This guide looks at Master Data Management in Vision to include Staff and Students. Within Master Data Management you have the functionality to;
- Columns and Export
- Show Only Data Conflicts
- Actions
- Change Source School
- Push Data
- Audit History
- Set Personal Data Scope
Permissions
Go to Vision > Admin > Roles
The Administration – Master Data Management – Students and Administration – Master Data Management – Staff permissions will have to be allocated to User Roles. The user will need to have permission for Student Personal ID and Staff Personal ID in the Data Drilldown Tier.
See How to Manage Roles and Permissions in Vision.
Go to Admin>Master Data Management
Columns and Export
All of the columns can be filtered and sorted, and the table can be exported as Excel.
To Filter hover to the right of the column header to see the three horizontal lines
Click to Filter
To Sort simply click on the Column Header Name, an arrow will show the Sort has been applied.
- Schools – Count of Students across schools in the Trust with the same Unique Pupil Number OR Count of Staff across schools in the Trust with the same National Insurance Number.
- Source School – Master school where the data is copied from. For Students/Staff, the Source School will be blank if the Students/Staff is copied to other schools or the school count is more than 1.
- Source School Enrolment Status (Students only) – Enrolment Status of the Source School. For Students, the Source School Enrolment Status will be blank if the Student is copied to other schools or the school count is more than 1.
Show Only Data Conflicts
The Show Only Data Conflicts toggle is switched to on by default.
A row will display a Data Conflict with the value Yes if it breaks one of the following rules:
- A Student must have one active enrolment in only one school.
- A Student can only have one Current (Single Registration) enrolment status in one school.
- A Student can only have one Current main (Dual Registration) in one school, the other school must have Current subsidiary (Dual Registration).
- A Student can only be identified by their Unique Pupil Number.
- A Staff member can only be identified by their National Insurance Number in one school.
Note: Data Conflicts will be resolved once the process to Change the Source School has been completed. At this point the Data Conflict will update to Resolved.
Actions
Select up to ten rows and click the Actions button to produce a dropdown with the following options:
- Change Source School – select a new Source School.
- Push Data – push Personal Details and Basic Details from the Source School to to other schools where the Student/Staff information is present.
- Audit History – provides details of changes to Student and Staff data.
- Set Personal Data Scope – select which student/staff personal data is always updated in real time.
Change Source School
Select Change Source School to set a new Source School from the list of schools where the Student/Staff data is present and Save. The Data Conflict will update to Resolved.
Note: If a Student/Staff is only enrolled in one school the New Source School dropdown will be read only and the Data Conflict will always be No.
Push Data
Following on from the Change Source School process, next select Push Data to push Personal Details and Basic Details from the Source School to other schools where the Student/Staff data is present. Data will be transferred in real time.
Selecting Confirm will complete the process.
A success message will displayed.
Audit History
Select Audit History to generate a popup which lists the Students/Staff (depending on which list) and the Activity Type (type of data change made in Vision). The Activity Types are:
- Master Data – Source school changed: change made in Change Source School
- Master Data – Push: change made in Push Data
- Central Management – Copy as Guest/Transferred: change made in List > Student List > Transfer Data
- Staff List – Copy Staff: change made in List > Staff > Copy Staff
Note: If the user does not select any Student/Staff from the grid and clicks on the Audit History button, then the Audit History will display for all the Students/Staff. Logs will be stored for the last 12 months and roll over. Any data older than 12 months will be removed.
Set Personal Data Scope
After selecting Master Student Data or Master Staff Data and then Set Personal Data Scope, users can Select All or tick the individual data areas, before clicking Save. The setting is applied for all students or staff. The additional individual data areas will be unticked by default.
Note:
- This will save the settings at system level, not at Vision user level.
- The Push Data option will update to push data for the newly saved selected personal data.
- The selection made on this page for students and staff will drive the Personal Data distribution to all of the partner schools they are attending.