Page Comparison

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If you have Enabled the OneFile Integration, data will be exchanged daily between the two systems. There are two main parts to this exchange:

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• First Name

• Surname

• Email

• Telephone

• Mobile Number

• DOB

• ULN

• NiNo (National Insurance Number)

• Start Date

• Planned End Date

• Default Assessor – This field will use the learner’s Main Officer in PICSWeb.

• Placement – This field will use the most recent placement of type P for the learner.

• Ethnicity

• Sex

• Disability

• Classroom – If you have switched on Create Learner: Classroom from Main Tag in OneFile Settings, the Classroom field in OneFile will be populated with the learner’s Main Tag.

Qualification Details

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PICSWeb automatically synchronises all OneFile learner details once a day. When this happens, the following details are exchanged between the two systems. The same data exchange also takes place when using the Refresh with OneFile button.

Synchronisation will only take place for learners with a Live system status who are either In Learning or who ended in the last month.

Progression Downloads

The following data from OneFile will be imported into the corresponding areas of PICS:

• The Total Elements and Elements Done for each qualification will be populated from OneFile data. As units are not meant to be used in the OneFile integration, any qualifications with units attached will be ignored during the update(Note that in PICS progression reporting, if a qualification has units attached, they will be used in preference to any imported element values).

• The Registration Number and Registration Date for each qualification. If either system has a value for these fields but the other doesn’t, the blank field will be updated. Where both systems have a value, the OneFile value will take priority.

• The Certificate Applied For Date for each qualification. If either system has a value for these fields but the other doesn’t, the blank field will be updated. Where both systems have a value, the OneFile value will take priority.

• The Certificate Received Date for each qualification. If either system has a value for these fields but the other doesn’t, the blank field will be updated. Where both systems have a value, the OneFile value will take priority.

• Any new Review Records created in PICSWeb will be uploaded to OneFile. This upload works in the same way as reviews in the learner upload explained above. This will only happen if you have enabled Upload Review Data in OneFile Settings.

• The Review Records for each OneFile learner will be updated with OneFile review data. This will either update matching reviews in PICSWeb or create new review records where a matching review cannot be found in PICSWeb. Matches are based on the OneFile System ID, which is a read-only value that we add to the PICSWeb review data when it is uploaded. This will only happen if you have enabled Download Review Data in OneFile Settings.

  • Attended status is based on the review having an “Review Started” date in the API, this indicates that the review has actually taken place. If there is a date, we set the review attended as Yes, and set the actual date in PICSWeb. If there isn’t such a date, we set the status to Unknown, and ensure the actual date is blank.

  • If we can find a match for the OneFile assessor as an Officer in PICSWeb, we will assign this matched Officer to the review.

  • If the trainee has signed the review in OneFile, we set the Trainee Signed date in PICSWeb to this date.

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