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Edu.Dex User manual

1. 7 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 will provide you with an indication of the progress 8 The system will display the following type of message if the data validation process has been completed successfully see Screen 5 2 3 7 Click on OK to return to the data validation screen Screen 5 2 3 7 Submission to Standard ETQA from Training Provider version 2 x e Process completed successfully The validated submission has DD been saved as ched 1071202 zip in the n Edu DexEdu Dex versione Devy B Submission Qut ched 1071202 2ip pathidirectory i 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 10 and Screen 5 2 3 9 for more information Click on the Close button to return to the main menu The data submission that you must submit to the ETQA can be found at the export location that you indicated in item 5 Please note that the data submission found in this location has been prepared in a pa
2. 4 Submission to SETA ETQA From Training Provider import locat Indicate the location of the data submission that needs to validated Import Location d DataSubmission oBeValidated Sach Previous Next Close 6 The Edu Dex application will display the export location screen see Screen 5 2 2 6 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 button to return to the previous screen or click on the Close button to return to the main menu Screen 5 2 2 6 eA Submission to SETA ETQA From Training Provider export loc X Indicate the location to which you would like the systern to save the validated data submission Export Location oe aera eae Search Previous Next Note that the Edu Dex application expects to find your data submission files with the naming convention specified in step 4 at the location specified in step 5 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 scree
3. Ensure that the ff characters of the data submission file name represent the type of file as indicated in the file specification document 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 continue click on the Previous button to return to the previous screen or click on the Close button to return to the main menu Training provider code issued by the primary ETQA of your organization Version 2 02 17 04 2008 8 Edu Dex User Manual Screen 5 2 1 4 l Submission to Standard ETQA from Training Provider version x Indicate the location of the data submission that needs to validated Import Location C Data Submission Ink Search 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
4. Click on Save to apply the filter or Close to return to the file view without applying the filter Screen 6 2 4 Fiter file Learner Information OOOO Field name Filter type Filter value Nationality Coe Eaa dea Altemative Id Type z NotEqualto z 533 Nationa sf fe f fasez ooo ee es 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 02 17 04 2008 33 Edu Dex User Manual Screen 6 2 5 save as jj xxi Save in eo Desktop ee EE Pe Data 4 4 My Computer My Recent My Network Places Documents Edu Dex Data Validation Desktop Oo Data aer gt My Computer aad File name Leamer file Niet Save as type Coma delimeter csv x Cancel Places 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 02 17 04 2008 34 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 below see Screen 7 1 Screen 7 1 Edu pex ee Validate submission view Administration Help Exit Edit Edu Dex login credentials Edit import submissi
5. Ee Save as lype Coma delimeter csv x Cancel Places 4 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 Screen 6 1 2 2 1 Data provider 621 Submission date 7004 01 09 Submission location c DataEdu DexDeviGA Levell Processld01 Test19 File name 62101040109 dat Validation rank General information Validation severity Mon fatal Description Count of records with same Date_Stamp Count of records with same Learner_Birth_Dat Filename 62102040109 dat Validation rank Content 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 Version 2 02 17 04 2008 30 Edu Dex User Manual 3 The Validation rank heading indicates the type of validation reported on
6. 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 2 2 Screen 6 1 2 2 2 Properties Status Ready Type HP Laseret 4300 PCL 6 Where Passage Comment Print to file Copies Humber of copies f Print range All Pages hom tof f Selection Sek pib Collate 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 2 3 Screen 6 1 2 2 3 Save as Save in Desktop iam My Recent Documents Edu Dex Data Validation Desktop SE My Computer e File name Detailed validation report amp My Network Save as type Coma delimeter csv x Cancel Places 4 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 s
7. Dex application uses this information in combination with your provider code to identify your data submission file s Ensure that the first characters of the data submission file names represent your provider code File name nnnnffyymmdd dat Where nnnn represents your provider code like MQAU 111 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 05 Where mm represents the month of the submission 04 Where dd indicates the day of the submission 11 Ensure that the ff characters of the data submission file name represent the type of file as indicated in the file specification document 5 The Edu Dex application will display the data submission import location screen see Screen 5 2 2 5 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 Training provider code issued by the primary ETQA of your organization Version 2 02 17 04 2008 15 Edu Dex User Manual 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 2 5
8. From Training Provider x e WARNING The data submission contains FATAL errors The results JJ of the validation process can be viewed by accessing the detailed andjor aggregated reports in the view Reports 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 2 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 rec
9. S E E hs eose S a e a Co asns a a ne CAAA AAS IA 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 02 17 04 2008 32 Edu Dex User Manual Screen 6 2 3 eaFile sort Learner Information _ Oo x Field name Sort order Equity Code Ascending ale eat S 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 like 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
10. in the file 7 The Field name column indicates the name of the field that has failed validation 8 The Field value column indicates the value found in the field that has failed validation 9 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 Screen 6 1 1 2 Cr 2 x Printer Name PRAXIS Sho Lasernet 4300 PCL 6 Properties Status Ready Type HP Lasenet 4300 PCL 6 Where Passage Comment Print to file Copies Humber of copies i Print range All Pages from 1 tof ree pie M Collate Cancel f 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 1 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 Version 2 02 17 04 2008 2 Edu Dex User Manual Screen 6 1 1 3 SK ij sx Save in eo Desktop c E Fe Data 7 4 My Computer My Recent My Network Places Documents Edu Dex Data Validation Desktop Data Pr My Computer ve File name Detailed validation report AE RERU Nee Save as lype Coma delimeter csv x Cancel Places 4 The Close button allows you to exit the D
11. 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 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 The individual sub menus available for this menu item are dependent on the configuration of the Edu Dex application Version 2 02 17 04 2008 5 Edu Dex User Manual 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 ttem allows you to exit the Edu Dex application Detailed descriptions of each of the main menu items are provided in this user manual Version 2 02 17 04 2008 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 stakeholder 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 All of the menu items in this menu are inactive for training provid
12. made available to you Screen 3 1 sai Validate submission view Administration Help Exit Enter User Login and Passiord Edu dex Click on OK to continue and Cancel to exit 3 User Login i Password b ETOP Version 1 05 Last updated 04 04 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 02 17 04 2008 4 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 Validate submission View Administration Help Exit 4 1 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
13. more information Click on the Close button to return to the main menu The data submission that you must submit to the SETA ETQA can be found at the export location that you indicated in item 6 Please note that the data submission found in this location has been prepared in a particular format for the SETA ETQA 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 the SETA ETQA 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 001 Version 2 02 17 04 2008 17 Edu Dex User Manual Where nnnn represents your provider code like MQAU 111 Where yy represents the year of the submission 05 Where mm represents the month of the submission 04 Where dd indicates the day of the submission 11 Please note that the specially prepared compressed and encrypted submission file must be submitted to the SETA ETQA 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 2 9 Click on OK to return to the data validation screen Screen 5 2 2 9 Submission to SETA ETQA
14. results andior aggregated reports in the wiew Reports 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 9 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 1 9 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 Screen 5 2 1 9 RETE Import log Submission to Standard ETQA from Training Provider version 2 Validate submission view Administration Help Exit 1 Non compliance food 801060711 dat 1 Provider_Code Field contains invalid provider c 2 Non compliance food 601060711 dat 2 Provider_Code i Field contains invalid provider c 3 Non compliance food 601060711 dat 3 Provider_Code i Field contains invalid provider c 4 Non compliance food 801060711 dat 4 Provider_Code i Field contains invalid provider c 5 Non compliance food 801060711 dat 5 Provider_Code i Field contains invalid provider c 6 Non compliance food 801060711 dat 6 Provider Code Field contains invalid provider c 7 Non compliance food 801060711 dat 7 Provider
15. 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 1 5 l Submission to Standard ETQA from Training Provider version i X Indicate the location to which you would like the system to save the validated data submission Export Location JE AData SubmissionOuth eE Previous Next Close Note that the Edu Dex application expects to find your data submission files with the naming convention specified in step 3 at the location specified in step 4 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 submission screen see Screen 5 2 1 6 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 displays your provider code The Submission date field indicates the date of your 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 The screen provides a customisable processing option e Pilot test 1000 reco
16. 18 20 E O Documents and Settings E Program Files O Adobe O Broadcom gt Citrix O Common Files O ComPlus Applications BD Components O Edu Dex O Help O Updates O InstallShield O InstallShield Installation Information O Internet Explorer O MediaFACE B Messenger O Microsoft ActiveSync microsoft frontpage O Microsoft Office O Microsoft SQL Server Microsoft VisioModeler 3 1 Microsoft visual Studio 9 Microsoft NET Pan wn mnh a E ee H A E e ee i Once the files are in place restart the Edu Dex application and login The following screen will be displayed if the Edu Dex application has found the update files see Screen 10 2 Screen 10 2 j pi Edu Dex has detected a system update that needs to be loaded Click on Yes to update the Edu Dex system or No to cancel the Update and use the Edu Dex application De e Clicking on the No button will cancel the update process and allow you to use the Edu Dex application as per normal the message will display again the next time you login to the Version 2 02 17 04 2008 40 Edu Dex User Manual application Clicking on the Yes button will initiate the update process see Screen 10 3 A message will be displayed once the update has been successfully implemented after which you may continue using the Edu Dex application as p
17. 2102040109 dat Content Mon fatal 621020401049 dat Mon compliance Mon fatal 62102040109 dat Mational_Id Mational_Id Mational Id Mational_Id Mational_Id Mon compliance Mon fatal 62102040109 dat Mon compliance Mon fatal 62102040109 dat Mon compliance Mon fatal 62102040109 dat Content Mon fatal 62102040109 dat Ja gt Hf Detailed validation report Mational_Id Mational_Id Mational_Id 2 3 4 5 Mon compliance Mon fatal 62102040109 dat G T 8 g n E E Be BK l Version 2 02 17 04 2008 26 Edu Dex User Manual 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 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 Validation rank column indicates the type of error that was encountered non compliance content general information and critical information 4 The Validation severity column indicates whether the error that was encountered is preventing the successful validation of the data submission fatal or non fatal 5 The File name column indicates the file in which the error was encountered 6 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
18. Contact e mail address JJ aneSmithtest 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 7 on how to change the default contact name and email values Click the Previous button to return to the previous screen Click the Close button to cancel the process and return to the main menu 3 The date selection screen will be displayed see Screen 5 2 2 3 Click on the date edit box to activate the calendar see Screen 5 2 2 4 Click the Previous button to return to the previous screen Click the Close button to cancel the process and return to the main menu A SETA ETQA requires that your data submission conforms to the SETA ETQA file specification format Version 2 02 17 04 2008 14 Edu Dex User Manual Screen 5 2 2 3 LX submission to SETA ETQA From Training Provi xj Indicate the date of the data submission that needs to be validated 4 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 2 3 once a valid date has been entered Click on the Next button to continue click on Close to return to the main menu or click on Previous to return to the previous screen Screen 5 2 2 4 x 2005 April Apri 2005 Note that the Edu
19. Edu Dex User manual Table of contents je 4 016 Ue to a eet ener eee ene eae rare ena ae re rv a ete 2 2 solabtinG EGU DCX eian a E E cada eaacsnea aden necnasaseuseerteende 3 2 1 Starting Edu Dex from the Windows Start menu 2 0 00 ccc eee eeeeeee eee eeeeeeaeaeaaaaeaaas 3 2 2 Starting Edu Dex from the Edu Dex Data Validation desktop folder 00 3 3 The Edu Dex NO Gu seas asides cecasceld ses eaicac eee aces dechecdiee ee oleae 4 4 The Edu Dex man AMON siesta i eit ee dest a end ate ale a eal be nh to letar 5 AN Man mMenu OV CIVIC W rennene E Sassen ees aamsenassacaee 5 5 Validate submission Menu cc tceccastncsarcassen ers eaGenemapianth ecagndtsaaaesresanems eataiaees uanuasenimeubarateres 7 S incoming SUBMISSION menus rese a a E E EEE 7 52 OUTGOING submission Men soera e a E coat ae Aadays 7 5 2 1 Submission to Standard ETQA from Training Provider version 1 0 08 7 5 2 2 Submission to SETA ETQA from Training Provider ccccccssseeseeceeeeeeeeeeees 14 5 2 3 Submission to Standard ETQA from Training Provider version 2 5 20 6 View 0 Ke 610 Repemeer cane ee ne ne enter Cee ten roe er a eer er een eee 26 Beli TRE DOMS WMG Miers ethan Sus teteuatacnvancagt a A 26 6 1 1 Detailed validation report MENU cccccccsesseececcceeeeeeeeecauaeeeeeessaseeeeeessaaaeeeess 26 6 1 2 Aggregated validation report MENU cece eee eeeee cece eeee eee eeeaeeeeeeeeaeae
20. SAQA ETQA update Last SAQA Qualification update Last SAQA UnitStandard update Print Close 7 6 Download Edu Dex system updates This feature has been disabled for this version of the Edu Dex application 7 7 Set data submission transfer contact details This feature has been disabled for this version of the Edu Dex application 8 Help menu The help menu allows you to access the Edu Dex online user manual and Edu Dex standard 9 Automatic data submission transfer 9 1 Overview The Edu Dex application has a built in automatic data submission transfer functionality This functionality is however only available if 1 Your version of Edu Dex has been configured to transfer data submissions automatically 2 The ETQA that you are submitting data to has made data transfer facilities available for the downloading of Edu Dex validated data submissions This functionality makes use of the SSH program which provides secure encrypted communications between two un trusted hosts over an insecure network Further the copying of data is conducted using the PSCP program which utilises SSH for data transfers The PSCP program is automatically installed on your system by the Edu Dex installation program 9 2 Transferring a data submission to a remote server 1 The data submission transfer is automatically initiated when the Edu Dex application has been set up to transfer data and when the application determines that the recipient E
21. Save screen 5 2 1 11 SN j ax Save in Desktop 4 c EJ Fe Data p 4 My Computer My Recent My Network Places Documents Edu Dex Data Validation Desktop ou My Computer iia File name validation lod a ice Save as type Coma delimeter cs x Cancel Places 4 The Close button allows you to exit the Import log screen and return to the validate submission screen Version 2 02 17 04 2008 13 Edu Dex User Manual 5 2 2 Submission to SETA ETQA from Training Provider This menu item allows you to validate data submissions that your organization would like to submit to a SETA ETQA The ETQA selection screen is displayed on selection of this menu item see Screen 5 2 2 1 Screen 5 2 2 1 Select the ETEA that the submission will be submitted to and click on Mest to proceed 1 Select the ETQA that you will be submitting the data submission to and click on Next to continue Click the Close button to cancel the process and return to the main menu 2 The contact details screen will be displayed see Screen 5 2 2 2 Screen 5 2 2 2 IH Data submission Contact details l 0 x This type of submission requires the following details sa that the recipient ETQA 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 Mame lJ ane Smith
22. Screen 7 4 1 x oe Edu Dex system database has been successfully compressed 7 5 View Edu Dex system setting 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 02 17 04 2008 36 Edu Dex User Manual Screen 7 5 1 x General information Connectivity information Description Training Provider Automatic transfer SSH Y Version 2 02 Automatic transfer ETQA 1 Level 3 Automatic transfer ETQA 2 Submission import location n Edu Dex Edu Dex Version2 DevVB Submission In Automatic transfer ETQA 3 Edu Dex user contact name Jane Smith Submission export location n Edu Dex Edu Dex Version2 Dev B SubmissionOu Edi Dias uror coad onak danke Gioca en System update location Updates Automatic update HTTP N m Variable information m Update information Provider Code CHED 1 ETQA ld 621 Last update 01 11 2007 Other Provider Code 1 ETDP 1267 ETQA ld 581 Last database update 20080201 Other Provider Code 2 5455 731 ETQA Id 695 Last executable update 20080121 Other Provider Code 3 SEAY12590 ETQA Id 611 Last ETOA Assessor update Other Provider Code 4 UMALOO0391 ETQA Id 541 Last ETQA Code update Last ETQA Course update Last ETQA Moderator update Last ETQA Module update Last ETQA Qualification update Last SAQA Code update Last
23. TQA has made a server available that accepts Edu Dex data submissions The data transfer process is initiated when you click the Yes button on a message that is displayed as shown in Screen 9 2 1 Version 2 02 17 04 2008 37 Edu Dex User Manual Screen 9 2 1 Submission to SETA ETQA from Training Provider x The recipient ETQA has an automated data submission system which 7 allows successful submissions to be transferred by means of SSH to the ETQA server Do you wank your data submission to be transferred to the recipient ETQA 2 The system displays the schedule automatic transfer screen see Screen 9 2 2 This screen allows you to transfer your data immediately or to schedule the data transfer for a later time or date Screen 9 2 2 iData submission Schedule automatic transfer X Indicate below when the Edu Des system must transter your data submission to the ETA server f Transfer the data submission immediately Transher the data submission as indicated below Time 2007 02 0 52 0 r 107020 11 58 00 Next a Select the Transfer the data submission immediately to start the data transfer b Select the Transfer the data submission as indicated below option to schedule the data transfer for a later time or date Also indicate the following i The Date on which you would like the submission transferred li The Time at which you would like the submission transferred c Click on Next to continue Plea
24. _Code Field contains invalid provider c 8 Non compliance food 801060711 dat 8 Provider _Code Field contains invalid provider c 9 Non compliance food 801060711 dat 9 Provider_Code i Field contains invalid provider c 10 Non compliance food 801060711 dat 10 Provider_Code i Field contains invalid provider c 11 Non compliance food 801060711 dat 11 Provider_Code i Field contains invalid provider c 12 Non compliance food 801060711 dat 12 Provider_Code i Field contains invalid provider c 13 Non compliance food 801060711 dat 13 Provider_Code i Field contains invalid provider 14 Non compliance food 601060711 dat 14 Provider_Code i Field contains invalid provider c 15 Non compliance food 801060711 dat 15 Provider _Code Field contains invalid provider c 16 Non compliance food 801060711 dat 16 Provider _Code Field contains invalid provider c 18 Non compliance food 8601060711 dat 18 Provider_Code i Field contains invalid provider c 19 Non compliance food 801060711 dat 19 Provider_Code i Field contains invalid provider c 20 Non compliance food 801060711 dat 20 Provider_Code i Field contains invalid provider c 21 Non compliance food 801060711 dat 21 Provider_Code i Field contains invalid provider c 22 Non compliance food 801060711 dat 22 Provider_Code i Field contains invalid provider c 23 Non compliance food 801060711 dat 23 Provider_Code Field contains invalid provider c 24 Non compliance food 801060711 dat 24 Provider_Code i Field contains invalid pro
25. ains invalid provider c O711 dat 9 Provider_Code SASS 8 Field contains invalid provider c 07 11 dat Provider_Code 5A55 6 Field contains invalid provider c 0711 dat Provider_Code 5455 8 Field contains invalid provider c 0711 dat Provider_Code 5455 8 Field contains invalid provider c 0711 dat Provider_Code SASS 8 Field contains invalid provider 0711 dat Provider_Code S5A55 8 Field contains invalid provider c Non compliance Fatal food 801060711 dat Provider Code 5A55 8 Field contains invalid provider c 6 6 6 6 6 6 6 6 Non compliance Fatal food 80106 6 6 6 6 6 6 Non compliance Fatal food 8010607 11 dat Provider _Code SAS8 8 Field contains invalid provider c Gi 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 Non compliance Fatal food 8010 Non compliance Fatal food 80101 Non compliance Fatal food 8010 Non compliance Fatal food 6010 Non compliance Fatal food 8010 Non compliance Fatal food 801060711 dat Provider_Code SASS 8 Field contains invalid provider c Non compliance Fatal food 801060711 dat Provider_Code SASS 8 Field contains invalid provider c O711 dat Provider_Code SASS 8 Field contains invalid provider c O711 dat Provider_Code SASS 8 Field contains invalid provider c O711 dat 21 Provider_Code SASS 8 Field contains invalid provider c O711 dat 22 Provider_Code S5A55 6 Field contains invalid provider c 0711 dat 23 Provider_Code 5A55 8 Field contains invalid provider c 0711 dat 24 Provider_Code 5A55 6 Field contains invalid provide
26. 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 SETA Sector Education and Training Authority UNC Universal naming convention 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 information 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 EQTA 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 The secondary obje
27. as 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 Screen 6 1 2 1 2 Printer Name WPRASIST Shp Lasenet 4300 PCL 6 Properties Status Ready Type HP Lasenet 4300 PCL 6 Where Passage Comment Print to file Print range Copies Number of copies i All Pages from 1 we f Selection E pie 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 2 1 3 Version 2 02 17 04 2008 29 Edu Dex User Manual Screen 6 1 2 1 3 saves j zx Save in Desktop fa ck EJ Fe Data i P My Computer My Recent My Network Places Documents Edu Dex Data Validation Desktop My Computer i File name Detailed validation report do
28. at you indicated in item 5 Please note that the data submission found in this location has been prepared in a particular format for the recipient ETQA 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 the ETQA 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 provider code like FOOD 111 Where yy represents the year of the submission 06 Where mm represents the month of the submission 07 Where dd indicates the day of the submission 11 Version 2 02 17 04 2008 11 Edu Dex User Manual Please note that the specially prepared compressed and encrypted submission file must be submitted to the recipient ETQA 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 Click on OK to return to the data validation screen Screen 5 2 1 8 Submission to Standard ETQA from Training Provider version 1 x of the validation process can be viewed by accessing the detailed i WARNING The data submission contains FATAL errors The
29. ation 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 9 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 9 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 Screen 5 2 3 9 idati i pti 1 Non compliance Fatal ched 161071202 dat 1 National_Id Person_Attemate_Id Att 9702105835082 1627 537 CHED 1 621 Student record is nc 2 Content Non fatal ched 161071202 dat 1 Person_Birth_Date National_Id 196702 10 9702 105835082 Birth date does not 3 Non com pliance Fatal ched 163071202 dat 173 National_Id Person_Attemate_Id Att 5702105835082 1627 537 CHED 1 621 Student record does The Number column indicates the number of the error reported b The Validation rank column indicates the type of error that was encountered non compliance content general information and critical information c The Validation severity column indicates whether the error that was encountered is preventing the successful validation of the data submission fatal or non fatal d The File name column indicates the file in whic
30. b page Instructions on how to request and implement CHE updates can be found on the Edu Dex web site at www praxis co za EduDex On the left hand side of the screen select the Level 3 Training Provider link Click on the How to update Edu Dex for CHE data submissions link to view the document that provides you with the detailed instructions in this regard The e mail that you receive will have a number of text files attached to it The text files will either have a txt or dat extension The txt files are not required by the Edu Dex application and have been included for information These files are comma delimited and can be viewed in MS Excel The dat files are required by the Edu Dex application These files must be copied into the application folder Updates directory usually found at c Program Files Edu Dex Updates see Screen 10 1 Screen 10 1 amp Updates i l o x File Edit View Favorites Tools Help ae ap A q 7 Q Back J wi p Search iy Folders Address C Program Files Edu Dex Updates Go Folders x Name ize Type Date Mc S ETOAQualificationO60418 dat OKB DAT File 4 19 20 Ej Desktop all os sovsess tives notesa sees esovensbenensvenedsoesoesioesecoesesassesensoe F a B Data 2 ETQAAssessor060418 dat 1KB DAT File 4 18 20 a ETQACourse060418 dat 1 KB DAT File 4 18 20 E P My Computer X E lt Local Disk C 3 ETQAModerator060418 dat OKB DAT File 4
31. creen and return to the main menu Version 2 02 17 04 2008 31 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 F Files Learner Information Qualification Enrolment Qualification Legacy Learning Programs Legacy Assessor Information Provider 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 e4Learner Information _ 10 x _ Recordld National Id Learner Alternate Id Allemative ld Type Nationalt Cod CO 7407215627084 mo 7107265275087 s m 75176081 533 z a SA e eames 8 ac ss a 57022351 72018 533 ac rr 3 saoareneenet see A m leroarastasans r m paasa O a e a h2 ms O a e a h3 ees O a e a D e e e S E E E s n S a a aA E e S e E O7 poves O a e a is e
32. ctive of the development of the Edu Dex standard is Therefore 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 Version 2 02 17 04 2008 2 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 al _ Edu Dex Data validation 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 Version 2 02 17 04 2008 3 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
33. d 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 requires that you enter the provider code that all the qualifications or learning programs are accredited against contact the recipient ETQA for further information 2 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 your Provider Code or Course_Code and your 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 Version 2 02 17 04 2008 10 Edu Dex User Manual Screen 5 2 1 6 a Legacy qualification submission x The system has detected that legacy qualifications fle 4 hawe been submitted Please indicate the following in order ta allow Edu Des to complete the validation of this file correctly amp Qualifications are recorded on an ETO level Associated provider code Qualifications are recorded on a training provider level Cancel Indicate the nature of the legacy qualification or learning program records by selecting the rele
34. eeeeeeaes 28 62 SIGS MCMC sack oases uh a sat reat aly asain ees ean Main 32 _ POMMMISTHATION MENU sacies alsin icin ccct thd e e E testes 35 7 1 Edit Edu Dex login credentials menu ccccccccccsseeeeeeeeeeaeeeeeeeeeeaeeseeeeeeeanenseeeeeeaas 35 7 2 Edit import submission folder MENU cseeeeceeeeeseeeeeeeeeeaeeeeeeeeeeseeeeeeeesssenseseeneaas 35 7 3 Edit export submission folder MENU cseeeeceeeceeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeasenseseeeeaas 36 7 4 Compress Edu Dex database MENU ccccceeceececceeeeseaeaeeeeeeeeeeeeesseaueaeseeeeeeeeeseaaas 36 7 5 View Edu Dex system SSTHING ac icwe desis ceca cpatacuitncinelsentaatscespanheaxs led watactesteqedeshwecacaalsdesaucnien 36 7 6 Download Edu Dex system updates cccceecccceeceseeseeeeeseseeeeeeeeseaeesseeeeesaeenseseeeeaas 37 7 Set data submission transfer Contact details ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeaeaeaanaaas 37 Oe SAS IO UNG raster ence eran N N E S css aarasmnateaeets 37 9 Automatic data submission transfer ccccccssseeeeceeceaseeeeeeeeceueeeeeeeeeeseeeeeeeesauaneeeeeesaneees 37 OT OVEIWWICW shes et he eee eae ee i eee Se 37 9 2 Transferring a data submission tO a remote server ccccseeececeeeeeeeeeeeeeeeeeaeeeeeeeaees 37 10 Edu Dex system UDO ALES saciccadaeaied aaskece cde Sorin eck aceen censubsdandnlsescadetulesseccance te an susec sees 39 Acronyms terms and definitions Edu Dex Education
35. ent 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 02 Ensure that the ff characters of the data submission file name represent the type of file as indicated in the file specification document 4 The Edu Dex application will display the data submission location screen see Screen 5 2 3 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 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 3 4 l Submission to Standard ETQA from Training Provider versi ion 2 x Indicate the location of the data submission that needs to validated Import Location C Data Submission In Search Previous Next Close Training provider code issued by the primary ETQA of your organization Version 2 02 17 04 2008 21 Edu Dex User Manual 5 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 Sect
36. er normal Please contact the Edu Dex helpdesk immediately if you experience any problems with the update functionality Screen 10 3 Iv ETEA Assessor F ETQA Code M ETIDA Course ETOS Moderator ETEA Module M ETEA alicatior M SAUA Code L SAUA ETUA SAGA Qualification SAG4 Unitstandard Version 2 02 17 04 2008 41
37. error that was encountered is preventing the successful validation of the data submission fatal or non fatal Version 2 02 17 04 2008 12 Edu Dex User Manual 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 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 ao Selecting the Print button allows you to print the log to your default printer see Screen 5 2 1 10 Screen 5 2 1 10 i Prins LX Frinter Name SPRAXIST Sho Lasenlet 4900 PCL 6 Properties Status Ready Type HP Laserlet 4300 PCL 6 Where Passage Comment Print to file Print range Copies Humber of copies i i All Pages hom tof E pib Collate Cancel f Selection 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 11 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
38. ers as the organization does not receive any learner registration records from another education and training stakeholder 5 2 Outgoing submission menu The outgoing submission menu options see Screen 5 2 1 that are available in this version of Edu Dex are described below Screen 5 2 1 Fe Validate submission View Administration Help Exit Incoming submission amp Qubgoing submission Submission bo SADA From ET version 1 Submission bo SAQA From EGG version 2 Step 1 Submission bo Sac From ENG version 2 Step 3 Submission to Standard ETQA From Training Provider version 1 Submission bo Sa Fron Training Provider Submission to Standard ETQA From Training Provider version 2 Submission to SETA ETQA From Training Provider 5 2 1 Submission to Standard ETQA from Training Provider version 1 This menu item allows you to validate data submissions that your organization would like to submit to an ETQA The ETQA selection screen is displayed on selection of this menu item see Screen 5 2 1 1 Screen 5 2 1 1 I Submission to Standard ETQA from Training Provider a e m E4 Select the ETGA that the submission will be submitted to and click on Mest to proceed 1 Select the ETQA that you will be submitting the data submission to and click on Next to continue Click the Close button to cancel the process and return to the main menu 2 The date selection screen will be displayed see Screen 5 2 1 2 Click on the da
39. etailed 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 View Administration Help Exit Reports Detailed validation report Files Aggregated validation report P Complete Filtered 6 1 2 1 Complete menu 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 02 17 04 2008 28 Edu Dex User Manual Screen 6 1 2 1 1 Data provider 621 Submission date 7004 01 09 Submission location c Data Edu DexDeviaA Level Tl Processhi01iTest19 File name 62101040109 dat Validation rank Content Validation severity Mon fatal Description Count of records with birth date does not match Count of records with incorrect Learner_Home_ Count of records with incorrect Learner_Postal_ Count of records with middle name is MULL 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 w
40. ext to continue Click the Close button to cancel the process and return to the main menu 2 The date selection screen will be displayed see Screen 5 2 3 2 Click on the date edit box to activate the calendar see Screen 5 2 3 3 Screen 5 2 3 2 Be Etter to Standard ETQA from Training Provider versio X Indicate the date of the data submission that needs to be validated An standard ETQA requires that your data submission conforms to the Standard ETQA file specification format which is compliant with the NLRD Load Specifications Version 2 02 17 04 2008 20 Edu Dex User Manual 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 3 2 once a valid date has been entered Click on the Next button to continue click on Close to return to the main menu or click on Previous to return to the previous screen _ _ Screen 5 2 3 3 x 2008 April April 2008 men Tue wea Thu ra sat T sun Note that the Edu Dex application uses this information in combination with your provider code to identify your data submission file s Ensure that the first characters of the data submission file names represent your provider code File name nnnnffyymmdd dat Where nnnn represents your provider code like CHED 1 Ensure that the last six characters of the data submission file names repres
41. h the error was encountered e 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 Version 2 02 17 04 2008 24 Edu Dex User Manual f The Field name column indicates the name of the field that has failed validation g The Field value column indicates the value found in the field that has failed validation h The Description column provides you with a description of the factor that caused the field content to fail validation Selecting the Print button allows you to print the log to your default printer see Screen 5 2 3 10 Screen 5 2 3 10 Status Ready Type HF Laserlet 4300 PCL 6 Wher Passage Comment Print to file Copies Humber of copies i E pib Collate Cancel Print range Al Pages hom tof f Selection 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 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 Screen 5 2 3 11 a Save in IE Desktop 4 Ba e EJ My Recent Documents Edu Dex Data Validation Desktop Data QE My Computer ue i F File name Validation lod v Save a My Network Save as type Coma deli
42. ion 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 button to return to the previous screen or click on the Close button to return to the main menu Screen 5 2 3 5 l Submission to Standard ETQA from Training Provider vel sion x Indicate the location to which you would like the system to save the validated data submission Export Location C Data SubmissionOut Search Previous Next Close Note that the Edu Dex application expects to find your data submission files with the naming convention specified in step 3 at the location specified in step 4 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 6 The validate submission screen see Screen 5 2 3 6 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 displays your provider code The Submission date field indicates the date of your data submission The Data submission fi
43. les 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 The screen provides a customisable processing option 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 If this option is not selected then the Edu Dex application will validate all aspects of the full submission 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 Version 2 02 17 04 2008 22 Edu Dex User Manual Screen 5 2 3 6 Data supplier ched 1 Submission date O2 December 2007 Load data File layout validation Content validation Business rule validatiorr Create submission Data submission files i Person Information P Leamership Enrolment E Qualification Enrolment M Unit Standard Enrolment Pilot test 1000 records without relational rules D Phased validation Next Scrub data Close ZA Click on the Next button to start the data validation or click on the Cancel button to return to the validate submission screen
44. lidate that the path exists before saving the changes Note that the Import submission folder field may not be empty Version 2 02 17 04 2008 35 Edu Dex User Manual Screen 7 2 1 eedit import submission Folder x Import submission folder dD ataSubmission T oB eValidated Search coe 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 eaeEdit export submission Folder x Export submission folder ld DataSubmissiony alidatedS ubmission Search cose 7 4 Compress Edu Dex database menu 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 the following message once this process has been completed successfully see Screen 7 4 1
45. meter csv x Cancel Places 4 The Close button allows you to exit the Import log screen and return to the validate submission screen Version 2 02 17 04 2008 25 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 Exit Reports F Files j 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 two types of reports as described below see Screen 6 1 1 Screen 6 1 1 Validate submission view Administration Help Exit Reports Detailed validation report Files d Aqgregated validation report F 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 Screen 6 1 1 1 Data provider 621 Submission date 2004 01 09 Submission location c Data Edu DexDeviOA Level Processhi01 Test19 Number Validation rank Validation severity File name Record number Field name Mon compliance Mon fatal 62102040109 dat Mon compliance Mon fatal 6
46. n will be displayed see Screen 5 2 2 7 7 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 your provider code 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 The screen provides a customisable processing option 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 If this option is not selected then the Edu Dex application will validate all aspects of the full submission 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 Version 2 02 17 04 2008 16 Edu Dex User Manual 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 a
47. nd Create submission will provide you with an indication of the progress Screen 5 2 2 7 eaSubmission to SETA ETQA from Training Provider validate submission Ioj x Data supplier sase 111 Submission date 01 January 006 View log Load data File layout validation Content validation Business rule validation Create submission Data submission files e Learner Information i SETA ETOS Qualification Enrolment SETS ETES Learning Program Taa SEE P SETS ETOS Module Enralment Pilot test 1000 records without relational rules 7 Phased validation Next Scrub data Close Ze 8 The system will display the following type of message if the data validation process has been completed successfully see Screen 5 2 2 8 Click on OK to return to the data validation screen Screen 5 2 2 8 xl Process completed successfully The validated submission has J been saved as mqau 111050411 zip in the d DataSubmission ToBeSentToSETAETQA mgau 111050411 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 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 10 and Screen 5 2 2 10 for
48. ns on how to request and implement SAS SETA updates can be found on the Edu Dex web site at www praxis co za EduDex On the left hand side of the screen select the Level 3 Training Provider link Click on the How to update Edu Dex for SAS SETA data submissions link to view the document that provides you with the detailed instructions in this regard The automatic download functionality for ETDP SETA can be found on the ETDP DataNet information system Instructions on how to request and implement ETDP SETA updates can be found on the Edu Dex web site at www praxis co za EduDex On the left hand side of the screen select the Level 3 Training Provider link Click on the How to update Edu Dex for ETDP SETA data submissions link to view the document that provides you with the detailed instructions in this regard Version 2 02 17 04 2008 39 Edu Dex User Manual The automatic download functionality for MQA SETA can be found on the MQA DataNet information system Instructions on how to request and implement MQA SETA updates can be found on the Edu Dex web site at www praxis co za EduDex On the left hand side of the screen select the Level 3 Training Provider link Click on the How to update Edu Dex for MQA SETA data submissions link to view the document that provides you with the detailed instructions in this regard The automatic download functionality for the CHE can be found on the CHE HEQCIS information we
49. on Folder Edit export submission Folder Compress Edu Dex database view Edu Dex system setting Download Edu Dex system updates Set data submission transfer 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 Peedit Edu Dex login credentials E xi Mew login Thabo cane 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 Ne a 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 You may select a new location by browsing to the folder or by typing in the path in UNC format The system will va
50. ord 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 02 17 04 2008 18 Edu Dex User Manual Screen 5 2 2 10 RETE Import log Submission to ETQA from Training Provider JE jaj x Validate submission siew Administration Help Exit C D E l Numbe Validation rank Validation severity File name Record numbei Field name Field value Description O711 dat 1 Provider_Code SAS5 8 Field contains invalid provider c O711 dat 2 Provider_Code SASS 8 Field contains invalid provider c O711 dat 3 Provider _Code SASS 8 Field contains invalid provider c O711 dat 4 Provider _Code SAS5 8 Field contains invalid provider c O711 dat 5 Provider _Code SAS88 8 Field contains invalid provider c O711 dat 6 Provider _Code SASS8 8 Field contains invalid provider c O711 dat 7 Provider_Code SASS 8 Field contains invalid provider c 1 Non compliance Fatal food 8010 Non compliance Fatal food 6010 Non compliance Fatal food 80101 Non compliance Fatal food 8010 Non compliance Fatal food 8010 Non compliance Fatal food 8010 Non compliance Fatal food 80101 Non compliance Fatal food 801060711 dat 8 Provider_Code SASS 8 Field cont
51. r c O711 dat 25 Provider _Code 5455 8 Field contains invalid provider c 0711 dat 26 Provider_Code SASS 8 Field contains invalid provider c O711 dat 27 Provider_Code SASS 8 Field contains invalid provider c O711 dat 28 Provider_Code SASS 8 Field contains invalid provider c O711 dat 29 Provider_Code SAS5 8 Field contains invalid provider c O711 dat 30 Provider_Code SASS5 8 Field contains invalid provider c O711 dat 31 Provider_Code SAS88 8 Field contains invalid provider c Non compliance Fatal food 801060711 dat 32 Provider _Code SAS8 8 Field contains invalid provider c Non compliance Fatal food 801060711 dat 33 Provider_Code SASS 8 Field contains invalid provider c Non compliance Fatal food 8010 Non compliance Fatal food 80101 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 Non compliance Fatal food 80 rnmaliance ata aad ANINAN dat 34 Provider Code SASS A Field cantains invalid ornvider na gt 39 34 Non fe 4 gt Pfs Impor log IK Print Save as Close 11 Selecting the Print button allows you to print the log to your default printer see Screen 5 2 2 11 Screen 5 2 2 11 Print I Frinter Hame ip L t LE Properties Status Type HP Laserlet 4300 PCL 6 Wher Pas
52. rds 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 If this option is not selected then the Edu Dex application will validate all aspects of the full submission 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 Version 2 02 17 04 2008 9 Edu Dex User Manual Screen 5 2 1 6 l Submission to Standard ETQA from Training Provider version 1 Ioj x Data supplier food 8 Submission date 11 July 2006 View log Load data File layout validation M Content validation eT Business tule validation EE Create submission M Data submission files e Learner Information T Oualification Enrolment P Leaming Program Enrolment Legacy F Gualitication Legacy Leaming Programs Legacy Writ Standard Enrolment Pilot test 1000 records without relational ules D Phased validation Next Scrub data Close 2 Note The submission of Qualification Legacy and Learning Programs Legacy records can be completed in two different ways 1 The qualification or learning program may be offered by all Providers that are accredite
53. rticular format for the recipient ETQA a The data submission has been compressed for ease of transmission Version 2 02 17 04 2008 23 Edu Dex User Manual 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 the ETQA 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 provider code like CHED 1 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 02 Please note that the specially prepared compressed and encrypted submission file must be submitted to the recipient ETQA 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 3 8 Click on OK to return to the data validation screen Screen 5 2 3 8 Submission to Standard ETQA from Training Provider versio X of the validation process can be viewed by accessing the detailed i WARMING The data submission contains FATAL errors The results and or aggregated reports in the Views Reports menu The View log button will be active on the data valid
54. sage Comment Print to file Print range Copies All Pages hom tof Number of copies See pib i Collate f Selection Cancel a 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 12 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 02 17 04 2008 19 Edu Dex User Manual Screen 5 2 2 12 I ax Save in G Desktop e fa e E My Recent Documents Edu Dex Data Validation Desktop A DE My Computer ve File name Validation lod v a Tica Save as type Coma delimeter csv x Cancel Places 4 b The Close button allows you to exit the Import log screen and return to the validate submission screen 5 2 3 Submission to Standard ETQA from Training Provider version 2 This menu item allows you to validate data submissions that your organization would like to submit to an ETQA The ETQA selection screen is displayed on selection of this menu item see Screen 5 2 3 1 Screen 5 2 3 1 lM Submission to Standard ETQA from Training Provider Select the ETQA that the submission will be submitted to and click on Next to proceed CHED Council on Higher Education Hext Close 1 Select the ETQA that you will be submitting the data submission to and click on N
55. se Note The Edu Dex application will at this point in time freeze and become unresponsive if you selected the Transfer the data submission as indicated below option until the data transfer has been initiated d Click on Close to return to the main menu 3 The system will next display the progress screen see Screen 9 2 3 This screen will give you feedback in regard the success of the data transfer to the ETQA server a The Resubmit button will take you back to the schedule automatic transfer screen see Screen 9 2 2 b The Edu Dex application automatically saves the data transfer log which contains the feedback presented in Screen 9 2 3 to the Logs path of the Edu Dex application folder The log file is saved in a csv format and can be accessed using MS Excel The Save log button allows you to save the transfer log to a destination of choice in csv format c Click on Close to return to the main menu Version 2 02 17 04 2008 38 Edu Dex User Manual Screen 9 2 3 iData submission Schedule automatic transfer x The Edu Des Software application has initiated the transter of data to the ETQA server The Screen below provides you with feedback in regards to the success of the data transmission O1 02 2007 12 39 54 Server version SSH 2 0 OpenS5H_3 6 1p1 Submission to S a 4 4 1 The data submission has been successfully transferred Ok SAGE WARNING This i a private computer system This compu
56. te edit box to activate the calendar See Screen 5 2 1 3 An ETQA requires that your data submission conforms to the ETQA file specification format which is completely compliant with the NLRD Load Specifications Version 2 02 17 04 2008 7 Edu Dex User Manual Screen 5 2 1 2 Indicate the date of the data submission that needs to be validated 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 to continue click on Close to return to the main menu or click on Previous to return to the previous screen CSS lO N 5 2 1 3 x 2008 April April 2008 Mon Tue wed Tnu T ra T sot T sun teer Note that the Edu Dex application uses this information in combination with your provider code to identify your data submission file s Ensure that the first characters of the data submission file names represent your provider code File name nnnnffyymmdd dat Where nnnn represents your provider code like FOOD 111 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 07 Where dd indicates the day of the submission 11
57. ter system including all related equipment networks and network devices specifically including Internet access are provided only for authorized use This computer system may be monitored for all lawful purposes including to ensure that its use is authorized for management of the system to facilitate protection against Unauthorized access and to verify security procedures survivability and operational security Monitoring includes active attacks by authorized entities to test or vernty the security of this system During monitoring information map be examined recorded copied and used for authorized purposes All Information including personal information placed or sent over this system may be monitored a Resubmit Save log Close 10 Edu Dex system updates The Edu Dex application holds a number of values against which data is validated this includes the Qualifications Course or Unit Standards Assessors and Moderators that may be included in your data submission The process of accreditation in regard to qualifications and courses and the registration of assessors and moderators is dynamic in nature The Edu Dex application must therefore be updated on a regular basis to ensure that the application holds required references in accordance with accreditation and registration statuses for your organization The automatic download functionality for SAS SETA is found on the general SAS SETA VeriDataNet web page Instructio
58. vant tick box 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 validation Content validation Business rule validation and Create submission will provide you with an indication of the progress 8 The system will display the following type of message if the data validation process has been completed successfully see Screen 5 2 1 7 Click on OK to return to the data validation screen Screen 5 2 1 7 Submission to ETQA from Training Provider l xX e o Process completed successfully The validated submission has DD been saved as FOOD 8060711 2ip in the d DatasSubmission Tobey alidated Food 80607 1 1 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 10 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 the ETQA can be found at the export location th
59. vider c 25 Non compliance food 801060711 dat 25 Provider_Code i Field contains invalid provider c 26 Non compliance food 801060711 dat 26 Provider_Code i Field contains invalid provider c 27 Non compliance food 801060711 dat 27 Provider_Code Field contains invalid provider c 28 Non compliance food 801060711 dat 28 Provider _Code Field contains invalid provider c 29 Non compliance food 601060711 dat 29 Provider_Code i Field contains invalid provider c 30 Non compliance food 601060711 dat 30 Provider_Code i Field contains invalid provider c 31 Non compliance food 601060711 dat 31 Provider_Code i Field contains invalid provider c 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 17 Non compliance food 801060711 dat 17 Provider_Code i Field contains invalid provider c 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 32 Non compliance food 601060711 dat 32 Provider_Code i Field contains invalid provider c 33 Non compliance food 801060711 dat 33 Provider_Code i Field contains invalid provider c 34 Non eomnliance ata ood AN NAD dat 34 Provider Code SASS Field contains invalid ornvider fa 35 id 4 gt Af Import log lt Print Save as Close 1 The Number column indicates the number of the error reported 2 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

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