Loading lookup tables for external systems

Owned by Former user (Deleted)
Last updated: Sept 16, 2024 by David Rogers

Reference data for external systems can be loaded from reference tables supplied by Synergetic Management Systems. The ExternalSystemType field (column) in the Table Data area is used to indicate the external system being used. For example, MCEETYA or NZMOE. The ExternalSystemCode is used to match with the external system.

You can load reference data for the following external systems:

  • WA SCSA (Western Australia)
  • Catholic Education Office (Victorian Catholic schools)
  • MCEETYA (Ministerial Council on Education, Employment, Training and Youth Affairs)
  • NZMOE (New Zealand Ministry of Education)
  • NZQA (New Zealand Qualifications Authority).

Note: Existing records are not updated or deleted in the process.

While you can enter the values manually, Synergetic Management Systems have prepared the values already for loading.

To load a lookup table with pre-defined reference records:

  1. Select Module > System > Lookup Tables Maintenance. See Lookup Table Maintenance window.
    The Lookup Table Maintenance window is displayed showing all of the available lookup tables.
  2. Highlight the lookup table you want to load default values for.
     
  3. Click.
    The Load Lookup Table data from CDA Ref table window is displayed.


    Note: A message is displayed if the highlighted table does not have a matching reference table.


  4. Select the External System Type from the drop-down list.


    Note:     Choose the CEOVIC option, if your organisation is a Victorian Catholic school. The Catholic Education Office collates all of the data, including for MCEECDYA. 

  5. Click .
    The following confirmation message is displayed.
  6. Click .
    The following information message is displayed.
  7. Click .
    The lookup table is displayed with the new records loaded.
     
  8. Review the lookup table entries to ensure the information has been loaded correctly.

    Important: Data is not loaded when the details of an existing row match the corresponding row from the loaded data. When this happens you need to delete the row and reload the data.

    Tip: You can identify rows that prevented data being loaded because these rows will have blank ExternalSystemType and ExternalSystemCode fields.

  9. The following will occur for new, modified and deleted codes

New Codes : Upon selecting 'Load' any new codes will be loaded into the lookuptable with the correct externalSystemType and ExternalSystemCode fields

Deleted Codes : As deleted codes may still be linked to a student any codes which are deleted will be made inactive in the reference table however will need to be manually set to inactive in the lookup table.

Modified Codes : In the event of a code description change, the admin will need to modify the description field in the lookup table to match the new description.