Skip to main content

Search

Articles in this section

PRaP import process

Avatar
Faraaz Mohiuddin
  • Updated

Overview

With PRaP import, you now have the ability to import participant details. This feature is useful for DWP prime contractors.

As an administrator, you can import PRaP files to record participant information. The PRaP import functionality is available to client admins with the Create users permission.

 

Import process

Administrators with the Create users permission will see an additional navigation option on the left navigation menu titled Import PRaP files.

mceclip0.png

Click Import PRaP files. 

The PRaP Import screen is displayed.

You have the option to update a record that has already been created in the system by matching the PRaP detail by the National Insurance Number and/or Email Address of the existing record.

You can also create a new record. The record will be created as a prospect.

You can select one or multiple selections on the check boxes on this screen. This means you can set the import to update existing records while at the same time create records if they do not exist.

156f815d-ab43-4399-a797-23fa797c6e9e.png

Use Select File or drag and drop the file to upload. The file must be a zip file containing only CSV files.

Click Import.

You will see a validation report that lists the number of accepted records, and the number of records that will not be imported.

3_-_4_-_PRaP_Import_-_Validation_Report.png

You can view the error details in the Errors column. You can also export the error details as a .csv file. The .csv file displays the PO number and the error details.

3_-_6_-_PRaP_Import_-_Validation_Report_-_Errors_-_Expanded.png

To proceed with the import, click Import Accepted Records. The records will be updated. You can export the list of successful records using the export option on this screen.

3_-_8_-_PRaP_Import_-_PRaP_Updated.png

Notes - PRaP import

  1. Prap files usually include an email address. But where an email is absent, a 'prospect' is created. Such a user cannot login unless the email address is provided and an invite is sent out manually.
  2. Prap files do contain First Name and Last Name. These are mandatory fields for a prospect/user to be added via API.
  3. Prap files do not contain a 'username'. A username is a mandatory field in the Aptem API. Where the email has been provided it will be used as the 'username'. The current system requires the username to be unique. So in prap files where there is no email, Aptem uses a random generated id (GUID) as a placeholder username.
  4. The PRaP data is available via OData & UGR for reporting purposes.

  5. Duplicate NINo and email addresses will be handled appropriately during the import wizard, where the PRaP files will be validated before being applied to the database.

 

View learner information

Once the import process has been completed, you can navigate to the learner profile. You can now see an additional tab titled PRaP Details. Here, you can view the PRaP details provided by DWP. 

On the learner name card, you can see the learner's avatar/initials, the learner's name and the name of the programme they are enrolled on.

The imported details are shown in 4 sections:

  • Personal information
  • Contact information
  • Referral details
  • Additional details

1_-_1_-_PRaP_Version_History_-_Desktop.png

Administrators with the Supervisor, Compliance QA and Ability to set PRaP version permissions can also see the option to “View PRaP version History” from the PRaP Details tab on the Participant Profile. For more information, see: PRaP versions.

Related articles