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This feature is only available to users licensed for OneFile Integration. |
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Scheduled Date
Start Time
End Time – As there is no review duration capture in PICSWeb, this will be set to 1 hour after the Start Time.
Assessor – This field will use the Officer assigned to the review in the Review Summary. If no officer has been set, the field will instead use the learner’s Main Officer in PICSWeb.
Depending on the Visit Type for Uploaded Reviews specified in your OneFile Integration Settings, the Visit Type for each review will be set to either Not Specified, Remote Session or Face to Face.
Officer Details
When a learner is uploaded, PICS will look for a matching Assessor record in OneFile to link to the OneFile learner. This match is done based on the OneFile ID (or the OneFile MIS Value if you are Using Multiple Centres).
For the matching process to work, make sure you have Linked the Officer in PICS to its corresponding OneFile record before you upload the learner.
If no match is found, Assessor records will be created in OneFile from the Officers named in the learner upload. A OneFile user account will be made for each officer uploaded. The following officers will be uploaded from PICSWeb:
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No officer details apart from the Name will be included in the upload.
Organisation Details
An When a learner is uploaded, PICS will look for a matching Employer record in OneFile to link to the OneFile learner. This match is done based on the OneFile ID (or the OneFile MIS Value if you are Using Multiple Centres).
For the matching process to work, make sure you have Linked the Organisation in PICS to its corresponding OneFile record before you upload the learner.
If no match is found, an Employer record will also be created for each learner based on the most recent Organisation that has been set as a placement of type P for the learner. If no placement is found with type P, then the most recent placement of any type will be used. No organisation details apart from the Name will be included in the upload.
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PICSWeb automatically synchronises all OneFile learner details once a day. When this happens, the following details are updated in the PICSWeb learner recordexchanged between the two systems. The same data exchange also takes place when using the Refresh with OneFile button.
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.
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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Any qualifications that are held in OneFile but not PICS will not be included in the synchronisation.
Changes to Learner Details
Depending on your OneFile Integration Settings, changes to learner details in PICS or OneFile will either be ignored, pushed from PICS to OneFile, or pulled down from OneFile to PICS. However, certain fields can only be pushed from PICS.
If you have set your Update Learner Demographics Mode to Push PICS Data to OneFile, the following learner details will be pushed when the synchronisation takes place:
First Name
Surname
Birth Date
Address 1-4
Postcode
National Insurance Number
Ethnicity
Unique Learner Number (ULN)
Disability
If you have set your Update Learner Demographics Mode to Update PICS From OneFile Data, the following learner details will be pulled down when the synchronisation takes place:
First Name
Surname
Birth Date
National Insurance Number
Ethnicity
Disability
Changes to Officer Details
If you have switched on Push Changes to Learner Main Officer in OneFile Integration Settings, any change of the learner’s main officer in PICS will be respected in OneFile, as per the officer linking process outlined above.
Depending on your OneFile Integration Settings, changes to officer details in PICS or OneFile will either be ignored, pushed from PICS to OneFile, or pulled down from OneFile to PICS. The following details will be updated:
First Name
Surname
Email
Phone Number
Mobile Number
Birth Date
Changes to Organisation Details
If you have switched on Push Changes to Learner Employer in OneFile Integration Settings, any change of the learner’s employer in PICS will be respected in OneFile, as per the organisation linking process outlined above.
Depending on your OneFile Integration Settings, changes to organisation details in PICS or OneFile will either be ignored, pushed from PICS to OneFile, or pulled down from OneFile to PICS. However, certain fields can only be pushed from PICS.
If you have set your Update Organisation Demographics Mode to Push PICS Data to OneFile, the following organisation details will be pushed when the synchronisation takes place:
Name
Phone Number
Email
Website
Address 1-4
Postcode
If you have set your Update Organisation Demographics Mode to Update PICS From OneFile Data, the following organisation details will be pulled down when the synchronisation takes place:
Name
Phone Number
Email
Website