How to set up the Bromcom MIS integration for uploading Pupils, Staff, and Pre-admissions

ParentPay provides a Bromcom MIS integration for uploading people data into the system, reducing the administration required in keeping the two systems in sync.  Once configured an upload of data can be carried out at any time without the need to produce manual upload files.

This article will explain how to set up and configure the Bromcom MIS integration to enable the direct upload of pupils, staff, and pre-admission pupils.

 


Prerequisites

To use the Bromcom API to import pupil, pre-admission, and staff data into ParentPay the following requirements must be met:

  • Bromcom management information system (MIS) must be used.
  • For Universal Free School Meals (UFSM) to function correctly, all affected year groups must be configured within the Bromcom MIS as follows:
    • Reception = R
    • Year 1= 1
    • Year 2 = 2
    • ...
    • Year 6 = 6 (completing for each year group that is impacted by UFSM)

WARNING Setting these to any other values will result in UFSM pupils being charged for meals.

  • A web service account must also be configured in Bromcom MIS, which will require the following:
    • Username
    • Password
    • MIS OrgID
    • MIS URL

Setting up the Bromcom API

Bromcom provides guidance for configuring the MIS to allow ParentPay to pull specific data directly from their system, once authorised. Please read the linked guidance below to set up this API integration.  

Below the guide are specific instructions on how to set it up specifically for a ParentPay integration.

 



 

  • Step 1-5
      • Navigate as instructed and record username and password from Step 4 (these will be required by ParentPay to configure the ParentPay side of the API).
  • Step 6-7
        • Set Third-Party Account = “ParentPay”
        • Tick the following API Entities before saving
          “CollectionAssociates”
          “CollectionExecutives”
          “CollectionExecutivesRoleTypes”
          “Collections”
          “Emails”
          “EmployeeContacts”
          “Nationalities”
          “People”
          “PersonAddress”
          “PersonCommunications”
          “PersonMedicalConditions”
          “PreAdmissionStudents”
          “School”
          “Staff”
          “StudentContacts”
          “StudentEnrolments”
          “StudentMealPatterns”
          “StudentMeals”
          “Students”
          “SubjectClasses”
          “Timetable”
  • Step 8
          • Not required – skip to Step 9
  • Step 9-10
      • Set Lawful basis for data processing to one of the following
        • Legitimate interest
          • This will enable all pupil and staff records to be shared with ParentPay, or
        • Consent
          • This will require each pupil or staff record to be individually configured for sharing.
            For each record, you will need to enable the Data processing consent has been granted checkbox.
            Screenshot_2022-04-04_at_12.02.38.png

            WARNING Failure to set this switch for any pupil or staff will prohibit them from being available in ParentPay
  • Step 11 – 16
      • Only required if chosen “Consent” in step 10 (above).  Complete all appropriate steps for each person you wish to upload into ParentPay.

How to set up the integration

  1. Create an account for the Bromcom to ParentPay API (as above)
  2. Email ParentPay support
    • To:
      • for new schools, still in setup and waiting to go live, reply to your welcome email
      • for existing schools, migrating to Bromcom from another system, email support@parentpay.com (from an existing ParentPay manager account
    • Subject:
      • Request for Bromcom integration with ParentPay for uploads
    • Content:
      • Please configure our school site to be set up with the Bromcom MIS integration, allowing us to import Pupil/Staff/Preadmission* data into ParentPay.
        (* delete where not applicable. If you have staff or preadmission data on ParentPay you should indicate that a data matching exercise will be necessary)
        Our unique MIS Credentials for the Bromcom web service are:
        • Username = [Enter the username configured for this service]
        • Password = [Enter the password configured for this service]
        • MIS OrgID = [A unique number provided by Bromcom for your school]
        • MIS URL = ‘https://cloudmis.bromcom.com/Nucleus/WebServices/ThirdParty/TPReadOnlyDataService.asmx’
  1. ParentPay support will update the school’s MIS Settings to:
    • MIS system = Bromcom
    • Upload source = Bromcom
    • Upload options = Pupil/Staff/Preadmission (* as appropriate)
    • MIS upload credentials
      • Username = [username provided above]
      • Change password = set to ticked
      • Password = [password provided above]
      • MIS OrgID = [MIS OrgID provided above]
      • MIS URL = [MIS URL provided above]
  2. They will then attempt an initial pupil upload to confirm the systems are integrated successfully.
  3. You will then be notified by reply to your email with
    • Confirmation that the system is working along with the results of the upload, or
    • Notification that the upload has failed and how this might be corrected, where possible (e.g. MIS data, permission, etc.)