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PREVENT1 Quarterly Data Submission
Quick Start Guide
Version 4: Released 19 March 2019.
Revisions Log
Date CommentsVersion 115 June 2014
First Draft
Version 222 August 2014
Replaced:Menu >Manage Upload Data Transform JobsWith:Menu > Data Returns >Manage Upload Data Transform Jobs
On page 11.Version 320 October 2014
Annex A has been extended to include what to do if the file transform fails due to illegal characters (such as &) in free text fields.
Version 419 March 2019
The url for accessing the data collection webpage has been updated following the update to a new version of prcxed (page2)
Additional text explaining the requirement to transform data prior to uploading data in cases where data contains an additional ‘x’ in the ‘UniqueId’ field has been added to section 9 (page 8).
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How to upload data
1. If you haven’t already done so, obtain login details from the ScotXed team. Please email [email protected] directly.
2. Go to the ProcXed website at:
https://procxed.scotxed.net/Prevent1
3. Enter you Username and Password on the page.
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4. On first sign in you’ll need to change your password.
If it’s helpful, random passwords can be generated at:http://www.pctools.com/guides/password/
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5. Once you’ve changed your password you’ll see the following Welcome screen with system messages.
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How to Upload Data
6. Select Menu -> Data Returns –> Manage Data Returns
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7. You’ll next see the following screen. Set the drop downs as follows: Data Collection Type as Prevent1, and; Data Collection as PREVENT 2014 data to XXXX. On Data Returns click the “Select” button which appears under the word
Action.
NB: You’ll only be able to see your own local authority in the list showing the status of Initialised. This means the system is ready to receive data. In the following example, we’re loading data for Aberdeen City.
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8. On clicking Select, the screen will reveal the following display. Select Upload to load your test extract.
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Selecting the XML Extract file to upload
After pressing upload in Step 8, you’ll see the following screen.
9. Please do the following:The data specification for PREVENT1 requires that each XML file began with a council code that identifies the Local Authority. Previously it was necessary for this code to be followed by the letter ‘x’, as shown in the following example.
<xml> <DataReturnComponent> <UniqueId>230x</UniqueId> <ComponentXml> <PREVENT1> Prevent1 data from Edinburgh comes here…
Following an update to the procxed software this ‘x’ is no longer required and will now cause the upload to fail. If your IT systems have not yet been updated to remove this additional ‘x’ then the PROCXED system can transform the data for you prior to upload. To do this follow these steps:
Check the box – Transform data first On Upload Data Transformed , please select – PREVENT1 backup transform Check the boxes – Auto Upload and Notify me by email when the job
completes Browse to your XML extract Click on Upload Data Return
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If your IT systems have been updated then there is no need to transform the data. In this case:
Leave the ‘Trans ‘form data first’ box unchecked Browse to your XML extract Click on Upload Data Return
10.Please be patient. The length of time taken to upload an extract depends on the number of errors in the data and also how busy the server is. Typical load times are as follows:
Number of cases in extract Estimated Load Times1,000 40 seconds2,000 1 minute 20 seconds3,000 1 minute 50 seconds4,000 2 minutes 40 seconds4,500 3 minutes
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On successful upload, you’ll see the following screen.
Note: The Data Return was uploaded to the transform queue successfully.
It can take a short while to perform the transformation, depending on how busy the server is and the size of the extract.
So now’s a good time to lock your computer and make a cup of coffee.
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To check the status of the transformation at any time go to:
Menu > Data Returns >Manage Upload Data Transform Jobs
When the transform has finished you’ll see the work Succeeded.
Once the status shows succeeded, you can check to see if there are any validation errors. See the next page for information on this.
However, if you see the Failed message in the status box, please read Annex A.
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Validation Errors
11.To see if you have any validation errors select:Menu > Data Returns > Validation Errors
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12.The following screen will appear.
13.Click on Select for more information on a particular error.
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14.Further information about the error, and the data value causing the error is displayed at the bottom of the page.
In this case, the date of birth for someone in the household has been left blank.
To view where the error is on the form, please click edit. This enables you to fix the errors via the ProcXed system. This method may be useful if you just have a handful of errors.
As far as possible, we are encouraging MIS providers to build in validation codes into their systems so that LA Officers are unable to enter incorrect information. We also encourage errors in data to be fixed at source in your own MIS system rather than in the ProcXed system.
If you are experiencing a large number of the same type of errors, please contact your IT provider so that they can adapt their software to stop these errors being
entered in the first instance.
To repeat the process with a new data extract, please go back to Step 6 and repeat as necessary.
Additional guidance on fixing errors can be found at:https://www.scotxed.net/Survey%20documentation/ProcXed%20NET%20Generic%20User%20Guide.doc(If prompted for a password please click cancel)
If you think there is a problem with any of our validation codes, or if you need any other assistance, please email [email protected] in the first instance.
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Final stage – Submitting Data to the Scottish Government
Only complete this stage if you want to submit data to the Scottish Government. If you are testing your extract please ignore this stage until you are ready to send data
over.
15.Once as many of the validation errors have been cleared as possible, go to Menu -> Manage Data Returns. Then click the Submit button. This moves the data from the “In Progress” stage - when it can still be edited - to the “Submitted” stage. This locks it from any further edits.
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You’ll then see this screen and you’ll receive a confirmation email too.
Congratulations. That’s the data submitted for your local authority.
We’ll then produce an automatic report for your local authority and send this to you. (This facility should be ready in Autumn 2014).
If you need any assistance, please email [email protected] in the first instance.
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Process for Re-submitting Quarterly Data
Local authorities may re-submit data as often as they wish. The process for re-submitting data is as follows.
1. Email the ScotXed team ([email protected] ) and ask for the system to be released for your local authority.
2. The ScotXed team will then take a cut of the current data – this saves the data your local authority has already submitted They will then release the system to allow re-submission. This will change the status for your local authority from Submitted to “In Progress”.
3. Local authority to then re-submit data as per the instructions given here.4. SG Statisticians will then produce a new quarterly report.
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Annex A
If you’re extract has failed to transform correctly, this can also be due to illegal characters in the xml or because the file encoding containing Byte Order Marks (or BOMs).
To fix this problem, carry out the following steps.
1. Open up the file in a text editor, for example in Notepad. The easiest way to do this is to navigate to the file you want to upload, right click on your mouse and select Open with ->Notepad. If Notepad isn’t on your list select “Choose default program” and select Notepad from the options.
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2. Once opened, go to Edit > Replace
3. In the dialogue box, find & and replace with & Press the Replace All button.
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4. Once opened, select File -> Save As
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3. Keep the filename the same but select the button shown and select ANSI. Then press Save. The file has now been converted to the correct encoding.
4. Return to Step 8 to upload the data.
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