Knowledgebase: 1) FrogLearn
FrogLearn - SIMS Extractor Configuration
Posted by Sam Brown, Last modified by Jay Howard on 15 April 2019 11:29 AM

Configuring your FrogLearn Username(s)

Before we configure the Frog Extractor you will first need to enter the format that you want the usernames to look like in your school's FrogLearn Platform which is important if you want Frog to integrate with your school's Active Directory/Azure/ADFS as these usernames will need to replicate those that are present in your SSO server for example if you have ADFS set up in your school. If your school doesn't have a SSO service the default format for usernames are firstname.lastname and would look something like John.Smith, which if you are happy with this format you can skip this chapter and move onto the "Create a school" section of this guide. 

1) Open your FrogLearn platform in your internet browser, and log-in using an admin username and password. (You should be presented with a log-in screen like the below)

2) Select the accounts initials which can be found in the top right, and select "System Preferences". 

3) In the left hand menu scroll down and select "MIS Importer" 

4) In here you will be presented with the username creator for each profile "Student", "Staff" and "Parent", using tags you can format these usernames which I have provided a couple of examples below. However, if you require a specific field that you use in your usernames further tags can be found by clicking the top "i" icon on this page, and click the "Help" hyperlink.

Example 1: For the username structure:
Year of admission + First name + . + Last name.
EG: 2013Joe.Bloggs

Username Creator Component Tags:
{{admission_year}}{{first_name}}.{{last_name}}

Example 2:
For the username structure:
Reg group + _ + First name + Last name
EG: 3YH_JoeBloggs

Username Creator Component Tags:
{{registration_group}}_{{first_name}}{{last_name}}

5) Once you have entered your desired username tags in the fields, click "Save"

Create a School
The first time you start the extractor you will be required to create a default school. If a school has been added previously, then the main configuration screen will display, populated by the default school data.
To open the “Add School” dialogue from the main configuration screen, click the Schools button in the top left corner of the screen. This will open the Schools dialogue that lists all the schools currently configured for this extractor.
To create a new school, click the "New" button along the bottom of the screen. From the school dialogue, you can enter the schools basic details as well as proxy information if applicable.
The available fields for the basic school info, as of v3.8.8, are:

  1. GUID: A unique ID created by the extractor to identify your school. This is automatically created and cannot be edited or deleted.
  2. Name (Required): The name of your school.
  3. Description: This field can be left blank.
  4. LA Code (Required): The old DfE Local Authority code for the school
  5. School Code (Required): The DfE code for the school.
  6. End Point: Change this to "FrogOS".





It is also possible at this point to specify whether to send the data to your Frog server.
If you’re sending the data over the internet then it is highly recommended to turn on the SSL option.




On the right hand side of this page you will see it is asking for Proxy information. If you know that the school uses a proxy, then please enter the Hostname and Port number (Username and Password shouldn’t be needed).
If you are unsure if the school uses a proxy, then please ask someone at the school who might know, and we can come back to this if we run into any problems that could be caused by skipping this step.
Once you have entered the details you can click the Save button, this will return you to the Schools dialogue. To open the schools configuration settings, highlight the school, the row should turn blue, and then click the Select button in the bottom right hand of the screen.



Authentication
Now you should see the main screen with your selected school name at the top.
For the MIS extractor to be able to send data to your Frog server you will need to authenticate the MIS extractor with your Frog server to confirm access permission.




In order to authenticate your Frog Server, enter the school's Frog hostname or internal IP of your Frog server, this must not include the ‘http://’ prefix. For example, “yourschool-leeds.frogos.net”.



When you click authorise, you may run into an error script, just click ‘Yes’ and it should then let you continue as normal.
You should be presented with a Frog login window. All you need to do here is enter your Frog administrator logins, and click login. You should have received these logins from the Customer Implementation Team. If you have been passed responsibility for setting up the extractor only, then check with your colleague who is the main contact for Frog, as they should already have it.



You may run into another script error message, if so, just click yes.
The extractor will then take you directly to a screen saying ‘SIMS extractor would like to use your Frog ID’ where you need to click ‘Allow’.
*If after you clicked login, the login box just turned a dark grey colour, and didn’t take you to the screen with ‘Allow’ or ‘Deny’ option, just close that window (using the red ‘X’) and then click ‘Authorise’ again.

You should now be faced with ‘Authorisation successful’ and a green tick to the left of it.



Now you should see something that resembles the screenshot below:




The ‘Server’ and ‘Database’ fields should have been auto filled – as the extractor will pick this up from the Server / PC it is installed on. If however these aren’t auto filled, you will need to enter this information manually.
For ‘Username’ and ‘Password’ this is where you will need to enter login details for a SIMS administrator. This has to be an administrator level user in SIMS, otherwise the extractor won’t have enough permissions to pull through the data required into your FrogLearn Platform. Leave the ‘Group Code’ check box blank.

Once you have filled in all 4 boxes (Server, Database, Username, Password) just click ‘Test Connection’ at the bottom.

If everything is okay, you will see the message go from ‘Connection failed’ to ‘Checking’ (with a yellow circle to the left of it), then to ‘Connection successful’ with a green circle once the extractor has established then connection to your SIMS database.
If when you click ‘Test Connection’ it appears to do nothing at all, this is usually to do with the SIMS username and password you entered. Try entering it again, and test the connection again. If still no luck, try another username and password. If the problem persists, get in touch with the Service Desk.

Once it says ‘Connection successful’ the extractor should now resemble the screenshot below:




Now that the extractor is connected to your SIMS database, you just need to choose what data you would like to bring across into your FrogLearn platform. You do this by ticking the checkboxes on the right hand side of the page.
However, first of all, we will just test that the SIMs user that we entered previously has the correct permission to extract this information. To do this we will choose a field that we know there will definitely be data for in SIMS – ‘Active Students’.
What you need to do is just tick ‘Active’ underneath where it says ‘Students’ in grey. Ensure that this is the only checkbox that is ticked. Then near the bottom right of the extractor, just click ‘Run Test’. You will see a yellow circle appear next to ‘Active’ under students, and this is the extractor finding what is available from SIMS to pull through. This is just a test, and isn’t actually importing anything yet.




If everything is okay, you will see a green tick and ‘Success’ next to it now, and a number of rows that looks like the amount of students you have at your school. For example, in the screenshot below there are ‘1027 rows’, meaning 1027 active students.




If it comes back with a green tick and ‘Success’, however it says ‘0 rows’. This simply means that the SIMS user you entered needs a few extra permission adding to it in SIMS. You will then need to either enter an administrator username and password that is active in your SIMS database,or alternatively contact your SIMS Manager to provide the account with permission to the 3 below groups in your SIMS Database;

1.)Third Party reporting

2.)Third Party User Management

3.)TP Superuser

Okay, so now that you have established that the SIMS user has got the correct permissions, you need to tick all of the other boxes for the data you want to be pulled into your platform. The easiest and quickest way to do this is to click the ‘Select All’ tick box near the bottom of the extractor.




IMPORTANT – If you don’t have Frog’s additional Product ‘FrogParent’ then scroll down the check boxes (using the scroll bar on the right) and untick all of the boxes under ‘Behaviour’, ‘Attendance’, ‘Assessment’. These are not relevant for FrogLearn, and although it might try to bring through data when we come to running the extractor, it can’t be used in FrogLearn without FrogParent. If you want to find out more about FrogParent, speak to your SRM (School Relationship Manager).

Once you’re happy with the data that will be pulled through, click ‘Run Test’. This will start testing the data that is available for you to bring through into FrogLearn, and will take a few minutes.

You should see a Green tick with success next to all of the ticked boxes, with a number of rows to the left to signal how much information there is for that specific field.
For any that come back as ‘0 rows’ with a green tick, just untick these as it means there just isn’t any information in SIMs for this field.
For any that come back with a red cross and ‘unsuccessful’ make a note of these and untick that box. Make sure to tell the Customer Implementation Team about this if it does occur.



Once all the test have finished, click ‘Save and Exit’ at the bottom right. The reason for this is to let the extractor refresh before we start the actual extract.
Open the Extractor again, there should be a shortcut in your Start Menu, and if not just navigate to the start menu, then ‘All programs’ and there should be a Frog folder in there containing the extractor.
With the extractor open again, you now need to go to the Extract/Export screen, so click on ‘Extract/Export’ at the top left.





On this page, you simply need to click ‘Run Now’ at the bottom right hand corner.

This will start the Extractor, which will open a log box to show you the progress of the extraction.
If you leave the extractor for 2 – 3 minutes, and then look at the log box, you should see something along the lines of ‘Extraction Completed’.
That means that the extraction has taken place, and has sent information to the server that your platform sits on.
Copy the text in the log, and paste it into an email to the service desk (preferably to the member of the Service Desk team you are already dealing with) – with the subject line ‘School Name – SIMS extraction log’.
If you have your own server that Frog sits on, then we will be able to see users and groups in your platform soon (you need to let the Customer Implementation Manager know first), but if your platform is hosted by us (in the cloud) then you won’t see users/groups in your platform until after our centrally hosted servers update at 2am each morning. If you just let the Customer Implementation Manager know, then they will make sure to check first thing in the morning for you.

Create a scheduled task
Finally, we need to set up the scheduled extractions that will keep your platform updated whenever a change takes place in SIMS (new students / staff etc).
At the top right of the ‘Extract/Export’ page in the extractor, click on the blue button ‘Create Schedule Task’.




Then give the task a name, something along the line of ‘Daily Extract’. Make sure the ‘Daily’ button is selected, and then before clicking ‘Create’, make sure to choose a time of the day for the extractor to run. It is important that you select a time of the day where the PC / Server you have installed this will be turned on. If it isn’t turned on, then the extractor will not be able to run, and your platform will not be kept up to date with changes made in SIMS.
The reason for choosing ‘Daily’ rather than weekly, is because if for some reason the PC / Server is turned off when it tries to run, you’ve only got to wait another day for it to be updated, rather than a whole week.





Once you have clicked ‘Create’, this will take you back to the previous ‘Extract/Export’ screen. Where it says ‘Scheduled Tasks’ click on the box with the drop down arrow next to it, and you should now see the scheduled extractor that you just created somewhere on that list. If you don’t see it appear on this list, then close the extractor, open it again and try creating the extractor again. Let the Customer Implementation Manager know if you have any trouble with this.

Importing MIS Documents into your FrogLearn Platform

1) Open the Frog extractor, and select the "Documents" button.

2) You will then be presented with a window with a list of MIS linked document types, select the document "type" from the list which should then show as highlighted in blue. 

3) Select the "Year" from the drop down list that you would like to import (we suggest importing by "Year" rather than importing "All Year Groups" as this may be a high amount of data which may cause the Frog extractor to crash.)

4) Click "Run Document Export" which will then start the import and a command prompt window will appear showing the documents being imported, and once complete this window will automatically close. We recommend leaving this to run interdependently and withdraw from using the server while this is running as it may cause the extractor to crash. 

5) Once these documents have been imported into your FrogLearn platform they can be found by logging in as a "Staff" or "Admin" profile. 

 

6) Select the "Quick Launch" icon and open the "FrogParent Manager" application. 

7) Select the "MIS linked Documents" from the left hand menu and these documents should now be available in here. (Tip: You can "Activate" specific documents to be visible to parents by highlighting the document and selecting the "Cog" icon and click "On" or "Off"; or "Activate All". 

If you experience any issues with the Frog Extractor or the above guide please contact our Service Desk Team as soon as possible and they will investigate the issues further. 

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