The process for importing the data for students and contacts into your MIS from A+ varies depending on your MIS (SIMS vs Cloud-based); this guide will cover both.
Only students whose application status is "complete" can be imported into your MIS. Their status auto-updates to "complete" once they or their parent/carer have submitted their form, or you can manually change their status (details of how to do this are in this guide)
SIMS
- Ensure you have created a pre-admissions group in SIMS as this is where the data will be imported to.
- Log into the Admissions+ SIMS App and select the option to "import applications".
- Select the correct form from the list on the left hand side and then select the applicants you wish to import (this could be internals, externals or a mixture of both, depending on your intake group).
- The next step (applicants matching) will then then check for any matching data within SIMS - this is to prevent duplication and ensure that the data from Admissions+ is mapped to an existing student within SIMS, where applicable. You should review the matches and make a decision about whether to link the new data to an existing account, or not.
- The next steps will detect any new applicants (who do not exist in SIMS and have not previously been imported), existing applications (students who have previously been imported or already exist in SIMS) and existing students (students who are already on roll in your SIMS and have been matched by their SIMS Admission Number).
- The app will ask you which data you want to import for these applicants (there is the option to select all, or choose individually) and will then progress to the contact matching step.
- Contact matching works similarly to the steps above; it detects anyone who already exists in SIMS and suggests to you whether it believes the contact you are trying to import already exists in SIMS. You can link them together if they appear to be a match, to prevent a duplicate being created.
- The next step is the addresses step, which flags any changes between an existing address detected in SIMS and an address you are trying to import. It asks you to decide which version of the address to keep.
- You can then progress to the summary step and click to complete the import; data will be imported into your pre-admissions area for new applicants, and any existing on roll students whose data is being imported will have the new data added to their existing profile in SIMS.
ALL OTHER MIS
- Ensure you have created a pre-admissions group in your MIS as this is where the data will be imported to. Note: for Bromcom, data cannot be overwritten for existing on-roll students.
- Ensure your applicants' enrolment status has been changed to "enrolled"; you can check how to do this in this guide.
- Navigate to Data > Export > Start an Export; name your export and select your School MIS before clicking "next".
- Choose "students" and "next".
- Select the pre-admissions group to want to export the data to; the mappings will be preselected for you, including UDFs.
- Select the form you wish to export data from and then select the applicants you wish to export (this could be internals, externals or a mixture of both, depending on your intake group and MIS - see note above re Bromcom).
- The next step (mismatch checking) will then then check for any matching data within your MIS - this is to prevent duplication and ensure that the data from Admissions+ is mapped to an existing student within your MIS, where applicable. You should review the matches and make a decision about whether to link the new data to an existing account, or not, by clicking "resolve".
- Select the "Ignore difference and continue exporting" option to confirm they are a match. Select the "These are not the same person, unlink them" to confirm they are not a match. Click "Confirm & Next" which will show the next student.
- The next step will take you to the student matching area where you will be directed to resolve any duplicates which have been detected. You can merge the students if they are identified to be the same person, export them as a new student if they are identified to be different people, or skip them if you are unsure and do not wish to export them at this time.
- Contact matching works similarly to the steps above; it detects anyone who already exists in your MIS and suggests to you whether it believes the contact you are trying to export already exists. You can link them together if they appear to be a match, to prevent a duplicate being created.
- The next step is the addresses step, which flags any changes between an existing address detected in your MIS and an address you are trying to export. It asks you to decide which version of the address to keep.
- You can then progress to the summary step and click to complete the export; data will be imported into your pre-admissions area for new applicants, and any existing on roll students whose data is being imported will have the new data added to their existing profile in your MIS, in all cases except for Bromcom.