USER MANUAL
Contents
1. in the CSV file format return to the Bulk Upload page of the ACE website e Select Browse a pop up box will appear that will allow you to navigate to the location Y Apprenticeships 7 where you saved the CSV file Once you have selected the correct file click the Open button which will transfer the file path to the Choose a File field in ACE and then click the Upi oad button View Apprentices Add Apprentice Bulk Upload information and display a summary of the file Apprentines Rejected 2 Awaiting Certification 13 Payment Pending 7 Certificate Approved 30 on the webpage e Issues relating to the content of the file such as incorrect codes or fields not completed Siria Downloada template Comma Separated Values CSV empty template in full will be shown in red you can scroll across and down the information to see all the highlighted errors upload issues Ethnic NI Group Number Gender Forename Surname DOB UniqueNr Appr Street Appr Postcode Appr Town Appr Cour Lee Lee 12 12 1990 AB12345bC CO654321 Lreat Street CRE BOR Si ABI 234307 Co654321 Great Street GRE BGR Lee Lee 12 12 1990 Lee Lee 12 12 1990 ABI 234307 Co654321 Greal Street CRE BGR REMEMBER Please note that when there are issues with the file upload none of the apprentice s records will be saved to the system You will need to correct the errors an2. one go 2 BACK TO CONTENTS 1 HOW DO ACCESS THE BULK UPLOAD FACILITY 3 BACK TO CONTENTS In order to use the Bulk Upload facility you will need to log into www acecerts co uk Once logged in under the Apprentices tab you will see the option Bulk Upload This will take you to the Bulk Upload section Apprenticeships where you can download the template document A that needs to be completed and also where you vai eri ni cenato e Helpdesk Lagout will need to upload the completed CSV file View Apprentices Add Apprentice Dulk Upload 2 There are two file formats that are available for found on the ACE website this is the file that we recommend to use There is also a CSV file CSV Pio Templates available from the ACE su pport team and if you Choose a ile Upload Download a template Excel XLS empty template wish to use this format please contact Telephone 0844 573 2560 E mail ace fisss org Sample Templates User Guide Download an example Good Example Downloadine csv guide Download bulk upload user guide Bad Example REMEMBER Both file formats require codes to be entered for some of the fields this is because the corresponding field on ACE has a drop down menu that requires a selection to be made and each of the available selections has a corresponding identifying code in the underlying ACE database The spreadsheet requires all mandatory fields t
3. 232 No errors found EEE t 3 BULK UPLOAD TEMPLATE EXCEL FORMAT 9 Please note that if you wish to use this method for Bulk Upload you will need to contact the ACE Support team for the CSV file Once you have the file you will be able to follow this guidance on how to populate the CSV file e There are examples of good and bad completion on the Bulk Upload e Once you have the CSV file you will notice that all of the column headings appear in the one cell A1 These need to be separated so that the headings each have their own column enabling the ACE system to import the data e To separate the headings select cell A1 and go to the Data tab Within the data tab you will see the option Text to Columns by selecting this option the Text to Columns Wizard will open Within the wizard pop up select the option Delimited followed by Next BACK TO CONTENTS Y Apprenticeships gt Bodies Centres Apprenbocs Frameworks Gertrtoates Mwarding Bodies Heipdesk Logout View Apprentices Add Apprentice Bulk upload CSV File Choose a file Download a lamplate Exccl XLS empty template Bulk Upload Browse Upload Sample Templates D Download an ecample Good Example Download the civ guide Bad Example fa EEV Bulk upload d s Wheres Enel Home o nio Page tayo Pere Gars A Von Hetiw i i Minni CI ao cy rr F 3 shew Dieta E Si Sg Properties Ti r
4. USER MANUAL INTRODUCTION 2 1 HOW DO ACCESS THE BULK UPLOAD FACILITY 3 2 BULK UPLOAD CODES 4 3 BULK UPLOAD TEMPLATE EXCEL FORMAT 5 4 BULK UPLOAD TEMPLATE CSV FORMAT 10 5 ACE OPERATIONAL SUPPORT 13 JUNE 2013 We recommend installing the latest Adobe Acrobat Reader for the best viewing experience http get adobe com reader INTRODUCTION BULK UPLOAD PROCESS This guide is designed to take you through the Bulk Upload process step by step It has been designed to be interactive and so when you see text in this format example link it means that there is a link to follow either to a website or somewhere specific within the document The Bulk Upload facility allows you to enter the apprentice and employer information into an Excel or CSV format spreadsheet This information can then be uploaded to the system which will create the apprentices records within ACE Don t forget that once the records have been created on ACE you will still need to access them and complete the apprentices framework details and load the certification evidence There are two ways that the spread sheet can be completed either manually enter the required information or an automated download process that has been developed by some of the suppliers of the commonly used training provider management information systems such as Maytas and PICS Please note that there is a limit to the facility in that you can load a maximum of 999 apprentices in
5. at Street GRE BGR that a drop down menu appears Select the Aron CSV Comma delimited you can see ironia that there are several different CSV formats ola only the comma delimited will work File name Bulk upload Example of Completion Save av type Race 97 2003 Wodbook ri nhare Ext Workbook e You will be asked if you want to keep the file ABOE Greed Macro nabled Werkbeok Erne Binary Workbaok i E Duce 97 2001 Workback in this format select Yes XML Data Saniglie File Web Page Web Page i Free e Give the file a relevant filename and save to cara feng pla Peat Tab delimited a suitable drive directory folder location Unicode Toe preadibeet 2003 Miorceo t Gel 50095 Workbook C4 roma elnultecl Formatted Text Space delimited Test Macinboah Test MS DOS CSV Macinieth CSV AS DOS DIF Data Interchange Forma SILK Symbole Link Datel Add in Bare 97 2003 Add Er Pi XPS Document Dipenliocument Spresdeheet Microsoft Office Excel Bulk upload Example of Completion csv may contain features that are not compatible with CSV Comma delimited Do you want to keep the workbook in this format To keep this format which leaves out any incompatible features dick Yes To preserve the features dick No Then save a copy in the latest Excel format To see what might be lost dick Help 3 BULK UPLOAD TEMPLATE EXCEL FORMAT f BACK TO CONTENTS e Now the file is
6. d upload the whole file again 3 BULK UPLOAD TEMPLATE EXCEL FORMAT BACK TO CONTENTS Only when all of the spreadsheet data has been accepted by the system and it is showing as green will the uploaded data be saved onto the ACE system Now that the apprentices records have been created you will need to search and go to individual records to add the framework information and use the certification evidence tab to upload the required evidence of achievement This will need to be done before you are able to submit a certificate claim using ACE PLEASE NOTE If using the Bulk Upload facility the system will NOT be able to pick up on duplicate apprentice records Therefore it is important that you check you are not loading apprentices twice W apprenticeships 7 Apprenlices Rejeciec 2 Awaiting Ceriification 33 Payment Pending 2 Cerlilivate Approved 50 Lucpuul View Apprentices Add Apprentice Bulk Upload Bulk upload Choose a file Download a template Comma Separated Values CSV empty templa Excel XLS empty template Gender Forename Surname DOB PINS Qi UniqueNr Appr Street Appr Postcode Appr Town Appr Coun ci Group Number DES i i arti 1 Lee Lee 12 12 1990 31 AB123456C CG654321 Great Street GRE 8GR Glasgow 232 1 Lee Lee 12 12 1990 32 AB123456C CG654232 Great Street GRE SGR London 232 1 Lee Lee 12 12 1990 33 ABI23456C CG654321 Great Street GRE EGR London
7. ene ag E oe 4 al 3 Hise Detni from Fraas Fes ne i lat Toto hs Guta ere feria fr tn ais Wek Ceaneciens am aaa Links Celushi Depleriti Veen rien Tanara A Data Tosti Gutine fa Al Qi Gender Forename Surname Date Of Birth DD MAMAN Ethnic Group Mi Mumierunique Number Apprntice Sint Apprentice Porod ll i n o i i F H i j K L M N p a DI r Aes Forenamee Surnames Date Of Barth DOs rec Ethnic Groupe MI Numbers neue Number Apprentice Streetz Apprentice Portoode Apprentice ToasvuApprentice Country UR 23 Le La Tra Tk med fre atei i pre tab Pond hdr Pisi correct choose Hani or choose fe data type fat beret ceecribes pour dais Qnigral data trpe Cece Pa fe tpp Etant bet describes your dal si Cir psi oe di ceti de Lao Gap te niche Mt W Pome pdh Pakk are aigra in colma wath pace bataren nach Beil Geadecs Foranama Surnames Bata d Birch COMMUNE Tal SPREE ED MES EE ESE S EEE EEEEEEE FS Fie BULK UPLOAD TEMPLATE CSV FORMAT 10 BACK TO CONTENTS e You will then see the option to set the Delimiters the column headings By ticking pa Tt to Coke ae the selection Semicolon the wizard will This screen lets you set the delimiters your data contains You can see how your text is affected in automatically set the headings into columns the preview below which you will be able to see in the preview Delimiters box select Finish
8. ere you saved the CSV file Once you have selected the correct file click the Open CSV File E Browse Upload button which will transfer the file path to the Choose a Mo Canard kompate Choose a File field in ACE and then click Excel XLS empty template the Upload button e The ACE system will upload and convert the information and display a summary of the file simili Group Number UNiqueNT ApprSimeer Appr Postcode ApprTonn Appr Cow on the webpage 12 12 1990 AB 334580 00854321 Great Seer GRS EGR e Issues relating to the content of the file such aera Se e WE as incorrect codes or fields not completed 12 12 1990 AR123456C CC654221 Crear Seer GRE BGR in full will be shown in red you can scroll across and down the information to see all the highlighted errors upload issues e Only when all of the spreadsheet data has Y Apprenticeships as green 6 will the uploaded data be saved PRET Se SS a E a been accepted by the system and showing onto the ACE system View Apprensena ASG Aporemice Beth Used Bulk upload CSV File Templates Choone a ii Cd a ampie Corea Separated Values CSV amply cran Entei LS emot template Gender Forename Surname Doe Unique App Sree App Postcode REMEMBER 1217 1990 AE 2145 EC CGE54371 Great Write GRE AGR Please note that when there are 12 12 1900 ABI IAE aree ERA Crest Ureer CRE ACA issues with the file upload none of the a
9. ll see the following fields BACK TO CONTENTS S Apprenticeships I _ r Bodies Centres Apprentices Frameworks Certificates Awarding Bodies Helpdesk Logout View Apprentices Add Apprentice Bulk Upload Bulk upload ET O Choose a file Download a template Excel XLS empty template Download the cav guide Download bulk upload user guide Download an example Good Example APPRENTICE EMPLOYER ADDITIONAL DETAILS CERTES NERO INFORMATION INFORMATION Demone amme O emos TE A cenere ET 7 NS E Apprentice Satrt Date DD MM YYYY Employer Email Apprentice Completion Date DD MM YYYY Employer Phone eee Apprentice phone Employer Town 3 BULK UPLOAD TEMPLATE EXCEL FORMAT 6 BACK TO CONTENTS e When you have completed all of the required fields on the spreadsheet and you are sure 7 jh mn x lo E Atosun Ap that all the apprentice names are correctly ce ot 8 PI 27 me cell iniit Delete Format oro Documents library i t 3 Clear spelt you will need to save the document as Includes 2locutione ronge i cem Lala reni a CSV Comma Delimited file To do this Rao AA E i G dala na No Bormes match your sessch ni ue Number Apprentice Street Apprentice select the Save As option within Excel iS Pictures EP E video G654321 Great Street GRE 8GR pa G654321 Great Street GRE BGR e Under the selection Save as you will see era ho 6654321 Gre
10. o be completed for the Apprentice and Employer details Both of these have drop down menus for selections to be made such as ethnicity and gender Where there is a drop down menu a numerical code is required on the spreadsheet that can be converted by the system so that it displays correctly within ACE The table to the right details those fields that require a code and what the code is for each possible selection BACK TO CONTENTS GENDER ETHNIC GROUP EMPLOYER SIZE APPRENTICE COUNTRY EE EX DI m ooo A RE revenen a is a C 88 Foy oner Wine Bacini a e 58 Dit ano les tin E Ary nr nigi ee eus O oe CO EU TS ess ET Ganges TS we NNT N anyother Asian Background ET e wma oo a C DT JN anyother Back African Caen bacior a6 other smeg e Not pros 8 SE EE vo Da sa Dan w SSCS fox Tan 3 BULK UPLOAD TEMPLATE EXCEL FORMAT 9 When you are on the Bulk Upload page you are able to download the Excel XLS empty template You can either save the file or open the document It will open within Excel TIP We recommend that you download a new template each time you use the bulk upload facility as it will be reflective of the most up to date mandatory fields required by the system There are examples of good and bad completion on the Bulk Upload webpage There are some fields that are marked with an this is because they are mandatory requirements When you open the spreadsheet you wi
11. pprentice s records will be saved to the system You will need to correct the errors and upload the whole file again 1 13 1990 AN TIASEC CESTI Great farvet CRE BGA BULK UPLOAD TEMPLATE CSV FORMAT 12 BACK TO CONTENTS e Now that the apprentices records have been created you will need to search and go to individual records to add the framework information and use the certification evidence tab to upload the required evidence S Apprenticeships A Fulk Lpd of achievement This will need to be done before you are able to submit a certificate claim using ACE Virw Appendice Framework Status E dm i Date of Birth to Adel Apprentice e Ifthe MIS that you use does not currently have an export process to extract the data Reference number Keyword in a format that is suitable for uploading to Date of Birth from Registration Date from Registration Date to Certrication Date from Certification Date to ACE then please contact FISSS and we may be able to facilitate this by working with individual software suppliers Outbox SelectAll DeSelect All Show deleted Sh Printview Cxportall Days Elaps ad Heject NI Number Forename Sumame DUE Status Framework J6 66 66995 joanne smith 10 10 1992 Certificate printed Tester JR 123456L Steve Simpson 20 01 1994 Entered Tester JATT 0055X matty campbell 15 10 1599 Certificate printed Tester JK 1234561 Slewe Simpson 20 01 1994 Fnlered Te
12. sler WMIZ4456H Jean Foster 10 10 1958 Entered lester AB123450G Jordan Barry 01 05 1993 Entered B123456C Lelih Laon Jaymes Wiltey 31 03 1993 Entered AD123456C Catherine Gordon Wrighi 10 03 1993 Entered AB123456C Jordan Leigh Horton 19 10 1994 Entered AB123456C Aaron James Bennett 20 12 1992 Entered ARI23456C Josh Plara 01 12 1993 Fnlpred BH123456C Jamie AZIZ 23 09 1994 Entered AB123456GC Vicky May Mermyfield 05 06 1993 Entered AB1234565C Luke Jeffers 10 07 1993 Entered AD123456C Zara Patterson 17 09 1994 Entered Find Sumame L 15 N 4 Page I oda b bl Displavina1t0150f 205 items op Contact us Users Organisation details 5 ACE OPERATIONAL SUPPORT 13 BACK TO CONTENTS If you experience problems while using the system the ACE support team are available to help Telephone 0844 573 2560 E mail ace fisss org Apprenticeship Certificates England
13. this will then separate PRESA E Treat consecutive delimiters as one Text qualifier the columns and you are now able to fill in the apprentices details that you would like to load Data preview e There are some fields that are marked with an this is because they are ea rea ni mandatory requirements When you open the spreadsheet you will see the following fields t I I a a a eee e When all the data is entered give the file a relevant filename and Save to a suitable drive directory folder location APPRENTICE EMPLOYER ADDITIONAL DETAILS eii E ES NERO INFORMATION INFORMATION Apprentice Street Employer Name Purchase Order Number Date of Birth DD MM YYYY Apprentice Postcode Awarding Body Number Ethnic Origin Apprentice Town Employer Size NI Number Apprentice Country Contact Posistion E Apprentice Satrt Date DD MM YYYY Employer Email Apprentice Completion Date DD MM YYYY Employer Phone A BULK UPLOAD TEMPLATE CSV FORMAT 1 BACK TO CONTENTS e Now the file is in the CSV file format is W Apprenticeshi correctly setup return to the Bulk Upload gt pprenticesnips page of the ACE website Appena bi ejecta 2 Aion Certification UN Payment Mending 2 Certificate Approved 20 e Select Browse a pop up box will appear View Apprenticas Add Apprentice Gulk Upload 1 that will allow you to navigate to the location Bulk upload wh
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