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      How to export XUNO attendance data for CASES21 or CHESS

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      These instructions apply exclusively to Victorian Government Schools using CASES21 or CHESS and are for exporting and importing attendance data. 

      DO NOT export and import your attendance data manually on a daily basis - if you find your attendance data is not automatically syncing to Cases21 each day, please contact support.

      IMPORTANT:
      Exporting and importing attendance manually is not usually necessary as EduHub handles this automatically for you each day. However, some circumstances may be helped by a manual import, such as census dates or wanting to include the latest attendance on Accelerus reports. If so, you may use the steps below as a once off.

      Importing AM/PM Attendance Data into CASES21 or CHESS in an AM/PM Format

      1. In XUNO click on the Administration menu and then click on Export Attendance under the Attendance subheading. You will need to have attendance-admin or administrator permission in order to see this menu item.
      2. Using the date pickers, choose the coverage dates you wish to export data for.
      3. Using the Export drop-down list, choose how you would like to export the data by(Year level, Individual Student, Class, Form), and then choose any applicable options that appears directly under the Export list. Do not open the file as Excel will remove formatting.
      4. Select the CASES21 (am/pm attendance) option from the Export to drop-down list.
      5. Click on the Export button. The export may take approx. 1-2 minutes, depending on the amount of data you have selected to export. Your browser will either prompt you to save the file or it will download it automatically - if you are prompted, save the file to your desktop.
      6. Login to CASES21 / CHESS.
      7. Open the Attendance | Import/Export Data | Import data from ERM systems | Import data from 3rd party task.
      8. Find the file you exported from XUNO, if you cannot see it, you might need to copy it from your Downloads folder to the U or P drive. Do not open the file as Excel will remove formatting
      9. Once the file has been selected, make sure the displayed date range matches the date range you chose in step 2. 
      10. Click Next
      11. All previously imported attendance / absence data for this date range (inclusive) will be deleted before being replaced by the records that are on the new export file.
      12. The next screen will advise if the import was successful or if it has failed. 
      13. If any errors are detected during the import, an error report is produced. Click the Error Report button to view or print the report.
      14. If any errors are detected go back to XUNO and resolve the errors, once that is done follow the export process again. 
      15. To see view the imported data, run any of the three reports mentioned below:
        1. Attendance | Import/Export Data | Imported ERM data | Attendance by Student [SXABCONV11001]
        2. Attendance | Import/Export Data | Imported ERM data | Attendance by Date [SXABCONV11002]
        3. Attendance | Import/Export Data | Imported ERM data | Attendance by Absence Type [SXABCONV11003]

      Importing Period-by-Period Attendance Data into CASES or CHESS in Period-by-Period

      Critically Important - Pre-import Steps

      Before you import any attendance data into CASES21 or CHESS you must perform the following steps. Your import will fail if you skip or do not perform these steps before importing.

      1. All student and staff codes from CASES21, XUNO and your timetabling software must be identical.
      2. Your subject codes from CASES21, XUNO and your timetabling software must all be identical.
      3. Your room numbers and codes from CASES21, XUNO, and your timetabling software must all be identical.
      4. The order of your periods and the period identifiers from CASES21 and XUNO must all be identical. You can re-order your periods and set custom period identifiers for your export by modifying your timetable periods in XUNO. Read the related article below to learn how to do this.
      5. You must import your timetable into CASES21 so that CASES matches your timetabling software, which in-turn must match the timetable imported into XUNO against which the attendance rolls have been marked.
      6. You must setup your rolls in CASES21 for the days of attendance data that you are importing. You can do this in CASES21 by using the Attendance > Period > Entry > Enter Period Attendance By Class or Student or Enter a Week Period Attendance menu items.
      1. In XUNO click on the Administration menu and then click on Export Attendance under the Attendance subheading. You will need to have attendance-admin or administrator permission in order to see this menu item.
      2. Using the date pickers, choose the coverage dates you wish to export data for.
      3. Using the Export drop-down list, choose how you would like to export the data by(Year level, Individual Student, Class, Form), and then choose any applicable options that appears directly under the Export list.
      4. Select the CASES21 (period attendance) option from the Export to drop-down list.
      5. Click on the Export button. The export may take approx. 1-2 minutes, depending on the amount of data you have selected to export. Your browser will either prompt you to save the file or it will download it automatically - if you are prompted, save the file to your desktop.
      6. Login to CASES21 / CHESS.
      7. Double check to make sure that you have followed and performed all of the “Critically Important” pre-import steps above. Your import will fail if your CASES21 timetable, student or staff codes, subject codes or rooms are not identical to your XUNO and timetabling package data.
      8. If you haven’t already done so you will need to generate your CASES21 unmarked rolls for the date-range of attendance data that you are importing. Your import will fail if you do not do this. If you have already performed this step then proceed to step 11.
      9. Select Attendance from the left side menu, then Period > Entry, and then in the right pane click on either Import Period Attendance By Class or Student or Enter a Week Period Attendance.
      10. Generate unmarked period absences for all students for the selected date or date range by changing the Generate Period Absence to Y and following the prompts. This step is required before you can input your data.
      11. Select Attendance from the left side menu, then click on Import / Export Data > Import Data from ERM Systems, then in the right pane click on Import Period Attendance.
      12. Click on the Run button and OK at the instructions prompt.
      13. Click on the drop-arrow to select the file you exported and downloaded in step 5.
      14. Click on the OK button when ready, a prompt will confirm "The source file has been copied to the server".
      15. A prompt may appear with import warnings and a confirmation. If warnings occur check the error report and confirm that it is OK to import or overwrite existing data. If you have not performed and checked the "Critically Important" pre-import steps above, or your data does not match correctly then the import will fail at this step.
      16. Once you have checked everything in the previous step, click on the OK button to import your attendance data.
      17. Run the following reports to verify that your data imported correctly: Administration > Period > Converted Data > Attendance by Students, Administration > Period > Converted Data > Attendance by Date, and Administration > Period > Converted Data > Attendance by Absence Type.