Knowledgebase : 10) MIS Integration > SIMS
   

Frog Parent Manager & widgets:

When you drag and drop this widget on a site as an administrator you will be allowed to see 

Registration attendance in four different views.

Trend: this view will display the attendance in a percentage format with each date being displayed.

Summary: This view will display in a pie chart format which indicates if the attendance is recorded.

Summary (Breakdown) This view will display in a pie chart format, but this time is detail for example if any appointments are recorded.

Detail: This view will simply display a weekly recorded attendance with codes

The widget is for displaying the attendance in a summarised manner below is an example 

There is no configuration required for this widget. Below is an example of the MIS data that will be available through the Attainment widget:

You need to configure columns by going into edit mode. once configured it will display all the attainment results 

No configuration is needed to display the content

An example of the MIS data that will be seen when using the Behaviour Summary and Behaviour Tools widget.

In edit mode, you will have the option to show selective behavior type, display teacher name.

SIMS Linked documents in FrogParent:

For schools who have purchased FrogParent MIS linked documents widget is available to display various documents

To configure MIS documents within FrogLearn several steps need to be completed by the administrator

First of all, you need to configure in system preferences to determine which profiles have permission to view various document categories

Ask Frog Service Desk to enable MIS documents for their side

A grey tick indicates that the user profile will not have permission to see documents of this

A green tick indicates that the user profile will have permission to see documents of this type

Parents, on the other hand, require few settings to be set in user management application

As they need to be set as a  parent/carer of the child, they must have parental responsibility flag enabled, they should not have court order flagged. All these rules apply to all FrogParent widgets as well.

How to Run MIS documents using the extractor:

To run documents, you need to launch the extractor click documents

 Here you will see configuration options such as categories, year group, options to insert date, these categories that appear are defined in SIMS, so any changes to the categories will require your SIMS administrator

When you run document export all files are converted into PDF format ahead of the import into FrogLearn the next stage is to configure which documents will be enabled within the MIS Linked Documents widget. To enable you need to navigate to FrogDrive > Applications > FrogParent Manager > MIS Linked Documents

 

As you can see by default all documents will be set to OFF. This simply means that the documents will not be displayed within the MIS Linked Documents widget. Each heading title allows you to sort the list for that column. The arrow in the heading title will indicate whether the column is sorted in ascending or descending alphabetical order.

Alternatively, you can filter the MIS document information by selecting the filter button.

Documents can be filtered by each of the fields below:

Title, Student, Category, Date first Uploaded, Upload Date, Date Updated Externally

After making your selection click the Actions cog. Select either ON or OFF to make the MIS documents visible within the MIS Linked Documents widget.

NOTE MIS documents set to ON within the FrogParent Manager application are reliant on the user profile permissions set within System Preferences > MIS Importer > Document Permissions.

After completing these steps the last stage is to add the MIS Linked Documents widget to your parent site. Navigate to your parent site within FrogLearn and enter edit mode. The MIS Linked Documents widget will be listed in the Widgets tray.

MIS Linked Documents:

How to use this widget on a site to display documents:

This shows documents held against a child in SIMS, This is to allow the parent to view the documents from within your school’s FrogParent Portal

 

 

 

 

 

 

 

 

 

 

Overview

The Frog 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 2.9.18 and has been designed to work with SIMS version 7.144 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 Frog Technical support if you are unsure.






System Requirements

The following minimum specifications are required to run this application:

• Microsoft .NET Framework 4.5 (at the time of writing this document 25/07/16)

• SIMS.Net


Installing the SIMS Extractor

Install this version by double clicking the executable file to being this process. Click next on this popup to continue.





Enter the location of where you would like the SIMS Extractor to be installed. The typical location is left to default by schools (C:\Program Files (x86)\Frog\SIMS Extractor). Once you are happy with your location, click next to continue.




Next, click the install button to begin the 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 finish button to end this process. There is a checkbox you can tick to automatically open the SIMS Extractor upon exit if desired.





You can normally open your SIMS Extractor configuration page by visiting the following location from the start button on your taskbar:

  • Start-->All Programs-->Frog-->SIMS Extractor-->Configuration



You will see that three options have been installed, these are:

  • Configuration – This is a utility to configure the data to be extracted and set up the information to allow the extractor to log into SIMS.Net.
  • Run Manual Import – This option begins a manual run of the Frog SIMS Extractor which pulls data from SIMS and places it into an XML file on your Frog Server.
  • Run Assessment Import – This option begins the extract of assessment data from SIMS. 


The installation is now complete. Next you have to configure the extractor correctly to ensure you have access to your SIM data.

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 ‘https://’ 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. 

Overview

The Frog 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.

System Requirements

The following minimum specifications are required to run this application:

  • Microsoft .NET Framework 4.5 (at the time of writing this document 09/04/2019)
  • SIMS.Net

*IMPORTANT NOTE – If you are setting up the extractor to run for the first time (not installing over an existing FrogLearn SIMS extractor) then please ensure you have spoken to the Support Desk about Username Formats before going ahead with running the extractor.*

Installing the SIMS 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.

Click "Next" to proceed:



Enter the location of where you would like the SIMS Extractor to be installed. The default locations are:

  • 32 Bit OS: C:\Program Files\Frog\Extractors\<Extractor Name>
  • 64 Bit OS: C:\Program Files (x86)\Frog\Extractors\<Extractor Name> 


Once you are happy with your configuration, click "Next" to continue.



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:

  • Start-->All Programs-->Frog-->SIMS Extractor