Actions for administrators
The Ultranet administrator will need to:
Check that the name format of the user accounts is as expected.
If changes need to be made then the users created by the SMS can be removed from the Ultranet database (using the export/import tool), adjustments can be made to the username format setting and/or to the way data has been entered into the SMS, and the process can be run again.
Map class pages created by the SMS, to pre-interoperability class pages which were created in Ultranet.
Structure the class pages in a way which best meets the needs of the school by moving pages to be sub-pages of other pages e.g. several class pages nested under a ‘Department’ page.
Decide whether or not groups and pages will be included in the synchronisation list from this point on and adjust the setting in the Gateway configuration screen as required.
Check that the set of classes displayed on user dashboards is as expected.
Upload display photos in bulk if this feature is not supported by the SMS via interoperability.
The school needs to be aware that:
As yet, not all SMS systems are transferring photos and timetable data.
As yet, not all SMS systems support the transfer of reports.
As yet, not all SMS systems support the transfer of absence-only attendance information.
Dealing with duplicate teacher accounts
Where the SMS system does not store an SMS ID for teachers, duplicate accounts will be created when interoperability is switched on.
Once the duplicate teacher accounts have been created in Ultranet the SMS IDs can be recorded (either manually or exported on to a csv). The duplicate accounts can then be deleted and the SMS IDs entered into the existing teacher accounts in Ultranet. (NB: As there can be only one instance of an ID, the duplicate accounts will need to be deleted before the newly assigned SMS IDs can be entered into the original teacher accounts).
Dealing with duplicate parent accounts
If manually created parent accounts pre-exist in Ultranet the interoperability process will create a set of duplicate accounts as it does for teachers. To avoid the work involved in transferring SMS IDs to pre-existing parent accounts we recommend deleting the pre-existing accounts and creating new parent accounts via the interoperability process.
The new parent accounts will be automatically mapped to their learners and new login details can be automatically emailed out at the time that the accounts are created (or at a later date if the school is not yet ready to involve parents).
Managing class pages
Class pages and groups will be created by the interoperability process using the naming format that is used in the SMS. They will also have a hidden ID assigned that the SMS recognises.
These are likely to differ from the page and group names that have been manually created in Ultranet prior to interoperability and this can cause confusion when there are a large number of classes already in existence.
A mapping process is used to transfer the content from pre-existing Ultranet class pages to the SMS created class pages which are known to the SMS.
To minimise the mapping work required, Ultranet can be configured to ignore class pages when these are sent through from the SMS thus retaining the existing pages as they are. This will mean that class pages are not known to the interoperability process (as they do not have an interoperability assigned ID). The implication of this is that assigning access rights to the pages will need to be a manual process that will not be managed automatically by interoperability.
It is also important to be aware that class pages created by interoperability are all created at the root level. If a hierarchical structure of pages (i.e. class pages as sub pages of higher level faculty pages) pre-exists within Ultranet, then this will need to be recreated once interoperability has been activated. The functionality to move pages to lower levels of the tree exists but it is important to be aware that this is quite a time consuming undertaking in a large school with an extensive set of classes.
Similarly to users and pages, the SMS creates groups based on the student-to-class relationships held in the SMS. An SMS created group is assigned an SMS ID which is known to the SMS thus enabling the SMS to manage the membership of the group.
When interoperability is activated a duplicate set of groups is created in the LMS. Whilst these groups will automatically be assigned access to the SMS created classes with which they are associated, they will not be associated with the manually (or csv) created class pages that pre-existed in the LMS.
Pre-existing groups in Ultranet do not have an SMS ID and are not known by the interoperability process. The SMS is unable to manage the movement of students in and out of these groups.