5. How do I set up and maintain PAT?

Insert the PAT disc in the CD drive.

The disc should autorun into the set up wizard. Follow the on-screen instructions and PAT will install bringing with it all the national data.

If autorun does not start go to:

Start / Run and browse to CD rom drive.

Select Setup.exe and press OK
Follow on-screen instructions.

To update PAT at any point, go to Help in the Menu Bar and click on Check for Software Updates

You will be taken to the following address if updates are available:
www.standards.dfes.gov.uk/performance/PAT

A patch will be downloaded eg PAT_Maintenance.exe

You should save this to the main Pupil Achievement Tracker folder in Program Files.
Once download is complete, double click and follow instructions. Ensure that PAT is closed before running the update file.

NB: Whilst at the site, scroll down the page and download the KS1 and KS2 paper files to the same place you download the program files. When you have completed the installation of the main program (or upgraded), double click on either and let a small additional program install itself. Repeat for the second file. When looking at Question Level Analysis is being examined, it will allow users to look directly at the question asked without having to find a paper.

A full version of PAT 4.0.0 is also available from the www.standards.dfes.gov.uk/performance/PAT website. You should only attempt this download if you have a broadband connection to the internet. It is a very large file. If you do it this way:

Download the file to a directory (download is one I made).

Navigate to the file and double click the icon.
Set-up will start at once – follow the on screen directions.

A parser will also be needed and will follow automatically.
Once finished you will be asked if you wish to open PAT.

Once loaded you will need to get your own school's data loaded. There follow the main methods for achieving this:

NB: During an Upgrade your data will be untouched. You should, however, always do a backup of the data before commencing the procedure.

Notes:

You can only have one version of PAT loaded onto a computer.

If you intend to start from fresh, you must first:

Go to Start / Control Panel
Select Install and Remove Software
Highlight PAT
Remove (uninstall) all files when prompted.

Now run the program set-up.

Restore your data by going to Database / Restore Database
Navigate to backup folder

NB: You cannot upgrade PAT whilst it is running. Always close down the package before attempting.

A: PUPIL LEVEL DATA

5.1 Loading from CTF File:

From opening page, select Import / Pupil Level Data. Typically this will be generated from your MIS package (SIMS etc) from within the school. It could be another file created from another’s PAT or it could be a downloaded file carrying assessment data from government sources. The files are standardised to ensure the correct data are placed in the right fields.

You are now presented with the following choices:

Ensure that the top item is highlighted (by clicking once on it) as shown above and press continue.

The next dialogue box looks like this:

You will need to navigate to find the file you require, typically:

Note the format of file name highlighted in Fig 5.1.4. The icon is diagnostic and the file extension at the right-hand end is .xml.

Your data will now start to import thus:

There will be times when a result will not be recognised by PAT in which case a message like the one below will be received. A note should be taken so that the result can be entered manually when the importing is finished.

When you receive these messages and have made a note, click OK and importing will continue. When finished the next dialogue box is received:

If you have another file to import, click Import.
If you have no more files to import at all, click on Calculate…
If you have other files to import but are not ready to do so, click on Finished.

If you clicked on Import then the cycle starts again.
You can choose to import any of the 4 options in 5.1.2 above
If you clicked on Calculate you will be moved to this screen:

The Calculation may start automatically. If not press the "Calculate Results" button. PAT will calculate results from Raw Marks and compare them with the levels inserted. If differences are found they will be listed in a separate file and a message to that effect will be displayed.

NB: The ctf file is by far the easiest and quickest method of getting data into PAT. It should be the option of choice. The other methods demand much greater skill and the risks of error are much greater. PAT itself generates an excellent ctf format file which can be used to transfer data from one system to another.

All the major MIS packages produce excellent ctf files which will carry all Pupil Attributes and Assessment Data if stored within the system.

The use of the mtf format (Option 3) is particularly misleading. It is aimed at SIMS users but is not a complete file – it doesn’t carry the UPN code, particularly vital to PAT to prevent duplication of records. SIMS produces an excellent ctf file and that option should always be used.

5.2 Loading Levels from a Text File (csv)

If you are presented with Levels or Aggregated Marks in a spreadsheet or text (csv) format you will need to select option 2 in Fig 5.1.2 above. If data is kept on spreadsheets it will need to be converted to .csv format before it can be entered. This is a much more complex method of getting data into PAT and requires considerable spreadsheet knowledge.

After the Navigations screens Figs 5.1.3 & 5.1.4 above and you have selected the file you want you will get:

PAT is checking that the right information is being imported. Above is correct for the settings. If this is not what you expect, check that you have the right file and if you have, is the format right?

If you are attempting an import directly from your own spreadsheets, you will need to reset this box so that it reflects the Key Stage (Optional Year) concerned and the Multiple Results per line means that there is one row for a pupil and the results are in columns across the page.

Single Results per line means there are multiple rows per pupil and one column of results.

You can use PAT to produce a formatted spreadsheet ready to copy and paste data into. Because it is PAT generated it will be in csv format and PAT will expect to receive it back in the identical way. This is the subject of a separate set of notes (Formatting) which will have been given to you. Please study these closely before attempting an import

If all is correct, pressing Continue brings up the Import Wizard:

This screen is raised to check that the headings are as PAT would expect to receive them. In this case UPN is not matched by Unique Pupil Number and needs to be changed. Clicking on the List Box against Data Field brings a list from which you should select Unique Pupil Number and this will be changed for the Import.
Once you are sure that all headings match, pressing Continue brings up Fig 5.1.6 above and continues as before.

5.3 Loading Data from SIMS using mtf format files.

Option 3 in Fig 5.1.2 above is for importing mtf files directly from SIMS packages. This should be used very sparingly and only if there is no other option. The mtf format does not bring the UPN with it and consequently can cause duplication of pupils in the table. SIMS does generate ctf files and these are probably safer.

If you are compelled to use them in the absence of other formats, the Navigation Screen looks like this:

Click on browse and navigate to the file required and press next.

If you are happy with the details presented press the finish button. The data will be imported as before and you will be returned to Fig 5.1.8 above.

NB: As stated before, this option should only be used as a last resort. Choose the ctf option if availa

5.4 Loading Attributes from a Text File (csv or tdf format)

The final Option 4 in Fig 1.2 is to import Pupil Attributes (The PLASC data that defines the individual) from a Text File - either csv or tdf format. This loads all pupil attributes available within the file such as DOB, Gender, Given Name and Surname etc.

The track followed is exactly the same as for option 2 above though the file format varies in the headers.

If you pressed finished, you may want to move to the next section.

B. QUESTION LEVEL DATA

From opening page, select Import / Question Level Data

You are presented with a different message box for this option:

By default the second option is selected this being the most commonly used. This will import raw data from a spreadsheet in text format (csv).

5.5 Importing Question Definitions

If QCA change Question Definitions in future KS and Optional papers, you will be issued with a text file to import the new data into PAT. Using this option follows the same path as 5.2 in Importing Pupil Level Data above. This is normally offered as an upgrade to PAT and is not normally required.

5.6 Importing Pupil Results

Question level data issued by some LEAs is in text file format (csv). The route followed is exactly the same as above.

5.7 Importing QCA database

I haven’t come across where this might be used. It is possible that this will be offered in the mdb format when question level analysis is available over the internet. (2005?) Use the 3rd option and follow instructions on screen.

5.8 Importing LEA Data

LEAs will sometimes issue schools with aggregated data which is the subject of a different import. However, they may wish to issue missing pieces of data like KS2 Writing so that comparisons can be made. Data are presented in spreadsheet (csv) format and follow the same paths as 5.5 and 5.6 above.

5.9 From Backup

It is recommended that you back up your work after any session that involves the changing of data since the last backup. As a result there will be the ultimate fall back if all else fails.

Backups in PAT are created in a folder. Go to Database in the menu bar at the top of the screen and click backup. PAT defaults to a “Backups” folder within the program folder. It produces a folder with the date backwards eg 20051031. This number is sequential and never repeats. That means the last folder in the listing will be the most recent backup. Only one backup will be created per folder and you CANNOT overwrite that data with a new set. To replace a backup with new data in the same folder you must first delete the old files. If it is necessary to create another backup, save it to a different folder.

To restore your files from a backup simply click on Database in the menu bar and click on Restore Database. PAT will ask you to navigate to where the backup file is held. Click on the correct folder (typically 20051027) and click OK.

You will receive the following message (Fig 5.9.1):

To which you should answer yes.
You will receive a message confirming that the operation was successful.

You can check by looking at Reports / School Results Summary Report. The default value (Pupil Results) is the option to take. Press “View Report”. This will show how many pupils are available for analysis with their data and in which years (Fig 5.9.2).

The other options show:

Which years there are VA graphs available for and the number of pupils that will be plotted in each case. By double clicking on one of the available years and subject, you will be taken straight to the VA graph (Fig 5.9.5).

Which years there are Question Level Data for and how many pupils are registered. By double clicking an available year and subject, you will be taken to the Question Level Data analysis concerned (Fig 5.9.3).

5.10 Inputting data manually:

It should be noted that PAT views data almost in reverse to the way that teachers do. Of prime importance to the teacher is Level followed by Aggregated Mark and then on to Question Level Marks.
If Question Level data is input (manually is acceptable and quick), PAT will aggregate the marks, calculate the level achieved and go on to produce the Average Point Score (APS) for individual pupils. This makes PAT far more usable and powerful.

Can be done from:

Edit Pupil Level Data

Attributes

Pupil Details

UPN;
Forename; Surname;
DOB; Gender;
NC Year Group; Form; Entry Date;
SEN Code; SEN Primary Provision; SEN Secondary Provision;
Ethnic Origin; EAL;
FSM; Looked after; IDACI (Income Deprivation Affecting Children Index)
Destination School Number
Custom Attributes.

Pressing the Add New Pupil button in the Pupil Attributes Screen (Fig 5.10.1) adds another line to the existing table. Type in the details as per line above.

NB: If the pupil does not exist in your list, you will have to enter the details in this screen before you can enter Results or Question Level Data.

Results

Total Marks for Papers
PAT will Calculate Levels by pressing Verify Levels and then Commit Changes
PAT will also calculate the APS for individual Pupils

If you have a full list of Pupils, you can enter data manually (Fig 5.10.2).
Normally, clicking the Add New Year Group will bring all the relevant pupils up in the chart as above. This will only work if the NC Year Group has been filled correctly under Pupil Attributes).
If it does not work, all is not lost:

First open Filtering by clicking the button at the bottom of the parameter bar.

Select NC Year Group required and click OK.

Select year for results entering in parameter bar.

Keep clicking on Add New Pupil until the following message:

Now enter the aggregated mark for each pupil in each subject.

Press Verify Levels and PAT will calculate the correct levels

Press Commit Changes to update the database.

Occasional pupils can be picked up by pressing Add New Pupil and using the drop down boxes that appear. Select the Surname; that will narrow down the forenames; select from that list and the line is ready to fill in as above.

NB: You must have entered the pupils details (however sketchy) in the Pupil Attributes area first.

Edit Question level data:

Here you can enter raw question marks provided:

a) you have a full list of pupils
b) you have a listing of all their marks (or copies of the actual papers)

PAT can be very helpful in getting data in. So helpful, in fact, that it is worth considering putting all assessment data into PAT this way.

1. Open Import / Edit data and go to Edit Data.
2. Select the Key Stage (Optional Year) you wish to enter (KS2).
3. Select the year (2004)
4. Select the test you wish to enter (Reading)
5. Provided you have filled in the NC Year Group in Pupil Attributes, press Add Year Group at the bottom left of your screen.

A spreadsheet like Fig 5.10.3 will appear ready to receive data. (If you have data stored on Excel or similar spreadsheet you may wish to export at this stage, copy, paste and re-import to PAT. If so follow the instructions in Formatting).

The column headings contain:

The question number (including a’s and i,s)
The focus (AF2, N etc)
The possible marks available in brackets eg (2)

The spreadsheet is very intuitive:

Placing an acceptable value in the grid (any number from 0 to (X) and -) changes the box to Pink from Yellow.
Exceed that value eg (X)+1 and the colour doesn’t change
For most spreadsheets, the input box will advance automatically (if (X) >10 this can’t happen) making input simple and quick.
When the end of a paper is reached, the input box defaults to the next pupil ready to start again.
If an incorrect value has been entered (line 1 fig 5.10.3):

No total will be given at the right extremity.
PAT will not update the database when requested with the incorrect lines. It will, however, store the data until a correction is made.
The Pupil’s name background will not change to white (Line 2 fig 5.10.3).

Once all is correct, the database can be updated and the data stored.
PAT will pass the totals automatically to the Results file
The levels are calculated automatically.
The – (dash) symbolizes a not-attempted question. PAT produces analysis around that as well.

The QCA (NAA) has announced that in 2006 it may be providing raw mark data for all schools at KS2 and KS3 in a file format that will import into PAT. (It is worth noting that the pilot run with KS3 English in 2005 has been a success. As a result it improves the chances of this happening.)

Exporting and Printing.

Facilities exist within PAT to Print graphs and reports directly from the package wherever the Print button appears at the bottom of the screen

You can export Graphs and Data by pressing the Export Button at the bottom of the screen if it is available. Typically, graphs are exported as jpg files for inclusion in documents and reports whereas data are exported in text format for spreadsheets (csv or tdf formats). Please see the Formatting notes for more detailed information.

BACK - NEXT