Summary
This article provides information about:
- the two ways to enter data into DXP Ngā Kete
- changes to the Gateway template/upload file (compared with Workspace 2)
- how data is validated in DXP Ngā Kete, and
- where to find further support.
DXP Ngā Kete for Gateway schools
From October 2024, Gateway templates are provisioned in DXP Ngā Kete (instead of Workspace 2) for schools to update, validate and submit.
Schools submit the completed templates into DXP Ngā Kete. For step-by-step guidance on submitting Gateway reports, see DXP Ngā Kete User Guides > Data Submissions > Gateway.
DXP Ngā Kete - Entering data
There are two ways to enter data – using an online webform or by uploading a file.
a. Online webform (the add row method): Schools with a small number of Gateway learners can choose to enter their data directly into the online webform, by manually adding rows.
- This option allows users to select their reference data values from drop-down lists in DXP Ngā Kete.
- Data is validated as you go, and formulated fields recalculate when you update.
or
b. Uploading a file: Schools with a larger number of Gateway learners will find it quicker to upload a file (instead of manually adding rows as above).
- This option allows you to upload multiple learners at once.
- If schools upload their data in a file, there are some changes to the Gateway template/upload file (as shown below).
Support:
- For step-by-step guidance on submitting Gateway reports, see DXP Ngā Kete User Guides > Data Submissions > Gateway.
DXP Ngā Kete - Changes to the Gateway template/upload file
The changes to the Gateway template/upload file (compared to Workspace 2) are:
- The new Gateway template will be provisioned on DXP Ngā Kete to download, enter data, upload and submit.
- There is only one field each for Ethnicity and Iwi in DXP Ngā Kete.
- If a learner reports multiple ethnicities or iwi, these must be combined in the Ethnicity or Iwi affiliation field with values separated by semi-colon with no spaces. For example:
- Entry in Ethnicity field: Māori;Danish
- Entry in Iwi affiliation field: Te Roroa;Kāi Tahu
- If a learner reports multiple ethnicities or iwi, these must be combined in the Ethnicity or Iwi affiliation field with values separated by semi-colon with no spaces. For example:
- Alternatively, the upload process will accept existing Workspace 2 workbook column heading names and automatically combines the values into the Ethnicity and Iwi affiliation fields.
- If schools use this option, they will have to add columns for the new data requirements (Region of delivery and the optional New Zealand Business Number [NZBN]).
- Upload files must be saved in a CSV file format.
- Reference data drop-down lists are no longer supported in the template. Up to date reference data is provided in the 'Reference data for Other Fund Actuals' file on Gateway schools | TEC website.
Gateway data vendors are updating their systems to support the new data requirements and the change to a CSV upload file format.
DXP Ngā Kete - Data validation
DXP Ngā Kete:
- validates learner data against the learner data in the National Student Index (NSI) | Ministry of Education.
- It checks that the learner National Student Number (NSN), date of birth and gender all match the NSI.
- also validates reference data as part of the upload process.
- Validation is case sensitive; schools need to use upper and lower case.
Any discrepancies will display in DXP Ngā Kete as an error and will need to be corrected before the data can be submitted.
See Gateway schools | TEC website for:
- 'Data requirements for Gateway Actuals' (doc)
- 'Reference data for Other Fund Actuals' (xslx)
- Example templates for 'Gateway Actuals' (csv) and 'Gateway Standard Actuals' (csv)
Further information
For any questions, please call 0800 601 301 or email customerservice@tec.govt.nz using the subject line '[EDUMIS #] - Gateway reporting'.