Data Exchange
Exchanging data with TOPSpro Enterprise (TE) allows you to share information in a uniform and standard manner with a third-party registration and attendance system, a state data-management system, or other external data source. Importing and exporting data files with TE saves time and eliminates duplicated processes and manual data entry.
1. Third Party Import Wizard
The 3rd Party Import Wizard will guide you through importing records from an external data source. The data to be imported must be in a layout and format that TOPSpro Enterprise (TE) recognizes. All import file layouts meet WIOA data requirements. To find the latest specifications for the file layouts, download TOPSpro Enterprise Data Exchange Specifications.
Using the 3rd Party Import Wizard
This is a demonstration to show you how to use the 3rd Party Import Wizard.
2. TE Data Import Templates
If you do not have a third-party system or another information system capable of exporting data files to import into TE, you can add multiple records seamlessly by populating TE Data Import Templates. Each template file contains a set of directions for populating the template and importing the data.
Using TE Data Import Templates
Follow these basic steps with each import template using this example for importing student records.
3. Export WIOA 3rd Party Data
The process for exporting data from TOPSpro Enterprise (TE) is essentially the same for each of the following types of data files.
| 1. Personnel and User Data (PERS) |
6. Student Class Status (SCS) |
| 2. Class Data (CLS) |
7. Attendance Data (ATT) |
| 3. Demographic Data (DEM) |
8. Test Data (TEST) |
| 4. Student Program Status (SPS) |
9. Update Data (UPTD) |
| 5. Entry Data (ENTR) |
10. HSE Exam Results (HSE) |
Steps to Export WIOA 3rd Party Data
Exporting Test Data is the most common type of data exported from TE. The following steps demonstrate how to export WIOA 3rd Party Test Data.
This is a demonstration to show you how to Export WIOA 3rd Party Data.
4. Merge Wizard
The Merge Wizard is a function in TE that brings together duplicate records of the same student at the same site. The process combines the duplicate records into a single merged record. The wizard identifies any conflicting data fields between the duplicate records, which must be resolved before merging. After records are merged, the operation cannot be undone.
For more information about Duplicate Student Records, go to Tracking Results (casas.org).
Steps to Merge Duplicate Student Records
This is a demonstration to show you how to merge duplicate student records using the Merge Wizard.
5. Proxy Wizard
The Proxy Wizard guides you through generating proxy Student Activity Records, Class Enrollments, Program Enrollments, and Test Records. Proxy records reduce the amount of scanning, importing, online testing, or manual data entry that returning students may be required to do at the start of each program year.
One of the challenges agencies face at the start of a new program year is knowing which students will return. This wizard offers multiple different ways to identify those students. Once the returning students are identified, TE will generate the necessary records for you. Proxies are always given a date of July 1.
- Special options let you control what and how records are duplicated.
- You can use this wizard repeatedly to proxy different record types corresponding to various selection criteria.
- Conversely, you can use this same wizard to remove some or all proxy records you previously created using this wizard.
Using the Proxy Wizard
This is a demonstration to show you how to use the Proxy Wizard.
6. Data Transfer Wizard
The TE to TE Import/Export Wizard is designed to help you move data between TOPSpro Enterprise (TE) installations.
- Importing will bring in data from another TE installation.
- Exporting will create a copy of data from one TE installation for use in another TE installation.
To avoid data loss or conflicts the recommended approach is to move data from a site-level TE installation where data collection occurs to a read-only central agency installation that is used for reporting, core performance surveys or data submission.
It is highly recommended not to edit data belonging to the same site in different TE installations.
7. TE Scheduler
The TE Scheduler enables you to specifically schedule interval exports of TOPSpro Enterprise (TE) data to a designated file location for subsequent import into a third-party system.
Using the TE Scheduler