Data Conversion and ImportData Conversion and Import

Data Import ProcessData Import Process

Child Plus Data Import DetailsChild Plus Data Import Details

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

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

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

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

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

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

Data is in CSV filesData is in CSV files

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

Choices to make Importing DataChoices to make Importing Data

DelimitedDelimited

Delimiter is Delimiter is CommaComma

First row First row contains contains HeadersHeaders

Repeat for all three filesRepeat for all three files

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

Import into Test SiteImport into Test Site

Find Access Database and OpenFind Access Database and Open

Import FileImport File

Status will change from Status will change from Uploading to Import Pending to Uploading to Import Pending to

Import PassImport Pass

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

To Map Additional DataTo Map Additional Data

Program and Activity MappingProgram and Activity Mapping

Validate Data FileValidate Data File

Console page to Process FileConsole page to Process File

Console Transaction pageConsole Transaction page

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