FrogPlay - Frog Extractor Set-up
Posted by Jay Howard, Last modified by on 15 April 2019 04:06 PM
The FrogPlay SIMS extractor is a utility that a school will install either on their SIMS server or any machine that has the SIMS client installed on it. It allows you to extract data from SIMS and send that data to your Frogserver for import.
The current version of the Frog SIMS extractor is 3.8.8 and has been designed to work with SIMS version 7.186 and above. Please note that if your SIMS version changes (due to an upgrade for example) you may need to update the SIMS extractor - please check with our Frog Service Desk Team if you are unsure.
The following minimum specifications are required to run this application:
Part 1 - Installing the FrogPlay Extractor
Install the extractor by double clicking the executable file to begin the process. Click next on this popup to continue. If you have a previous version of the Extractor installed then this will upgrade it to the latest version while keeping your configuration settings.
Enter the location of where you would like the SIMS Extractor to be installed. The default locations are:
Following this you will be ready to install. Click "Install" to start the installation process.
The installation will then begin, as indicated by the progress bar. This may take a few minutes depending on the specification of your system.
Providing the installation is successful you will then be asked to click the Close button to end this process. Click "Finish".
The Extractor will now be installed in your “Start Menu” in the “Frog” folder. You can normally open your SIMS Extractor configuration page by visiting the following location from the start button on your task-bar:
Part 2 - Configuring the Extractor
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.
It is also possible at this point to specify whether to send the data to your Frog server.
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).
Now you should see the main screen with your selected school name at the top.
In order to authenticate your Frog Server, enter the school's Frog hostname which is "Iamlearning.co.uk this must not include the ‘http://’ prefix, and click the "Authorise" button.
NOTE: due to certain changes by the developers [ Update the URL from iamlearning.co.uk/www.lamlearning.co.uk to www.frogplay.net ]
You should now be faced with ‘Authorisation successful’ and a green tick to the left of it and 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.
Once you have filled in all 4 boxes (Server, Database, Username, Password) just click ‘Test Connection’ at the bottom.
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 FrogPlay platform. You do this by ticking the checkboxes on the right hand side of the page.
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
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.
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 FrogPlay, 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.
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.
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.
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).
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.
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 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.