SIMS How To Create an Export File

SIMS How To Create an Export File
SiX Document Title/
Search Keyword(s):
Create an export file from SIMS for purplemash
usernames and passwords
Subject:
Create an export file from SIMS for purplemash
usernames and passwords
SiX Document ID:
26156
Service Group:
e-Learning and Information Management
Contact Details:
Helpline 01823 355090
[email protected]
Date of issue:
December 2014
Produced by the Children and Young People's Directorate of Somerset County Council
Whilst Somerset County Council makes every effort to ensure accuracy of content, it cannot accept liability for claim, loss or
damage howsoever arising from the reliance on or use of this information.
This document is available upon request in larger print sizes, Braille and other languages. Please use the contact details above
for further information.
ELIM/APT/SIMSToPurpleMash
23/09/2011
This document is designed to supplement the 2simple Locally Administered Simple
Sign-On user guide , and explains how to extract pupil names from SIMS into Excel to
produce the required CTF file for importing into Purplemash.
These instructions require a login to SIMS with access to run reports on pupil basic
information.
ELIM
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Produced by the Educaton MIS Team as part of the Somerset County Council e-Learning & Information Management Blue Book Service.
Steps
1.
Open SIMS .net
2.
Click on [Reports] | [Run Report]
3.
Expand the Focus folder then click on the Student folder and locate and run
the VLE Users Export – Students report.
If the report cannot be found on your system please contact the helpline.
When the file C:\ReportOutput.txt has been created
Click [OK]
4.
ELIM
Open Excel
5.
Click on [File] |
[Open] or
[Microsoft Office
Button] | [Open]
depending on the
version of Office.
Type (or copy and
paste from this
document)
C:\ReportOutput.txt
in the file name box
and click [Open]
6.
From the following dialogue boxes choose to open the file (with the default
settings) as a Delimited file, with a Tab delimiter and “ as the text qualifier
in the box on the right.
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7.
Click on [Finish] to open the file.
8.
Insert 2 new empty columns as Column A and B, to do this highlight the
existing first two columns, then right click the selection and choose [Insert]
9.
In Cell A1 type Username and in Cell B1 type Password
10.
In Cell A2 type (or copy and paste from this document)
=CONCATENATE(D2,RIGHT(ROW()+10,2))
11.
Copy Cell A2 down so that a username is generated for every pupil. The
easiest way to do this is to click Cell A2, and move the cursor to the bottom
right of the cell. When the cursor changes to a ‘+’ click and hold the left
mouse button and drag down to the bottom pupil in the list, then release the
mouse button.
12.
To create passwords:
For a simple password: In Column B enter the password to be allocated to
each pupil. An example of passwords that could be used is included below,
and can be copied and pasted from this document into the spreadsheet.
Passwords do not need to be unique so the list can be pasted in several
times to give all pupils a password, but when doing this make sure any extra
passwords at the bottom of the list are deleted, so there are not more
passwords than there are usernames.
Cat12
Dog13
Fish14
Rabbit15
Kitten16
Puppy17
Cow18
Sheep19
Hen20
Frog21
Badger22
Eagle23
Robin24
Bat25
Toad26
Sparrow27
Hawk28
Goat29
Horse30
Pig31
Otter32
ELIM
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Goose33
Hare34
Donkey35
Snake36
Hamster37
Heron38
Owl39
Dove40
Lion41
Tiger42
Deer43
Zebra44
Lamb45
13.
Check and edit if necessary the usernames to ensure:
a. All usernames are unique. If you have over 100 pupils there is a small
possibility that pupils with the same first name may be given the same
username.
b. That no invalid characters are included. Invalid characters are any accented
characters and any characters other than (A-Z),(0-9), (.), (-).
14.
Select [File] | [Save As] or [Microsoft Office Button] | [Save As] to
save this file as purplemash01 in My Documents in CSV (Comma delimited)
file format. Click
[Save].
A message will be
displayed that
purplemash01.csv may
contain features that
are not compatible with
CSV (Comma delimited)
Click [Yes] to continue
to save the file in this
format.
ELIM
15.
Close the spreadsheet
16.
In Excel re-open the file purplemash01 from My Documents. Change the
Files of type to All Files (*.*) to see the file to select
17.
Delete Columns D to G by highlighting the columns and pressing the
[Delete] key
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ELIM
18.
Add headings to columns as below
19.
Add pupil under column D for each child by typing in pupil in the first row,
highlight cell, clicking in bottom right corner and dragging down column.
20.
Add y or n to shared folders column as per 19. Y will mean children can see
shared folders to save their work. N will mean they will only be able to save
work to their own online folder.
21.
Add class name to column F, clicking in bottom right corner and dragging
down column for each class.
22.
Select [File] | [Save As] or [Microsoft Office Button] | [Save As] to
save this file as purplemash02 in My Documents in CSV (Comma delimited)
file format. Click [Save]. A message will be displayed that
purplemash01.csv may contain features that are not compatible with CSV
(Comma delimited) Click [Yes] to continue to save the file in this format.
23.
This file, purplemash02.csv can be used to upload user names and
passwords to purplemash, by following their instructions, while the
purplemash01.csv can be used to help manage the distribution of
usernames and passwords to teachers / pupils.
24.
Once uploaded to PurpleMash you will be able to print out log in cards for
your children.
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