Frequently Asked Questions: MIAP

ebs Client MIAP integration FAQ

FAQ

Date: October 2013

Version: 2.00

Prepared by: Tribal Support

Prepared for: ebs Customers

Contents

Contents 2

1 Introduction 3

1.1 The ebs product 3

1.2 This document 3

1.3 Contact information 3

2 Frequently asked Questions: MIAP 4

1 Introduction

1.1 The ebs product

ebs is an enterprise level solution for customers in the UK education sector. It is a comprehensive, flexible and fully integrated student management and information solution developed for the education market and used by over a quarter of all colleges in England and Wales along with a number of large adult and community learning providers.

1.2 This document

This document provides details about some common questions asked by customers regarding the ebs client MIAP integration module.

1.3 Contact information

For further information or clarification about the contents of this document please contact the ebs support team:

Telephone: 0844 873 0124

Fax: 0114 281 6021

Email:

Web: http://ebssupport.tribalgroup.co.uk

2 Frequently asked Questions: MIAP

Q: How can I get rid of errors from the Error Browser?

A: Update the record with the missing or invalid data as indicated by the error browser.

Q: Why are certain Learners not receiving ULNs?

A: There can be several reasons for this, the most common are:

1. The learner is not enrolled on a course where his/her status is set to active and the enrolment

2. The learner may be an overseas student without a valid UK post code:

3. All the required* (mandatory) fields are not completed

4. The LRS address code and the LRS validation errors field against the person record on the people table is not populated and have a null value:

5. Check both fields on the learner’s record by running the following query:

Select SELECT LRS_VALIDATION_ERRORS,LRS_ADDRESS_CODE

FROM people WHERE person_code ='<enter person code>’

6. The record does not contain minimum required values to create a Learner record on MIAP portal.

Q: What are the criteria for submitting a learner to MIAP?

A: The learner must be actively enrolled on a course ending or starting on the first of September 2008. However, within ebs4 there is a setting for the MIAP module called ‘ignore enrolment status’ which if set to ‘Y’ will process all learners with an enrollment record spanning that date period whether they have a status of completed or transferred and set to ‘N’ will only process records with active enrolments:

Note: Minimum Required values to create a Learner are:

· Family Name

· Given Name

· Gender

· Date of Birth

· Postcode

· Verification Type

· Ability to share

Q: How can I tell whether or not the schedule is running?

A: From the tracking tab select running from the drop down list (as below):

Then select ‘show all’ from the second tab which will also give a drop down selection option where you can select a given period (as below):

Click on the schedule in the left side of the window and then click on ‘refresh’ to load up the tracking records in the right side of the screen. The bottom half of the tracking records window shows results for each instance of the workflow job (Illustrated below):

Q: Is there a way to check whether or not the schedule has processed records successfully?

A: As shown above, this information can be access by clicking on the most recent workflow job in the top half of the ‘tracking records’ window and look at the bottom half of the tracking window which will show verification complete, update complete and registration complete with a count of how many were successful and the number of errors returned on each stage of the process.

Q: Why am I unable connect to MIAP?

A: There are several possible causes, the most common of which are:

1. Proxy server authentication issues

2. The service account is not a fully qualified domain or network account with insufficient privileges to access the internet

3. Unable to bypass the Firewall

4. incorrect configuration-wrong organization reference, wrong organization password, wrong certificate password

5. Certificate not valid-Decommissioned certificate

6. The MIAP URL is not in the trusted zone (internet explorer security options)

Q: The same errors keep re-occurring after the process has run. Why is this?

A: The record may not have been updated with the correct data, or the changes have not been saved, thus flagging the record as investigated. If the record has not been flagged as investigated then it will always be flagged as an error. If the record is flagged as investigated then it will not re-appear in the error browser.

Q: Where can I obtain a username and password for MIAP?

A: These can be obtained by requesting a Web Service Request Form from the ebs Customer Support team. Once completed and sent off, this will be entered in the MIAP database to use to authenticate and validate the web service connection requests made by the sites MIAP module.

Q: I am unable to see MIAP module in client. Why is this?

A: Firstly, ensure that the correct license keys have been entered and activated. Secondly, check that the user in question has the MIAP user roles assigned.

Q: How do I obtain a MIAP certificate?

A: To obtain a MIAP certificate, contact ebs Customer Support team to obtain a Web Service Request Form, complete this and fax this off to MIAP. You will then be issued with a certificate. MIAP will verify your standing as a customer with Tribal, using your LRB organisation reference and username details.

Q: How do I install the MIAP Certificate?

A: Firstly, save you certificate to any accessible location on the network and then Log in to ebs4 Client. Click on the ‘T’ icon in the top left corner of the client and select ‘options’ and then ‘MIAP’ from the list of available options. Select ‘Certificate’ then click on ‘find’ and browse to the location where you saved the certificate. When prompted, enter the certificate password (14 characters in length) exactly as received from MIAP (copy and paste from the MIAP e-mail will work) then click on ‘apply’ or ‘OK’.

Q: What should I enter under the ‘organisation reference’?

A: The organisation reference is the last 5 digits of the UKPRN number preceded by the letter ‘U’ e.g.: U09223

Q: Do I need to set up a funding year for MIAP?

A: No. the MIAP process is not funding year specific and only considers learners with enrolments spanning 1 September 2008.

Q: I am receiving an error stating ‘invalid request due to failed xml parsing most likely cause is non compliant with the wsdL/XML Schema’. What does this mean?

A: Check that you are entering the password correctly and no invalid characters are included.

Document Classification: This document is classified as Unmarked in accordance with the Tribal Information Sensitivity Policy