The Provider Gateway Selfteach tutorial Document Exchange

1
The Provider GatewaySelf-teach tutorial Document
Exchange
July 2007 Version 5.0
The LSC in association with Ofsted and QIA
welcome you to the self-teach tutorial for the
Document Exchange service on the Provider Gateway.
Mouse click or press any key to proceed.
If you have any queries, please email
Provider.Gateway_at_lsc.gov.uk
2
Navigation
HOME Will always take you to Tutorial Contents
How to Use the Buttons You can navigate your way
through this tutorial by using the forward and
backward buttons below or by clicking the
mouse. Buttons which are coloured grey are
inactive on the current slide, like the SECTION
BACK button below.
SECTION BACK Will take you to the Section
Contents of the current section
BACK Will take you back one screen
FORWARD Will take you forward one screen
SECTION FORWARD Will take you to the Section
Contents of the next section
3
Aims and Objectives
The aims of this tutorial are

• To introduce you to the Document Exchange
  facility of the Provider Gateway, including
• Who uses it and for what purposes.
• What information it holds and who can access it.
• How Document Exchange guarantees the security of
  your information.
• To teach you how to upload your documents,
  including Self-Assessment Reports (SARs), College
  Performance Reports (CPRs), Provider Performance
  Reports (PPRs), workbook templates and workbooks,
  to the Gateway.
• To teach you how to access documents.

4
Tutorial Contents
The tutorial is divided into five sections. You
can click on a section title on the list opposite
to go directly to the start of the section. Each
section starts with a Section Contents slide,
from which you can link to specific topics.
1
Section 1 Overview of Document Exchange
2
Section 2 How to upload documents
3
Section 3 How to locate, read and download
documents
4
Section 4 Email Notification
5
Section 5 Document Reports
6
Section 6 About guidance documents, templates
and workbooks
5
Section 1Overview of Document Exchange

• This section explains
• The purpose and benefits of Document Exchange to
  partnership organisations.
• Who can use Document Exchange.
• What documents are held in Document Exchange.
• How the security of information is ensured.
• Guidance on the LSCs policy towards access to
  information.
• The length of time for holding archived
  documents in Document Exchange.
• You can work through the section sequentially, or
  use the links to go to specific topics.

Links to topics

• Partnership approach

• Benefits of Document Exchange

• What documents are held in Document Exchange?

• Security of information in Document Exchange

• Archiving

• Increasing the Size of Text

6
Partnership approach
The Learning and Skills Council, the
Inspectorates (Ofsted and QIA) and providers work
in partnership, through the process of the annual
assessment visit (AAV), to achieve the goal of
continuous improvement in the provision of
learning and skills.

• Document Exchange is a service provided by the
  LSC via the Provider Gateway to all partnership
  organisations to facilitate the processes of
  annual assessment and inspection.
• Document Exchange is a central location,
  accessible by all partnership organisations, for
  the exchange and storage of information.

7
Benefits of Document Exchange

• Reduced bureaucracy. Providers, the
  Inspectorates and the LSC will upload documents
  relating to the processes of inspection and
  continuous improvement to the Document Exchange
  site, where all partnership organisations can
  access them.
• Consistency. The same version of a document is
  available in Document Exchange to all partnership
  organisations.
• Security. Only authenticated users of the
  service can access Document Exchange. Documents
  can only be viewed and downloaded by authorised
  users.
• Simplicity. Document Exchange is easy to use and
  provides a uniform interface for all users.

8
What documents are held in Document Exchange?

• Document Exchange holds the following documents
• Self-Assessment Reports (SARs). The SAR is
  prepared by the provider and uploaded by the
  provider to Document Exchange.
• Document Exchange can hold many versions of a SAR
  for any academic year.
• College Performance Reports (CPRs). The CPR is
  prepared annually by Ofsted.
• Provider Performance Reports (PPRs). The PPR is
  prepared annually by Ofsted.
• School 6th Form Performance and Data Analysis
  (PANDA) reports.
• FE Stats Update Workbook. The FE Stats Update
  Workbook is prepared and uploaded by the provider
  and analysed by Ofsted.

9
What documents are held in Document Exchange?

• Document Exchange holds the following documents
• Other Learner Types (OLT) Workbook. The OLT
  Workbook is prepared and uploaded by the provider
  and analysed by Ofsted.
• Templates for the FE Stats Update and OLT
  Workbooks (uploaded by Ofsted), which the
  provider can download from Document Exchange,
  complete and upload back to Document Exchange.
• Value Added Distance Travelled (VADT) Excel File.
  A spreadsheet containing VADT data uploaded
  annually for the use of providers.
• VADT PDF. A PDF version of the VADT Excel File.
• Post-Annual Assessment Visit (AAV) report.
• Health Safety reports.

10
What documents are held in Document Exchange?

• Document Exchange holds the following documents
• Academic Calendar. A calendar uploaded by
  providers for the use of the Inspectorates when
  planning inspections.
• Post-AAV (Annual Assessment Visit) Letter.
  Uploaded by Ofsted to provide information for
  providers and regional LSCs.
• 3 Year Development Plan. Uploaded by providers
  for the use of regional LSCs and the
  Inspectorates.
• Qualification Success Rates. Uploaded by the LSC
  for the use of providers and the Inspectorates.
• S6F (School Sixth Form) Performance And Data
  Analysis (PANDA). Uploaded by Ofsted for the use
  of providers and regional LSCs.
• New Measures of Success (NMOS) LAT data.

11
What documents are held in Document Exchange?

• Document Exchange holds the following documents
• Provider Financial Management (PFMs) reports.
  There are four different PFM reports which are
  uploaded by the LSC
• Provider Financial Assurance (PFA), Financial
  Management Governance (FMG), Self-Assessment
  Report Questionnaire (SARQ)
• College Annual Financial Statements
• College Financial Record
• Regularity Audit Self-Assessment Document

N.B. A single document can be made up of multiple
files on Document Exchange. All files comprising
a SAR, CPR, PPR or other type of document are
grouped together as one document.
12
Security of Information in Document Exchange

• All information relating to a provider is held in
  strict confidence in Document Exchange.
• No provider can view a SAR, CPR or any other
  document relating to another provider.
• Authorised staff, including (home-based)
  inspectors in Ofsted and QIA, can search on all
  providers on the Gateway and view and download
  the documents pertaining to any provider.
• In the LSC, authorised staff in the National
  Office and regional LSCs can view and download
  the documents pertaining to any provider.
• The Council shall not be liable for the provision
  or use of data outside of the arrangements set
  out above.

13
Archiving

• Documents that have been uploaded for the
  previous three academic years will be easily
  available in Document Exchange to authorised
  staff in providers, the Inspectorates and the LSC
  to read and download.
• The same security applied to current documents is
  applied to archived documents archived
  documents relating to providers are confidential.
  No one except authorised staff in Provider
  organisations, Ofsted, QIA and the LSC can read
  or download archived documents.

14
Increasing the Size of Text
The Provider Gateway Site allows users to
increase the size of the text on the screen. This
can improve the ease of reading for the visually
impaired user. Instructions for doing this can
be found on the following pages.
15
Increasing the Size of Text (continued)

• How to increase the text size on a web page
• Assuming Internet Explorer is the web browser
• From the menu bar
• Select Tools gt Internet Options.
• Click on Accessibility.
• Check box Ignore font sizes specified on web
  pages.
• Click on the OK button.
• Click on the OK button on the Internet Options
  window to save your changes.

16
Increasing the Size of Text (continued)

• How to increase the text size on a web page
  (continued)
• Assuming Internet Explorer is your Web Browser
• From the menu on the Gateway Page
• Click on View.
• Click on Text Size.
• Click on the size of text required from the menu
  options
• The size of text on the screen will change to the
  selected size.

17
End of Section 1 Overview of Document Exchange
18
Section 2How to upload documents

• This section explains how to
• Search for a provider (Ofsted, QIA and LSC
  users).
• Upload documents (all users).
• You can work through the section sequentially, or
  use the links in the panel to the left to go to
  specific topics.
• Note that the procedure for uploading a document
  is described based on uploading a Self-Assessment
  Report (SAR). The procedure for uploading CPRs,
  PPRs, templates and workbooks is the same.

Links to topics

• What documents do providers upload?

• What documents does Ofsted upload?

• Document Versions

• Can documents be amended in Document Exchange?

• How to search for a provider (Provider Search)

• How to search for a provider (Document Search)

• How to upload a document

• Bulk upload of documents

• Hints and Tips, Zip up your files!

19
What documents do Providers upload?

• Providers upload their
• Self-Assessment Reports (SARs).
• Academic Calendars.
• 3 Year Development Plans.
• FE Stats Update Workbooks.
• Other Learner Types (OLT) Workbooks.
• If a SAR consists of more than one file, all of
  the component files can be uploaded together.
  Document Exchange will group them together into a
  single document.
• Both Draft and Final versions of the SAR can be
  uploaded. Each draft replaces any previous Draft
  in Document Exchange.

20
What documents does Ofsted upload?

• Ofsted uploads
• College Performance Reports (CPRs).
• Post-AAV Letters.
• School Sixth Form PANDAs.
• FE Stats Update Workbook templates.
• CPRs and workbook templates will be uploaded by
  administrative staff in Ofsted. Inspectors will
  not normally be expected to upload these
  documents.
• The CPR for each provider must be uploaded prior
  to the Annual Assessment Visit (AAV) or an
  inspection, so that inspectors can access it as
  part of their preparation for the AAV or
  inspection.

21
What documents does Ofsted upload? (continued)

• Ofsted uploads
• Provider Performance Reports (PPRs).
• Other Learner Types (OLT) Workbook templates.
• PPRs and workbook templates will be uploaded by
  administrative staff in Ofsted. Inspectors will
  not normally be expected to upload these
  documents.
• The PPR for each provider must be uploaded prior
  to the Annual Assessment Visit (AAV) or an
  inspection, so that inspectors can access it as
  part of their preparation for the AAV or
  inspection.
• Providers use the template to prepare their
  workbooks, and then upload the workbooks to
  Document Exchange. Ofsted inspectors can then
  download them for analysis.

22
Document versions

• SARs and other document types can be uploaded to
  Document Exchange either as Draft or as Final
  status documents. Document Exchange can hold one
  Draft and one Final status version of a document
  for a given academic year.
• If you want to replace one Draft version of a
  document with another, you must delete the
  existing Draft and then upload the new Draft.
• A Final status SAR or other document is the
  signed version.
• A Final status SAR cannot be replaced or deleted
  by the provider.

23
Can documents be amended in Document Exchange?

• You cannot edit the content of any document
  directly in Document Exchange. When you upload a
  document you must retain the master files on your
  own systems.
• If a provider needs to update the content of a
  Draft status SAR, the amendments are made on the
  master copy held by the provider, the existing
  Draft is deleted from Document Exchange, and the
  amended Draft uploaded.
• A Final status SAR cannot be deleted or replaced
  by the provider. But if a Final status SAR is
  found to be inaccurate (for example, by an
  Inspector), the provider can ask through the
  local LSC for the LSC Business Support Unit to
  delete the Final version from Document Exchange.
  The provider could then amend the master copy of
  the SAR and re-upload it to Document Exchange.

24
How to search for a provider (Provider Search)
How to search for a provider Ofsted, QIA and LSC
users need to search to locate the provider in
Document Exchange before they can upload a
document. The Provider Search screen enables
Ofsted, QIA and LSC users to search for a
provider by UPIN or Provider Name. Provider
users do not require the search facility because
they are automatically directed to their own
provider when they log in.
25
How to search for a provider (Provider Search)
(continued)

• How to search for a provider (continued)
• You can search for a provider using either the
  providers name, part of a name (for example, if
  you enter col in the Provider Name field, the
  search will return all names with col in the
  title. E.g. College) or you can search using
  their UPIN.
• Enter the UPIN, Provider Name or part Name in
  the appropriate field.
• Click on the Search button.

26
How to search for a provider (Provider Search)
(continued)

• How to search for a provider (continued)
• Because a partial name was used for the search,
  all provider names containing Staff have been
  displayed together with their UPIN.
• To select a Provider from the list
• Click on the UPIN
• The UPIN is a link.

27
How to search for a provider (Provider Search)
(continued)
How to search for a provider (continued) The
system automatically inserts the selected
providers name and number into the Provider
Field..
28
How to search for a provider (Provider Search)
(continued)
How to search for a provider (continued) The
first of the Document List screens is displayed
with the selected provider identified. Note that
when Provider users select Document List from the
menu they are automatically presented with this
screen. The Document List option can now be
selected on the menu, from where you can
upload, view and download documents.
29
How to search for a provider (Document Search)

• How to search for a provider (Document Search)
• To start the Document Search
• Click on the Document Search option on the menu
  list.
• The Document Search Screen is displayed. You can
  enter any combination of search criteria,
  including
• Document Name.
• UPIN, to search for a document for a specific
  provider.
• Document Type and/or Document Status.
• (continued)

30
How to search for a provider (Document Search)
(continued)

• How to search for a Provider (Document Search)
  (continued)
• To run a Document Search for another provider,
  you must know the providers UPIN. This can be
  obtained by running the Provider Search as
  described in the previous section.
• In this example, a search for all SARs for a
  specific provider is being run.
• When you have entered your search criteria
• Click on the Search button.

31
How to search for a provider (Document Search)
(continued)

• How to search for a Provider (Document Search)
  (continued)
• Our example search returned a list of all
  providers with SAR documents on Document
  Exchange.
• To find the required provider
• Scroll down the list.
• When the provider has been found
• Click the View complete document list for UPIN
  link.

32
How to search for a provider (Document Search)
(continued)
How to search for a Provider (Document Search)
(continued) Just as with Provider Search, the
Document List top screen is displayed with the
selected provider identified. Now, by clicking on
the Document List option from the menu, the
selected providers documents are made available
in a list form. From this list you can select,
upload, view and download documents.
33
How to upload a document
The next few slides will work through the
procedure for uploading documents. The example we
will use is a provider uploading a
Self-Assessment Report. However, the process is
essentially the same for all document types.
34
How to upload a document (continued)

• How to upload a document
• Following on from the previous section and with
  the Document List expanded for the selected
  provider, select the type of document to upload.
  By clicking any of these options you will see all
  documents of the selected type that are held in
  Document Exchange for the selected provider.
• For this example, we will use the Self Assessment
  Report (SAR).
• Click on the SAR option on the menu.

35
How to upload a document (continued)

• How to upload a document (continued)
• When you select a document type that you are
  responsible for uploading, an Upload button will
  be provided.
• See earlier slides in this section for who can
  upload what document types.
• Click on the Upload SAR button.

36
How to upload a document (continued)

• How to upload a document (continued)
• The Enter upload file details screen is
  displayed.
• From the Drop-down lists select
• Document Type
• Year
• Document Status.

37
How to upload a document (continued)

• How to upload a document (continued)
• Select the file or files for uploading to
  Document Exchange
• Either
• Type in the full path and filename, or
• Click on the Browse button and navigate to where
  the file(s) are stored. Select the required
  file(s).
• In this example two files are being uploaded,
  both at Draft status.
• Click on the Upload File button.

38
How to upload a document (continued)

• How to upload a document (continued)
• A few moments after starting the upload, the
  Document List screen will be re-presented listing
  the files which have just been uploaded.
• If the files do not appear on the list
  immediately after processing, click the Refresh
  button to update the screen.
• The delete icon which appears against
  each document allows you to delete the document
  from Document Exchange.

39
How to upload a document (continued)

• How to upload a document (continued)
• As the two documents were uploaded together, they
  are treated as a set belonging to the same SAR.
• There are two action buttons that act on all
  documents in a set together
• The Upload icon Documents uploaded
  using this icon will become part of the set.
• The Document Status Advance icon
  advances the status of the set of documents from
  Draft to Final.

40
How to upload a document (continued)
Before you change the status of a document from
Draft to Final, it is important to be certain
that you are ready to do so. To change the
status to Final is to sign the SAR! A Final
status SAR cannot be deleted by the provider. If
a Final status SAR is found to need amendment
(for example, by an inspector) the provider would
need to ask the local LSC to request the LSCs
Business Support Unit to delete the SAR from
Document Exchange. The provider could then amend
its master copy and re-upload. The distinction
between Draft and Final only applies to
Self-Assessment Reports (SARs) uploaded by
providers. Other document types are not held as
Draft or Final.
41
Bulk Upload of documents

• The Bulk Upload facility allows the Inspectorates
  and the LSC to upload multiple files with respect
  to many providers in one upload. For example,
  Ofsted could upload CPRs for many colleges at the
  same time.
• The next few slides will work through the
  procedure for uploading documents in bulk.

N.B. This facility is not intended for use by
Providers.
42
Bulk Upload of Documents (continued)

• A note about filenames and UPINs
• The filenames of documents to be bulk uploaded
  MUST include the UPIN of the provider to which
  the file relates. For example
• 987654 Report for A College
  Somewhere.Pdf
• This is necessary to enable Document Exchange to
  identify to which provider each file belongs.
  The Gateway will not accept files that do not
  include the UPIN.
• Files uploaded by providers are exempt from this
  requirement because a provider can only upload
  documents that relate to their own organisation.

43
Bulk Upload of Documents (continued)

• Bulk Upload of documents
• In this example, we will upload 3 Year
  Development Plans.
• Click the Bulk Upload option on the menu.
• The Bulk Upload opening screen is displayed.
• Using the Drop-down lists, Select
• Document Type
• Year
• Document Status
• Note Active X is required to carry out bulk
  uploads.

44
Bulk Upload of Documents (continued)

• Bulk upload of documents (continued)
• To open the Add File Window
• Click on the Add Files button.
• Navigate to the appropriate folder.
• Click on the file names to select. Hold down the
  Ctrl key on your keyboard when you click on the
  file names to select multiple files.
• Selected files will be highlighted in blue
• Click on the Add button to put the files for
  Upload.

45
Bulk Upload of Documents (continued)

• Bulk upload of documents (continued)
• The selected files are added to the file window.
• To upload the documents to the Document Exchange
  document list
• Click on the Upload button.

46
Bulk Upload of Documents (continued)

• Bulk upload of documents (continued)
• The system checks the filenames to match them
  with UPINs of providers known to the Provider
  Gateway.
• Filenames that match are uploaded and listed on
  the Document List.
• Note that the UPINs and names of providers in
  this example have been obscured for security
  reasons.

47
Hints TipsZip up your files!

• You can zip your files before uploading them.
• Zipping files is a way to compress them. This
  reduces the file size, making them faster and
  easier to upload and download.
• There are many industry-standard compression
  tools you can use. One of the most popular is
  WinZip. For more information about WinZip, go
  to their website at
• http//www.winzip.com

48
Hints and tips Zip up your files! (continued)

• An advantage of zipping your files is that you
  can group files together before uploading them.
  An entire SAR, CPR or PPR can be uploaded or
  downloaded as one zipped file containing all the
  files comprising it.
• The Document List will be less cluttered, with
  just one zipped file for the entire document.
• Signing a SAR is quicker and easier, as you only
  have to sign the zipped file.
• Files zipped together must be at the same status.
  Dont zip Draft and Final status files together!

49
End of Section 2 How to upload documents
50
Section 3How to locate, read and download
documents
Overview This section explains how to read and
download documents on Document Exchange. You can
work through the section sequentially, or use the
links in the panel to the left to go to specific
topics.
Links to topics

• How to locate, read and download documents

51
How to locate, read and download documents
A providers Document List holds links to all the
files that relate to that provider. Value Added
Distance Traveled (VADT) Reports are generated by
the Learner Achievement Tracker (LAT) and placed
in both the Document Exchange and LAT areas on
Provider Gateway.
52
How to locate, read and download documents
(continued)

• How to locate, read and download documents
  (continued)
• Navigate to the Document List by running a
  Provider Search, as described in Section 2 - How
  to search for a provider (Provider Search).
• From the menu
• Click on the type of document you want to see.
• For example, if you want to see the providers
  SARs, select SAR on the Document List.

53
How to locate, read and download documents
(continued)

• How to locate, read and download documents
  (cont)
• This example shows the SAR documents associated
  with the selected provider.
• The file or document names are linked to the
  actual documents.
• To open (read) or save a document
• Click on the document name.
• Either
• Save or open the document.
• Note! the UPINs have been obscured for security
  reasons.

54
How to locate, read and download documents
(continued)

• How to locate, read and download documents
  (continued.)
• Alternatively you can carry out a Document
  Search, as described in Section 2 - How to search
  for a provider (Document Search).
• The search returns a list of documents grouped by
  document type and UPIN.
• To open (read) or save a document
• Click on the document name to either save or
  open the document.
• Note! the UPINs have been obscured for security
  reasons.

55
How to locate, read and download documents
(continued)
How to locate, read and download documents
(continued) You can save the document or open it
with the relevant application. In this example
the document is being saved in MS Word (.doc)
format. It is generally considered safest from
virus contamination to always use the Save
option and save the document to your local hard
disk. After you click save, you are prompted to
select a save location and a filename.
56
End of Section 3 How to locate, read and
download files
57
Section 4Email Notification

• This section explains how to set up automatic
  email notification when documents held in
  Document Exchange are updated.
• You can work through the section sequentially, or
  use the links in the panel to the left to go to
  specific topics.

Links to topics

• Automatic Email Notification of document updates

58
Automatic email notification of document updates

• The system enables you to elect to receive an
  email notification of any updates to documents
  that you can view.
• When you set up email notification, the system
  will send you an email whenever a new version of
  the document you have selected is uploaded to
  Document Exchange.
• Notifications are sent for any document updates
  in the previous 24 hours.
• You can identify documents that have been updated
  because they will have a recent registration date
  on Document Exchange.
• If more than one document has been updated since
  the last notification, the system will include
  them all together in the one email.

More details on next
slide
59
Automatic email notification of document updates
(continued)

• Updates are only sent for those document types
  that the user has registered an interest in.
• Provider users will be informed when documents
  within their own Document Exchange area are
  updated.
• LSC Regional users will be informed when the
  providers in their region upload documents to
  Document Exchange.
• LSC National Office, Ofsted and QIA users will be
  informed when any provider uploads documents to
  Document Exchange.

60
Automatic email notification (continued)

• Automatic email notification
• To set up email notification
• Click the E-mail Notification option on the
  menu.

61
Automatic email notification (continued)

• Automatic email notification (continued)
• The E-mail Notification screen is displayed.
• All the document types which you are eligible to
  view are listed.
• Tick the box next to a document type to select
  it for email notification.
• Click OK.
• The selected document types will now be included
  in your email notifications.

62
Automatic email notification (continued)

• Automatic email notification (continued)
• At the bottom of the screen the system displays
• the email address to which notifications will be
  sent
• instructions on how to change the email address
  if it is incorrect.

63
Section 5Document Reports

• This section explains how to run reports on the
  documents that have been uploaded to the Provider
  Gateway.
• You can work through the section sequentially, or
  use the links in the panel to the left to go to
  specific topics.

Links to topics

• About Document Reports

• How to run a Document Report

64
About Document Reports

• The Document Reports feature allows the LSC and
  Inspectorates to run reports listing all the
  documents of any document type that have been
  uploaded to Document Exchange. Thus, the LSC and
  Inspectorates are able to
• Select to view documents that were uploaded
  within a range of dates.
• Select any type of document, or you can view all
  documents.
• Have the option to export the reports to Excel.

65
How to run a Document Report

• Running a Document Report
• To start a report
• Click on the Document Reports option on the
  menu.
• From the drop-down lists select
• The From Date
• The To Date
• The Document Type i.e. SAR, CPR, etc.
• Alternatively, to select all documents
• Tick the All Documents check box.
• Click the Get Report button.

66
How to run a Document Report (continued)

• How to run a Document Report (continued)
• The report may take a few moments to complete but
  provides a complete list of selected reports
  uploaded to the Document Exchange, by whom and
  when. The list also provides the UPIN of the
  provider and the status of the document.
• To export the report to an Excel file
• Click on the Export to Excel button

67
How to run a Document Report (continued)
How to run a Document Report (continued) As
described previously, you can save the document
or open it with the relevant application. In this
example the document is being saved in MS Excel
Worksheet (.xls) format. It is generally
considered safest from virus contamination to
always use the Save option and save the document
to your local hard disk. After you click save,
you are prompted to select a save location and a
filename.
68
End of Section 5 Document Reports
69
Section 6About guidance documents, templates and
workbooks

• This section explains the role of the
  Inspectorates in creating and uploading the
  guidance documents and workbook templates to
  Document Exchange, and the usefulness of the
  templates to providers for preparing their
  workbooks.
• You can work through the section sequentially, or
  use the links in the panel to the left to go to
  specific topics.

Links to topics

• About guidance documents, templates and workbooks

• How to upload a guidance document and/or
  template

• How to create a workbook

70
About guidance documents, templates and workbooks

• Ofsted prepares a standardised template for
  providers use when creating their FE Stats Update
  workbooks. The template will be uploaded to the
  Gateway by administrative staff in Ofsted.
• A guidance document explaining how to use the
  template is also provided for download by
  providers
• Ofsted also prepares a standardised template for
  providers to use to create their Other Learner
  Types (OLT) workbooks.
• The providers download the templates and guidance
  documents and use them to prepare their
  workbooks, and then upload the workbooks to
  Document Exchange. Ofsted inspectors can then
  download the workbooks for analysis.

71
How to upload a guidance document and/or template

• How to upload a guidance document and/or template
• Guidance documents templates are uploaded by
  Ofsted staff using a similar procedure to that
  for uploading files described in Section 2.
• To upload a guidance document and/or template
• Select a provider as described in Section 2
  How to search for a provider
• Select Guidance Documents and Templates from the
  Document List menu.

72
How to upload a guidance document and/or template
(continued)

• How to upload a guidance document and/or template
  (continued)
• The Guidance Documents and Templates screen is
  displayed.
• Click on the Upload Guidance Documents and
  Templates button.

73
How to upload a guidance document and/or template
(continued)

• How to upload a guidance document and/or template
  (continued)
• The Enter upload file details screen is
  presented.
• Using the drop-down menus
• Select Guidance Documents and Templates and the
  applicable year.
• To select the files to upload
• Click on the Browse button.

74
How to upload a guidance document and/or template
(continued)

• How to upload a guidance document and/or template
  (continued)
• On the Choose file screen
• Navigate to the file.
• Click on the required file to select.
• Click on the Open button.
• Click on the next Browse button to add further
  files.

75
How to upload a guidance document and/or template
(continued)

• How to upload a guidance document and/or template
  (continued)
• When all documents and templates have been
  selected for upload
• Click on the Upload File button.

76
How to upload a guidance document and/or template
(continued)
How to upload a guidance document and/or template
(continued) When the upload is complete, even
though the Guidance Document and Template were
uploaded to a specific provider, the Gateway
makes them available on the Document List of
every provider.
77
How to upload a guidance document and/or template
(continued)
How to upload a guidance document and/or template
(continued) As described previously, you can save
the document or open it with the relevant
application. In this example the document is
being saved in WinZip format. It is generally
considered safest from virus contamination to
always use the Save option and save the document
to your local hard disk. After you click save,
you are prompted to select a save location and a
filename.
78
How to create a workbook

• How to create a workbook
• To create a workbook, a provider user will
• Download the appropriate template and Guidance
  Document, read the document and use the template
  to create the workbook.
• Upload the completed workbook.
• To download a Guidance Document and/or Template
• Follow the directions as described in Section 3
  How to Locagte, Read and Download documents.

79
How to create a workbook (continued)

• How to create a workbook
• To upload a workbook
• Select FE Stats Update Workbook or OLT Workbook,
  as appropriate, on your Document List menu.
• Click on the Upload button.
• Proceed to upload as per instructions in Section
  2.

80
End of Section 6 About guidance documents,
templates and workbooks
81
End of Tutorial
You are now ready to use the Document Exchange
Doc ref LSC-P-NAT-070130