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Edu.Dex User Manual

1. File name nnnnffyymmdd dat Where yy represents the year of the submission 07 Where mm represents the month of the submission 12 Where dd indicates the day of the submission 01 3 The Edu Dex application will display the data submission location screen see Screen 5 2 3 2 The screen will have the default import submission folder path loaded see Section 7 2 on how to change the default import submission folder path If the data submission is not found in the default import submission folder path then click on the Search button and browse to the correct location Click on the Next button to continue click on the Previous button to return to the previous screen or click on the Close button to return to the main menu Version 2 01 22 03 2012 26 Edu Dex User Manual Screen 5 2 3 4 eq Submission to SAQA from ETQA version 2 Step 3 import loc ki X Indicate the location of the data submission that needs to validated Import Location earch Previous Next Close 4 The Edu Dex application will display the export location screen see Screen 5 2 3 5 The screen will have the default export submission folder path loaded see Section 7 3 on how to change the default export submission folder path If you would like the Edu Dex application to save the validated data submission to a location other than the default export location shown then click on the Search button and browse to the correct location Click on the Ne
2. Please note that the data scrubbing option is only available in certain situations and the results of the data scrubbing functionality may still result in a data submission that cannot be validated successfully Version 2 01 22 03 2012 30 Edu Dex User Manual 9 The system will display the following message if the data validation process could not be completed successfully see Screen 5 2 3 9 Click on OK to return to the data validation screen Screen 5 2 3 9 Submission to SAQA from ETQA X A WARNING The data submission contains FATAL errors The results Jj of the validation process can be viewed by accessing the detailed and or aggregated reports in the View s Reporks menu The View log button will be active on the data validation screen The results presented in this report are also available from the View menu see Section 6 1 1 Click on the View log button to access the validation log see item 10 and Screen 5 2 3 10 for more information 10 The validation log presents you with a detailed report of the specific fields in a data submission that have failed validation On selecting this menu option the Import log screen will be displayed see Screen 5 2 3 10 The log provides you with the following information so that you can better understand the factors that contributed to the data submission failing the data validations 1 The Number column indicates the number of the error reported The Validation rank column i
3. The View log button will be active if any of the data fields or records in the data submission generated a warning message The results presented in this report are also available from the View menu see Section 6 1 1 Click on the View log button to access the validation log see item 9 and Screen 5 2 4 9 for more information Click on the Close button to return to the main menu The data submission that you must submit to SAQA can be found at the export location that you indicated in item 4 Please note that the data submission found in this location has been prepared in a particular format for SAQA e The data submission has been compressed for ease of transmission f The compressed file contains the standard Edu Dex reports that are automatically generated during the data validation process These reports have been included for SAQA as proof of the quality of your data submission g The compressed submission has been encrypted to prevent anyone from tampering with your data submission h The compressed submission naming convention is File name nnnnyymmdd zip Where nnnn represents your ETQA mnemonic like FOOD Where yy represents the year of the submission 07 Where mm represents the month of the submission 12 Where dd indicates the day of the submission 01 Please note that the specially prepared compressed and encrypted submission file must be submitted to SAQA and NOT your original data submission 8 The system wil
4. You may select a new location by browsing to the folder or by typing in the path in UNC format The system will validate that the path exists before saving the changes Note that the Import submission folder field may not be empty Version 2 01 22 03 2012 55 Edu Dex User Manual Screen 7 2 1 eq edit import submission folder xX Import submission folder DAE du Ders Submission Ini _ Search ooe 7 3 Edit export submission folder menu This menu item allows you to edit the default location to which the Edu Dex application saves a data submission that has passed validation and may be submitted to the data submission recipient Selecting the menu item opens the Edit export submission folder screen see Screen 7 3 1 You may select a new location by browsing to the folder or by typing in the path in UNC format The system will validate that the path exists before saving the changes Note that the Export submission folder field may not be empty Screen 7 3 1 Ley edit export submission folder J x Export submission folder D E du Dex SubmissionOut Search coe 7 4 Compress Edu Dex database This menu item allows you to optimise the space used by the Edu Dex application database by automatically completing two actions on the Edu Dex database 1 Any existing data submissions that are stored in the database are deleted from the database 2 The database is compressed and repaired The Edu Dex application displays
5. SOUTH AFRICAN QUALIFICATIONS AUTHORITY Version 2 01 Pra Strategic innovation for an evolving world Edu Dex User Manual Edu Dex User manual Table of contents j BMPR 114 01011 Ke 0 nena ta rt rate nen Ie Oooh re er To eee nee a een ere eee 3 Vol SS PeClal GONSIGSlallONS cscncctideee nieces a eet 3 1 1 1 Updating the Edu Dex data validation Utility cccceeeeeeeeeeeeeeeeeeeseeeeeeeeeeaees 3 1 1 2 Data submission that contain non primary focus area data cccsseseeeseeeeeees 3 Foam 121 601g J k W ey DON acna ern eae Saar etre een ncn ret Cea nee eer eer eer eee 5 2 1 Starting Edu Dex from the Windows Start menu cceeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeaes 5 2 2 Starting Edu Dex from the Edu Dex Data Validation desktop folder 00 5 3 bg 2 9 0 B al 0 0 9 Reamer tase ete cece nO eee nen fe Se oie ee no ene unre nero rie 6 A Me Eau Dex iniainmimMenuncsescicacchciusinnle A E 7 41i Main ment OveiVviE W a0 oe ho tate cease rhea eee aa A a R 7 5 Validate submission Menu srera a RE 9 Se inceoming submission Menu sierran n a a a a ai 9 5 2 QUIGOING SUBMISSION Men sssasdnen an e e a i e h 9 5 2 1 Submission to SAQA from ETQA version 1 cccseeeeeceeeeceeeeeeeeseesseeeseeeeeeeees 9 5 2 2 Submission to SAQA from ETQA version 2 Step 1 cccccccceeeeeeeeeeeeeeeeeees 17 5 2 3 Submission to SAQA from ETQA version 2 Step 3
6. ccccccceeeeeeeeeeeeeeeeaeees 25 5 2 4 Submission to SAQA from Professional Body version 2 cccseseeeeeseeeeeeeees 33 67 MNCW INNS sis aes crs ieee a a te aha deaatie aaa aS 42 6 1 TRE DOMS MCN sentsiacineietdsadeiate reiut vara a a Vivandcaiuiara us imieddislarein a 42 6 1 1 Detailed validation report MENU cccccceecseeeeeeeeeeeeeeeeeesaeaeeeeeeseeeeeeeeesaaeeeeeeeeas 42 6 1 2 Aggregated validation report MENU cccccceceeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeaeeeeeeeesaaees 44 6 1 3 Non ETQA Assessors report MENU cccccceeeeceeeeeeeeeeeeeeeeaaeeseeeeeeeeesaaaneeeeeenes 48 6 1 4 Non ETQA Providers report MeNu cccccccceeccceeeeseeeceeeeesaeeeeeeeeeeeessaaeaeeeeeeees 50 6 2 FES MENU cans ssteetcsescteaer eSieshoreactiea a te Gnbdan iS catha aeon ESen 52 7 Administration MENU c ccccccceececsececeeseeceueeeceuceeseuceesaueesseeeessaeeesaaeeeseueessageessueeessgeeesags 55 7 1 Edit Edu Dex login credentials menu cccccccccssseeeeeeeeeeeeeeeeeaeeeeeeessaaeeeeeessaaaeeeees 55 7 2 Edit import submission folder MENU ccccccccceeeeeceeeeeeeeeceeeceaeeeeeeesseaeeeeeesaaaeeeees 55 7 3 Edit export submission folder MENU csceeeccceeseeeeeeeeceeeeeceeeeeeeeeeeeesaaeeeeeesaaeeeees 56 7 4 Compress Edu Dex database cccccccccccsseeeeeeeceeeeeeeeeesaeeeeeeesseeeeeeeessaaeeeeeesaaeeeees 56 7 5 View Edu Dex system SettindS ccccccccccsssseeceeceee
7. See Screen 5 2 1 1 Screen 5 2 1 1 Ae DET submission Contact details 0 x This type of submission requires the following details so that the recipient E TOA may contact you in order to provide you with feedback in regard to your submission Please enter the name and e mail address of the person that should receive feedback in regard to this submission Contact Name Jane Smith Contact e mall address Janes mithtest co za Previous Next Close Enter a contact name and email address for an individual in your organization that must receive any feedback in regard to the data submission and click on Next to continue see Section 7 6 on how to change the default contact name and email values Click the Close button to cancel the process and return to the main menu 2 The submission date selection screen will be displayed see Screen 5 2 1 2 Version 2 01 22 03 2012 9 Edu Dex User Manual Screen 5 2 1 2 eq Submission to SAQA from ETQA ersion 1 X Indicate the date of the data submission that needs to be validated Click on the date edit box to activate the calendar see Screen 5 2 1 3 Click the Close button to cancel the process and return to the main menu 3 Select the data submission date on the calendar screen by indicating the data submissions year month and day The application will return to the date selection screen Screen 5 2 1 2 once a valid date has been entered Click on the Next button
8. to continue or click on Close to return to the main menu Screen 5 2 1 3 x 2006 June June 2006 Note that the Edu Dex application uses this information to identify the data submission file s Ensure that the first characters of the data submission file names represent your ETQA in one of the following manners File name nnnnffyymmdd dat Where nnnn represents one of the following The four character mnemonic for the ETQA BANK A three character number that represents the ETQA code 557 A four character number that represents the ETQA code 0557 Ensure that the last six characters of the data submission file names represent the date of submission in the following manner File name nnnnffyymmdd dat Where yy represents the year of the submission 06 Where mm represents the month of the submission 06 Where dd indicates the day of the submission 15 4 The Edu Dex application will display the data submission location screen see Screen 5 2 1 4 The screen will have the default import submission folder path loaded see Section 7 2 on how to change the default import submission folder path If the data submission is not found in the default import submission folder path then click on the Search button and browse to the correct location Click on the Next button to Version 2 01 22 03 2012 10 Edu Dex User Manual continue click on the Previous button to return to the previous screen or click on the Close button
9. 7 6 on how to change the default contact name and email values Click the Close button to cancel the process and return to the main menu 2 The submission date selection screen will be displayed see Screen 5 2 3 2 Version 2 01 22 03 2012 25 Edu Dex User Manual Screen 5 2 3 2 Indicate the date of the data submission that needs to be validated Click on the date edit box to activate the calendar see Screen 5 2 3 3 Click the Close button to cancel the process and return to the main menu Select the data submission date on the calendar screen by indicating the data submissions year month and day The application will return to the date selection screen Screen 5 2 3 2 once a valid date has been entered Click on the Next button to continue or click on Close to return to the main menu Screen 5 2 3 3 x 2007 December December 2007 Note that the Edu Dex application uses this information to identify the data submission file s Ensure that the first characters of the data submission file names represent your ETQA in one of the following manners File name nnnnffyymmdd dat Where nnnn represents one of the following The four character mnemonic for the ETQA FOOD A three character number that represents the ETQA code 587 A four character number that represents the ETQA code 0587 Ensure that the last six characters of the data submission file names represent the date of submission in the following manner
10. Dex to attempt to data scrub your data see Screen Screen 5 2 2 8 b Screen 5 2 2 8 b ea Submission to SAQA from ETQA version 7 Step 1 validate submission ioj xj Data supplier Safety and Security SETA Submission date 01 December 2007 View log Load data File layout validation Content validation Business rule validation Create submission Data submission files Provider Oualification Deges Legacy Course Legacy Pilot test 1000 records without relational rules D Phased validation Previous Hext Scrub dara Close Working on sass230 1201 dat file P A progress screen will appear that will allow you to see the progress of the data scrubbing process Once completed Edu Dex will revalidate the scrubbed data submission The message shown in Screen 5 2 2 9 item 9 below will be displayed if the scrubbed data did not pass the validation process The message shown in Screen 5 2 2 7 item 7 above will be displayed if the scrubbed data has passed validation If the data submission was successfully scrubbed and validated the location of your Original data submission will contain the following types of files Version 2 01 22 03 2012 22 Edu Dex User Manual e Acopy of your original files suffixed with the words Pre Data Scrubbing For example your original file sass01071201 dat will be renamed to sass01071201Pre Data Scrubbing dat e A copy of the detailed and filtered
11. FIREARMS COMPETENCY SCHOOLS THE ARMED CIMLIAN SCHOOL CC SPECIAL FORCES SCHOOL EKURHULENI WEST COLLEGE FOR FET TSWANE UNIVERSITY OF TECHNOLOGY TSWANE UNIVERSITY OF TECHNOLOGY TSWANE UNIVERSITY OF TECHNOLOGY TSWANE UNIVERSITY OF TECHNOLOGY TSWANE UNIVERSITY OF TECHNOLOGY TSWANE UNIVERSITY OF TECHNOLOGY TSWANE UNIVERSITY OF TECHNOLOGY TSWANE UNIVERSITY OF TECHNOLOGY TSHWANE SOUTH COLLEGE FOR FURTH ENGINEER SCHOOL AIR DEFENCE ARTILLERY SCHOOL DEPARTMENT OF PROTECTION SERMCE 2 2 a Selecting the Print button allows you to print the log to your default printer see Screen 5 2 2 11 a Screen 5 2 2 11 a Cr 2 x Type HP LaserJet 4300 PCL 6 Printer Name WPRAXIS Shp Laserdet 4300 PCL 6 Properties Status Ready Pages from no to oo Selection Where Passage Comment I Print to file Print range Copies All Number of copies 1 r pi p W Collate Cancel b The Save as button allows you to save the report to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 5 2 2 11 b Browse to the location to which you would like to save the log Type the name that you want the log saved to in the File name box and click on Save Version 2 01 22 03 2012 24 Edu Dex User Manual Screen 5 2 2 11 b Saveas eee Save ini if Desktop Data Fe Y My Computer My Recent La My Network Places Documents Edu Dex Data Validation Deskt
12. Fatal Non compliance Fatal Non compliance Fatal Non compliance Fatal Non compliance Fatal Validation severit File name as521071201 dat sass21071201 dat sass21071201 dat sass21071201 dat sass21071201 dat ass21071201 dat ass21071201 dat ass21071201 dat sass21071201 dat sass21071201 dat sass21071201 dat ass21071201 dat ass21071201 dat sass21071201 dat sass21071201 dat sass21071201 dat sass21071201 dat ass21071201 dat ass21071201 dat sass21071201 dat sass21071201 dat sass21071201 dat sass21071201 dat ass21071201 dat ass22071201 dat sass22071201 dat sass22071201 dat sass22071201 dat sass22071201 dat a552207 1201 dat ass22071201 dat sass22071201 dat Provider_Code Etqa_Id Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Provider_Name Pbet_Band_Id NOF_Level_Id Qualification_Type_Id Qualification_Type_ld Qualification_Type_ld Qualification_Type_ld Qualification_Type_Id Qualification_Type_ld Qualification_Type_ld Field value SASS 4 695 KIMBERLEY SHOOTING SCHOOL F SHOOTING SCHOOL TACTICAL WEAPON SCHOOL CC test SOUTH AFRICAN SCHOOL OF PARALEGs BALLISTICS HANDGUN SCHOOL THE SOUTH AFRICAN SCHOOL OF PARA
13. S o e lea S S S z eena S S CC e ansa O S S s eme S S w enam O S S mo fama S S S m fess O S a momes O S o a fm S S s ea S S S w ea S S vo emes S S w S S o m ee S S a eme S S o Cam im dA a d a a A a e 10 11 12 13 14 15 16 17 18 J 0 ole Filter Save as Close 1 The data in the file view screen may be sorted according to your own needs Clicking on the Sort button will open the file sort screen see Screen 6 2 3 a Select the field s by which you would like the view sorted by selecting the field name in the drop down list of Field names b Select the order of the sort for the specific field by selecting the order ascending or descending in the Sort order field c Click on Save to apply the sort or Close to return to the file view without applying the sort order Version 2 01 22 03 2012 52 Edu Dex User Manual screen 6 2 3 aFile sort Learner Information Ioj x Field name Sort order JE quity_Cade Ascending Home_Language Code MEST 2 The data in the file view screen may be filtered according to your own needs Clicking on the Filter button will open the file filter screen see Screen 6 2 4 a Select the field s by which you would like the view filtered by selecting the field name in the drop down list of Field names b Select the type of filter equal to greater or equal to greater than less or equal to less than like or not equal to that you would l
14. Test19 File name 62101040109 dat Validation rank content Validation severity Mon fatal Description Count of records with bith date does not match i Count of records with incorrect Learner_Home_ Count of records with incorrect Learner_Postal_ Count of records with middle name is NULL and 1 The report provides you with the following information so that you can better understand the data submission 1 The heading area of the report details the submission that was validated 2 The File name heading indicates the file for which the results are displayed 3 The Validation rank heading indicates the type of validation reported on non compliance content general information and critical information 4 The Validation severity heading indicates whether the validation would result in the data submission validation from failing fatal or non fatal 5 The Description column provides you with a description of the validation that was completed on the file 6 The Count column provides you with the number of records that meet the conditions of the validation 2 Selecting the Print button allows you to print the report to your default printer see Screen 6 1 2 1 2 Version 2 01 22 03 2012 45 Edu Dex User Manual Screen 6 1 2 1 2 print es Properties Status Ready Type HP LaserJet 4300 PCL amp Where Passage Comment I Print to file G All Number of copies fi 4 Pages from fi to Call VV Lollate Se
15. are associated to one Provider_Code The relevant Provider Code must therefore be indicated for the data validation process b The qualification or learning program may only be offered by a particular Provider that is accredited at the ETQA In this scenario the uniqueness of a legacy qualification or learning program is validated on the combination of the Qualification Code and Provider_Code or Course _Code and Provider_Code fields Version 2 01 22 03 2012 20 Edu Dex User Manual The Edu Dex application will display the Legacy qualification submission and or Legacy learning program submission screens if the submission contains a Qualification Legacy and or Learning Program Legacy file s see Screen 5 2 2 6 a Screen 5 2 2 6 a x The system has detected that legacy leaming programs have been submitted Please indicate the following in order to allow Edu Des to complete the validation of this file correctly f Legacy leaming programs are recorded on an ETA level Associated provider code Legacy leaming programs are recorded on a training provider level Indicate the nature of the legacy qualification or learning program records by selecting the relevant tick box and entering the provider code if required Click on the Next button to start the data validation or click on the Cancel button to return to the validate submission screen 6 The Edu Dex application will complete the required data validation on the data submiss
16. if any of these details or if the remainder of the file name s is are incorrect If the data submission has the correct naming convention and is found in the path indicated then the validate submission screen will be displayed see Screen 5 2 2 6 5 The validate submission screen presents a number of information fields to enable you to ensure that the correct data submission will be validated by the system The Data supplier field indicates the ETQA that submitted the data submission The Submission date field indicates the date of the data submission The Data submission files area indicates which data files have been located by the Edu Dex application Each data file that is located has a check mark in the data file s respective check box Version 2 01 22 03 2012 19 Edu Dex User Manual Screen 5 2 2 6 li Submission to SAQA from ETQA version 2 Step 1 validate submission E ioj x Data supplier Safety and Security SETA Submission date 01 December 2007 View log Load data File layout validation Content validation SL LLL Business mule validation Ss Create submission Data submission files e Provider M Oualification Degree Legacy M Course Legacy Pilot test 1000 records without relational rules Phased validation Next Scrub data Close 2 The screen provides two customisable processing options e Pilot test 1000 records without relational rules performs a pilot t
17. information and critical information The Validation severity column indicates whether the error that was encountered is preventing the successful validation of the data submission fatal or non fatal The File name column indicates the file in which the error was encountered The Record number column indicates the record line in the file that holds the invalid value Note that the record numbering is sequential starting at the first valid data record found in the file The Field name column indicates the name of the field that has failed validation The Field value column indicates the value found in the field that has failed validation The Description column provides you with a description of the factor that caused the field content to fail validation 2 Selecting the Print button allows you to print the report to your default printer see Screen 6 1 1 2 Version 2 01 22 03 2012 43 Edu Dex User Manual Screen 6 1 1 2 WPRAXIS Shp Lasewet 4300 PCL 6 Properties Status Ready Type HP LaserJet 4300 PCL 6 Where Passage Comment Print to file Copies Number of copies fi Print range All Pages from a to Selection ore no IY Collate Cancel 3 The Save as button allows you to save the report to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 6 1 1 3 Browse to the location to which you would like to save the report Type the name that yo
18. resubmit the scrubbed data to Edu Dex to allow the application to create a prepared submission for SAQA Please note that the data scrubbing option is only available in certain situations and the results of the data scrubbing functionality may still result in a data submission that cannot be validated successfully Version 2 01 22 03 2012 38 Edu Dex User Manual 9 The system will display the following message if the data validation process could not be completed successfully see Screen 5 2 4 9 Click on OK to return to the data validation screen Screen 5 2 4 9 Submission to SAQA from Professional Body version 2 X 5 WARNING The data submission contains FATAL errors The results J of the validation process can be viewed by accessing the detailed and or aggregated reports in the YiewlReports menu The View log button will be active on the data validation screen The results presented in this report are also available from the View menu see Section 6 1 1 Click on the View log button to access the validation log see item 10 and Screen 5 2 4 10 for more information 10 The validation log presents you with a detailed report of the specific fields in a data submission that have failed validation On selecting this menu option the Import log screen will be displayed see Screen 5 2 4 10 The log provides you with the following information so that you can better understand the factors that contributed to the data submis
19. submission Ioj x Data supplier Food and Beverages Manufacturing Industry Sector Education and Submission date 01 December 2007 View log Load data M File layout validation 0 Content validations A Business rule validation a Create submission MMY Data submission files I Provider Provider Accreditation I Person Information Person Designation HOF Designation registration Learmership Enrolment P Gualitication Enralment Unit Standard Enralment Pilot test 1000 records without relational rules D Fhased validation Next Scrub data Close A The screen provides two customisable processing options e Pilot test 1000 records without relational rules performs a pilot test of the data submission limited to 1000 records or less per file This processing option has been included to allow pre testing of large data submissions prior to validation of the full submission e Phased validation performs a step by step validation of a data submission which stops at the end of each type of validation Load data File layout validation Content validation and Business rule validation if any errors found in the submission If neither of these options is selected the Edu Dex application will validate all aspects of the full submission Note that the Edu Dex application will terminate processing if a data submission generates more than 500 000 error messages In this situation the data submission must be valida
20. that the correct data submission will be validated by the system The Data supplier field indicates the ETQA that submitted the data submission The Submission date field indicates the date of the data submission The Data submission files area indicates which data files have been located by the Edu Dex application Each data file that is located has a check mark in the data file s respective check box Version 2 01 22 03 2012 35 Edu Dex User Manual Screen 5 2 4 6 eq Submission to SAQA from Professional Body version 2 validate submission Ioj x Data supplier mza Submission date 15 July 2071 View log Load data M File layout validation o Content validation R Business rule validation EE Create submission Data submission files I Person Information e Person Designation Pilot test 1000 records without relational rules D Phased validation Next Scrub data Close 2 The screen provides two customisable processing options e Pilot test 1000 records without relational rules performs a pilot test of the data submission limited to 1000 records or less per file This processing option has been included to allow pre testing of large data submissions prior to validation of the full submission e Phased validation performs a step by step validation of a data submission which stops at the end of each type of validation Load data File layout validation Content validation and Business ru
21. the following message once this process has been completed successfully see Screen 7 4 1 Screen 7 4 1 Edu Dex system message f X x l Edu Dex system database has been successfully compressed 7 5 View Edu Dex system settings This menu item allows you to view the internal parameters of the Edu Dex application The Edu Dex system displays the system settings screen on selection of this menu item see Screen 7 5 1 Version 2 01 22 03 2012 56 Edu Dex User Manual Screen 7 5 1 x General information Connectivity information Description ETOA Version 2 00 Level 2 Submission import location n SEdu DexsEdu Des Versiong Dev B Submission Ir Automatic transfer SSH N Automatic transfer ETQA 1 Automatic transter ETO 2 Automatic transter ETA 3 Edu Dex user contact name Edu Dex user contact e mail Automatic update HT TPI Submission export location nckEdu Dex Edu Dex Versiong Devy BS ubmissionOlu System update location Updates Varable information Update information Provider Code ETQA Id 557 Last update 15 11 2007 Last database update 20070604 Last executable update 20060715 Last ET A Assessor update Last ETGA Code update Last ETQA Course update Last ETQA Moderator update Last ET OLA Module update Last ETQA Qualification update Last 540A Code update 20071113 Last S404 ETQA update 20071113 Last SAQA Qualification update 20070404 Last SAG4 UnitStandand update
22. with the following information so that you can identify Non ETQA provider records in the data submission 1 The heading area of the report details the submission that was validated 2 The Number column indicates the number of the error reported 3 The File name column indicates the file in which the error was encountered 4 The Provider Code column indicates the provider belonging to an ETQA other than the submitting ETQA The Provider ETQA Id column indicates the ETQA Id of the provider The Description column provides you with a description that Edu Dex was unable to validate provider code values DO 2 Selecting the Print button allows you to print the report to your default printer see screen 6 1 4 2 Version 2 01 22 03 2012 50 Edu Dex User Manual Screen 6 1 4 2 WPRAXIS Shp Lasewet 4300 PCL 6 Properties Status Ready Type HP LaserJet 4300 PCL 6 Where Passage Comment J Print to file Copies Number of copies fi ore no IY Collate Cancel Print range All Pages from a to Selection 3 The Save as button allows you to save the report to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 6 1 4 3 Browse to the location to which you would like to save the report Type the name that you want the report saved to in the File name box and click on Save Screen 6 1 4 3 Save In Desktop do fen ey E My Recent My
23. x WARNING The data submission contains FATAL errors The results J of the validation process can be viewed by accessing the detailed and or aggregated reports in the viewsReports menu The View log button will be active on the data validation screen The results presented in this report are also available from the View menu see Section 6 1 1 Click on the View log button to access the validation log see item 10 and Screen 5 2 1 10 for more information 11 The validation log presents you with a detailed report of the specific fields in a data submission that have failed validation On selecting this menu option the Import log screen will be displayed see Screen 5 2 1 10 The log provides you with the following information so that you can better understand the factors that contributed to the data submission failing the data validations 1 The Number column indicates the number of the error reported The Validation rank column indicates the type of error that was encountered non compliance content general information and critical information 3 The Validation severity column indicates whether the error that was encountered is preventing the successful validation of the data submission fatal or non fatal 4 The File name column indicates the file in which the error was encountered Version 2 01 22 03 2012 15 Edu Dex User Manual The Record number column indicates the record line in the file that holds the invalid v
24. 0109 dat Validation rank Content Description Count of records with same Date_Stamp Count of records with same Learner_Birth_Dat 1 The report provides you with the following information so that you can better understand the data submission The heading area of the report details the submission that was validated The File name heading indicates the file for which the results are displayed The Validation rank heading indicates the type of validation reported on non compliance content general information and critical information The Validation severity heading indicates whether the validation would result in the data submission validation from failing fatal or non fatal The Description column provides you with a description of the validation that was completed on the file The Count column provides you with the number of records that meet the conditions of the validation 2 Selecting the Print button allows you to print the report to your default printer see Screen 6 1 2 2 2 1 2 3 4 5 6 Screen 6 1 2 2 2 Print ee 21x Printer Name Status Type Where Comment Ready HP LaserJet 4300 PCL 6 Passage Properties J Print to file m Print range All C Pages from fi to Selection Copies Number of copies fi lt 23 IV Collate Cancel 3 The Save as button allows you to save the report to a comm
25. 20070404 Print Close 7 6 Set data submission transfer contact details This menu item is inactive for your version of the Edu Dex data validation utility as your organization does not utilize the Edu Dex application to automatically transfer data to other Education and Training sector stakeholders 8 Help menu The help menu allows you to access the Edu Dex online user manual and Edu Dex standard The menu items available in this menu are described below See Screen 8 1 Screen 8 1 Validate submission View Administration Help Exit About Edu Dex File specifications File specifications Professional bodies Edu Dex user manual 8 1 About Edu Dex This menu item provides information about the current version of Edu Dex This information is contained in the Readme txt file 8 2 File specifications This menu item opens a web link to the file specifications for the current system level The file specifications will open in a new window of the default internet browser 8 3 File specifications Professional bodies This menu item is inactive for system level 3 and for ETQA s that are not professional bodies This menu item opens a web link to the file specifications for professional bodies The file specifications will open in a new window of the default internet browser 8 4 Edu Dex manual This menu item opens the online help manual for the Edu Dex application Version 2 01 22 03 2012 57
26. Close d Selecting the Print button allows you to print the log to your default printer see Screen 5 2 4 11 a Screen 5 2 4 11 a Print OOOO 21x Printer Name Properties Status Ready Type HP LaserJet 4300 PCL 6 Where Passage Comment Print to file Print range Copies All Number of copies fi Pages from 1 to 2 3 IY Collate Selection es e The Save as button allows you to save the report to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 5 2 4 11 b Browse to the location to which you would like to save the log Type the name that you want the log saved to in the File name box and click on Save Version 2 01 22 03 2012 40 S Edu Dex User Manual Screen 5 2 4 11 b Save As My Recent My Network Places Documents Edu Dex Data Validation Desktop Data Sr My Computer File name validation lod i hy Metwork Save as type Coma delmeter csw o Canel 4A f The Close button allows you to exit the Import log screen and return to the validate submission screen Version 2 01 22 03 2012 41 Edu Dex User Manual 6 View menu The View menu item contains options that allow you to view the results of the most recently completed data validation The specific menu items available see Screen 6 1 are described below Screen 6 1 validate submission view Administration Help Exi
27. E submission Contact details oj x This type of submission requires the following details so that the recipient E TOA may contact you in order to provide you with feedback in regard to your submission Please enter the name and e mail address of the person that should receive feedback in regard to this submission Contact Name Jane T mith Contact e mall address Janes mithtest co za Previous Next Close Enter a contact name and email address for an individual in your organization that must receive any feedback in regard to the data submission and click on Next to continue see Section 7 6 on how to change the default contact name and email values Click the Close button to cancel the process and return to the main menu 2 The submission date selection screen will be displayed see Screen 5 2 4 2 Screen 5 2 4 2 Indicate the date of the data submission that needs to be yalidated Version 2 01 22 03 2012 33 Edu Dex User Manual Click on the date edit box to activate the calendar see Screen 5 2 4 3 Click the Close button to cancel the process and return to the main menu Select the data submission date on the calendar screen by indicating the data submissions year month and day The application will return to the date selection screen Screen 5 2 4 2 once a valid date has been entered Click on the Next button to continue or click on Close to return to the main menu Screen 5 2 4 3 xl 2007 Dec
28. Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Hon fatal Fatal Fatal Fatal Fatal Fatal Fatal Help Exit File name food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2507 1201 dat food2607 12701 dat food2607 1201 dat food2607 1201 dat food2607 1201 dat food2607 12701 dat food2607 1201 dat food2607 1201 dat Record number Edu Dex User Manual Field name Hational_Id Person_Atemate_Id Atemati Hational_Id Person_Atemate_ld Atemati Mational_Id Person_Atemate_ld Atemati Mational_Id Person_Atemate_Id Atemati Hational_Id Person_Atemate_ld Atemati Hational_ld Person_Atemate_ld Atemati Hational_ld Person_Atemate_ld Atemati Hational_Id Person_Atemate_ld Atemati Hational_Id Person_Atemate_ld Atemati Mational_Id Person_Atemate_ld Atemati Hational_Id Person_Atemate_Id Atemati Hational_Id Person_Atemate_ld Atemati Mational_Id Person_Atemate_ld Atemati National_Id Person_Atemate_Id Atemati Hational_Id Person_Atemate_ld Atemati Mational_Id Mational_ld Person_Atemate_ld Atemati Hational_Id Hational_Id Person_Atemate_ld Atemati Hational_ld Person_Atemate_ld Hational_Id Person_Atemate_Id Atemati Person_Atemate_Id Atemative_Id_ Type m a Selecting the Print button allows you to print the log to your def
29. For example your original file bank0O1060615 dat will be renamed to bank01060615Pre Data Scrubbing dat e A copy of the detailed and filtered aggregated validation reports suffixed with the words Pre Data Scrubbing For example Complete Aggregated Validation Report Pre Data Scrubbing bank060615 csv Detailed Validation Report Pre Data Scrubbing bank060615 csv e A copy of the data scrubbed files For example bank01060615 dat A copy of the detailed and filtered aggregated validation reports for the scrubbed data submission For example Complete Aggregated Validation Report csv Detailed Validation Report csv Due to the sensitive nature of data scrubbing Edu Dex will not automatically create a fully prepared data submission for you to send to SAQA The files are left as is so that you may review the data submission to determine whether you are happy with the data scrubbing results If you are happy with the results then resubmit the scrubbed data to Edu Dex to allow the application to create a prepared submission for SAQA Please note that the data scrubbing option is only available in certain situations and the results of the data scrubbing functionality may still result in a data submission that cannot be validated successfully 10 The system will display the following message if the data validation process could not be completed successfully see Screen 5 2 1 9 Click on OK to return to the data validation screen Screen 5 2 1 9
30. Main menu overview Validate Submission This menu item contains options that allow you to validate incoming data has been supplied to you or outgoing data that you are supplying to another education and training stakeholder data submissions The menu items available in this main menu item are Incoming submission Outgoing submission The sub menu items available in each of the above mentioned menu items are activated in accordance with your organization s specific needs View This menu item contains options that allow you to view the results of the most recently completed data validation The menu items available in this main menu are Reports This option presents you with the following types of reports relating to the last data validation that has been completed Detailed validation report This report presents you with a detailed report of the specific fields in a data submission that have failed validation Aggregated validation report Complete This report presents you with a summary report of all of the validations completed on a data submission and the results of each validation rule Filtered Version 2 01 22 03 2012 7 Edu Dex User Manual This report presents you with a summary report of all of the failed validations completed on a data submission and the results of each validation rule Non ETQA Assessors report This report presents you with a listing of unique Assessor Identifier and Assessor ETQA_ID values per data submissio
31. Network Places Documents Edu Dex Data validation Deskto p ar Mo Computer w File name Detailed validation report id E hy Network Save as type Coma delimeterl csv i o Cancel E 4 The Close button allows you to exit the Non ETQA providers report screen and return to the main menu Version 2 01 22 03 2012 51 Edu Dex User Manual 6 2 Files menu This menu option presents you with a view of the last data files that have been submitted for validation The individual sub menus available for this menu item are dependent on the data files that you submitted for validation Note that Screen 6 2 1 is an example only the contents of this menu will vary according to the files that you have submitted Screen 6 2 1 Validate submission View Administration Help Exit Reports Learner Information Qualification Enrolment Assessor Information Unit Standard Enrolment Assessor Registration Provider Provider Accreditation The rest of this section contains the data of a learner file submission Note that the functionality described below is generic to any type of data file that has been submitted to the Edu Dex application On selecting the sub menu item the contents of the file are displayed see Screen 6 2 2 Screen 6 2 2 eqLearner Information Recordid National Id Leamer Altemate Id Altemative Id Type Equity Code Nationality Cod Dh sores 2 aama S S 3 pwe S S 4 aas S S o s amme S
32. a delimited format csv file which is recognized by Microsoft Excel see Screen 6 1 2 2 3 Version 2 01 22 03 2012 47 Edu Dex User Manual Screen 6 1 2 2 3 21x Save in Desktop fe c Fee My Recent My Network Places Documents Edu Dex Data validation Desktop My Computer E File name Detailed validation report a ET are as ipe Coma delimeter csv _ Cancel PI E Browse to the location to which you would like to save the report Type the name that you want the report saved to in the File name box and click on Save 4 The Close button allows you to exit the Aggregated validation report filtered screen and return to the main menu 6 1 3 Non ETQA Assessors report menu This report presents you with a listing of unique Assessor_Identifier and Assessor_ETQA_ID values per data submission file where the Assessor ETQA _ID is not the same as your ETQA_ID This report is only accessible if your data submission contains records that have Assessor _ETQA_ID values that are not the same as your ETQA_ID Screen 6 1 3 1 eq Edu Dex Non ETQ4 Assessors i x Validate submission wiew Administration Help Exit A B Data prowider bank Submission date 20079718 Submission location n Edu Des Edu Dex Yersion2 Dev YE Submission Im Humber File name Aesessor Identifier fesessor ETOA Id Descnption w o or lo o 1 bankOzO707 18 dat 100 541 Unable to validate assessor identifier va
33. aggregated validation reports suffixed with the words Pre Data Scrubbing For example Complete Aggregated Validation Report Pre Data Scrubbing sass071201 csv Detailed Validation Report Pre Data Scrubbing sass071201 csv e Acopy of the data scrubbed files For example sass0O1071201 dat A copy of the detailed and filtered aggregated validation reports for the scrubbed data submission For example Complete Aggregated Validation Report csv Detailed Validation Report csv Due to the sensitive nature of data scrubbing Edu Dex will not automatically create a fully prepared data submission for you to send to SAQA The files are left as is so that you may review the data submission to determine whether you are happy with the data scrubbing results If you are happy with the results then resubmit the scrubbed data to Edu Dex to allow the application to create a prepared submission for SAQA Please note that the data scrubbing option is only available in certain situations and the results of the data scrubbing functionality may still result in a data submission that cannot be validated successfully 9 The system will display the following message if the data validation process could not be completed successfully see Screen 5 2 2 9 Click on OK to return to the data validation screen Screen 5 2 2 9 Submission to SAQA From ETQA X ey WARNING The data submission contains FATAL errors The results Jj of the validation process can be viewe
34. alue Note that the record numbering is sequential starting at the first valid data record found in the file The Field name column indicates the name of the field that has failed validation The Field value column indicates the value found in the field that has failed validation The Description column provides you with a description of the factor that caused the field content to fail validation View Administration 1 Non compliance 2 Non compliance 3 Non compliance 4 Non compliance Non compliance 6 Non compliance 7 Non compliance 8 Non compliance 9 Non compliance 10 Non compliance 11 Non compliance 12 Non compliance 13 Non compliance 14 Non compliance 15 Non compliance 16 Non compliance 17 Non compliance 18 Non compliance 19 Non compliance 20 Non compliance 21 Non compliance 22 Non compliance 23 Non compliance 24 Non compliance 25 Non compliance 26 Non compliance 2 Non compliance 28 Non compliance 29 Non compliance 30 Non compliance 31 Non compliance 32 Non compliance Help Exit Validation severit Fatal Fatal Fatal Fatal Non fatal Non fatal Non fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal Fatal KEME Import log Submission to SAQA from ETQA version 1 File name bankO3060615 dat bank030606 15 dat bank05060615 dat bank050606 15 dat bank05060615 dat bankO5060615 dat ban
35. ault printer see Screen 5 2 3 11 a Screen 5 2 3 11 a Status Ready Type HP LaserJet 4300 PCL 6 Print O I 2x Printer Name Properties Where Passage Comment Print to file m Print range Copies All Number of copies 1 Pages from fi to 3 3 WM Collate wi Selection 1 2 2 Selection Cancel b The Save as button allows you to save the report to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 5 2 3 11 b Browse to the location to which you would like to save the log Type the name that you want the log saved to in the File name box and click on Save Version 2 01 22 03 2012 32 Edu Dex User Manual Screen 5 2 3 11 b6 Se Bh Save ir Desktop t fe c EJ My Recent La My Network Places Documents Edu Dex Data Validation Desktop Data Sr hy Computer T File name validation lod hy Metwork Save as type Coma delirneter csv a Cancel E c The Close button allows you to exit the Import log screen and return to the validate submission screen 5 2 4 Submission to SAQA from Professional Body version 2 This menu item allows you to validate data submissions based on version 2 of the SAQA file specifications that will be submitted to SAQA by your organization 1 The contact detail screen will be displayed on selection of this menu item see Screen 5 2 4 1 Screen 5 2 4 1 Ae PET
36. d for SAQA as proof of the quality of your data submission c The compressed submission has been encrypted to prevent anyone from tampering with your data submission Version 2 01 22 03 2012 13 Edu Dex User Manual d The compressed submission naming convention is File name nnnnyymmdd zip Where nnnn represents your ETQA mnemonic like BANK Where yy represents the year of the submission 06 Where mm represents the month of the submission 06 Where dd indicates the day of the submission 15 Please note that the specially prepared compressed and encrypted submission file must be submitted to SAQA and NOT your original data submission 9 The system will display the following message if the data validation process could not be completed successfully see Screen 5 2 1 8 a but the nature of the errors are such that Edu Dex may be able to clean the data successfully data scrubbing Screen 5 2 1 8 a Edu Dex system message I X WARNING The data submission contains FATAL errors that can J be removed by data scrubbing Please review the detailed validation report For Further information Click on the Scrub data button iF you would like Edu Dex to scrub the data To access the data scrubbing option close the message box which will return you to the validate submission screen The Data scrub button will now be active Click on this button if you would like Edu Dex to attempt to data scrub your data see Screen Scre
37. d by accessing the detailed andor aggregated reports in the Views Reporks menu The View log button will be active on the data validation screen The results presented in this report are also available from the View menu see Section 6 1 1 Click on the View log button to access the validation log see item 10 and Screen 5 2 2 10 for more information 10 The validation log presents you with a detailed report of the specific fields in a data submission that have failed validation On selecting this menu option the Import log screen will be displayed see Screen 5 2 2 10 The log provides you with the following information so that you can better understand the factors that contributed to the data submission failing the data validations 1 The Number column indicates the number of the error reported The Validation rank column indicates the type of error that was encountered non compliance content general information and critical information 3 The Validation severity column indicates whether the error that was encountered is preventing the successful validation of the data submission fatal or non fatal 4 The File name column indicates the file in which the error was encountered 5 The Record number column indicates the record line in the file that holds the invalid value Note that the record numbering is sequential starting at the first valid data record found in the file 6 The Field name column indicates the name of the fi
38. dation Once the Edu Dex Data Validation folder is open select the Edu Dex icon to start the Edu Dex application see Screen 2 2 2 Screen 2 2 2 Edu Dex Data Yalidation Ioj x File Edit Yiew Favorites Tools 4 an Back gt a L Search Address E C Documents and Settings eta ik Edu Dex exe Version 2 01 22 03 2012 5 Edu Dex User Manual 3 The Edu Dex login After starting the Edu Dex application you must login see Screen 3 1 This process authenticates you as a user of the system after which the full functionality of the Edu Dex application is made available to you Screen 3 1 Be tee Login Oo x Validate submission wiew Administration Help Exit Enter User Login and Password Click on OF to continue and Cancel to exit 3a User Login Saga Password ETUA r ariii Version 2 00 Last updated 15 11 2007 1 Enter your User Login details the initial login details will have been supplied to you with the installation set of Edu Dex 2 Enter your Password and click on OK to proceed 3 Click on Cancel if you want to close the application Version 2 01 22 03 2012 6 Edu Dex User Manual 4 The Edu Dex main menu After you have successfully logged into the Edu Dex application the main menu screen will be displayed see Screen 4 1 This screen presents the main menu items Screen 4 1 e4Edu Dex Validate submission View Administration Help Exit 4 1
39. dicating the data submissions year month and day The application will return to the date selection screen Screen 5 2 2 2 once a valid date has been entered Click on the Next button to continue or click on Close to return to the main menu Screen 5 2 2 3 x 2007 December December 2007 Note that the Edu Dex application uses this information to identify the data submission file s Ensure that the first characters of the data submission file names represent your ETQA in one of the following manners File name nnnnffyymmdd dat Where nnnn represents one of the following The four character mnemonic for the ETQA SASS A three character number that represents the ETQA code 695 A four character number that represents the ETQA code 0695 Ensure that the last six characters of the data submission file names represent the date of submission in the following manner File name nnnnffyymmdd dat Where yy represents the year of the submission 07 Where mm represents the month of the submission 12 Where dd indicates the day of the submission 01 3 The Edu Dex application will display the data submission location screen see Screen 5 2 2 4 The screen will have the default import submission folder path loaded see Section 7 2 on how to change the default import submission folder path If the data submission is not found in the default import submission folder path then click on the Search button and browse to the correct l
40. e be indicated for the data validation process b The qualification or learning program may only be offered by a particular Provider that is accredited at the ETQA In this scenario the uniqueness of a legacy qualification or learning program is validated on the combination of the Version 2 01 22 03 2012 12 Edu Dex User Manual Qualification Code and Provider_Code or Course Code and Provider Code fields The Edu Dex application will display the Legacy qualification submission and or Legacy learning program submission screens if the submission contains a Qualification Legacy and or Learning Program Legacy file s see Screen 5 2 1 6 a Screen 5 2 1 6 a xi The system has detected that legacy leaming programe hawe been submitted Please indicate the following in order to allow Edu Des to complete the validation of this file correctly f Legacy leaming programs are recorded on an ETGA level Associated provider code Legacy leaming programs are recorded on a training provider level Cancel Indicate the nature of the legacy qualification or learning program records by selecting the relevant tick box and entering the provider code if required Click on the Next button to start the data validation or click on the Cancel button to return to the validate submission screen 7 The Edu Dex application will complete the required data validation on the data submission The five progress indicators Load data File layout
41. e main menu The data submission that you must submit to SAQA can be found at the export location that you indicated in item 4 Please note that the data submission found in this location has been prepared in a particular format for SAQA a The data submission has been compressed for ease of transmission b The compressed file contains the standard Edu Dex reports that are automatically generated during the data validation process These reports have been included for SAQA as proof of the quality of your data submission c The compressed submission has been encrypted to prevent anyone from tampering with your data submission d The compressed submission naming convention is File name nnnnyymmdd zip Where nnnn represents your ETQA mnemonic like FOOD Where yy represents the year of the submission 07 Where mm represents the month of the submission 12 Where dd indicates the day of the submission 01 Please note that the specially prepared compressed and encrypted submission file must be submitted to SAQA and NOT your original data submission 8 The system will display the following message if the data validation process could not be completed successfully see Screen 5 2 3 8 a but the nature of the errors are such that Edu Dex may be able to clean the data successfully data scrubbing Screen 5 2 3 8 a Edu Dex system message X be removed by data scrubbing Please review the detailed validation report For Further inf
42. ed_Start_Date Provider_Accred_End_ Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 200204 1120071104 Provider_Accred_Start_Date Provider_Accred_End_Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 2002041 1120071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 200204 1120071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 2002041 1120071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_Date 20020411 20071104 Print Save as Close 1 The report provides you with the following information so that you can better understand the factors that contributed to the data submission failing the data validations 1 2 3 8 9 The heading area of the report details the submission that was validated The Number column indicates the number of the error reported The Validation rank column indicates the type of error that was encountered non compliance content general
43. eld that has failed validation Version 2 01 22 03 2012 23 Edu Dex User Manual 7 The Field value column indicates the value found in the field that has failed validation 8 The Description column provides you with a description of the factor that caused the field content to fail validation Screen 5 2 2 10 e4Edu Dex Import log Submission to SAQA from ETQA version 2 Step 1 Validate submission View Administration Help Exit Number Validation rank 1 Non compliance Fatal 2 Confirmation or Correction r Non fatal 3 Confirmation or Correction r Non fatal 4 Confirmation or Correction r Non fatal Non compliance Fatal 6 Confirmation or Correction r Non fatal 7 Confirmation or Correction r Non fatal 8 Confirmation or Correction r Non fatal 9 Confirmation or Correction r Non fatal 10 Confirmation or Correction r Non fatal 11 Confirmation or Correction r Non fatal 12 Confirmation or Correction r Non fatal 13 Confirmation or Correction r Non fatal 14 Non compliance Fatal 15 Confirmation or Correction r Non fatal 16 Non compliance Fatal 17 Non compliance Fatal 18 Confirmation or Correction r Non fatal 19 Confirmation or Correction r Non fatal 0 Non compliance Fatal 21 Confirmation or Correction r Non fatal Confirmation or Correction r Non fatal Confirmation or Correction r Non fatal Confirmation or Correction r Non fatal Non compliance Non fatal Non compliance Fatal Non compliance Fatal Non compliance
44. elong to another ETQA the ETQA_ID of the provider is not the same as your ETQA _ID 2 Provider accreditations File 24 that are associated to providers that belong to another ETQA the ETQA_ID of the provider is not the same as your ETQA_ID Version 2 01 22 03 2012 3 Edu Dex User Manual An entry in the Edu Dex aggregated reports will be found under a Validation Rank of Confirmation or Correction required heading for the specific file if non primary focus area data is included in your submission In addition a listing of assessor identifiers and their respective ETQA IDs for all assessors that have an ETQA ID other than your ETQA ID can be found in the Non ETQA Assessors report see Section 6 1 3 This report will only be active if Edu Dex has found Assessor_lIdentifiers in any of your data files with a ETQA_ID value that is not the same as your ETQA_ID The report specifies each unique combination of Assessor Identifier and Assessor ETQA_ID per data submission file Further a listing of provider codes and their respective ETQA IDs for all providers that have an ETQA ID other than your ETQA ID can be found in the Non ETQA Providers report see Section 6 1 4 This report will only be active if Edu Dex has found Provider_Codes in any of your data files with a ETQA _ID value that is not the same as your ETQA _ID The report specifies each unique combination of Provider_Code and Provider ETQA _ID per data submission file The Edu Dex da
45. ember December 2007 Note that the Edu Dex application uses this information to identify the data submission file s Ensure that the first characters of the data submission file names represent your ETQA in one of the following manners File name nnnnffyymmdd dat Where nnnn represents one of the following The four character mnemonic for the ETQA FOOD A three character number that represents the ETQA code 587 A four character number that represents the ETQA code 0587 Ensure that the last six characters of the data submission file names represent the date of submission in the following manner File name nnnnffyymmdd dat Where yy represents the year of the submission 07 Where mm represents the month of the submission 12 Where dd indicates the day of the submission 01 3 The Edu Dex application will display the data submission location screen See Screen 5 2 4 2 The screen will have the default import submission folder path loaded see Section 7 2 on how to change the default import submission folder path If the data submission is not found in the default import submission folder path then click on the Search button and browse to the correct location Click on the Next button to continue click on the Previous button to return to the previous screen or click on the Close button to return to the main menu Screen 5 2 4 4 l Submission to SAQA from Professional Body version 2 impo x Indicate the locat
46. en 5 2 1 8 b Screen 5 2 1 8 b ea Submission to SAQA from ETQA version 1 validate submission S oj x Data supplier Banking Sector Education and Training Authority Submission date 15 June 2006 View log Load data File layout validation Content validation Business rule validatior Create submissions Data submission tles pp h i Leamer Intonation Qualification Enrolment i Leaning Program Enrolment Legacy Oualification Legacy i Leaning Program Legacy Assessor Information i Unit Standard Enralment Assessor Registration e Provider i Provider Accreditation Pilot test 1000 records without relational rules Phased validation Previous nee Scrub data lose Working on bank 10060615 dat file E A progress screen will appear that will allow you to see the progress of the data scrubbing process Once completed Edu Dex will revalidate the scrubbed data submission The message shown in Screen 5 2 1 9 item 9 below will be displayed if the scrubbed data did not pass the validation process The message shown in Screen 5 2 1 7 item 7 above will be displayed if the scrubbed data has passed validation Version 2 01 22 03 2012 14 Edu Dex User Manual If the data submission was successfully scrubbed and validated the location of your Original data submission will contain the following types of files e Acopy of your original files suffixed with the words Pre Data Scrubbing
47. essing option has been included to allow pre testing of large data submissions prior to validation of the full submission e Phased validation performs a step by step validation of a data submission which stops at the end of each type of validation Load data File layout validation Content validation and Business rule validation if any errors found in the submission If neither of these options is selected the Edu Dex application will validate all aspects of the full submission Note that the Edu Dex application will terminate processing if a data submission generates more than 500 000 error messages In this situation the data submission must be validated in discrete phases Ensure that the information that this screen is displaying is correct Click on the Next button to start the data validation Click on the Previous button to return to the previous screen or click on the Close button to return to the main menu Note The submission of Qualification Legacy and Learning Programs Legacy records can be completed in two different ways a The qualification or learning program may be offered by all Providers that are accredited at the ETQA In this scenario the uniqueness of a legacy qualification or learning program is validated on the Qualification Code or Course_Code field This option however requires that all of the qualification or learning program records are associated to one Provider Code The relevant Provider Code must therefor
48. est of the data submission limited to 1000 records or less per file This processing option has been included to allow pre testing of large data submissions prior to validation of the full submission e Phased validation performs a step by step validation of a data submission which stops at the end of each type of validation Load data File layout validation Content validation and Business rule validation if any errors found in the submission If neither of these options is selected the Edu Dex application will validate all aspects of the full submission Note that the Edu Dex application will terminate processing if a data submission generates more than 500 000 error messages In this situation the data submission must be validated in discrete phases Ensure that the information that this screen is displaying is correct Click on the Next button to start the data validation Click on the Previous button to return to the previous screen or click on the Close button to return to the main menu Note The submission of Qualification Legacy and Learning Programs Legacy records can be completed in two different ways a The qualification or learning program may be offered by all Providers that are accredited at the ETQA In this scenario the uniqueness of a legacy qualification or learning program is validated on the Qualification Code or Course_Code field This option however requires that all of the qualification or learning program records
49. he report saved to in the File name box and click on Save Screen 6 1 3 3 Save in ie Desktop e g c Esl Fe jData te 4 My Computer My Recent My Network Places Documents Edu Dex Data validation Desktop d gr My Computer _ File name Detailed validation report as lt My Network Save az type Coma delimeter ce ba Cancel SES E 4 The Close button allows you to exit the Non ETQA assessors report screen and return to the main menu Version 2 01 22 03 2012 49 Edu Dex User Manual 6 1 4 Non ETQA Providers report menu This report presents you with a listing of unique Provider _Code and Provider ETQA _ID values per data submission file where the Provider ETQA _ID is not the same as your ETQA_ID This report is only accessible if your data submission contains records that have Provider_ETQA _ID values that are not the same as your ETQA_ID Screen 6 1 4 1 eq edu Dex Non ETQ4 Providers ioj x Validate submission View Administration Help Exit Report name Non ETOA Prowiders Data provider bank Submission date 20079718 Submission location nEdu 0extEdu Dex Yersion2 ev YE Submission Im File name Provider Code Prowider ETQA Id Description Se a eS a SS LSS 1 2 3 4 5 Bi T a 1 bankO2oro 18 dat 1 541 Unable to validate Provider_Code values Hon ETQA provider a 4 fa ee fs Non ETOA Providers Print Save as Close a 1 The report provides you
50. holder data submissions The menu items that are available to you from this menu are customized in accordance with your type of organization 5 1 Incoming submission menu Your version of the Edu Dex data validation utility does not support the validation of incoming data submissions Consequently all of the incoming submission menu items are inactive 5 2 Outgoing submission menu The submission to SAQA from ETQA menu item in this menu is available for your version of the Edu Dex data validation utility Screen 5 2 1 feeder Validate submission view Administration Help Exit Incoming submission Outgoing submission Submission bo Sa from ETRA version 1 Submission to SAQA From ETQA version 2 Step 1 Submission to 5404 From ETQA version 2 Step 3 Submission bo S404 From Training Provider version 1 Submission bo SAA From Training Provider version 27 Step 1 Submission bo SAQA From Training Provider version 2 Step 3 Submission bo Standard ETRA From Training Provider version 1 Submission bo Standard ETRA From Training Provider version 2 Submission bo SETA ETRA From Training Provider Submission bo SAQA From Professional Body version 2 5 2 1 Submission to SAQA from ETQA version 1 This menu item allows you to validate data submissions based on version 1 of the SAQA file specifications that will be submitted to SAQA by your organization 1 The contact detail screen will be displayed on selection of this menu item
51. ike to apply by selecting the type in the Filter type field c Enter the filter criteria into the Filter value field d Indicate the type of join for the filter by selecting the AND or OR join indicators at the bottom of the screen e Click on Save to apply the filter or Close to return to the file view without applying the filter Screen 6 2 4 Filter file Learner Information E Field name Filter type Filter value E quity_Code Equal to BA Altemative Id Type JNotEqualta gt 533 3 The Save as button allows you to save the file to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 6 2 5 Version 2 01 22 03 2012 53 Edu Dex User Manual Screen 6 2 5 Save Ir Desktop do fen My Recent My Network Places Documents Edu Dex Data validation Deskto p E Data gr Mo Computer k File name Leamer file T hy Network Save az type Coma delimeter csv b Cancel Browse to the location to which you would like to save the file Type the name that you want the file saved to in the File name box and click on Save 4 The Close button allows you to exit the file view screen and return to the main menu Version 2 01 22 03 2012 54 Edu Dex User Manual 7 Administration menu This menu item contains options that allow you to administer the Edu Dex application The menu items available in this menu are described bel
52. ion The five progress indicators Load data File layout validation Content validation Business rule validation and Create submission progress indicator will provide you with an indication of the validation progress 7 The system will display a message once the data validation has been completed see Screen 5 2 2 7 successfully Screen 5 2 2 7 Submission to SAQA from ETQA version 2 Step 1 x a Process completed successfully The validated submission has J been saved as sass071201 2ip in the C Edu DextSubmission GutisassO 1201 zip pathidirectory The results of the validation process can be viewed by clicking on the View Log button or by accessing the View Menu The View log button will be active if any of the data fields or records in the data submission generated a warning message The results presented in this report are also available from the View menu see Section 6 1 1 Click on the View log button to access the validation log see item 9 and Screen 5 2 2 9 for more information Click on the Close button to return to the main menu The data submission that you must submit to SAQA can be found at the export location that you indicated in item 4 Please note that the data submission found in this location has been prepared in a particular format for SAQA a The data submission has been compressed for ease of transmission b The compressed file contains the standard Edu Dex reports that are automatically generated duri
53. ion of the data submission that needs to validated Import Location Geach Previous Next Close Version 2 01 22 03 2012 34 Edu Dex User Manual 4 The Edu Dex application will display the export location screen See Screen 5 2 4 5 The screen will have the default export submission folder path loaded see Section 7 3 on how to change the default export submission folder path If you would like the Edu Dex application to save the validated data submission to a location other than the default export location shown then click on the Search button and browse to the correct location Click on the Next button to continue click on the Previous bution to return to the previous screen or click on the Close button to return to the main menu Screen 5 2 4 5 Indicate the location to which you would like the system to save the validated data submission Export Location Search Previous Next Note that the Edu Dex application expects to find data submission files for your specific ETQA for the specific date in the location that you have specified The system will return an error if any of these details or if the remainder of the file name s is are incorrect If the data submission has the correct naming convention and is found in the path indicated then the validate submission screen will be displayed see Screen 5 2 4 6 5 The validate submission screen presents a number of information fields to enable you to ensure
54. k050606 15 dat bank05060615 dat bank050606 15 dat bankO6060615 dat bankO6060615 dat bankO6060615 dat bankO6060615 dat bankO 060615 dat bankO 7060615 dat bankO8060615 dat bankO080606 15 dat bankO8060615 dat bankO8060615 dat bankO8060615 dat bankO8060615 dat bankO80606 15 dat bankO08060615 dat bankOS060615 dat bankO8060615 dat bankO8060615 dat bankO8060615 dat bankO080606 15 dat bankO8060615 dat bankO8060615 dat bankO8060615 dat bank08060615 dat Screen 5 2 1 10 Course_Code Provider_Code Provider_Etqa_lId Course_Code Provider_Code Provider_Etqa_lId Course_Code Course_Code Provider_Code Provider_Etqa_lId Course_Code Provider_Code Provider_Etqa_lId Fbet_Band_Id NQF_Lewel_Id Pbet_Band_Id NOF_Lewel_lId Abet_Band_Id NQF_Lewel_Id Provider_Code Fesessor_Identifier Fesessor_Identifier Eeqa_lId Bqa_ld fesessor_Identifier Fesessor_Identifier Fesessor_Identifier Fesessor_Identifier Fesessor_Identifier fesessor_Identifier Fesessor_Identifier Fesessor_Identifier Ffesessor_Identifier Fesessor_Identifier fesessor_Identifier Fesessor_Identitier Fesessor_Identifier Fesessor_Identifier Ffesessor_Identifier fesessor_Identifier Fesessor_Identitier Fesessor_Identifier Fesessor_Identifier Field value P557 2004 5 10 557 P557 2004 5 10 557 UNKNOWN SP557 2004 1 29 557 SP557 2004 1 29 557 11500 3i 5l 99 10 10 581 a Selecting the Print button allows you to print the log to your defa
55. l display the following message if the data validation process could not be completed successfully see Screen 5 2 4 8 a but the nature of the errors are such that Edu Dex may be able to clean the data successfully data scrubbing Screen 5 2 4 8 a Submission to SAQA from Professional Body version 2 x eao o WARNING The data submission contains FATAL errors The results Jj of the validation process can be viewed by accessing the detailed and or aggregated reports in the wiew Reports menu To access the data scrubbing option close the message box which will return you to the validate submission screen The Data scrub button will now be active Click on this button if you would like Edu Dex to attempt to data scrub your data see Screen Screen 5 2 4 8 b Version 2 01 22 03 2012 37 Edu Dex User Manual Screen 5 2 4 8 b eq Submission to 5404 from Professional Body version 2 validate submission oO x Data supplier msa Submission date 15 July 2011 View log Load data File layout validation Content validation Business rule validation Create submission Data submission files Person Information Person Designation a Pilot test 1000 records without relational miles Phased validation Previous Hext Scrub dara lose Working on tmeas6 10715 dat file A A progress screen will appear that will allow you to see the progress of the data scrubbing process Once comp
56. le validation if any errors found in the submission If neither of these options is selected the Edu Dex application will validate all aspects of the full submission Note that the Edu Dex application will terminate processing if a data submission generates more than 500 000 error messages In this situation the data submission must be validated in discrete phases Ensure that the information that this screen is displaying is correct Click on the Next button to start the data validation Click on the Previous bution to return to the previous screen or click on the Close button to return to the main menu The Edu Dex application will complete the required data validation on the data submission The five progress indicators Load data File layout validation Content validation Business rule validation and Create submission progress indicator will provide you with an indication of the validation progress The system will display a message once the data validation has been completed see Screen 5 2 4 7 successfully Version 2 01 22 03 2012 36 Edu Dex User Manual Screen 5 2 4 7 Submission to SAQA from Professional Body version 2 E xX Process completed successfully The validated submission has been saved as rmsal 10715 zip in the c Program Files Edu Dex SubmissionQutirmsal10715 zip pathidirectoryi The results of the validation process can be viewed by clicking on the view Log button or by accessing the View menu dns
57. lection ore no 3 The Save as button allows you to save the report to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 6 1 2 1 3 Screen 6 1 2 1 3 Save in a Desktop t fo e Eg Fe Data My Recent My Network Places Documents Edu Dex Data validation Deskto p Data i My Computer File name Detailed validation report Nees Save a type Coma delimeter csw Cancel Zi Save s Browse to the location to which you would like to save the report Type the name that you want the report saved to in the File name box and click on Save 4 The Close button allows you to exit the Aggregated validation report complete screen and return to the main menu 6 1 2 2 Filtered This report differs from the complete aggregated report in that this report only displays validations that were met by the data submission results of validation that failed On selecting this menu option the Aggregated validation report filtered screen will be displayed see Screen 6 1 2 2 1 Version 2 01 22 03 2012 46 Report name Aggregated validation report fitered Data provider 621 Submission date 2004 01 09 Screen 6 1 2 2 1 Edu Dex User Manual Submission location c Data Edu DexDeviOA Level TProcessldg1 Test19 File name 62101040109 dat Validation rank General information Validation severity Mon fatal File name 6210204
58. leted Edu Dex will revalidate the scrubbed data submission The message shown in Screen 5 2 4 9 item 9 below will be displayed if the scrubbed data did not pass the validation process The message shown in Screen 5 2 4 7 item 7 above will be displayed if the scrubbed data has passed validation If the data submission was successfully scrubbed and validated the location of your Original data submission will contain the following types of files e Acopy of your original files suffixed with the words Pre Data Scrubbing For example your original file food01071201 dat will be renamed to food01071201Pre Data Scrubbing dat e A copy of the detailed and filtered aggregated validation reports suffixed with the words Pre Data Scrubbing For example Complete Aggregated Validation Report Pre Data Scrubbing food071201 csv Detailed Validation Report Pre Data Scrubbing food071201 csv A copy of the data scrubbed files For example food01071201 dat e A copy of the detailed and filtered aggregated validation reports for the scrubbed data submission For example Complete Aggregated Validation Report csv Detailed Validation Report csv Due to the sensitive nature of data scrubbing Edu Dex will not automatically create a fully prepared data submission for you to send to SAQA The files are left as is so that you may review the data submission to determine whether you are happy with the data scrubbing results If you are happy with the results then
59. lues Hon ETQA asses 4 4 Hh Non ETOA Assessors Print Save as Close Version 2 01 22 03 2012 48 Edu Dex User Manual 1 The report provides you with the following information so that you can identify Non ETQA assessor records in the data submission 1 2 3 4 DO The heading area of the report details the submission that was validated The Number column indicates the number of the error reported The File name column indicates the file in which the error was encountered The Assessor Identifier column indicates the assessor belonging to an ETQA other than the submitting ETQA The Assessor ETQA Id column indicates the ETQA Id of the assessor The Description column provides you with a description that Edu Dex was unable to validate assessor identifier values 2 Selecting the Print button allows you to print the report to your default printer see Screen 6 1 3 2 Screen 6 1 3 2 2x Printer Name PRAXIS 1 Shp Laserdet 4300 PCL 6 Properties Status Ready Type HP LaserJet 4300 PCL 6 Where Passage Comment I Print to file Print range Copies All Number of copies fi a Pages from 1 to e Eollate Selection A p 3 The Save as button allows you to save the report to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 6 1 3 3 Browse to the location to which you would like to save the report Type the name that you want t
60. mation system to another system in batch format complies to the South African Qualifications Authority s SAQA National Learner s Records Database NLRD Load Specifications The NLRD Load Specification has been developed for the transmission of data from an Education and Training Quality Assurance body ETQA to the NLRD system The NLRD Load Specification therefore does not specifically accommodate the transmission of learner registration data from and to other education and training sector stakeholders Therefore the secondary objective of the development of the Edu Dex standard is to provide the Education and Training sector of South Africa with a comprehensive standard which complies with the NLRD Load Specification standard for the transmission of learner registration data between all Education and Training sector stakeholders 1 1 Special considerations 1 1 1 Updating the Edu Dex data validation utility The Edu Dex data validation utility validates your data against lookup codes for example gender codes equity codes etc qualification identifiers and unit standard identifiers as stored in the NLRD database Lookup codes qualification identifiers and unit standard identifiers are dynamic data features of the NLRD database the Edu Dex data validation utility must therefore be updated on a regular basis to ensure that your data is validated against the most current data values Please note that it is the responsibility of the ETQA
61. mission screen presents a number of information fields to enable you to ensure that the correct data submission will be validated by the system The Data supplier field indicates the ETQA that submitted the data submission The Submission date field indicates the date of the data submission The Data submission files area indicates which data files have been located by the Edu Dex application Each data file that is located has a check mark in the data file s respective check box Version 2 01 22 03 2012 11 Edu Dex User Manual Screen 5 2 1 6 Pe Submission to SAQA from ETQA ersion 1 validate submission iol x Data supplier Banking Sector Education and Training Authority Submission date 15 June 2006 View log Load data FO File layout validation M Content validation FO Business rule validation PEE Create submission Data submission files I Leaner Information I Oualification Enrolment IY Learning Program Enrolment Legacy Oualification Legacy I Learning Program Legacy Assessor Information I Unit Standard Enrolment Assessor Registration Provider i Provider Accreditation Pilot test 1000 records without relational rules Phased validation Next Scrub data Close 4 The screen provides two customisable processing options e Pilot test 1000 records without relational rules performs a pilot test of the data submission limited to 1000 records or less per file This proc
62. n file where the Assessor ETQA _ID is not the same as your ETQA_ID This report is only accessible if your data submission contains records that have Assessor _ETQA_ID values that are not the same as your ETQA_ID Non ETQA Providers report This report presents you with a listing of unique Provider Code and Provider ETQA _ ID values per data submission file where the Provider ETQA _ID is not the same as your ETQA _ID This report is only accessible if your data submission contains records that have Provider ETQA _ID values that are not the same as your ETQA_ID Files This menu option presents you with a view of the last data files that have been submitted for validation The individual sub menus available for this menu item are dependent on the data files that you submitted for validation Administration This menu item contains options that allow you to administer the Edu Dex application Help This menu item contains options that allow you to access help files in regard the utilization of the Edu Dex application and Edu Dex standard Exit This menu item allows you to exit the Edu Dex application Detailed descriptions of each of the main menu items are detailed in this user manual Version 2 01 22 03 2012 8 Edu Dex User Manual 5 Validate submission menu This menu item contains options that allow you to validate incoming data has been supplied to you or outgoing data that you are supplying to another education and training stake
63. ndicates the type of error that was encountered non compliance content general information and critical information 3 The Validation severity column indicates whether the error that was encountered is preventing the successful validation of the data submission fatal or non fatal 4 The File name column indicates the file in which the error was encountered 5 The Record number column indicates the record line in the file that holds the invalid value Note that the record numbering is sequential starting at the first valid data record found in the file 6 The Field name column indicates the name of the field that has failed validation 7 The Field value column indicates the value found in the field that has failed validation 8 The Description column provides you with a description of the factor that caused the field content to fail validation Version 2 01 22 03 2012 31 Screen 5 2 3 10 eq edu Dex Import log Submission to SAQA from ETQA version 2 Step 3 Validate submission Humber View Administration Validation rank Non compliance Hon compliance Hon compliance Non compliance Hon compliance Hon compliance Non compliance Hon compliance Hon compliance Hon compliance Non compliance Hon compliance Hon compliance Non compliance Hon compliance Content Hon compliance Hon compliance Hon compliance Hon compliance Non compliance Hon compliance Validation sewerit Fatal Fatal Fatal Fatal
64. ng the data validation process These reports have been included for SAQA as proof of the quality of your data submission c The compressed submission has been encrypted to prevent anyone from tampering with your data submission d The compressed submission naming convention is File name nnnnyymmdd zip Where nnnn represents your ETQA mnemonic like SASS Version 2 01 22 03 2012 21 Edu Dex User Manual Where yy represents the year of the submission 07 Where mm represents the month of the submission 12 Where dd indicates the day of the submission 01 Please note that the specially prepared compressed and encrypted submission file must be submitted to SAQA and NOT your original data submission 8 The system will display the following message if the data validation process could not be completed successfully see Screen 5 2 2 8 a but the nature of the errors are such that Edu Dex may be able to clean the data successfully data scrubbing Screen 5 2 2 8 a Edu Dex system message i X be removed by data scrubbing Please review the detailed validation report For Further information Click on the Scrub data button iF you would like Edu Dex bo scrub the data i WARNING The data submission contains FATAL errors that can To access the data scrubbing option close the message box which will return you to the validate submission screen The Data scrub button will now be active Click on this button if you would like Edu
65. ocation Click on the Next button to continue click on the Previous button to return to the previous screen or click on the Close button to return to the main menu Version 2 01 22 03 2012 18 Edu Dex User Manual Screen 5 2 2 4 ed Submission to SAQA from ETQA ersion 2 Step 1 import la atia x Indicate the location of the data submission that needs to validated Import Location are Previous Next Close 4 The Edu Dex application will display the export location screen see Screen 5 2 2 5 The screen will have the default export submission folder path loaded see Section 7 3 on how to change the default export submission folder path If you would like the Edu Dex application to save the validated data submission to a location other than the default export location shown then click on the Search button and browse to the correct location Click on the Next button to continue click on the Previous bution to return to the previous screen or click on the Close button to return to the main menu Screen 5 2 2 5 Submission to SAQA from ETQA version 2 Step 1 export loc x Indicate the location to which you would like the system to save the validated data submission Export Location Search Previous Next Close Note that the Edu Dex application expects to find data submission files for your specific ETQA for the specific date in the location that you have specified The system will return an error
66. op io Data Pr My Computer T File name validation lod hy Metwork Save as type Coma delirneter csv a Cancel E Places c The Close button allows you to exit the Import log screen and return to the validate submission screen 5 2 3 Submission to SAQA from ETQA version 2 Step 3 This menu item allows you to validate data submissions based on version 2 of the SAQA file specifications that will be submitted to SAQA by your organization This type of submission is defined as Step 3 in the NLRD minimum standard for data loads and is constrained to data submissions that do not contain the following data files File 22 Qualification Degree Legacy and File 23 Course Legacy 1 The contact detail screen will be displayed on selection of this menu item see Screen 6 2 3 1 screen 5 2 3 1 aData submission Contact details Joj x This type of submission requires the following details so that the recipient E TOA may contact you in order to provide you with feedback in regard to your submission Please enter the name and e mail address of the person that should receive feedback in regard to this submission Contact Hame Jane Smith Contact e mail address Janes mithttest co za Previous Next Close Enter a contact name and email address for an individual in your organization that must receive any feedback in regard to the data submission and click on Next to continue see Section
67. ormation Click on the Scrub data button iF you would like Edu Dex to scrub the data i WARNING The data submission contains FATAL errors that can To access the data scrubbing option close the message box which will return you to the validate submission screen The Data scrub button will now be active Click on this button if you would like Edu Dex to attempt to data scrub your data See Screen Screen 5 2 3 8 b Version 2 01 22 03 2012 29 Edu Dex User Manual Screen 5 2 3 8 b H Submission to SAQA from ETQA version 2 Step 3 validate submission ioj x Data supplier Food and Beverages Manufacturing Industri Sector Education and Submission date 01 December 2007 View log File layout validation TE EERE EERE Content validation TE EE EERE EER RR EERE Business rule validation EERE EE ERER EERE Create submission Data submission files I Provider Provider amp ecreditation I Person Information e Person Designation P NGF Designation registration Leamership Enralment Oualification Enrolment P Unit Standard Enrolment Pilot test 1000 records without relational rules Fhazed validation Previous Next Scrub data lose Working on food2607 1 201 dat file A A progress screen will appear that will allow you to see the progress of the data scrubbing process Once completed Edu Dex will revalidate the scrubbed data submission The message shown in Screen 5 2 3 9 item 9 belo
68. ow see Screen 7 1 Screen 7 1 Be Validate submission view Administration Help Exit Edit Edu Dex login credentials Edit import submission Folder Edit export submission Folder Compress Edu Dex database view Edu Dex system setting Seb data submission transter contact details 7 1 Edit Edu Dex login credentials menu This menu item allows you to set the Edu Dex application login and password Selecting this menu item opens the Edit Edu Dex login credentials screen see Screen 7 1 1 Screen 7 1 1 eaEdit Edu Dex login credentials Hew login User oee Note that this process overwrites the existing login and password for the Edu Dex application Changing the Edu Dex login credentials has the following constraints e The new login may not be empty e The new password may not be empty e The new password must exactly match the confirm password Complete the following steps to change the Edu Dex login and password Enter a new login Enter a new password Confirm the password that you entered Click on the Save button to save the changes Click on Close to cancel and exit the Edit Edu Dex login credentials screen Oh i 7 2 Edit import submission folder menu This menu option allows you to edit the default location at which the Edu Dex application expects to find a data submission to validate Selecting the menu item opens the Edit import submission folder screen see Screen 7 2 1
69. owing data files File 21 Provider File 22 Qualification Degree Legacy and or File 23 Course Legacy 1 The contact detail screen will be displayed on selection of this menu item see Screen 5 2 2 1 Screen 5 2 2 1 eqData submission Contact details ioj x This type of submission requires the following details so that the recipient E TOA may contact you in order to provide you with feedback in regard to your submission Please enter the name and e mail address of the person that should receive feedback in regard to this submission Contact Name Jane Smith Contact e mall address Janes mitht test co za Previous Next Close Enter a contact name and email address for an individual in your organization that must receive any feedback in regard to the data submission and click on Next to continue see Section 7 6 on how to change the default contact name and email values Click the Close button to cancel the process and return to the main menu 2 The submission date selection screen will be see Screen 5 2 2 2 Version 2 01 22 03 2012 17 Edu Dex User Manual Screen 5 2 2 2 l Submission to SAQA from ETQA version 7 Step 1 X Indicate the date of the data submission that needs to be validated Click on the date edit box to activate the calendar see Screen 5 2 2 3 Click the Close button to cancel the process and return to the main menu select the data submission date on the calendar screen by in
70. seceeesseeeeceeeeseaeeeeeeesaaeeeeesssaeeeess 56 7 6 Set data submission transfer contact details 2 0 2 2 ccceeeeeee eee eeeeeeeeeeeeeeeaaeeeeeeeeeeeeaaas 57 B PEDIMENU miee a a a a a a dda eumctuinencadess 57 Bl About ECU DX eesriode a a aed acl keebiceadadeimuiecietasundls 57 o2 TIS SO SCIN CANONS eina a ea a a 57 8 3 File specifications Professional bodies cccccceceecsseeeeeeeeeeeeeeeeesaeeeeeeeesaeeeeesenas 57 94 EOUuiDex manual sitet eee celia a a a a a aa 57 Acronyms terms and definitions Edu Dex Education and Training data exchange standard data validation utility Edu Dex standard Education and Training data exchange standard that conforms to the NLRD Load Specification ETQA Education and Training Quality Assurance body NLRD National Learner s Records Database NLRD Load Specifications National Learner s Records Database batch file load specifications SAQA South African Qualifications Authority UNC Universal naming convention Version 2 01 22 03 2012 2 Edu Dex User Manual 1 Introduction The Edu Dex data validation utility is a custom designed application that ensures that data transmitted within the Education and Training sector of South Africa conforms to the education and training data exchange Edu Dex standard standard The primary objective for the development of the Edu Dex standard is to ensure that any learner registration related data that is transmitted from one infor
71. sion failing the data validations 9 The Number column indicates the number of the error reported 10 The Validation rank column indicates the type of error that was encountered non compliance content general information and critical information 11 The Validation severity column indicates whether the error that was encountered is preventing the successful validation of the data submission fatal or non fatal 12 The File name column indicates the file in which the error was encountered 13 The Record number column indicates the record line in the file that holds the invalid value Note that the record numbering is sequential starting at the first valid data record found in the file 14 The Field name column indicates the name of the field that has failed validation 15 The Field value column indicates the value found in the field that has failed validation 16 The Description column provides you with a description of the factor that caused the field content to fail validation Version 2 01 22 03 2012 39 Edu Dex User Manual Screen 5 2 4 10 eqEdu Dex Import log Submission to SAQA from Professional Body version 2 Validate submission view Administration Help Exit Sa S B S E S D O E S E 1 Numbe Validation rank Validation severi File name Record numb Field name 1 Non compliance Fatal rmsa35110715 da4 Alternative_Id_ Type 2 Non compliance Fatal rmsa36110715 da4 Alternative Id Type Print Save as
72. t Reports F Files 6 1 Reports menu This menu option allows you to access the reports generated by the Edu Dex application for the most recent data submission that was validated The application generates four types of reports as described below see Screen 6 1 1 Screen 6 1 1 Ex Validate submission view Administration Help Exit Reports Detailed validation report Files b Aggregated validation report P Mon ETQA Assessors Mon ETQA Providers 6 1 1 Detailed validation report menu This report presents you with a detailed report of the specific fields in a data submission that have failed validation On selecting this menu option the Detailed validation report screen will be displayed see Screen 6 1 1 1 Version 2 01 22 03 2012 42 Screen 6 1 1 1 Edu Dex User Manual KEME Detailed validation report Validate submission wiew Administration Data provider bank Submission date 2007 07 18 Help Exit Submission location n Edu Dex Edu Dex Yersion2 Dev YB Submission Ini Number Validation rank 1 Non compliance 2 Content Validation severity Fatal Non fatal File name bankO20707 18 dat bank 10070718 dat Field name Provider_Code Provider_Etqa_Id Provider_Accred_Start_Date Provider_Accred_End_Date Field value 01 541 2002041 1120071104 3 Content Non fatal 4 Content Non fatal 5 Content Non fatal 6 Content Non fatal 7 Content Non fatal 8 Content Non fatal 9 Con
73. ta validation will present you with a enhanced message at the end of the data validation process regardless of the success of the validation process that will include the following type of message if you data submission contains assessors providers with an ETQA ID other than your ETQA ID PLEASE NOTE This submission contains non ETQA assessors refer to the non ETQA assessors report for further information PLEASE NOTE This submission contains non ETQA providers refer to the non ETQA providers report for further information Please note that it is the responsibility of the ETQA to ensure that any non primary focus area records already exist in the NLRD prior to submitting this type of data to the NLRD directorate Version 2 01 22 03 2012 A Edu Dex User Manual 2 Starting Edu Dex The Edu Dex data validation utility can be started from the Windows Start menu or from the Edu Dex Data Validation desktop folder 2 1 Starting Edu Dex from the Windows Start menu To start Edu Dex from the Windows Start menu click on the Windows Start menu button select the Programs option then select the Edu Dex Data Validation option and click on the Edu Dex icon 2 2 Starting Edu Dex from the Edu Dex Data Validation desktop folder To start Edu Dex from the Edu Dex Data Validation desktop folder locate and open the Edu Dex Data Validation folder on your Windows desktop see Screen 2 2 1 Screen 2 2 1 Edu Dex Data vali
74. ted in discrete phases Ensure that the information that this screen is displaying is correct Click on the Next button to start the data validation Click on the Previous button to return to the previous screen or click on the Close button to return to the main menu The Edu Dex application will complete the required data validation on the data submission The five progress indicators Load data File layout validation Content validation Business rule validation and Create submission progress indicator will provide you with an indication of the validation progress The system will display a message once the data validation has been completed see Screen 5 2 3 7 successfully Version 2 01 22 03 2012 28 Edu Dex User Manual Screen 5 2 3 7 Submission to SAQA from ETQA version 2 Step 3 X been saved as Food071201 zip in the C Edu Dex Submission QutiFood071201 zip path directory The results of the validation process can be viewed by clicking on the view Log button or by accessing the View Menu i Process completed successfully The validated submission has The View log button will be active if any of the data fields or records in the data submission generated a warning message The results presented in this report are also available from the View menu see Section 6 1 1 Click on the View log button to access the validation log see item 9 and Screen 5 2 3 9 for more information Click on the Close button to return to th
75. tent Non fatal 10 Content Non fatal 11 Content Non fatal 12 Content Non fatal 13 Content Non fatal 14 Content Non fatal 15 Content Non fatal 16 Content Non fatal 17 Content Non fatal 18 Content Non fatal 19 Content Non fatal 20 Content Non fatal 21 Content Non fatal 22 Content Non fatal 23 Content Non fatal 24 Content Non fatal 25 Content Non fatal bank 100707 18 dat a bank 10070718 dat bank 100707 18 dat bank 100707 18 dat bank 100707 18 dat bank 100707 18 dat bank 10070718 dat bank 100707 18 dat bank 10070718 dat bank 100707 18 dat bank 100707 18 dat bank 100707 18 dat bank 100707 18 dat bank 10070718 dat bank 10070718 dat bank 100707 18 dat bank 100707 18 dat bank 100707 18 dat bank 10070718 dat bank 10070718 dat bank 10070718 dat bank 100707 18 dat bank 100707 18 dat Provider_Accred_Start_Date Provider_Accred_End_Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 2002041120071104 Provider_Accred_Start_Date Provider_Accred_End_Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_Date 2002041120071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 20020411 20071104 Provider_Accred_Start_Date Provider_Accred_End_ Date 20020411 20071104 Provider_Accr
76. to return to the main menu Screen 5 2 1 4 ea Submission to SAQA from ETQA version 1 import locatior j X Indicate the location of the data submission that needs to validated Import Location Ceac Previous Next Close 5 The Edu Dex application will display the export location screen See Screen 5 2 1 5 The screen will have the default export submission folder path loaded see Section 7 3 on how to change the default export submission folder path If you would like the Edu Dex application to save the validated data submission to a location other than the default export location shown then click on the Search button and browse to the correct location Click on the Next button to continue click on the Previous bution to return to the previous screen or click on the Close button to return to the main menu Screen 5 2 1 5 Indicate the location to which wou would like the system to save the validated data submission Export Location Search Previous Next Note that the Edu Dex application expects to find data submission files for your specific ETQA for the specific date in the location that you have specified The system will return an error if any of these details or if the remainder of the file name s is are incorrect If the data submission has the correct naming convention and is found in the path indicated then the validate submission screen will be displayed see Screen 5 2 1 6 6 The validate sub
77. to update the Edu Dex lookup codes qualification identifiers and unit standard identifiers prior to testing a data submission that will be sent to SAQA Please refer to the SAQA NLRD information website at www saga org za NLRDInfo for further information in regard to the updating of the Edu Dex data validation utility Further information can also be found on the Edu Dex website at www praxis co za EduDex 1 1 2 Data submission that contain non primary focus area data The Edu Dex data validation utility is able to validate data submissions that contain non primary focus area data Non primary focus area data includes Submission to SAQA from ETQA version 1 1 Learner enrolments File 2 and or File 7 that are associated to providers that belong to another ETQA the ETQA_ID of the provider is not the same as your ETQA _ID 2 Learner enrolments File 2 and or File 7 that are associated to assessors that belong to another ETQA the ETQA_ID of the assessor is not the same as your ETQA_ID 3 Provider accreditations File 10 that are associated to providers that belong to another ETQA the ETQA_ID of the provider is not the same as your ETQA_ID 4 Assessor registrations File 8 that are associated to assessors that belong to another ETQA the ETQA_ID of the assessor is not the same as your ETQA ID Submission to SAQA from ETQA version 2 Step 3 1 Learner enrolments File 28 29 and or File 30 that are associated to providers that b
78. u want the report saved to in the File name box and click on Save Screen 6 1 1 3 Save in E Desktop fe ci Ea Fe Data a a My Computer My Recent My Network Places Documents Edu Dex Data Validation Desktop My Computer E File name Detailed validation report Ji My Network save az Ipe Coma delete csv o Cancel E 4 The Close button allows you to exit the Detailed validation report screen and return to the main menu 6 1 2 Aggregated validation report menu These reports present you with summary reports of the results of the data validations completed on the data submission Two further menu options are made available to you once you select this menu item see Screen 6 1 2 1 Screen 6 1 2 1 Validate submission wiew Administration Help Exit Reports Detailed validation report Aggregated validation report Complete Mon ETO4 Assessors Filtered MNon ETQA Providers 6 1 2 1 Complete This report presents you with a summary report of all of the validations completed on a data submission and the results of each validation rule On selecting this menu option the Aggregated validation report complete screen will be displayed see Screen 6 1 2 1 1 Version 2 01 22 03 2012 44 Edu Dex User Manual Screen 6 1 2 1 1 Aggregated validation report complete O Data provider 621 Submission date 2004 01 09 Submission location c Data Edu DexDeviOA Level t Processhid1
79. ult printer see Screen 5 2 1 10 a Screen 5 2 1 10 a Printer Properties 2 x Name WPRAXIS 1 Shp Laserdet 4300 PCL 6 Status Ready Type HP LaserJet 4300 PCL 6 Where Passage Comment Print to file Print range m Copies All Number of copies fh C Pages from poo to i Selection ne ore pela Cancel b The Save as button allows you to save the report to a comma delimited format csv file which is recognized by Microsoft Excel see Screen 5 2 1 10 b Browse to the location to which you would like to save the log Type the name that you want the log saved to in the File name box and click on Save Version 2 01 22 03 2012 16 Edu Dex User Manual Screen 5 2 1 10 b a 2 x Save jni Ie Desktop My Recent My Network Places Documents Edu Dex Data Validation Desktop i 4 File name Validation log Teta fave as lupe Coma delimeter cs Cancel Z Places c The Close button allows you to exit the Import log screen and return to the validate submission screen 5 2 2 Submission to SAQA from ETQA version 2 Step 1 This menu item allows you to validate data submissions based on version 2 of the SAQA file specifications that will be submitted to SAQA by your organization This type of submission is defined as Step 1 in the NLRD minimum standard for data loads and is constrained to data submissions that contain the foll
80. validation Content validation Business rule validation and Create submission progress indicator will provide you with an indication of the validation progress 8 The system will display a message once the data validation has been completed see Screen 5 2 1 7 successfully Screen 5 2 1 7 Submission to SAQA from ETQA version 1 X S Process completed successfully The validated submission has LD been saved as bank060615 zip in the CEdu Dex Submission Quti bank060615 zip pathy directory The results of the validation process can be viewed by clicking on the view Log button or by accessing the view Menu The View log button will be active if any of the data fields or records in the data submission generated a warning message The results presented in this report are also available from the View menu see Section 6 1 1 Click on the View log button to access the validation log see item 9 and Screen 5 2 1 9 for more information Click on the Close button to return to the main menu The data submission that you must submit to SAQA can be found at the export location that you indicated in item 4 Please note that the data submission found in this location has been prepared in a particular format for SAQA a The data submission has been compressed for ease of transmission b The compressed file contains the standard Edu Dex reports that are automatically generated during the data validation process These reports have been include
81. w will be displayed if the scrubbed data did not pass the validation process The message shown in Screen 5 2 3 7 item 7 above will be displayed if the scrubbed data has passed validation If the data submission was successfully scrubbed and validated the location of your Original data submission will contain the following types of files e A copy of your original files suffixed with the words Pre Data Scrubbing For example your original file food01071201 dat will be renamed to food01071201Pre Data Scrubbing dat e A copy of the detailed and filtered aggregated validation reports suffixed with the words Pre Data Scrubbing For example Complete Aggregated Validation Report Pre Data Scrubbing food071201 csv Detailed Validation Report Pre Data Scrubbing food071201 csv e Acopy of the data scrubbed files For example food01071201 dat e A copy of the detailed and filtered aggregated validation reports for the scrubbed data submission For example Complete Aggregated Validation Report csv Detailed Validation Report csv Due to the sensitive nature of data scrubbing Edu Dex will not automatically create a fully prepared data submission for you to send to SAQA The files are left as is so that you may review the data submission to determine whether you are happy with the data scrubbing results If you are happy with the results then resubmit the scrubbed data to Edu Dex to allow the application to create a prepared submission for SAQA
82. xt button to continue click on the Previous bution to return to the previous screen or click on the Close button to return to the main menu Screen 5 2 3 5 We 5Submission to SAQA from ETQA version 2 Step 4 export jocati X Indicate the location to which you would like the systern to save the validated data submission Export Location Cearch Previous Next Close Note that the Edu Dex application expects to find data submission files for your specific ETQA for the specific date in the location that you have specified The system will return an error if any of these details or if the remainder of the file name s is are incorrect If the data submission has the correct naming convention and is found in the path indicated then the validate submission screen will be displayed see Screen 5 2 3 6 5 The validate submission screen presents a number of information fields to enable you to ensure that the correct data submission will be validated by the system The Data supplier field indicates the ETQA that submitted the data submission The Submission date field indicates the date of the data submission The Data submission files area indicates which data files have been located by the Edu Dex application Each data file that is located has a check mark in the data file s respective check box Version 2 01 22 03 2012 27 Edu Dex User Manual Screen 5 2 3 6 l Submission to SAQA from ETQA version 7 Step 3 validate

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