Salamander for School Data Sync

Installation Instructions

Application prerequisites

Overall
In order for the utility to run, it must be run on a Windows Machine running .Net 4.5 or higher.

In order to run in Extract Mode you must also have the appropriate permissions to the folder where the SDS CSV files are to be written to and the connection information for the chosen MIS/SIS.

Note. Separate prerequisites exist for each MIS/SIS system. Please refer to the ‘MIS/SIS Connection notes’ section for more details.

In order to use the Send Mode the utility must have an internet connection for https traffic.
You must also supply the Username and Password of a user with rights to upload data to SDS.

You must also have the appropriate permissions to the folder where the SDS CSV files are to be read/written.

MIS/SIS Connection notes

Each of the supported MIS/SIS Systems have different prerequisites.

SIMS.net
In order to connect to SIMS.net the utility must be ran on a machine running SIMS.net workstation running the appropriate version for the database you wish to get data from.
For most sites, this will be the latest SIMS version.

You will also need the following:

Details of a SIMS user with a permission role of ‘Class Teacher’ and ‘Third Party Reporting’ as a minimum
To know where SIMS Workstation is installed on the machine running the tool (usually C:\Program Files (x86)\SIMS\SIMS .net or C:\Program Files\SIMS \SIMS .net)
The Name of the SIMS Server SQL Instance (can be found in the SIMS connect.ini)
The name of the SIMS Database (can be found in the SIMS connect.ini)
 

Note. For sites using hosted SIMS, the utility will need to be installed on the machine running the SIMS connector and VPN

Progresso
To connect to progresso the utility will need access to the internet on ports 80 and 443.
You will need to know the Progresso School ID and the Access must be granted in the Progresso API.

To Grant access for this utility in progresso users must:

  1. Login to progresso as user who is a ‘School Administrator’
  2. Goto SYSTEM > API Licenses
  3. Click ‘Provide Access’
  4. From the dropdown box select “Salamander Soft”
  5. Select the areas of the system you wish to allow access for and provide Read access.
  6. Click Save

Facility CMIS
The data from Facility CMIS is collected directly from the SQL database using a standard SQL Protocol.

In order to connect, you will need to have a SQL Server connection string for the database.
This connecting string must include the authentication method and any required credentials.

Examples and help regarding SQL Server connection strings can be found HERE

WCBS Pass
The data from WCBS Pass is collected directly from the SQL database using a standard SQL Protocol.

In order to connect, you will need to have a SQL Server connection string for the database.
This connecting string must include the authentication method and any required credentials.

Examples and help regarding SQL Server connection strings can be found HERE

XML
Primarily for testing purposes, the ability to pass XML data through the tool has been added. The supported XML files are:

school.xml – This file contains the basic school information including the name and DfE Local Authority and Establishment numbers.
pupil.xml – A list of the pupils
staff.xml – A list of the staff
class.xml – A list of each class, with their membership

Sample files with demo data can be downloaded from HERE

Note. It is not expected that this function will be provided in the final release versions and should only be used for testing where access to a supported MIS/SIS is not possible.

Engage by DoubleFirst
The data from Engage by DoubleFirst is collected directly from the SQL database using a standard SQL Protocol.

In order to connect, you will need to have a SQL Server connection string for the database.
This connecting string must include the authentication method and any required credentials.

Examples and help regarding SQL Server connection strings can be found HERE

iSAMs
To connect to the data in iSAMs you will need access to generate a single API Keys for use in the tool for:

Recommend Key NameBatch Methods required in the key
SalamanderSoft_SDSStudent Manager Datasets > Current Students
HR Manager Datasets > Current Staff
Teaching Manager Datasets > Departments
Teaching Sets
Teaching Set Lists
School Manager Datasets > Years
School Manager Datasets > Forms (only required if using the ‘Use Registration Group information’ feature

You can find some information on how to create iSAMs API Keys HERE

You will also need the hostname for your iSAMs instance.

Bromcom
To connect to the Bromcom API the following details are required:

Host name for the bromcom cloud service (without https://) In most cases this will be 'cloudmis.bromcom.com'
School ID (available from Bromcom)
Username*
Password*

*The user details should be new details created in the ‘system users’ section, with ‘Third Party’ Permissions enabled.

Once the user is created, the following Third Party Access Permissions need to be added:

  • School
  • Collections
  • Students
  • Staff
  • StaffContracts
  • Classes
  • Subjects
  • SubjectClasses
  • CollectionExecutives
  • CollectionAssociates

More information on how to manage third party permissions in Bromcom can be found here: https://support.bromcom.com/Documentation/How%20to%20Add%20a%20Third%20Party%20Supplier%20as%20a%20User%20to%20your%20MIS%20for%20API%20access.pdf

ScholarPack
The data from ScholarPack is collected from their API’s.In order to configure this you will need to grant access to your environment. SalamanderSoft is an approved provider, and access can be configured in ScholarPack.

Full details on how to configure this access can be found here:

https://support.scholarpack.com/hc/en-gb/articles/360001293911-API-Configuration

Once access is granted you will need to keep the ‘URL’ and ‘Scholar_School’ details from the ‘Access Details’ section once the approval is made to provide in the utility.

RM Integris
The data from RM Integris is collected via their API’s.
Each school can configure their own access to the API’s.In order to configure this you will need to grant access to your environment.

In order to do this, you must configure the ‘RM Integris Datashare’ in the ‘System Management‘ module. You should select the entry for your school, not SalamanderSoft. Once configured you will have 2 values which should be used in the utility:

Name in RM = ‘API Consumer Key’ > Name in Utility = ‘API Key’
Name in RM = ‘API Secret Key’ > Name in Utility = ‘API Secret’

These keys should only be used within your environment and must not be shared with our team or any other provider.

Arbor
The data from Arbor is collected via their API’s. In order to enable this access we must request access to the API via Arbor, which the school then needs to approve.
To request the approval, we need the name of the site as Arbor has it.

Once approved we are provided with the details, which we’ll arrange to pass on to you in a secure manner.

Please contact sds@salamandersoft.co.uk to request access to work with Arbor.

Configuring School Data Sync

The configuration of the SDS Profile you wish to work with is very important and should be considered before working with the utility.

The utility is designed to work only in situations where users already exist. It is possible to use the outputted files to create new users via SDS by adding the column Password to the outputted files ‘student.csv’ and ‘teacher.csv’.

It is recommended that a new, dedicated, SDS Profile be configured for the utility.

The following fields are extracted by the utility and should be those configured when creating a profile:

School Properties – school.csv

Field NameDescription
DfE NumberThe Local Authority name and Establishment number from the MIS with a hyphen separator.
This is used a the link value between all the User and Section objects passed to SDS.
NameThe Name of the school. This is used in the SDS School profile and dashboard.

Student Properties – student.csv

Field NameDescription
IDThe ID of the Student from the MIS
School DfE NumberThe School Number as produced in the ‘DfE Number’ field in school.csv
Student NumberThe Admission Number of the student. For some systems this is the same as ID.
GradeThe Grade/Year of the student
StatusThe Enrolment Status of the student.
UsernameThe username of the student if available. Where this data is from is configurable.

Teachers Properties – teacher.csv

Field NameDescription
IDThe ID of the teacher from the MIS
School DfE NumberThe School Number as produced in the ‘DfE Number’ field in school.csv
TitleThe Title/Salutation of the teacher.
UsernameThe username of the teacher if available. Where this data is from is configurable.

Section Properties – section.csv

Field NameDescription
IDThe ID of the class/section as used by SDS. As some MIS/SIS Systems do not store a separate ID for the class/section, the utility uses the name.
School DfE NumberThe School Number as produced in the ‘DfE Number’ field in school.csv
Section NameThe Name of the class/section as in the MIS/SIS.
Course IDThe ID of the course.
Course NameThe full name of the course.
Course NumberWhere a course number is available this is used. For Those MIS/SISs where a number is not available, the Course Name is used.
Course SubjectThe Full Name of the course’s subject.

StudentEnrollment Properies – studentEnrollment.csv

Field NameDescription
Section IDThe ID of the Section the Student is a member of
IDThe MIS/SIS ID of the Student.

TeacherRoster Properties – teacherRoster.csv

Field NameDescription
Section IDThe ID of the Section the Teacher is a member of
IDThe MIS/SIS ID of the Teacher.

 

Instructions for Use

Installation

The utility is provided as a zip file which contains all the required files.
It can be run by unzipping all the files in the package to a folder on the machine you wish to use.

It is important that non of the files are blocked and so it is recommended that you check the zip file is not blocked by Windows before extracting it.

Note. The application must be run from a session on the machine it resides on and cannot be run accross a network share.

Once the application and associated files are extracted, it can be run by opening SalamanderSDS.exe

Extract Mode
The Extract mode will connect to the chosen MIS/SIS system and pull data to generate the appropriate CSV files for SDS.

Settings Page
The first page ‘Settings’ allows you to prepare the MIS/SIS Connection.
Select the appropriate MIS/SIS Type and complete the text boxes. (more details in the MIS/SIS Configuration notes section)
Once this is done, you must test that the utility can successfully connect using the ‘Test Connection’ button.

If the connection is successful, the ‘School Name’ and ‘School ID’ are populated.
If the utility is not able to connect an error will be displayed and you will not be able to advance until the utility can successfully connect.

Note. It is important to note these values as they will be used by SDS. See the ‘Configuring SDS’ section for more information about how to configure your SDS Profile.

Before proceeding you must also specify a folder where you wish to save the outputted CSV files. It is recommended that you choose a new, empty, folder for this purpose.

Once all the boxes on the ‘settings’ page are complete, you will be able to continue to the ‘Teacher Details’ and ‘Pupil Details’ pages.

Teacher/Pupil settings
Both the Teacher and Pupils details pages are the same and so will be covered in this single section.

Here you are presented with the option to use either Legal or Preferred names for the Teachers/Pupils pulled from your MIS. If you select the Preferred name and this is not available for user, the legal name will be used instead. If the setting is configured to not use a Preferred name and the Legal name does not exist in the MIS, no value will be returned.

Managing Username and Email Addresses
As SDS uses usernames and email addresses to manage the link from the data provided to SDS it is important that this information is provided.
As this data is not available by default in many MIS/SIS systems the utility will allow users to provide details as where to get this information from.

MIS/SIS
If supported for chosen MIS/SIS system (more details in the MIS/SIS Configuration notes section), this will use the data from the MIS/SIS to provide the usernames and email addresses outputted in the data.

CSV
In this mode, you will be able to input a CSV file which contains the users’ email addresses, usernames and a unique ID link to their MIS/SIS Record.

None
This will simply not attempt to get the username or email address information for users.

Note. In this configuration, the outputted CSV files will not be complete and will fail to upload to SDS.

Once you have selected the appropriate setting, you may proceed.

Run
The run page will display some basic information regarding the configuration you have chosen before allowing you to Run the extract.

Once ran, if the extract is successful the View Extracts and ‘Proceed to Send mode’ buttons will appear:

View Extracts will open the folder the extracts have been written to so you can see the CSV files, and if needed make adjustments.

Proceed to Send Mode will set the application into the Send Mode ready to push the extracted files directly to SDS.

If the extract fails, you can copy the information on the screen to the clipboard to aid with troubleshooting.

Note. It is highly recommended that view any extracted CSV files to ensure all the details are correct and match those configured in your SDS Profile.

Send Mode
The Send mode will upload the specified set of CSV files to the Microsoft School Data Sync API.

Before proceeding you will need to have the following information:

Username and Password for an account in your Office 365 with access to manage School Data Sync.

The name of the SDS Profile you wish to push data to.

The location of the CSV files you need to upload.

Note. It is highly recommended that you read the ‘Configuring SDS’ section and check it against your extracted data before using the utility in this mode.

Once you have entered the user, profile and folder settings you can run the send process.
This will connect to your chosen School Data Sync Profile, which will validate the files that have been sent.
In the event that the files fail the validation by School Data Sync, the validation messages will be displayed in the utility. These can then be copied to the clipboard.

Once all the files have been successfully updated, SDS will be able to continue it’s sync process (if activated).
This will not be immediate. It can take a number of hours from the upload to SDS before the data is processed in your tenant.

Copyright © 2020 SalamanderSoft Limited