SWF Unit 3 Run and Correct Test Report

SWF Unit 3 – Run and correct test report

1. Run TEST report
2. Check errors
3. Change record
4. Create record
5. Error guide and Data quality error logs
6. Run to check error free

1. Run TEST report

1. Access SWF annual census report
   

1. Get variant
   In the Report RPUSWFG1 screen, click the GET Variantblackbutton to retrieve your school's unique variant.
   

1. The Find Variant dialogue box appears.
   Variant: Enter your school 4 digit number
   Created by: Delete any data in this field if it appears
   Click the Clock icon.
   
   
2. You are returned to the Report RPUSWFG1screen with your variant selected.
   
   
3. Check the date in the Census Date panel.
   Either: In the Census Date panel, if the date in the Return Date field does not show 05.11.15 delete the year in the Return Year field and click the Save as Variant black button.
   Or: In the Census Date panel, if the Return year shows 2015 and the Return Date shows 05.11.15 you do not need to change anything, just click the Save as Variant black button.
   
   

1. The Variant Attributes screen opens. Click the Save blackbutton again.
   
   

The Overwrite variant dialogue box appears. Click Yes.

You will be returned the Report RPUSWFG1screen. An information message appears in the bottom left corner of the screen telling you that your variant has been saved successfully.

1. In the Processing Steps panel make sure the radio button is in the Generation option and check your school number is in both Establishment fields.
   
   
2. In the Data Modules panel make sure that there is a tick next to each of the Data Modules (ignore the greyed out options) and a tick in the Mandatory Staff Details box.
   
   
3. In the Processing Options panel make sure there is a tick next to the Test Mode.
   
   
4. Click the Executeblack button at the top of the screen to run the report.
   

2. Check errors

1. Check the Employee processed Number in the Statistics panel. Do not be concerned if this number does not match the number of staff in your school. If, however, you have 0 next to Employee processed you must re-check your variant and run the report againRun TEST report.
   
   Always click the Error log icon, even if you have 0 next to Employees with errors as the Error log also shows Warnings which are not recorded on the Statistics screen but need to be corrected.
   
2. The Error log always has two warning messages which appear at the top of the list. Always ignore these two messages.
   
3. You must correct and clear any other warning messages or error messages .
   

1. To correct a warning or error message first make a note of the number in the Message Text field and the Personnel number in the Pers.No field.
   
   

1. Open a new IBC session (click a new Tab then select IBC portal) then navigate to the SWF census data entry tile to access the personnel record of each member of staff with an error record.
   
2. Enter the personnel number you have noted down in the Personnel No. field
   
   and click Enter on your keyboard to bring through the employee's details.

Tip: You can use the short cut keys 'Ctrl and C' to copy the personnel number from the Error log and 'Ctrl and V' to paste it into the Personnel No. field rather than noting it down and entering it manually.

1. See general guidance on how to Change record and how to Create recordandcheck the error guide or warning guide for specific examples.

3. Change record

1. To change a record you must be in SWF census data entry tilewith the correct employee selected. If this is not the case see Step 5.
   
2. In SWF census data entry in the Employee Data tab, scroll down until you find the name of the record you want to change. The three School Workforce Census or SWF records are nearly at the bottom of the list.
   
   
3. Make sure the Allradio button is selected in the Period paneland click the grey square next to the record you want to change.
   
   
4. Click the Overviewblack buttonat the top of the screen.
   
   
5. In the List screen click the top record in the list then click the Changeblack button at the top of the screen.
   

Tip: If the record at the top of the list seems correct, look at past records in the list.

1. Follow the specific instructions in the Error guide and Data quality error logsto find out how to change the record.
2. When you have changed the record click the Saveblack button at the top of the screen.
   

4. Create record

1. To create a record you must be in SWF census data entry tile with the correct employee selected. If this is not the case see Step 5.
   
2. In SWF census data entry tile in the Employee Data tab, scroll down until you find the name of the record you want to create. The three School Workforce Census or SWF records are nearly at the bottom of the list.

Tip: You can see that there is currently no record because there is no green tick.

1. Leave the radio button in the Period field in the Period panel and click the grey square next to the record you want to create.
   
   
2. Click the Createblack button at the top of the screen..
   
   
3. Follow the specific instructions in the Error guide and Data quality error logsto find out how to populate the new record.
   
4. When you have changed the record click the Saveblack button at the top of the screen.
   
   

5. Error guide and Data quality error logs

• See the Error guide below for the most common errors and how to correct them.
• A Data quality error log has also been added to assist with errors which have been identified by Data Quality checks.
• Errors in both logs listed numerically. Any errors which do not have numbers associated with them are listed at the beginning of the logs.

Error guide

Data quality error log

6. Run to check error free

1. From the Report RPUSWFG1Statisticsscreen click the Backblack button to return to the initial screen.

1. Make sure all the options are the same as the first time you ran the report. See Processing steps if you are unsure.
   
2. Click the Executeblack button at the top of the screen to run the report.
   

1. If you have cleared all of your errors and warnings your Statistics screen will show 0 next to Employees with errors.
   
2. If you have no errors or warnings you are finished until you need to run the report in LIVE in November.

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