05. Bulk Upload

Introduction

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 spreadsheet can be completed. You can either manually enter the required

information or use an automated download process. Some suppliers of the commonly used training

provider management systems such as Maytas and PICS, have developed specific automated processes.

 

Please note that there is a limit to the facility in that you can load a maximum of 999 apprentices in one go.

 

How Do I Access The Bulk Upload Facility?

 

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 ‚.

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This will take you to the Bulk Upload section where you can download the template document that needs to be completed and also where you will need to upload the completed CSV file.

 

There are two file formats that are available for the Bulk Upload facility. The Excel file can be found on the ACE website ƒ, this is the file that we recommend to use. There is also a CSV file available from the ACE support team and if you wish to use this format, please contact:

 

Telephone: 0300 303 4444

E-mail: ace.helpdesk@fisss.org

 

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.

 

Bulk Upload Codes

The spreadsheet requires all mandatory fields to 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 so that it can be converted by the system so and displays correctly within ACE.

 

The table on this page details those fields that require a code and what the code is for each

possible selection.

 

Bulk Upload Template – Excel Format

 

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-todate 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 will see the following fields ‚.

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When you have completed all of the required fields on the spreadsheet and you are sure that all the apprentice names are correctly spelt, you will need to save the document as a CSV Comma Delimited file. To do this:

 

• Select the Save As option within Excel.

 

• Under the selection Save As you will see that a drop down menu appears. Select the CSV Comma delimited  (you can see that there are several different CSV formats only the comma delimited will work).

 

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• Give the file a relevant filename and save to a suitable drive/directory/folder location.

 

• You will be asked if you want to keep the file in this format, select Yes ‚.

 

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Now the file is in the CSV file format, return to the Bulk Upload page of the ACE website.

 

• Select Choose File ‚, a pop up box will appear that will allow you to navigate to the location 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 ƒ and then click the Upload button „.

 

• The ACE system will upload and convert the information from the CSV file.

 

• Any records that do not comply to the requirements will be shown in a summary field … and the error will be highlighted in red.

 

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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 and upload the whole file again.

 

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 upload the required evidence of achievement to the Certification Evidence tab. This will need to be done before you submit a certificate claim.

 

If you have loaded a large number of apprentices you may find it beneficial to download the ACE reference numbers numbers for the apprentices records. In order to do this:

 

• Select the Apprentices tab.

 

• Enter the date that you uploaded the bulk upload file into both the Registration Date (from) and Registration Date (to) and search.

 

The system will then show all apprentices loaded that day. You can then extend the amount of apprentices per page up to 100 and either export all or work your way through the list. If you choose to export all you will need to do this for every page and the system will create a file that you can open in excel which displays the ACE number for each apprentice.

 

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REMEMBER
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.

Bulk Upload Template – CSV Format

 

Please note, if you wish to use the CSV 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.

 

• There are examples of good and bad completion on the Bulk Upload page .

 

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. 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 ƒ will open. Within the wizard pop up select the option Delimited „followed by Next ….

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You will then see the option to set the Delimiters (the column headings). By ticking the selection Semicolon the wizard will automatically set the headings into columns which you will be able to see in the preview box, select Finish ‚ this will then separate the columns and you are now able to fill in the apprentices details that you would like to load.

 

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• There are some fields that are marked with an * this is because they are mandatory requirements. When you open the spreadsheet you will see the following fields: ƒ

 

 

• When all the data is entered, give the file a relevant filename and Save to a suitable drive/directory/folder location.

 

Now the file is in the CSV file format and correctly setup, return to the Bulk Upload page of the ACE website.

 

• Select Choose File‚, a pop up box will appear that will allow you to navigate to the location 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 ƒand then click the Upload button.

 

ACE_Bulk_Upload-013

 

• The ACE system will upload and convert the information from the CSV file.

 

• Any records that do not comply to the requirements will be shown in a summary field … and the error will be highlighted in red.

 

Only when all of the spreadsheet data has been accepted by the system and showing as green…, will the uploaded data be saved onto the ACE system.

 

ACE_Bulk_Upload-015

 

PLEASE NOTE:
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 and upload the whole file again.

 

 

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.

 

If you have loaded a large number of apprentices you may find it beneficial to download the ACE numbers for the apprentices records. In order to do this:

 

• Select the Apprentices tab.

 

• Enter the date that you uploaded the bulk upload file into both the Registration Date (from) and Registration Date (to) and search.

 

The system will then show all apprentices loaded that day. You can then extend the amount of apprentices per page up to 100 and either export all or work your way through the list. If you choose to export all you will need to do this for every page and the system will create a file that you can open in excel which displays the ACE number for each apprentice.

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If the MIS that you use does not currently have an export process (to extract the data in a format that is suitable for uploading to ACE) then please contact the Federation as we may be able to facilitate this by working with individual software suppliers.