Download and Upload of Subject Assessment Marks {SSTUD1-24}

This option is used to query Subject Assessment records for download to an Excel spreadsheet. It is also used to upload records from an Excel spreadsheet for updating assessment records in the ITS Integrator Study Record system.

The users must run the following program before downloading and uploading marks. {SSTUD1-8} "Create Student Mark Type Assessment Record".

The following set-ups must be done to enable users to use this functionality.

{SMNT-5} "User Restriction". For users to be able to have access to the full functionality of option {SSTUD1-24", they need to be linked to the "Access" data restriction "DMMI" and link users to the approriate Faculty/Department and/or Campus.
{SMNT-12} "System Operational Definitions": SOD "B1" in Subsystem "SR" stating "Allow Non-Primary Lecturers to Enter Assessment Marks on Lecturer iEnabler" is defaulted to "Y". This will allow non-primary lecturers linked to a group to enter marks via the Lecturer iEnabler using the Excel Functionality.
For Institutions utilising this for the first time please note that {USERS-12} Deploy Enterprise Application Resource (ear) file must be deployed

Fields in this option:

Block 1: Download and Upload of Subject Assessment Mark

This program is only accessible to active staff members linked to Department/Faculty on Restriction Type "DMMI".

Field	Type & Length	Description
Search by Lecturer: The user would have run option SSTUD1-8, now the user will enter the Year, Lecturer Number, Subject and Block then click Next Block.
Academic Year	N4	Enter the Academic Year.
Lecturer Number	N9	Enter a Lecturer, this lecturer need not be the primary and therefore the user can use the LOV. IF only the user has access on SMNT-5 "DMMI" otherwise the user can query the setup for lecturer linked to Group type on {SSTUD3-5}
Subject	A7	Enter a specific subject for the Lecturer. This will allow the display of subject information for the Active Group (if yes) for the year and lecturer entered above.
Block Code	A2	Enter the block code for the academic year.
Update Control
Replace Mark If Mark Exists	Yes/No	The system will default to YES, this means you will be allowed to update the Marks, if the user sets this to NO will not be able to update the marks, but still download.
Subject Assessment List. The following is only display PLEASE Remember there has to be records on {SSTUDY-21}.
Year	This academic year is populated from the input parameters entered in on the "Search by Lecturer" block 1.
Subject Code	This Subject Code is populated from the input parameters entered in on the "Search by Lecturer" block 1.
Description	The description is populated from SACAD-14;'s Description.
Offering Type	The Offering Type is populated from SSTUD3-5.
Description	The description of the Offering Type is populated from GCS-5 of the Offering Type Code.
Group Type	Group type which is the Class Group can also be found on SSTUD3-5.
Group	This will be the Group Value from SSTUD3-5.
Mark Type	This Mark Type is populated from {SSTUD3-7} Mark type Criteria Block.
Mark Number	This is actually the Assessment Number for the Mark Type above and can be queried on SSTUD3-7 Assessment Mark Criteria.
Select	This Select when activated will allow the Selected Record to be downloaded.
Download to Excel	When this button is pushed, Validations will kick off. Please see below for Validation Processes.
Upload to ITS.	When this button is pushed, the upload process will kick in. Please see below for Validation Processes.

Example: Block 1 Download and Upload of Subject Assessment Marks.
Image_1.

Examples
	Steps to Follow for Downloading and Uploading: a) Enter the Academic Year, Lecturer, Subject and Block Code. (See Image_1.) b) Decide whether the Download should be Yes for Replace Mark if Mark Exists. c) Select (tick) from the Subject Assessment List, your Record to update. (See Image_2.) d) Click on the "Download to Excel" Button.

Image_2 Selecting

Examples Cont.
	Steps to Follow for Downloading Its is advisable that the file below be renamed on SAVE. presumably to something in retrospect for uploading later. The above combination is a good example."2015_1000000_C_C_OR_4.xslx." If the user has selected multiple combinations EACH file will have to be saved accordingly.

Image_3 Saving Excel File

Examples Cont.
	Steps to Follow for Downloading The Spreadsheet opens, and automatically defaults to the ASSESSMENT_MARK. This is the ONLY updateable field. One can only enter numerical values of '0 to 100'. (See Image_4) Enter the Marks for the Students. PLEASE do not tamper with the 'Green Arrows' this identifies the fields as Text. If you change this, it will not upload. Once the Marks have been entered correctly, please SAVE.

Examples Cont.

Steps to Follow for Downloading

The Spreadsheet opens, and automatically defaults to the ASSESSMENT_MARK. This is the ONLY updateable field. One can only enter numerical values of '0 to 100'. (See Image_4)
Enter the Marks for the Students.
PLEASE do not tamper with the 'Green Arrows' this identifies the fields as Text. If you change this, it will not upload.
Once the Marks have been entered correctly, please SAVE.

Image_4 Entering Marks and Saving.

Examples Cont.
	Steps to Follow for Uploading Into ITS. Proceed to the Back Office. SSTUD1-24. Remember the Combination Used to Download, The Same Combination is used as in (Image_2 'Selecting') Click on the BROWSE Button and Locate the File. In the Example ("2015_1000000_C_C_OR_4.xslx."). (See Image_5) Click on OPEN and then 'PROCESS'

Image_5 Upload

Examples Cont.
	Import of Student Assessment Marks, Status. Upon loading the file and clicking on Process. The Import facility will display a Status of the Import.(See Image_6) It will display part combination of the Select. (See Image_2) Year, Offering Type, Subject, Group Type, Mark Type and Mark Number. If this was a Success, the message will display "Upload Status" OK. If the Combination is incorrect, for instance the user has selected (see Image_2) the wrong Mark Type, and has tried to import the spreadsheet, the Status Import will now display an Error. (See Image_7)

Examples Cont.

Import of Student Assessment Marks, Status.

Upon loading the file and clicking on Process. The Import facility will display a Status of the Import.(See Image_6)
It will display part combination of the Select. (See Image_2)
Year, Offering Type, Subject, Group Type, Mark Type and Mark Number. If this was a Success, the message will display "Upload Status" OK.
If the Combination is incorrect, for instance the user has selected (see Image_2) the wrong Mark Type, and has tried to import the spreadsheet, the Status Import will now display an Error. (See Image_7)

Image_6 Import Status

Image_7 Wrong Combination

Validations and Processes
Download To Excel: BUTTON:	The following Validations will kick in Once the "DOWNLOAD TO Excel BUTTON is Pressed" The actual select can be viewed on {BATCH-15} "STUPD001" The system will validate on, Same Year, Subject, Offering Type, Group Type, Group Value, and Mark Type. a) IF No records is ticked: Then do not allow download of any subject. Message to appear will be " Please do a Selection before pressing button to do the processing". b) IF More than one record is ticked: i) THEN it will check whether more than one record has been ticked for the same year, subject, offering type, group type, group value and mark type. c) IF one record or more than one record for same year and different subject criteria (i.e offering type etc.) has been ticked: then the following will determine whether a subject will be downloaded or not. i) IF a subject is not linked to the year, offering type, block code and exam type for active system cycle "M": Then the program will not allow the download of the subject. ii) Subjects linked to exam type "E" will NOT be downloaded, (even if subjects are linked to system cycle 'M') iii) IF Validation 'PM' is set to 'N': THEN no download of cancelled subject iv) IF the field 'Type of Evaluation' on SSTUD3-7 "Assessment Mark" is not set to 'O' for specific subject YEAR/OT/GT/GV/MT/MN THEN it will not allow the download of the subject criteria. BUT it will continue to download the subjects in the selection criteria where the Type of Evaluation is set to 'O' d) IF a subject record passes the above validations: Then it will select students from SSTUDY-21 'Mark Type and Assessment Detail' block 2 and download the fields into the protected spreadsheet file. (The Assessment Mark Field will be the only UPDATEABLE field).

Validations and Processes

Download To Excel: BUTTON:

The following Validations will kick in Once the "DOWNLOAD TO Excel BUTTON is Pressed" The actual select can be viewed on {BATCH-15} "STUPD001"
The system will validate on, Same Year, Subject, Offering Type, Group Type, Group Value, and Mark Type.

a) IF No records is ticked:

Then do not allow download of any subject. Message to appear will be " Please do a Selection before pressing button to do the processing".

b) IF More than one record is ticked:

i) THEN it will check whether more than one record has been ticked for the same year, subject, offering type, group type, group value and mark type.

c) IF one record or more than one record for same year and different subject criteria (i.e offering type etc.) has been ticked: then the following will determine whether a subject will be downloaded or not.

i) IF a subject is not linked to the year, offering type, block code and exam type for active system cycle "M":

Then the program will not allow the download of the subject.

ii) Subjects linked to exam type "E" will NOT be downloaded, (even if subjects are linked to system cycle 'M')

iii) IF Validation 'PM' is set to 'N':

THEN no download of cancelled subject

iv) IF the field 'Type of Evaluation' on SSTUD3-7 "Assessment Mark" is not set to 'O' for specific subject YEAR/OT/GT/GV/MT/MN
THEN it will not allow the download of the subject criteria.
BUT it will continue to download the subjects in the selection criteria where the Type of Evaluation is set to 'O'

d) IF a subject record passes the above validations:

Then it will select students from SSTUDY-21 'Mark Type and Assessment Detail' block 2 and download the fields into the protected spreadsheet file.
(The Assessment Mark Field will be the only UPDATEABLE field).

Validations and Processes
Upload To ITS: BUTTON:	The following Validations will kick in Once the "UPLOAD TO ITS BUTTON is Pressed". The actual select can be viewed on {BATCH-15} "STQRY001" The system will validate on, Same Year, Subject, Offering Type, Group Type, Group Value, and Mark Type. The same as the Download. a) Firstly The File Validation kicks in when the 'Process' Button is activated. (For all the records in the file) The file to upload must exist on the local file system of the logged in user. Message will display 'Spreadsheet Data Values does not Match Selection Criteria - Update not allowed), even if the file has moved Drives, and the user tries to upload. b) Then Record Validations: The following are validated against SSTUDY-21 Mark Type and Assessment Detail Year, Subject Code, Subject Number, Group Type, Mark Type, Mark Number and Student Number. The following are validated against SACAD-14 Groups and Lecturers. Group Value The following are validated against SSTUDY-21 Qualification and Subject Detail. Block Code. c) The following are system selection rules i) IF a subject from the file is not linked to the year, offering type, block code and exam type for active system cycle "M": THEN DO NOT allow download for the subject. ii) IF Validation 'PM' is set to 'N': THEN no download of cancelled subject iii) IF the field 'Type of Evaluation' on SSTUD3-7 "Assessment Mark" is not set to 'O' for specific subject YEAR/OT/GT/GV/MT/MN THEN it will not allow the download of the subject criteria. iv) Subjects linked to exam type "E" will NOT be downloaded, (even if subjects are linked to system cycle 'M')

Validations and Processes

Upload To ITS: BUTTON:

The following Validations will kick in Once the "UPLOAD TO ITS BUTTON is Pressed". The actual select can be viewed on {BATCH-15} "STQRY001"
The system will validate on, Same Year, Subject, Offering Type, Group Type, Group Value, and Mark Type. The same as the Download.

a) Firstly The File Validation kicks in when the 'Process' Button is activated. (For all the records in the file)

The file to upload must exist on the local file system of the logged in user.
Message will display 'Spreadsheet Data Values does not Match Selection Criteria - Update not allowed), even if the file has moved Drives, and the user tries to upload.

b) Then Record Validations:

The following are validated against SSTUDY-21 Mark Type and Assessment Detail

Year, Subject Code, Subject Number, Group Type, Mark Type, Mark Number and Student Number.

The following are validated against SACAD-14 Groups and Lecturers.
Group Value

The following are validated against SSTUDY-21 Qualification and Subject Detail.
Block Code.

c) The following are system selection rules

i) IF a subject from the file is not linked to the year, offering type, block code and exam type for active system cycle "M":

THEN DO NOT allow download for the subject.

ii) IF Validation 'PM' is set to 'N':

THEN no download of cancelled subject

iii) IF the field 'Type of Evaluation' on SSTUD3-7 "Assessment Mark" is not set to 'O' for specific subject YEAR/OT/GT/GV/MT/MN

THEN it will not allow the download of the subject criteria.

iv) Subjects linked to exam type "E" will NOT be downloaded, (even if subjects are linked to system cycle 'M')

Processing
Rules

Please take NOTE: if the above features are not working, and all pre-requisites exist, then the following must be checked.
{USERS-12} Please try to avoid using the LOV. Rather type in the below mentioned .ear files when running this feature for the above.

write2excell
readfromexcell

List of fields in xml/xsl object (delete if not applicable):

See Also:

Procedures:

None

History of Changes

Date	System Version	By Whom	Job	Description
23-Feb-2015	v03.0.0.0	Phlip Pretorius	T198910	New manual.
15-Jun-2015	v03.0.0.0	Charlene van der Schyff	t198910	Complete above new manual.
06-Mar-2018	v04.0.0.0	Precious Diale	t223354	Change the manual image for 'Download to Excel' button, 'Download Spreadsheet'