Using XML file Upload for Returning Data
Contents
XML file Upload Overview
Overview of XML file upload
Staff data can be prepared for uploading by using your own software or by using our excel template file along with the bespoke Staff Data desktop application . (windows users only).
Check Reports
Reports must be checked after uploading a file. Errors in the uploaded XML data file are contained in the report files.
File Upload Errors
Image: File upload interface module
Selecting ‘Upload an XML file’ option illustrated in the above image, flows directly to the file upload interface which the provides the facility to choose your file and upload it into the collection system.
File upload error detection will stop the upload progressing. Some errors won’t be detected until after uploading. Reports must be checked after uploading a file.
The validation rules document clarifies all rules related to staff data XML file upload.
Some examples where file upload is prevented where any of the following are true:
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Incorrect file extension
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Incorrect file name format
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Attempting to upload the same file with the same filename that has already been uploaded
Data Errors: Checking Reports after Uploading a File
Reports must be checked after uploading a file.
The reports may contain error summaries for data uploaded. Errors must be corrected and a new file uploaded to replace the previously uploaded file that contained data errors. Reports are generated after uploading an XML file.
A link to check reports is found on the upload confirmation screen (above image: error summary box) and on the submission's reports page (above image: staff list page confirmation)
Image: XML file upload confirmation screen example (n.b previous years upload)
Image: Submissions reports page (n.b previous years upload)
When you are happy that the FE workforce XML file upload is finished and correct you should click on the Complete collection link on Submissions page to confirm the collection is complete.
A complete confirmation email would be sent to you.
Should you need to update the FE Workforce staff data collection, you can do so by reuploading updated XML file, but you will need to re-confirm that the collection is complete.
Updating and Overwriting Previous Data Recorded
Only one XML file can be uploaded at a time. The last file uploaded overwrites all staff data previously recorded with us in the same academic year including data recorded using the online form method.
For example, a provider uploads an XML file with staff data. The provider then makes changes to the source file and reuploads their XML file. The data previously recorded with us is now overwritten with new file data.
Once uploaded, staff data can be viewed and edited by using the online form
Filename of the XML staff data file (extracted from the staff record specification)
FE Workforce Staff files must be given a 36-character filename followed by the XML file extension. The filename format is as follows and is not case sensitive:
FEW-LLLLLLLL-YYYY-yyyymmdd-hhmmss-NN.XML where:
• FEW
• LLLLLLLL is the UK provider reference number (UKPRN)
• YYYY the academic year of collection (for example 2024 to 2025 would be 2425)
• yyyymmdd-hhmmss Date/time stamp from provider MIS on file generation
• NN The serial number of the file, this can always be defaulted to 01
And each element is separated by hyphens.