Data Cleaning

Data Cleaning still occurs in Keypas. Even though the data report may be located in Nova, the raw data must still be cleaned via the Keypas Tree View for the relevant Key Stage.

Having viewed the imported data within the Imported Data section of the Tree View you can now use some of the Keypas Data Cleaning tools to check the data for possible anomalies. Note: Some of the Cleaning Tools are assessment specific and so are not available in all Key Stages.

As well as this section there are other reports to assist with checking your data available in the Reports section. The below table summarises the individual data cleaning tools available from within the Tree View of Keypas.

Note: Some of the Cleaning Tools are assessment-specific, so are not available for all Key Stages.

Menu Option	Value/ Description
Duplicate UPNs	Displays all the pupils who have a UPN that appears more than once for the specified year
Invalid Records	Displays all imported records that contain potentially invalid data. To find out which data items are invalid, run the Data Errors Report for the applicable assessment stage In order to clear records that have been flagged as potentially invalid which are then found to be accurate, check the 'correct' field.
Suspect Genders	Displays pupils who either have a blank gender, or one that does not match their first name according to the Keypas master list of forenames. You can use this tool either to correct mis-spelled names or to change wrongly assigned genders
Temporary UPNs	Displays pupils who have a temporary UPN, usually the UPN will contain a letter at the end.
Unknown Forename	Displays pupils whose names do not appear in the Keypas master list of forenames. You can use this tool to correct mis-spelled names.
UPN Incorrect Check Digits	Checks the first letter of each UPN to make sure it has the correct check digit. If a UPN is flagged, it could either mean that the check digit is incorrect OR the UPN is incorrect.
UPN Incorrect Length	Displays pupil records with UPNs having an incorrect number of characters.
UPN Missing	Displays pupil records that are missing UPNs. Pupils from independent schools will very likely not have a UPN in the import file.
DOB Missing	Displays pupils who do not have a recorded date of birth – this can be then be added.
DOB Provisional	Displays pupils who currently may have a provisional date of birth recorded (1st January and 1st September). Of course some pupils will legitimately have those dates of birth.
DOB Suspect	Highlights missing dates of birth, or pupils outside the normal dates of birth for the relevant assessment stage. Occasionally pupils can be taught out of year and therefore the dates reported can be accurate
Illegal Character in Forename	Displays pupil records with non-alphabetic characters in their forename
Illegal Character in Surname	Displays pupil records with non-alphabetic characters in their surname
Anomalies (Mark v Outcome)	Displays pupil records with an incorrect Outcome based upon the Phonics test score. Note that schools do not need to submit the test outcome, that is calculated by the system once the threshold score is announced based on the test score
Y2 Pupils with Y1 Wa Outcomes	Phonics only. Displays pupils with a Wa result for year 1 who also have a result for year 2
5 entries per Pupil	Within the KS2PUPS.dat file each pupil’s results are included on a separate row. This means that a pupil should have 5 entries in this file that relate to their 5 KS2 results (reading, writing TA, GPS, maths and science). This grid should show pupils that were included in the .dat file that did not have 5 rows and so may have missing results within the data
Incorrect total (GPS, Maths, Reading)	Displays pupils with incorrect totals for the relevant area (GPS, Maths, Reading)
K2 Pupils missing K1 Prior Att	Displays KS2 pupils that haven't had their KS1 data matched to data held in Keypas previously, so would be missing progress results. See the KS1 to KS2 Early progress guide for more details
Pupils Who left School Before Test Assessment	Displays pupils who left the school prior to completing the test.
Pupils With future Results	Displays pupils whose results indicate they will take some or all of their tests in a future year

EDITING

Within the tree view you are able to manually amend your imported data. This may be necessary for amending pupil results after possible re-marks or clerical errors, or for amending possible duplicate pupils. You should, however, note that it is the responsibility of the school and head teacher to provide accurate data for submission and that you will want to ensure that any changes made are reflected in the school's MIS system. Ordinarily you should secure a new, corrected, file from the school in most cases where the LA is submitting on behalf of the school. The head teacher is required to sign a declaration stating that the submitted data is accurate, that declaration is meaningless if the LA has amended the data prior to submission and that has not come from the school or at least has been mirrored in the school MIS.

To access the raw data, click on the Imported Data option before selecting Pupils. Within this grid view you are able to edit and customise the view of this data.

You can easily edit data by clicking in a cell within the grid. When clicking a cell the active record will change colour to green, double-click the cell and the cell contents will become highlighted (in blue). You can then begin typing to overwrite data.

If the contents of the cell needs to be a specific value type then, upon clicking the cell, a down-arrow will appear. Click the down arrow to choose an alternative value from the drop-down box (e.g. gender – Male or Female).

Note: It is only possible to assign pupils to another school in the pupil’s grid in Imported Data; it is not possible within the Data Errors grid

Alternatively, by right-clicking a cell within the data grid a list of available options will appear by the mouse-pointer, similar to that seen below.

It is possible for multiple Keypas users to access the same data record within an LA. This can give rise to situations where one person is updating a record whilst another is deleting it or reporting on it. This may cause inconsistencies or loss of data. Assigning responsibilities for specific Assessments or Schools is one way to try to avoid this.