How do I Import Reports into SIMS?

You will need to follow the same procedure you perform after an upgrade to Import Reports except in this instance you will navigate to find the NYCC Reports you have downloaded or been sent by email.

If you do not have the options mentioned below eg to save the target or to extract the files it will be due to your Permissions on your system NOT your SIMS Permissions. Your IT Technician will be able to set the Permission correctly for you.

  1. Right click on the report zip file and choose Save Target As.
  2. Save the zip file somewhere on your computer.
  3. Navigate to the file, right click and choose Extract All.
  4. In SIMS go to Reports and Import.
  5. The following window will open.
  6. Click the Open button.

  1. Navigate to where you saved the file and click Open.
  2. The report will now show in the white box and the Import button will be live.
  3. Click Import.
  4. Repeat from 6 above for any further Reports
  5. In SIMS go to Reports > Run Report and select the appropriate report you require.

How do I make User Defined Fields?

There are various options in the use of User Defined Fields. The first instructions guide you through providing a tick box, e.g. to identify Governors, in the Personnel record. The second enables you to make a selection from a list of options, e.g. Role for staff members.

Tick Box (True/False)

  1. Go to ToolsSetupsUser Defined Fields.
  1. Click New.
  2. Give the Field a Descriptioneg Governor and choose True/False at the Field Type.
  3. Choose Person at Data Domain and tick Employee Details at Data Area.

  1. Ensure the tick is in Active, Save and Close.
  2. When you open a personnel record you will see your new field under the last Hyperlink, User Defined Fields.

Selection List (Lookup (single))

  1. Go to ToolsLookupsMaintain
  1. At the Data Area select User Defined Fields
  1. Click New.
  1. At Hyperlink 1 - Basic Details, type your Description.
  1. At Hyperlink 2 - Values, click New. An Add/Edit Lookup Value screen will open. Enter a Code and Description. The Active box will automatically be ticked.
  1. Click OK to Save the Lookup Value.
  2. Repeat from 5 (above) to continue adding as many values as you wish.

  1. Click Save and Close the record.
  2. Go to ToolsSetupsUser Defined Fields.

  1. Click New.
  2. Give the Field a Description and choose Lookup (single) at the Field Type.
  3. Choose Person at Data Domain and tick Employee Details at Data Area.

  1. Ensure the tick is in Active.
  2. At Hyperlink 2 - Lookup (single) Field Details select Role from the dropdown.
  3. Save and Close.
  4. When you open a personnel record you will see your new field under the last Hyperlink, User Defined Fields.
  1. From the dropdown you are able to choose the appropriate Role.

NOTE: Repeat this section to add a Secondary Role.

How do I amend the NYCC Single Central Record Report to show Personnel Roles?

Before commencing this process you MUST have completed the following:

  • Downloaded the NYCC Single Central Record Report and Imported it into your SIMS.
  • Set up User Defined Fields
  1. Go to Reports > Design Report > Open an Existing Report.
  2. Expand Focus and select the Staff Folder.
  3. Double click on NYCC Staff SCR
  4. This will take you into the make-up of the Report on the Refine Data Area Screen.
  5. Click the Next button, which will take you to the Select Data Fields Screen.
  6. The Data Fields chosen show on the right hand side of the screen.
  7. Scroll down on the left hand side and open the User Defined Fields to see the UDFs you have made. Highlight and use the Green Arrow to take this UDF across to the right hand side.
  1. Click the Next button (central on left-hand side) 3 times to take you to the Define Presentations page.

  1. Click the Edit button to open the attached Template.
  2. The report will open showing the tags. Part of the template is shown below:
  1. You will need to delete the tags which will have originated from my system eg <Role>, <Second Role> and <Governor> because these are User Defined Fields, which are unique to the system they originated from.
  1. With your mouse in the correct cell go to the Add-Ins Tab. Click the Insert Report Field dropdown the left hand side and you will see a list of all the data used in this report.
  2. Click to choose eg Role to put your User Defined Field <Role> into the report.
  3. Repeat as necessary to enter all tags.
  4. Once you have entered all the relevant tags it is very important that you click the Save and Closenext to the Insert Report Field you have just used. This will close the Template.
  1. Immediately click Save back in the Design Report.