The suppliers of the main school MIS have developed their software to hold the data required for the School Workforce Census and produce automatically an extract in the required XML format for submission to COLLECT. Other systems, e.g. non standard school MIS or HR/ payroll systems, may not be able to provide data in the correct format for submission to COLLECT for the School Workforce Census.

The Department has developed two comma-separated value (CSV) to XML conversion tools to facilitate this: one for the data required for school employed staff and the other for centrally employed staff. The zipped files included in the CSV to XML converter for school employed staff are as follows (similar files are included for centrally employed staff):

  • Word document: 'SWF 2012 Annual School Return CSV to XML Converter Guide v1_0.doc'. This gives comprehensive instructions for using the converter. You should read this document before using the converter.
  • Excel file: 'SWF 2012 Annual School Return CSV Template v2_0.xls'. This Excel file allows the completion of returns for school employed staff by either entering data directly or copying and pasting data from another spreadsheet or source. The data is then in the correct format for using the CSV to XML converter so that the final XML file can be loaded directly into COLLECT.
  • HTML document: This is the conversion tool itself. It converts SWF CSV files into COLLECT loadable XML files.
  • Example files: This includes an example template so that users can see how to complete it, an example of the what the corresponding CSV file from that template should look like and the XML file that should be produced when the CSV file is run through the converter.

All of these files should be stored in the same folder. The files should not be renamed as the given filenames are required for the converter to run correctly. The CSV file can be stored in a different folder, in which case the full path will need to be entered when prompted. Care should be taken that these files are stored in secure folders on systems.

If you have difficulties using these tools, please ensure you have read the instructions carefully and followed them, and then please do not hesitate to contact the DSD Helpdesk for further help and advice.

Contact details

Data and Statistics Division (DSD) Helpdesk
1st Floor Mowden Hall
Staindrop Road
Darlington
DL3 9BG
Telephone: 01325 392626
Email: dsd.helpdesk@education.gsi.gov.uk
Website: http://www.education.gov.uk/schools/adminandfinance/schooladmin/ims/datacollections/requestform