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					                      DCSF CIN Training Workshops


Basic information about Collect
How usernames and passwords are assigned and used

CSV to XML Converter
Background information
How to use the template - creating a CSV format file
How to convert the CSV file to XML
Troubleshooting and Notes of Guidance

CIN Collect
Logging on
Loading a file
Screen navigation and components (History, Notes)
Error correction
Inserting, updating and deleting data
Submitting data
Exporting data
Running reports
Troubleshooting and Notes of Guidance

Hands on session
Everyone trying the software for themselves

Summary and where do we go from here

DCSF CIN Training Workshop Notes                       Author: Jenny Simpson
                                    1 of 6
Security in CIN 2008 - 09 Collect System

Web Security
The website runs using SSL (Secure Socket Layers) which means that any
information that goes from our servers to user PCs is encrypted to 128 bits,
an industry standard. It runs on our Extranet and is managed internally by our
IT Services. There are firewalls and proxy servers set up to protect the
website from unwanted targeting.

User security
Collect is a user based system and the LA contacts have been asked to
provide a list of people to be set up as Users. DCSF created unique users
with randomly generated passwords and sent two emails to each user giving
details of how to log on with the username and password sent separately.
When the user first logs onto the system the password has to be changed. It
has to be a minimum of 8 characters long with 3 out of 4 of the following
character types: uppercase, lowercase, numeric and special characters. If a
user forgets their password they can email or telephone the Helpdesk. Once
their identity has been verified a new password is created and emailed to their
logged email account. This is then changed on first logon as previously. Once
a user has been created it can be linked to one or more surveys.

There are a number of reports available within the CIN Collect system. These
may be accessible by Agents(LAs), Collectors (DCSF) or both. Users will
generate reports based on the data loaded by their LA and will only be able to
see their own data. DCSF Collectors may be able to access all loaded data.
The reports will be accessible on screen, be printed or saved and LA users
will be responsible for the security of any reports that they print or save.

Roles and Responsibilities
The DCSF are not responsible for the security of the data at the LAs. The
LAs are responsible for making sure that their staff have had CRB checks and
for telling the Helpdesk whenever any of their staff leave or have a change in
responsibilities such that they should no longer have access to the CIN
system. DCSF is then responsible either for removing the users entirely from
Collect or for removing their access to the CIN Collect system.

The LAs are responsible for the security of any data files or Collect reports
they generate. If any files need to be sent to the DSCF as a result of queries
the LAs must return them via secure means eg as an encrypted password
protected file, with the password sent separately. Further guidance is
available on request. Data must not be sent as email attachments. DCSF will
be responsible for the security of the files once they have been received.
Physical media should be kept in a secure area and destroyed once they are
no longer required. Electronic files should be kept in a secure area,
accessible only by staff working on CIN and deleted once they are no longer

DCSF CIN Training Workshop Notes                         Author: Jenny Simpson
                                    2 of 6
Finding the CSV to XML Converter

The CSV to XML files need to be unzipped and saved to a directory on your
PC. The zip file will be available on the CD we supplied or on the website at

The converter cannot be run successfully from the zip file.

Finding the Collect Portal

The COLLECT Portal is available through the Internet Explorer browser. The
Live version will only be available from 01/04/2009.

For testing your files, you can use the familiarisation website. This will be
available from 01/10/2008 to 28/02/2009. This website is for familiarisation
and testing purposes only.

The previous address was

Don’t use the browser buttons! When in the data collection, unpredictable
behaviour may be experienced if you use the back/forward buttons on your
web browser‟s toolbar.

Navigation controls

To navigate through the system links are provided on all pages either as Back
or Drill Up options, please use these links to navigate between screens when
using the system.

DCSF CIN Training Workshop Notes                          Author: Jenny Simpson
                                     3 of 6
Useful references

All of the documents issued for the workshop together with example files and
the specifications are available to download from

You may find the following files useful.

2008-09 CIN Census Specification            CIN Technical specification
CIN 2009 Example Census Data v2-0           Example of an CIN XML file
2008-09 CIN Census Data Standards           CIN data standards

Children in Need 2008 COLLECT               Guidance notes for using Collect
Guidance v1-1

DCSF CIN Training Workshop Notes            A summary of the contents of the
                                            workshop and references
CIN Collect Reference                       CIN Collect navigation Aid
Preparing CSV files                         Notes on producing valid CSV files
                                            for the CSV to XML converter

CSVconverterv1_1                            CSV to XML Converter Zip file
CIN0809_CSVTemplate_clean-0.xls             Completed CSV template
CIN0809_CSVTemplate_clean.txt               CSV file from CSV template
CIN0809_CSVTemplate_clean.xml               Converted XML file from CSV
CIN0809_CSVTemplate_v1-1                    Empty CSV template

777Workshop.xml                             Example test file for workshop with
777UltraErrors.xml                          Example test file for workshop with
                                            a examples of most errors
820Errors.xml                               Example test file from website with
820clean.xml                                Example test file from website with
                                            minimum errors

If you are using any of the test files you will need to change the LAcode to
match your LAcode otherwise when you try and load the data into Collect it
will be rejected as the LA code for the file will not match the LA code assigned
to your username.

To change the reference in the test xml file just edit in a text editor such as
Textpad and replace the 777 in <LAcode>777</LAcode> with your LA

DCSF CIN Training Workshop Notes                            Author: Jenny Simpson
                                      4 of 6
Common Problems with XML files

1. File cannot be identified
   a. The LA code is invalid - check your LAcode, the tag must be
       <LAcode> and the LA code must match your LA number
   b. The SourceLevel is invalid – it should be
   c. You have selected the wrong survey – if more than one survey is
       available you must ensure you select CIN by clicking on it before
       choosing Select Data Collection
2. Problem with the XML structure or syntax. The error message should
   indicate roughly where the problem is , check for
   a. Any XML element/tag whose tag is incorrectly spelt or where the case
       does not match ie <LAcode> is correct but <LACode> is not
   b. Any XML that is not well-formed eg missing closing tags, for every
       <tag> there should be a matching</tag>
   c. Any XML element that is not within its defined position eg if you had
       <ServiceProvider>DD</ServiceProvider> without being inside the
       <ServiceProvision> </ServiceProvision> tags
3. Discrepancies between values in the XML files and the SQL table
   a. A Date containing an invalid value such as 31 September
   b. Any item defined as numeric which contains alpha values
   c. Any item defined as an integer which contains a decimal
   d. Any item defined as a Boolean that contains a non-Boolean value (ie
       other than true, false, 0 or 1)

Error Messages

The UPLOAD FILE page will attempt to provide diagnostic information in
addition to the basic message “Error occurred uploading the file‟”. However
the messages are not comprehensive and if more than one problem is
present they may not all be reported.

A.    Inability to associate the file with an entry on the COLLECT blade‟s
expected list.

            Error message                          Explanation
  The file you are attempting to        The values in the identifying tags
  upload is not for the selected        (e.g. LA and Estab) in the XML file
  Source Organisation                   do not match those of the Source

DCSF CIN Training Workshop Notes                         Author: Jenny Simpson
                                    5 of 6
B.       Problems with the XML structure or syntax.

               Error message                           Explanation
     The element name - //Message/        The tag name (in this case
     ChildCharacteristics/                „DateAsylumSeekingCeased‟) is
     DateAsylumSeekingCeased is           either incorrect (in this case it
     either invalid or not in the         should
     expected position within the file.   „DateCeasedAsylumSeeking‟), or
                                          is not in the expected position in
                                          the file as defined in the XML
     Details: Error parsing the file:     There is a problem with the
     The 'PersonBirthDate' start tag      structure of the xml file. In this
     on line '18' doesn't match the end   case the </PersonBirthDate> end
     tag of 'ChildIdentifiers' .          tag is missing.
     Details: Error parsing the file:     The start and end tag names do
     The 'PersonBirthDate' start tag      not match. In this case, the start
     on line '1' doesn't match the end    tag name is normal Camel case
     tag of 'PERSONBIRTHDATE' .           and the end tag is all Uppercase.

C.   Discrepancies between values in the XML files and their equivalent
SQL Server column-types.

               Error message                           Explanation
     Details: Unable to convert //        The xml file contains an invalid
     Message/Children/Child/              value, in this case n/a in a Boolean
     ChildCharacteristics/AsylumSeek      field
     ing, value= n/a for Child
     Details: Unable to convert -         The xml file contains an invalid
     //Message/Children/Child/            value, in this case an impossible
     ChildCharacteristics/                date.
     value= 2000-02-31 for Child

DCSF Staff
Jenny Simpson     jenny.simpson@dcsf.gsi.gov.uk  Technical Workstream Lead
Aspa Palamidas    aspa.palamidas@dcsf.gsi.gov.uk Data Development Manager
Colin Bland       colin.bland@dcsf.gsi.gov.uk    LA Secondee
Pippa Cribben     pippa.cribben@dcsf.gsi.gov.uk  LA Secondee

If you have any comments or if you require help or further information about
CIN, we can be contacted as above or via the DSG helpdesk,
dsg.helpdesk@dcsf.gsi.gov.uk, Telephone: 01325 392626

DCSF CIN Training Workshop Notes                          Author: Jenny Simpson
                                      6 of 6

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