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--- annual_school_census_workbook_user_manual [2020/03/23 06:43] – [Main features of the workbook] ghachey
+++ annual_school_census_workbook_user_manual [2022/05/04 19:31] (current) – [Rollover] ghachey
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 The workbook main objective is to improve the quality of data collected in a challenging environment where many do not have reliable Internet connection while building on tools that people know. It is designed to be updated by managing authorities twice a year (a) in September/October as an enrolment update and (b) in June/July as both for the outcomes of the year (graduations, drop outs, transfers etc).
+==== Aims of this document ====
+This is not a step-by-step how to document. Most Data and IT staff are comfortable working in excel, understand the schools data model and make rapid transition across to the workbook. This document therefore will aim to explain the key differences and tools.
+==== Main features of the workbook ====
+The workbook main objective is to improve the quality of data collected while still collecting granular student data in an challenging Pacific environment where many locations and schools still have no Internet connectivity.
+  * **Remote/Offline Data Entry by design**: it can be updated by schools remotely and sent to a central data office, or the central data office can help fill up this data by communicating with schools. It aims at collecting students & enrollments, staff and their latest qualifications, schools and their resources and WASH data. It is updated and sent twice a year: in September/October as official enrollment for the year and in June/July the same data is simply updated with the outcomes of the year (i.e. graduations, drop outs, transfers, etc.)
+  * **Quality Control**: The workbook also aims at improving data by providing some basic data validation and other quality control mechanism.
+  * **Rollover**: a facility to rollover enrollment data into a new year, setting up enrolments based on each individual student’s outcomes from the previous year greatly increasing speed and ease of data submission in challenging environments.
+  * **Merge**: a facility to merge workbooks to import one or more secondary workbooks. This merge feature can be used in a number of ways including merging whole workbook data into a newer master workbook that contains new features and bug fixes, merged individually completed workbook part (e.g. a single schools workbook) into a large workbook (e.g. a district or national workbooks)
 ==== Workbook Content ====
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 <note warning>Be very careful not to overwrite any of the calculations in formula cells (i.e. age, fullname etc). The safest thing to do is to re-protect the worksheet when you have done the task.</note>
+==== Workbook Version ====
+Has the workbook constantly undergoes improvements it is important to make sure you are always using the latest and greatest version. Currently the best way to do this is to contact the people of the project you are working with. You can also check the version in the Settings sheet of the workbook as shown below.
+{{:annual-census-user-manual:workbook-settings.png|}}
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-===== Aims of this document =====
-This is not a step-by-step how to document. Most Data and IT staff are comfortable working in excel, understand the schools data model and make rapid transition across to the workbook. This document therefore will aim to explain the key differences and tools.
-===== Version =====
-Has the workbook constantly undergoes improvements it is important to make sure you are always using the latest and greatest version. Currently the best way to do this is to contact the people of the project you are working with. You can also check the version in the Settings sheet of the workbook as shown below.
-{{:annual-census-user-manual:workbook-settings.png|}}
 ===== Data Validation =====
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 ===== Rollover =====
-<note warning>Always use some test copies of your data before you perform this on your live data. You need to do a number of practice runs to familiarise yourself with how this works.</note>
+<note warning>The rollover done in the workbook still work but is not supported and is no longer the recommended way to do a rollover. The rollover should be done directly within the EMIS online. Refer to [[https://docs.pacific-emis.org/doku.php?id=emis_user_manual#rollover_workbook|https://docs.pacific-emis.org/doku.php?id=emis_user_manual#rollover_workbook]]</note>
+<note important>Always use some test copies of your data before you perform this on your live data. You need to do a number of practice runs to familiarise yourself with how this works.</note>
 The rollover function allows you to anticipate enrolments for a new school year. The function is based around the Completed and Outcome columns (Outcomes view) and the ‘From’ column in the Enrolment.
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 FIXME
+===== Advanced =====
+==== Refresh Data Connection ====
+To improve data quality the workbook makes use of data connection to the EMIS database. It does that to retrieve the exact school name and various dropdown values. It can be useful to know how to refresh those data connection if any dropdown is updated in the EMIS for example. This is shown below.
+{{ :annual-census-user-manual:refresh-workbook-data-connection.png?nolink |}}