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I have never used SpirALS before, where do I start?
The best place
to begin is the Getting
Started sections of our online help file. Also see our Training page for
details of the training programmes we offer.
How do I create a new data file?
Follow the Create New File Wizard in menu option 6) Technical and Advanced Options
For further assistance see help file topic: New File procedure
How do I look after our data file?
There are many issues that can arise with the SpirALS datafile and the issues are a wide set. To minimalise and eliminate those issues, we've created a help document with all the help and additional tips to make sure possible file corruption doesn't occur:
http://www.midas-systems.co.uk/downloads/Precautions against corrupting SpirALS datafiles.docx
My TEAM version was green and is now red. What does that mean?
When the TEAM version number at the bottom of the page turns red it means that something part of the installation package is not quite right, for example an additional file may be included within the location of the files. In this case it will not affect TEAM the slightest, however if TEAM is not fully operational and the version number is red this can be due to a number of things such as missing files within the main installation. In such a case a fresh installation of TEAM will be likely to resolve the issue. This is a case of just replacing the exisitng files within the TEAM installation except the web.config file and the controlpanel.mdb files
How do I send information back to the main college system?
Choose
View & Export ILR Support Costs in menu option 5) Print, Analyse, Evaluate and Export Options
For
further assistance see help file topic: View and Export
ILR Codes
Can I enter cost items for a group of students in one go?
Yes.
To add costs for a group of students use the Support Wizard in menu option 2) Enter Students and Support Cost Records
For
further assistance see help file topic: Support
Wizard. If you are using TEAM, see the Support
Programme Validator to auto-create cost items for all support programmes in
one go.
How do I globally change an hourly rate figure?
The
Global Uplift facility amends hourly rates and one-off costs and updates all
student records. This facility can be accessed from the Staff
Types & Hourly Rates form (Menu option 1)
Getting Started, Preparing the Database) or from the Main Menu option
Option A - Uplift chosen rates by a fixed amount
Option B - Individually set new rates
For
further assistance see help file topic: Globally
changing rates and cost records
How do I report on specific groups of students?
To
create filters to find students who meet specific criteria see help file topic:
Filter
Manager
Or to manually
organise individual learners into a group, see the Group Manager
To
print a report open SpirALS Report Manager in menu option 5) Print, Analyse, Evaluate and Export Options
Choose
the report you would like to print then select students from a group or filter
using the ‘Saved Filter/ Student Group’ radio button and selecting the name of
the group or filter from the drop down list. Click on ‘Select All’ or choose specific students
from the group or filter then click on ‘Preview (Print) Report’.
For
further assistance see help file topic: Printing
reports
Can I customise my own reports?
No,
but you can use Query Export Manager, in menu option 4) Sort, Filter or Customise Information, to export specific data
sorted by chosen fields. This could be
copied into Word or Excel for you to add your own headings etc.
For
further assistance see help file topic: Query
Export Manager
How can I see the total costs by support need/support heading/age band?
To
find this information you can use Query Export Manager, in menu option 4) Sort, Filter or Customise Information. By
selecting the first radio button ‘Export a costs/hours query’ you will get
total costs, hours and number of students sorted by the field you select on the
next tab (by clicking next)
If
you only want a count of the number of students, then select ‘Export a student
count query’ on the first tab, and for other information select ‘Export student
fields’
For
further assistance see help file topic: Query
Export Manager
Can I see how much I've spent on a particular type of support heading?
Yes.
There are 3 different ways of viewing this information.
1. In
Report Manager select 'Support Heading' reports from the yellow drop down list
> Select Cost Details or Summary report > Select the type of support
heading required
For
further assistance see help file topic: Printing
reports
2. Open
the Support Record Manager and select Tab 7 'By Heading' > Select the type
of support heading required. Total costs for this type of support are displayed
at the bottom of the form.
For
further assistance see help file topic: Support
Record Manager
3.
Open the Support Headings Manager and select the required heading from the yellow
list > click on Tab 2 'Est and Actual Student Support'. Total costs for this
type of support are displayed at the bottom of the form.
For
further assistance see help file topic: Support
Headings
How do I create a pdf file of a report?
In
order to turn a report into a pdf file you will need to have software on your
computer that enables you to do this.
When
you are previewing your report, go to File, Print and from the dropdown list
next to printer name select the PDF option.
How do I install SpirALS?
To
install SpirALS you will need the CD that came in your starter pack. If you cannot find the CD contact Midas Systems.
Insert
the CD and if the setup routine doesn't start automatically, open My Computer
or Windows Explorer and double click the Spiralssetup.exe icon. In ALL cases follow the single user / stand
alone installation option.
For
further assistance see help file topic: Installing
SpirALS
How do I know if I have the latest version of SpirALS?
First you need to find out which version you are using. When you open SpirALS and log in, the Program Version is visible near the top left of the main menu. To find out the latest version of SpirALS available, go to the Updates page of the Midas Systems Website and click on SpirALS Updates. (This requires a log in which can be requested from Midas Systems)
Is it possible to upgrade from an older version of SpirALS directly or do I have to load all the intermediate updates before I can load this latest update?
You should be able to update from ANY previous version
to the latest release directly, without loading the intermediate updates.
NOTE: With constantly
changing funding methodologies, and occasional changes which require a user to
make a choice or selection, you may encounter issues if you allow your version
of SpirALS to get too far out of date.
Each scenario is
different but once you have loaded the current update, you only need to call us
if and when you encounter something unexpected.
How do I update SpirALS if I do not have the latest version?
To update SpirALS go to the Updates page of the Midas Systems Website and click on SpirALS Updates.
If you do not have a log in or have forgotten your password contact Midas Systems. Now simply follow the step by step instructions on installing the update..
My DataLink is showing last year’s students.
Contact your MIS department (or staff member responsible for the DataLink) and ask them to adapt their procedure used to populate the DataLink Import File to include students AND course AND enrolment information for the current academic year.
My DataLink doesn’t show me a list of students/enrolments and says that the Source Data is NOT Attached.
For various reasons, your DataLink may have become ‘unattached’ meaning that is doesn’t know the location of the file from which to import data. Sometimes this is very easy to fix, simply by clicking on the ‘Reattach DataLink’ button and then clicking ‘Yes’ (to use the import file & location specified for your DataLink job).
If this does not work, it maybe that your DataLink Import File has been moved. Ask the person responsible for your DataLink for the new location of the file. Click on the ‘Reattach DataLink’ button, then click ‘No’ (to specify a new location) and browse to file in its new location. Click open.
My DataLink list of students/enrolments is empty.
Confirm that students have not already been imported into SpirALS (check the Browse/Filter screen). The DataLink only shows students that are not already in SpirALS and someone may have already imported all the students from your DataLink (though this is not recommended).
If this is not the case, it is possible that a member of your MIS staff has made amendments to the procedure that populates your DataLink Import File but has done so incorrectly. A common mistake is to amend the procedure so that it includes students for the current academic year but not courses or enrolments.
Ask the person responsible for your DataLink to check if they have included students AND course AND enrolment information for the current academic year.
I have loaded the update but when I run SpirALS I receive a message saying that the file is located outside my intranet or in an un-trusted Zone.
This is related to Windows Security, and can happen when an
‘executable’ file is downloaded from a web site or other network. Windows adds security zone information to a
hidden portion of the file in a secondary ‘stream’.
This generally indicates the need to ‘UNBLOCK THE PROGRAMS
FILE’.
To do this:
- Locate
the file SpirALS1.mde on the workstation (normally c:\program
files\spirals\spirals1.mde) and view its property sheet by pressing
ALT+ENTER.
- Next
to the Attributes tick boxes at the bottom of the page, you may see an
‘UNBLOCK’ button. If not then close the sheet, and see the next Main topic
below – re error 31541
- Press
this button and close the property sheet.
- Re-launch SpirALS and everything should be ok
How do I add new files to the list available on the TEAM log in page?
Instructions on how to do this can be downloaded from the
Documentation page in the Support area of the website. The document is called
‘TEAM access to data files’.
I have loaded and run the update but when I try to open a SpirALS data file I get a runtime error that may involve Error Number 31541 - saying that the file is located outside my intranet or in an un-trusted Zone.
This is a new problem that arose during the latter half of 2009. We believe that it is related to the enhanced security
configuration of Internet Explorer 8.
In this instance, the solution lies in adding the folder(s) containing your SpirALS Data Files and DataLink Import files
to the list of Trusted Sites, using “Internet Options” in either Internet Explorer or Windows Control Panel.
- Choose the ‘Security’ tab and then click ‘Local Intranet’ icon.
- Click ‘Sites’ then click ‘Advanced’.
- Un-tick the checkbox labelled ‘Require server verification (https:) for all sites in this zone.
- Add the Drive, Share or UNC path to the location of your Data File(s) to the list using the ‘Add’ button.
- Re-launch SpirALS.
For more detailed information on this topic, please refer to the following documentation: