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ProcXed.NETOn-line Validation Software

User Guide v2.0

SECTION 1 2Introduction 21.1 Overview 31.2 Purpose of this document 31.3 Support 41.4 Images 4

SECTION 2 4Using ProcXed.NET 42.1 Logging In 42.2 Dashboard 42.3 Security 62.4 Data Returns 62.4.1 Manage Data Returns 62.4.2 Entering Data Using Web Forms 82.4.3 Uploading 132.4.4 Re-Uploading 222.4.5 Viewing 232.4.6 Editing 252.5 Validation Errors 262.6 Manage Upload Data Transform Jobs 28

SECTION 3 29Reports 293.1 View Reports 29

SECTION 4 30Data Submissions and Possible Returns 304.1 Data Submission 304.2 Returning Data to Users 314.3 Submission Approved, Analysis and Publication 32

SECTION 5 33Reference Tables 335.1 Terms Used Within This Guide 335.2 Managing Your Return – Status Explanation 33

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Returned for Further Data Validation

SECTION 1 Introduction

1.1 Overview

ProcXed.NET is a software platform developed by the Scottish Government. It allows for the validation and submission of statistical data to the Scottish Government. Details of validation checks carried out by the software are available within the relevant collection Data Specifications. Guidance Notes are also published to help users accurately record data within their Management Information System or Excel spread sheets. When using the ProcXed platform, there is a universal process map to which all collections will adhere. This is outlined in the flow chart below, which can be used to navigate to the relevant guidance for each subject.

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Supporting documentation for all ScotXed collections can be located on the ScotXed website.

1.2 Purpose of this document

The purpose of this paper is to guide users (those who are responsible for submitting data) through the process of completing their data return using ProcXed.NET.

1.3 Support

This document has been designed as a process guide, to help the user through the process of completing a data return. We have tried to produce a comprehensive guide. Should you feel that you require further support, please contact the ScotXed Support Office.

1.4 Images

Though the images within this guide show only one collection as an example, the information provided applies to all collections operated using ProcXed.NET.

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SECTION 2Using ProcXed.NET

2.1 Logging In

ProcXed.NET utilises user authentication to access accounts and assign relevant collection permissions to users. If you are the main contact responsible for the collection and have not yet received your login credentials, please contact the ScotXed Support Office. Please specify the collection to which you require access in your email.

When successfully logged in your username will be displayed in the top, right, corner of your browser.

2.2 Dashboard

Upon successful log in, you will be presented with the “Dashboard”. ProcXed.NET administrators will use the dashboard to convey important system messages related to collections. Users are encouraged to refer to the “Dashboard” on a regular basis to ensure they are aware of any current issues or pertinent collection information.

The system will display a summary table in the middle of your browser, detailing the collection(s)you are permitted to access. Using the “Edit” navigation button, you may directly access the data returns to amend existing data, or enter new data. Alternatively, by clicking on “Overview” you will be presented with a new table where a greater range of information and actions is available.

A dropdown menu is also available in the top, left, corner of the browser. This is the main menu for navigation within the ProcXed system. It is possible to access the “Dashboard” at any time by selecting it from the bottom of this menu. The other options available are “Security”, “Data Returns” and “Reports”.

For many data collections, you may be able to do most of your work through the dashboard. For more complex returns or if you need to carry out some tasks, such as managing your validation, you need to use the Data Return view (see 4.0 below).

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For security reasons the Dashboard will also display your last login IP address and last login date/time. If you suspect that the last login IP address and date are incorrect, please contact the ScotXed administrator.

2.3 Security

The security section offers users the option to change their password. Please be aware that ScotXed does not have access to passwords. Should you forget your password, please use the “Request New Password” link found on the ProcXed home screen. You will be asked to enter your username and your registered email address. A single use URL will be emailed to you to allow you to create a new password. If you have forgotten your username or registered email address, please contact the ScotXed support office.

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2.4 Data Returns

A data return is a collection of records or forms within ProcXed, which users may populate with data for submission to the Scottish Government. Each data return can only be accessed by a designated organisation, meaning that statisticians can collect individual datasets for comparison and analysis. Initially a data return will contain only one blank record, but this will increase as users populate the return with relevant data. Data returns are a secure repository which allow the transfer of sensitive data to the Scottish Government, in line with current GDPR legislation.

Selecting “Data Returns” from the dropdown menu will present users with the options “Manage Data Returns” , “Validation Errors” and “Manage Upload Data Transform Jobs”.

Depending on the data collection and your own preferences you may return data either by entering it onto forms or by uploading in bulk. Be sure to check the advice for your specific data collection.

2.4.1 Manage Data Returns

First of all, the user must select the collection to be managed. Using the drop down menus select:

The “Data Collection Type” – This should be the overall name of the collection. In the case of our example, this is “Social Work”

The “Data Collection” - This should be the name of the current version of the collection, often the year or collection period. In the case of our example, this is “Social Work 2017”.

The system should now display the data return(s). Users will only see the data return components for which they are responsible. After clicking “Select”, further details are shown in the “Data Return Detail” section. This provides information regarding the number of components expected for submission and currently submitted via the ”Progress” field. The “Upload” field records the number of times that a file has been uploaded to the data return. The “Data Return Component” section allows the user to take appropriate action on the Data return.

These features can be viewed on the screenshot following this page.

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The next two sections describe how to enter data either by direct entry into forms or by uploading a prepared data file.

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2.4.2 Entering Data Using Web Forms

For some returns, click the ”Menu” dropdown in the top left hand corner of the browser and select ”Manage Data Returns”. The status of your return will be “Initialised” if you have not already entered or uploaded any data. Click the “Select” button, as indicated in the screenshot below:

The sections ”Data Return Detail”, ”Data Return Status Change Log” and ”Data Return Components” will now be visible.

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Click the “Edit” button within the “Data Return Component” section. This can be seen at bottom right of the screenshot below:

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ProcXed will now display a blank form for the specified collection. Users may use this method to enter data directly into the system. If the data return already contains data, the first record entered will be displayed. An example of a data collection form is visible in the following screenshot.

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After inputting data into the first record, users should click on the ”Save” button displayed at the top of the screen. It can be found within the light blue bar that spans the top of the browser. Once the first record has been completed a second record can be inserted using either the “Add After” or “Add Before” button. These buttons allow the user to choose the order in which they wish records to be recorded. Users must ensure they use the “Save” button at regular intervals to avoid session time outs - which can occur after approximately 5 minutes - that may result in lost data. Once more than one record has been created, users will gain access to a dropdown list for navigation. ProcXed will also display a “Remove” button to delete unwanted records.

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2.4.3 Uploading

ProcXed allows you to upload data in bulk. This is usually accomplished through the use of XML spread sheet templates, designed for use with the collections. Each template is unique to its specific collection and will not successfully upload to the wrong collection type. Templates are provided with Go-Live correspondence sent to collection contacts, but will also be available for download via the ScotXed webpage.

There are two ways to access the “Upload” Screen.

i)From the “Dashboard” click on “Overview”. From here, the user should navigate to the relevant collection type and name, as outlined in section 2.3.1 of this guide.

Next click on “Select” from the” Data Returns” section and then click on “Upload” from the “Data Return Components” section.

ii)If a user has navigated elsewhere within the site and cannot see the dashboard, they should click on the “Menu” dropdown from the top left corner and select “Data Returns”. From the dropdown which appears they should select “Manage Data Returns”. From here, the user should navigate to the relevant collection type and name, as outlined in section 2.3.1 of this guide.

Next click on “Select” from the” Data Returns” section and then click on “Upload” from the “Data Return Components” section.

Below is an example of this process, including screenshots.

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From the “Menu” dropdown, select “Data Returns”, then “Manage Data Returns”.

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Select the relevant ”Data Collection Type” and ”Data Collection”, then click the ”Select” button under the “Action” section

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This will present the following screen.

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Next , the user should click the “Upload” button.

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This will progress to the ProcXed upload screen, which is used to transform and upload XML spread sheets.

Tick ”Transform data first” and in the ”Upload Data Transformer” dropdown, select the data transformer.. It is recommended that users tick the “Auto Upload” and ”Notify me by email…” check boxes. Selecting these options ensures data is automatically uploaded and validated. The user will also receive an email notification once the process is completed.

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Next, click on “Browse” and a Window will be displayed stating “Choose file”.Use the dialogue box to navigate to your XML spreadsheet, highlight it, and click ‘Open’:

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After selecting your file, click the ”Upload Data Return” button on the ProcXed.NET screen.

Provided the data return has been completed using the relevant XML spreadsheet template, the following message will be displayed - “The Data Return was uploaded to the transform queue successfully”.

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It is now possible to view the progress of the upload via the ”Manage Upload data Transform Jobs” option on the “Menu” dropdown list. In the status field there are 5 options that can be displayed: “Pending”, “Running”, “Uploading”, “Failed” or “Succeeded”.

o “Pending” indicates that the data transform queue is waiting for the upload server to become available. In this case users should allow a few minutes before again checking the status. If this status persists, please contact the ScotXed support office for assistance.

o “Running” or “Uploading” shows that Procxed is processing the request.

o “Failed” indicates that there has been a problem with your upload. In this case, users should review their template and re-upload. Common reasons for failure to upload include:

o The upload file has been saved in a different format for the version provided. If the file extension is anything other than .xml then reopen the file in Excel and select Save As. In the Save as type field, click the down arrow to expand the selection options and choose XML Spreadsheet 2003 (*.xml)

o The file has become corrupted by changing the default format when copying and pasting data into the file or by actions such as setting filters and/or hiding columns. Try opening a fresh copy of the template and copying your data into it using the Paste Special – Values option.

If the difficulty persists please contact the ScotXed support office for assistance.

o “Succeeded” means that the data has now uploaded to the data return component and can be viewed or edited via “Manage Data Returns” from the “Menu” dropdown list..

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After successfully uploading or manually entering data, users can return to the “Manage Data Returns” page. The Data Returns Component will now offer three possible actions - Upload, View and Edit. The status of the return should also have changed to “In Progress”, with a status of “Populated”.

2.4.4 Re-Uploading

Users can re-upload XML templates as many times as necessary to update or correct data. It is important to note that each time an upload is completed any existing data or changes made within the form will be deleted. It is therefore recommended that any changes made to correct validation errors should be carried out on the XML template and then re-uploaded, rather than making amendments within ProcXed.

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2.4.5 Viewing

After completing an upload or manually entering data, the user can view the contents of the data return component using the “View” button in the “Data Return Component” section.

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After selecting to view the data, each record will be displayed on a separate page. Navigation between records is possible using a dropdown list as detailed below. Please be aware that users are only viewing data in this mode and are not able to edit any of the records.

It is also possible to search through the records using the designated key fields and search box if available. Use the dropdown menu to select search criteria and enter the appropriate data, then click “Next”. If a record matches the search data then it will be displayed.

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2.4.6 Editing

The “Edit” action gives the user permission to make amendments to each record. This looks no different to the “View” mode, but will allow users to save changes to the data - bear in mind that any changes will NOT be reflected within a local MIS. Users editing individual records must always click save before changing to another record, otherwise any amendments will not be saved.

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2.5 Validation Errors

Please be aware that ProcXed automatically performs data validation as users upload files or enter and save data. No action is required on the users part. To view validation errors, users should select “Validation Errors” from the “Data Returns” section of the “Menu” dropdown list.

The user should then select the relevant “Data Collection Type” form the first dropdown and the relevant “Data Collection” from the final dropdown. For most collections the Organisation should be pre-selected. If not, it is necessary to select the relevant organisation by ticking the “Advanced Search” box and entering the organisation name in the search field provided.

For each validation code listed, the user should use the adjacent “Select” button to view the individual occurrences of each error. It is then necessary to review the data within each occurrence and replace the contents of the field if it is found to be inaccurate or out with the parameters of the field, as defined in the collections Data Specification. If the data is reviewed and believed to be accurate, users would move on to “Comment” and “Clear” the occurrence.

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The “Cleared” column shows the status of the error. By default, this will display ”False” until the user has commented and cleared the error using the “Comment” and “Clear” buttons. This action should only be taken if, following review, the user believes the data in question to be accurate and within specified parameters. After entering a comment the “Comments” column will be populated with the relevant text. After the user has clicked the “Clear” button, the “Cleared” column should display “True”. This indicated to Scottish Government administrators that you have taken any action necessary to resolve the error and wish to proceed with the current data. Details of each validation code and their meanings can be found within each collections Data Specification, all of which are available on the ScotXed website.

It is possible for users to update multiple validation errors with the same comment. This is achieved by clicking the “Batch Comment” button and entering a generalised explanation that applies to all occurrences of the error. Next the user would click the “Update” button to apply the comment across all occurrences.

It is also possible to batch clear all occurrences of an error in the same fashion. To do so, the user would click on the “Batch Clear” button.

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Although ProcXed.NET allows users to resolve errors within the uploaded data, users are advised to resolve as many of the validation errors as possible within completed XML templates and then re-upload the data extract. This protects data integrity should the user have to complete a further upload, as any changes made would be lost.

2.6 Manage Upload Data Transform Jobs

Any XML spread sheet uploads that require to be transformed can be monitored via this screen. Refer to page 20 for further details.

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SECTION 3Reports

3.1 View Reports

Previously referred to as Quality Assurance Tables. The reports feature within ProcXed.NET gives users the functionality to cross check their data. Please be aware that not all collections require the need to have reports developed and available for users.

Reports can be run independently at any time from the ”Menu” drop down list, found in the top, left hand, corner of the browser. To do so, select “Reports” then “View Reports”. Select the component of the collection within the “Data Collection Type”. Select “Summary” from “Reports” and then the relevant ”Data Collection”. There are options to filter the reports should users wish to do so. Select “View Report” to review the tables within a new browser tab. This process can take a few minutes to generate the report, as ProcXed is required to populate the relevant tables. There are also options to print or export the report. To export the report, use the drop down to select the preferred output format and click “Export”.

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SECTION 4

Data Submissions and Possible Returns

4.1 Data Submission

Users have the facility within ProcXed.NET to securely submit data to the Scottish Government. This should be the final action undertaken once all validation errors have been resolved. To submit a data return, users should navigate to the “Data Returns” section, as instructed on pages 6 to 7. After using the “Select” button to access the “Data Return Components” section, the user would then click on the “Submit” button. At this point, the organisation and user would lose access to the data return and no further changes can be made to the data. As such, users must ensure that they have fully completed quality assurance of the data before proceeding. The image below shows a successful submission. Once the data return component has been submitted, users can still view their data even though they cannot edit it. The status of the return has will now have changed to Submitted.

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4.2 Returning Data to Users

ProcXed.NET allows administrators to securely re-open data returns for users. This facility is only available to the Scottish Government once the data return has been submitted. A data return may be re-opened for users at their request provided the collection is still active, or may “Rejected” back to users if further work is required to quality assure the data for publication. In such cases, a detailed summary of the required amendments will be provided and the reasons for rejecting the data return will be documented within the comments box provided.

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Following any required updates, the data return can be re-submitted following the steps outlined above in section 4.1. Users are encouraged to re-run the Summary Reports (if available) to ensure that the data accurately reflects what is now expected within the submission.

4.3 Submission Approved, Analysis and Publication

Following the submission of a data return, ProcXed administrators will review the content for potential validation errors. If the data return is found to be free of errors and contain all required information, the data return will then be “Approved”. At this point, no further action will be require by the data provider unless expressly requested by the analysis team. The data will then be analysed and processed for publication.

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SECTION 5Reference Tables

5.1 Terms Used Within This Guide

Term Description

Data Collection The Year/Period of Survey

Data Collection Type The Survey

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Data Return The Data

Reports Formerly known as the QA tables

Organisation Local Authority

Respondent User or person responsible for data submission

5.2 Managing Your Return – Status Explanation

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Status Description

Populated Data has been entered or uploaded

Initialised Survey ready for data to be entered or uploaded

Submitted Date has been released to Scottish Government