason for leaving the school
    • Grounds for removal from the admissions register*1

*1 Will be introduced by SIMS 7 Autumn Release 2017 in line with the change to the DfE specification for CTF 17.