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Data Conversion and Import

Data Conversion and Import. Data Import Process Child Plus Data Import Details. Data Conversion Options. Data can be imported by individual agencies Data comes from single agency database Example - Child Plus and HSFIS

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Data Conversion and Import

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  1. Data Conversion and Import • Data Import Process • Child Plus Data Import Details

  2. Data Conversion Options • Data can be imported by individual agencies • Data comes from single agency database • Example - Child Plus and HSFIS • Data can be imported for all agencies in single file by the System Administrator • Data comes from state wide database in single file for all agencies • Example - eHEAT

  3. Considerations • How much data should be imported • This might depend on the vendor, the reporting capability of other software, and agency needs • Import into CSBG or other Module • Detailed data for HS needs to be imported into HS Module • Basic Data can be imported into a CSBG Program

  4. Data Conversion Process • Obtain Data File(s) from other database • Adjust Files for Import into Visions • Upload to Test Site • Verify Mapping Complete – If not map remaining data • Process File on Test Site • Repeat process on Production Site

  5. eHEAT • Data comes in a text file • All agencies’ data in one file • Processed once for everyone • Rename file and upload on Test Site • If OK - Upload same file to Production

  6. Child Plus into CSBG Program • Setup program in CSBG • One component with several Activities • Enroll Activity for each Class • Wait List Activity • Accepted Activity • Terminate/Dropped Activity

  7. Child Plus Data • Create some specific Agency Created Fields in Child Plus (Veteran, Disabled, etc.) if you want to save and import this information • Setup and Run 3 custom reports from “Live Report” system • Enrollment – Basic HS Information • Family – Income and Address • Member – Individual Demographics

  8. Data is in CSV files

  9. Import into Access Database • Use Standard Access Database (mdb file) provided by MinnCAP • Clear out Tables • Import Data into Existing Tables • Rename file with your Agency Code, Operation Year, Program, and File Number • Example • 099_2012_099HeadStart_001.mdb

  10. Choices to make Importing Data • Delimited • Delimiter is Comma • First row contains Headers

  11. Repeat for all three files

  12. MS Access File Naming Convention • nnn_ yyyy_ProgramName_001 • nnn is agency code • yyyy is Operation Year • Program Name is Program Name • 001 numbers files consecutively • Separated by Underscore • For agency 099 and Program 099HeadStart_pg • 099_2012_099HeadStart_001

  13. Import into Test Site

  14. Find Access Database and Open

  15. Import File

  16. Status will change from Uploading to Import Pending to Import Pass

  17. Make sure you have the correct Mapping Rule Selected • Click Validation to check if all data is mapped properly

  18. To Map Additional Data

  19. Program and Activity Mapping

  20. Validate Data File

  21. Console page to Process File

  22. Console Transaction page

  23. Repeat on Production Site • If everything looks good on Test Site Repeat the process on Production • Other Data Imports in the works • Peer Place, etc. • Questions

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