This guide will cover the how to Import and Update your Basedata and the steps you need to take in Preparation.
Access: the permissions required to follow this guide can be found in the Examination module within Config>Set Up> Roles and Permissions.
See Also:
- How to Create an Examination Season Pattern and Season
- How to Setup Bromcom for Mock Exams
- Sitting Candidates at a Different Time to the Scheduled Exam
- How to Manage Exam Boards
- WJEC Exams Basedata
Preparation
In Preparation to Import Basedata you will need to ensure you have a Season Pattern and a Season in place that spans the dates covered by the Basedata.
This guide covers how to set up Season Patterns and Seasons – How to Create an Examination Season Pattern and Season
Once you have your Season set up you will need to ensure that all the Exam Boards you will need to import Basedata for are set to Active within the Season you have created.
This guide covers how to activate Exam Boards – How to Manage Exam Boards
Automatic Import
From the left Menu go to Modules > Examination > Routines > Manage Base Data.
Ensure the correct Season is selected and then from the Actions list select the Import/Update Data option.
The Basedata files listed automatically will be the files that match Basedata from your previous Exam Season. If the file you are looking for is not listed, tick the Show All Files box on the left hand side.
From the files area select the Basedata file you wish to Import and if the Basedata does match Basedata from a previous season, select the corresponding series in the Match Import for Series from the dropdown list.
Note: If required, you can use the Season and/or the Board dropdown list in order to refine the list of available files.
The Convert Text to Lower Case tickbox will convert any BLOCK CAPITAL DATA found within the Basedata, into a lower case format.
Click the Go button to display the Import page.
From here you can manually select the required Exam Options, or use the Select/Deselect All Option using the tick box in the top left hand corner of the table.
Note: If you have selected Match Import for Series then the components you imported previously will be selected automatically. However, you can use the radio button to select Show all available exam options, and select further components as required.
Once you’re happy with your selection click the Import button to Import the data.
Note: The order/presentation of the Exam Options can be altered by checking the use of the Exam Option Code First and Exam Option Name First checkboxes.
Note: If no Files have been Imported or none were available to match from the previous year the Show All Files Tick box will be ticked, to show all available Files.
Manual Upload
If the Basedata file you would like to import isn’t listed automatically you do have the option to Upload it Manually.
You will first need to download the Basedata file from the Exam Board directly. Once you have the Basedata file, from the left Menu go to Modules > Examination > Manage Base Data and select Actions > Import/Update Data as above.
In the pop up that appears, toggle Auto Select to Off.
Then select Upload
This will open My Files, select the Basedata file to be uploaded and select Open.
Note: it is the Zip file you need to upload, you do not need to extract the individual files.
You will get Confirmation in the top right hand corner that the File has Uploaded Successfully.
Tick the box to Show all Files.
From the files area select the Basedata file you wish to Import and select the Match Import for Series from the dropdown list if required.
The Convert Text to Lower Case tickbox will convert any BLOCK CAPITAL DATA found within the Basedata, into a lower case format.
Click the Go button to display the Import page.
Alternatively, if there are no available options in the Match import for series dropdown or you need to alter the selections, choose Show all available exam options
From here, you can individually select the required Exam Options, or use the Select/Deselect All Option.
Once you are happy with your selections click Import.
Updating Imported Basedata
Where a file has already been Imported and is selected again the Import button changes to Update. When selected a file displays the the Date and Time of when it was last Imported below the file box, it will also shows the same information when using the mouseover pointer.
Note: if you are using the A2C Integration refreshing Basedata is an automatic process except for Pearson BTEC and CIE.
