Batch Validation Tool User Guide
Contents
1. x Your UKPRN 12345678 Your Org Ref Revalidate last file Save output file Save error report Exit Figure 13 Select a file type from CSV XML XLS or XLSX Figure 14 Look in C UCoOZa_1 1 e 6e E i Name Date modified eoa ef OCF _12345678_2012 03 15_001 Recent Places 0770172013 10 57 Desktop a Libraries A Computer Network 4 MW H Files of type XML Files ML Cancel All batch validation files CS AML LS LSA p Comma Separated Values tiles Cs MIL Files MosML Excel 97 2003 Documents H xLS Excel 2007 2010 Documents Figure 14 Browse to the folder containing the batch file g Select file to open f LRS Batch Validation Tool User Guide v4 0 Page 10 ms THON Skills Funding Agency h Ifthe input batch file is in MS Excel format select the output file extension on the File Type Selection dialog Figure 15 and click OK e e f you encounter an error message The Microsoft ACE OLEDB 12 0 provider is not registered on the local machine download and install Microsoft Access database engine from this link For details on how to install this engine please refer to the Installation Guide Please select the output file extension csv XML OK Cancel Figure 15 i The tool validates the input batch file and e The tool displays Validation was successful no error found2. eo i d SE 3 Pay aye T 3 ia we BAe Skills Funding Agency Batch Validation Tool User Guide Learning Records Service August 2013 Audience Learner Registration Bodies LRBs and Awarding Organisations AOs LRS Batch Validation Tool User Guide v4 0 Page 1 Skills Funding Agency i Contents Mes NOG CUO Moons se seretacesaiea E EE E EE E E EAE EA 3 Di ON e E E E E E een neeeee 3 Oe USING Une yaon TOO eorn e E E E 3 ill CUS S a A E A 3 DZ V late LRE Ba MEE a A E EE E E 4 3 3 Validate Achievement Batch File ce ccccccccccccceeeesseeeceeceeeeaaeseseeeceeeeesaeeeeseeeeeeeeaags 8 4 Additional Process Functionality ssersascaistedvessvsaacznsrocducnissaaseeietelseuseraisaararedsouineaaeiaietedees 12 oh Cancelthe validation PproCESS sererrrecriieiner idine tan nra En Ta a TENENTE EATE E ERE 12 kZ WG TON CO e A A A E E E 14 BOS CV ANIA AU NG e E A E E S 14 Be DAN O O r E E E E E E E 15 PE AVS E T O a E A A 15 A FT SPO a E osevonsiaacaess oles bunratet nea etacusiane tana eearoanvate neces 15 LRS Batch Validation Tool User Guide v4 0 Page 2 Skills Funding Agency 1 Introduction This document describes how to use the Learning Records Service LRS Batch Validation Tool The tool is designed to be installed locally on your desktop PC or used independently This document assumes that you have already read the LRS Batch Validation Tool installation guide which can be found on the website
3. 2 Overview The Validation Tool has been designed to check both ULN and achievement batch files prior to uploading them to the LRS Organisation Portal The tool enables users to import Comma Separated Values CSV Extensible Markup Language XML or Microsoft MS Excel format files and check the data against the LRS validation rules and data formats The tool then outputs a list of validation errors which enable Learning Records Service LRS to identify any data errors in the file and to correct them prior to uploading the data to LRS The validation tool also outputs a valid CSV or XML format file when the input file is in Excel format or is structurally incorrect 3 Using the Validation Tool 3 1 Getting Started To launch the LRS Learner Batch Validation tool double click the icon on your desktop as shown in Figure 1 fd LRS Batch Validation T Figure 1 The Disclaimer screen is displayed every time the tool is launched Figure 2 Read the disclaimer text and click on Agree to open the tool or Disagree to exit the tool LRS Batch Validation Tool User Guide v4 0 Page 3 me Atty F Skills Funding Agency pelt Y LRS Batch Validation Tool Service Copyright Skills Funding Agency 2011 This software is provided by the Skills Funding Agency as is and the Skills Funding Agency expresses no warranty for any purpose The Learning Records Service LRS Batch Validation Tool has been made availabl
4. found Figure 7 e Offers to save the output file with potential corrections Figure 8 Click on Yes to save the updated batch file to disk or No to cancel saving The tool saves the output file with a valid file name conforming to the batch file specification e Displays error message Figure 9 when the tool is unable to correct any validation errors File Tools Help Leamerbatch file 2A Your UKPRN 15424512 Your Org Ref 151245 Achievement batch file Line Record File Format Error Field position N A Error 05 00 Invalid filename This will be corrected in the output file Field where applicable Name of file Data where applicable 24 1 XML Resolution Hint Check your UKPRN OrgRef and the rest of the name is in the correct format This check may be case sensitive for this file version Line Record File Format Error Field position N A Error 07 18 Invalid date format used The best matched format detected is d M yyyy but this only t Field where applicable DateOfAddressCapture Data where applicable Resolution Hint Please change all dates to match the format for this file version yy Line Record 1 Field position 3 Error 05 01 The org reference ukprn in the file is incorrect Field where applicable URPRN Data where applicable 12345678 Resolution Hint This will be corrected in the output file Figure 7 The output file still contains outstanding validation errors Do you want P to pro
5. message when file validation is successful e Displays the list of validation errors if any if anyError Reference source not found Figure 16 e Offers to save the output file with potential corrections Figure 17 Click on Yes to save the updated batch file to disk or No to cancel saving The tool saves the output file with a valid file name conforming to the batch file specification e Displays error message Figure 18 when the tool is unable to correct any validation errors File Tools Help Learner batch file fa Your UKPRN 12345678 Your Org Ref Achievement batch file Line Record 5 Field position N A Error RSO1 Achievement Achievement field Uln is missing a close tag Field where applicable Data where applicable Resolution Hint Ensure that all taas are closed correctl LRS Batch Validation Tool User Guide v4 0 Page 11 ee Re Skills Funding Agency Figure 16 LAS Batch Validation Tool All the validation errors have been fixed in the output file Do you want to proceed with the save of the output file with corrections No Figure 17 The input file contains validation errors The tool was unable to correct any of the errors Please correct them and re try Figure 18 4 Additional Process Functionality This section is applicable to both Learner Registration Bodies LRBs and Awarding Organisations AOs 4 1Cancel the validation process During
6. option to save the list of validation errors displayed on the screen to a text file The tool displays a save dialog box Figure 14 Select a location on your local drive to save the error report Taa e Bre tO 3 e Fe Date modified 08 06 2012 16 27 Save in p MA m Name ag pa P Punctuation Characters 24 1LCSV_REPORT txt 24 2C5V_ REPORT oc 24 3CSV_REPORT txt a 24 4CSV_REPORT txt 24 SCSV_REPORT txt 2A SALS_REPORT tt 24 5AML_REPORT tt 24 6CSV_REPORT tet a 2A 64L5 REPORT ot E 24 6 4AML_REPORT txt E 24 7 CSV_REPORT oc 2A 8CSV REPORT tet 4 File name Save as type 5 Further Support To raise any queries or for further support and guidance please contact the LRS Customer Helpdesk on 0845 602 2589 or email Irssupport learningrecordsservice org uk Irr Figure 11 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 02 04 2012 10 58 A 1_REPORT bd od Tent file bd a Type File fol Text Di Text Di Text Di Text Dil Text D Text Di Text Di Text Di Text Di Text Di Text Di Text Di 7 p ncel LRS Batch Validation Tool User Guide v4 0 Page 15 cr Alh a So Skills Funding Agency Appendix A Learner Batch Error Hints The table be
7. Field validation failed on Language for Check correct Language for Assessment Assessment Achievement Record field Must be between 3 and 6 characters in lowercase Must be a valid ISO 639 2 value http www loc gov standards iso639 2 php code _list php LRS Batch Validation Tool User Guide v4 0 Page 18 cl cy p Tre Skills Funding Agency Code Cause R008 Field validation failed on GivenName Achievement Record field A i R009 Field validation failed on FamilyName Achievement Record field Field validation failed on LearnerPostCode Achievement Record field optional Field validation failed on DateOfBirth Achievement Record field Field validation failed on Gender Achievement Record field Field validation failed on Action Achievement Record field Field validation failed on ActionDate Achievement Record field Resolution Hint Check correct Given Name field Max 35 characters Must not contain prohibited text see below Check correct Family Name field Max 35 characters Must not contain prohibited text see below Check correct Learner postcode Must not be prohibited postcode contact the LRS helpdesk Check correct date of birth Date must be standard yyyy mm dd date Note this will be corrected by the system in the output file Learner must be equal to or greater than 11 or less than 110 years old Check correct Gender field in Achievemen
8. LS or XLSX figure 5 LRS Batch Validation Tool User Guide v4 0 Page 5 oe thy F Skills Funding Agency Look in p UCOOZa_1 e EAr e Name Date modified 5p ef OCF _12345678_2012 03 15_001 Recent Places 0770172013 10 57 Desktop Libraries Computer Network WI Files of type XML Files ML Cancel All batch validation files CS AhML LS Loa p Comma Separated Values files Cov ML Files MsML Excel 97 2003 Documents H xLS Excel 2007 2010 Documents Figure 5 f Browse to the folder containing the batch file Select file to open If the input batch file is in MS Excel format select the output file extension on the File Type Selection dialog Figure 6 and click OK e f you encounter an error message The Microsoft ACE OLEDB 12 0 provider is not registered on the local machine download and install Microsoft Access database engine from this link For details on how to install this engine please refer to the Installation Guide Please select the output file extension csv XML OK Cancel LRS Batch Validation Tool User Guide v4 0 Page 6 oy 1 i Skills Funding Agency Figure 6 i The tool validates the input batch file and e Displays Validation was successful no error found message when file validation is successful e Displays the list of validation errors if anyError Reference source not
9. ation process to complete click Yes and select an appropriate file location to save the corrected file choose to revalidate the save file LAS Batch Validation Tool All the validation errors have been fixed in the output file Do you want to proceed with the save of the output file with corrections e Figure 13 4 3 Revalidate batch file Once a Batch File is validated against the LRS validation rules and an error list is produced the next step is to correct the errors identified and revalidate the file e Select File e Revalidate last file menu option to validate the updated file Figure 14 Wz LRS Batch Validation Tool ESS File Tools Help Pae are Your UKPRN 12345678 Your Org Ref Revalidate last file Save QCF_12345678_2012 03 15_001 XML ievement Achievement field Uln is missing a close tag here applicable Save error report s are closed correctl Exit Figure 14 LRS Batch Validation Tool User Guide v4 0 Page 14 Sk Agency T T 1 8 T ills Funding 4 4 Save output file Select File gt Save output file menu option to save the output file with potential corrections after validation process is complete The tool displays a save dialog box with an option to save output file as type CSV or XML Select a location on your local drive and file type to save the output file 4 5 Save error report Select File gt Save error report menu
10. ceed with the save of the output file with some corrections Figure 8 LRS Batch Validation Tool User Guide v4 0 Page 7 Skills Funding Agency i Ll n a ot d m 7 aid Jf Li N UL i 27 The input file contains validation errors The tool was unable to correct any of the errors Please correct them and re try Figure 9 3 3 Validate AO Achievement Batch File To validate an Achievement Batch file follow these steps a Ensure that the Achievement batch file radio button is selected Figure 10 File Tools Help Learner batch file Select File Version v Your UKPRN Your Org Ref Achievement batch file Figure 10 b Select an appropriate File version The version 2 batch files were introduced in Release 9 re Submit Achievement Batch Figure 11 LRS Batch Validation Tool User Guide v4 0 Page 8 Skills Funding Agency File Tools Help Learner batch file ni Your UKPRN 12345678 Your Org Ref Achievement batch file Select File Version 1 Figure 11 c Enter your UKPRN Figure 12 File Tools Help Learner batch file i Your UKPRN 12345678 Your Org Ref Achievement batch file Figure 12 d Click on File gt Select batch file figure 13 to open the Windows open file dialog Figure 5 LRS Batch Validation Tool User Guide v4 0 Page 9 Skills Funding Agency LRS Batch Vali Tools Help Select batch file
11. e to LRS users to enable them to validate Learner Batch Registration and Achievement Batch Awarding Organisations only files that will be sent to LRS The validation tool will enable users to import files and check the data against the LRS validation rules and data formats The tool can output a valid Comma Separated Values CSV or XML format file given an Excel spreadsheet CSV or XML input file The reported errors enable LRS users to identify any data errors in the file and to correct them prior to uploading the data to LRS LRS users remain responsible for the validity of the content of the files uploaded to LRS F Figure 2 3 2 Validate LRB Batch File To validate a LRB Batch Registration file follow these steps a Ensure that the Learner batch file radio button is selected Figure 3 LRS Batch Validation Tool User Guide v4 0 Page 4 el y ae in a a Ty Skills Funding File Tools Help Learner batch file Your UKRPRN Your Org Ref _ Achievement batch file Figure 3 b Select File Version 1A 1B 2A etc of the input batch file This is available in the file which is being validated 2A is the latest version used c Enter your UKPRN Org Ref d Click on File gt Select batch file Figure 4 to open the Windows open file dialog Figure File _ Tools Help Select batch file D Your UKPRN Your Org Ref 151245 Figure 4 e Selecta file type from CSV XML X
12. k that tne header contains only Nfielas Invalid XML Header header Check that the header contains only 4 6 fields should contain 4 6 fields No of Records AO Ofqual Recognition No Email optional and Submission Type Final Provisional optional Field Validation Code Cause Resolution Hint Field validation failed on ULN Check correct ULN provided in Achievement Achievement Record field Record field Must adhere to 10 digit string and a specific set of rules e First digit is not 0 e Constant strings do not occur i e 1111111111 Field validation failed on Provider Check correct UKPRN provided Must adhere UKPRN Achievement Record field to 8 digit string R004 Field validation failed on Unit or Check correct Unit or Qualification Reference Qualification Reference Number QAN Number provided in Achievement record Must Achievement Record field be less than or equal to 10 characters and adhere to the QAN and Unit structure Unit A XXX 9525 QAN 500 5979 8 Field validation failed on Check correct Achievement Award Date AchievementAwardDate Achievement provided is valid Must be standard yyy mm Record field dd Must be equal to or after 2006 01 01 Note This will be corrected in the output file where possible R006 Field validation failed on Grade Check the field does not contain prohibited Achievement Record field Free text field text Must be less than or equal to 20 characters R007
13. lidation failed on Learner Given Name Achievement Record field Field where applicable Data where applicable 17 9876992650 D 500 0017 2009 07 10 eng Barry Scott G128AD 1949 01 28 1 1 2009 07 10 Resolution Hint Check correct Given Name field in Achievement Record field Must not contain prohibited text For a list of prohibited please visit tl _ m a Tm mr a m s r m l x Figure 20 Awarding Organisation After clicking cancel you will receive a message confirming the process was successfully cancelled Figure 21 and you will be returned to the main screen Any validation errors encountered before you cancelled the task will still be displayed Figure 101 LRS Batch Validation Tool User Guide v4 0 Page 13 Skills Funding Agency 4 2 File format errors During validation the first thing the Validation tool checks for are formatting issues If a file format issue is encountered the Validation tool will display one of two messages l Validation will not be able to continue The same error message will be displayed as shown in figure 21 For the validation process to complete you must correct any file format errors encountered and choose to revalidate the file see section 5 3 Or Il Alternatively the tool will automatically fix the errors and create an output file as shown in figure 13 For the valid
14. low lists learner batch formatting error codes and hints to help you correct your file before uploading to the LRS Portal Code or 2A Note 2A the latest version remove the record from the file RHO8 Change the data to match a value within the valid list RHO9 Input a date in the valid format for this version yyyy MM dd RH10 Please change all dates to match the format for this file version yyyy MM dd RH11 Remove the prohibited value lt UserData gt Check your UKPRN OrgRef and the rest of the name is in the correct format RH12 E i l This check may be case sensitive for this file version RH13 Check the ULN against the learner record RH14 Check the postcode is valid and exists RH15 Only submit records where the age is in range RH16 Email addresses must contain an symbol a valid domain e g com and must not contain invalid characters Code RH01 RH02 RH03 RH04 RH05 RHO8 RHO RH10 me RH13 RH14 ca LRS Batch Validation Tool User Guide v4 0 Page 16 Fg 5 a a Skills Funding Agency Ba Appendix B Achievement Batch Error Codes Hints The table below lists achievement batch formatting error codes and hints at 2 levels e File Structure File Header e Field Content Resolution Hint XML has not validated against Check the XML file to ensure it is in the correct format More the Schema information on how to prepare an achievement batch available o
15. n the LRS website Field validation failed on Check and correct the identifier in the achievement batch file Identifier submitted System ensures that filename format conforms to a specific convention the following format Must be unique Must conform to the following format e QCF_XXXXXXXX _YYYY MM DD_nnn XxXX Where QCF is a string literal and must be QCF XXXXXXXX is the Awarding Organisation UKPRN of the submitting Awarding Organisation and should match the UKPRN entered in step 1 0 YYYY MM DD is the date on which the file is submitted nnn is anumber between 001 and 999 XXX is XML or CSV or XLSX or XLS is the extension the file contains data File extension is case insensitive Too many Achievement Check amp correct Achievement Records for errors File has been Records have been rejected cancelled because the 70 threshold has not been met according to the threshold set by QCF LRS Batch Validation Tool User Guide v4 0 Page 17 Skills Funding Agency Code Cause Resolution Hint R06 Invalid Batch Identifier Rename Batch Identifier RSO8 Invalid Email Address format Check the email address supplied is valid RS09 Invalid Submission Type Submission type can be one of either Provisional or Final Invalid Awarding Organisation Check and correct Ofqual Recognition Awarding Organisation number in header number in the header R11 invalid neader field count Chec
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17. t Record field 0 Unknown 1 Male 2 Female 9 Not determined Check correct Action field in Achievement Record field 1 Create 2 Update 3 Withdraw 4 Reinstate Check Achievement Action Date matches Achievement Award Date Alternatively check Date must be standard yyyy mm dd date Note Date format will be corrected by the tool in the output file Field validation failed on ActionReason Check correct Action Reason in Achievement Achievement Record field Record field Field validation failed on MIS Identifier Check correct MIS Identifier in Achievement Achievement Record field Record field For a list of Prohibited text refer to Preparing an achievement batch file document available from the website LRS Batch Validation Tool User Guide v4 0 Page 19 Agency Corporate member of Plain English Campaign Committed to clearer communication ri Crown copyright 2013 LRS Batch Validation Tool User Guide v4 0 Page 20 Skills Funding Agency You may re use this information excluding logos free of charge in any format or medium under the terms of the Open Government Licence To view this licence visit http www nationalarchives gov uk doc open government licence or e mail psi nationalarchives gsi gov uk Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned This document i
18. validation you have the option to cancel the process by clicking the Cancel button next to the progress bar as shown in Figure 19 20 LRS Batch Validation Tool User Guide v4 0 Page 12 Agency lida RS 7 atch Val File Tools Help Learner batch file 2k Your UKPRN 12121211 D Achievement batch file Reading batch file Cancel Figure 19 LRB File Tools Help Learner batch file fi m Your UKPRN 12345678 Your Org Ref Achievement batch file Line Record 7 Field position 63 Error R008 GivenName Field validation failed on Learner Given Name Achievement Record field Field where applicable Data where applicable 7 9876992650 D 500 0007 2009 07 10 eng Barry Scott G128AD 1949 01 28 1 1 2009 07 10 Resolution Hint Check correct Given Name field in Achievement Record field Must not contain prohibited text For a list of prohibited please visit t Line Record 11 Field position 64 Error RO Cancel pievement Record field Field where applicable Data where appiicanicy 11 9876992650 D 500 0011 2009 07 10 eng Barry Scott G128AD 1949 01 28 1 1 2009 07 10 Resolution Hint Check correct Given Name field in Achievement Record field Must not contain prohibited text For a list of prohibited please visit tt Line Record 17 Field position 64 Error R008 GivenName Field va
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