Download - Data Conversion and Import
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Data Conversion and ImportData Conversion and Import
Data Import ProcessData Import Process
Child Plus Data Import DetailsChild Plus Data Import Details
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Data Conversion OptionsData Conversion Options
Data can be imported by individual Data can be imported by individual agencies agencies – Data comes from single agency databaseData comes from single agency database– Example - Child Plus and HSFISExample - Child Plus and HSFIS
Data can be imported for all agencies in Data can be imported for all agencies in single file by the System Administratorsingle file by the System Administrator– Data comes from state wide database in Data comes from state wide database in
single file for all agenciessingle file for all agencies– Example - eHEATExample - eHEAT
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ConsiderationsConsiderations
How much data should be importedHow much data should be imported– This might depend on the vendor, the reporting This might depend on the vendor, the reporting
capability of other software, and agency needscapability of other software, and agency needs
Import into CSBG or other ModuleImport into CSBG or other Module– Detailed data for HS needs to be imported into HS Detailed data for HS needs to be imported into HS
ModuleModule– Basic Data can be imported into a CSBG ProgramBasic Data can be imported into a CSBG Program
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Data Conversion ProcessData Conversion Process
Obtain Data File(s) from other databaseObtain Data File(s) from other database
Adjust Files for Import into VisionsAdjust Files for Import into Visions
Upload to Test SiteUpload to Test Site
Verify Mapping Complete – If not map remaining Verify Mapping Complete – If not map remaining datadata
Process File on Test SiteProcess File on Test Site
Repeat process on Production SiteRepeat process on Production Site
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eHEATeHEAT
Data comes in a text fileData comes in a text file– All agencies’ data in one file All agencies’ data in one file – Processed once for everyoneProcessed once for everyone
Rename file and upload on Test SiteRename file and upload on Test Site
If OK - Upload same file to ProductionIf OK - Upload same file to Production
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Child Plus into CSBG ProgramChild Plus into CSBG Program
Setup program in CSBGSetup program in CSBG– One component with several ActivitiesOne component with several Activities– Enroll Activity for each ClassEnroll Activity for each Class– Wait List ActivityWait List Activity– Accepted ActivityAccepted Activity– Terminate/Dropped ActivityTerminate/Dropped Activity
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Child Plus DataChild Plus Data
Create some specific Agency Created Create some specific Agency Created Fields in Child Plus Fields in Child Plus (Veteran, Disabled, etc.) if (Veteran, Disabled, etc.) if you want to save and import this informationyou want to save and import this information
Setup and Run 3 custom reports from Setup and Run 3 custom reports from “Live Report” system “Live Report” system – Enrollment – Basic HS InformationEnrollment – Basic HS Information– Family – Income and Address Family – Income and Address – Member – Individual DemographicsMember – Individual Demographics
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Data is in CSV filesData is in CSV files
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Import into Access DatabaseImport into Access Database
Use Standard Access Database (mdb file) Use Standard Access Database (mdb file) provided by MinnCAPprovided by MinnCAP
Clear out TablesClear out Tables
Import Data into Existing TablesImport Data into Existing Tables
Rename file with your Agency Code, Rename file with your Agency Code, Operation Year, Program, and File Operation Year, Program, and File NumberNumber– ExampleExample– 099_2012_099HeadStart_001.mdb099_2012_099HeadStart_001.mdb
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Choices to make Importing DataChoices to make Importing Data
DelimitedDelimited
Delimiter is Delimiter is CommaComma
First row First row contains contains HeadersHeaders
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Repeat for all three filesRepeat for all three files
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MS Access File Naming ConventionMS Access File Naming Convention
nnn_ yyyy_ProgramName_001nnn_ yyyy_ProgramName_001– nnn is agency codennn is agency code– yyyy is Operation Yearyyyy is Operation Year– Program Name is Program NameProgram Name is Program Name– 001 numbers files consecutively001 numbers files consecutively– Separated by UnderscoreSeparated by Underscore
For agency 099 and Program 099HeadStart_pgFor agency 099 and Program 099HeadStart_pg– 099_2012_099HeadStart_001099_2012_099HeadStart_001
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Import into Test SiteImport into Test Site
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Find Access Database and OpenFind Access Database and Open
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Import FileImport File
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Status will change from Status will change from Uploading to Import Pending to Uploading to Import Pending to
Import PassImport Pass
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Make sure you have the correct Mapping Make sure you have the correct Mapping Rule SelectedRule Selected
Click Validation to check if all data is Click Validation to check if all data is mapped properlymapped properly
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To Map Additional DataTo Map Additional Data
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Program and Activity MappingProgram and Activity Mapping
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Validate Data FileValidate Data File
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Console page to Process FileConsole page to Process File
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Console Transaction pageConsole Transaction page
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Repeat on Production SiteRepeat on Production Site
If everything looks good on Test Site If everything looks good on Test Site Repeat the process on ProductionRepeat the process on Production
Other Data Imports in the worksOther Data Imports in the works– Peer Place, etc.Peer Place, etc.
QuestionsQuestions