001a - Data Conversion Introduction

/tt/file_convert/587e46a81a28ab9f5d8b8759/document.docx

2016-2017

DATA CONVERSION

FILE PREPARATION INSTRUCTIONS - INTRODUCTION

USER PROCEDURES

INTRODUCTIONFor the conversion menu options to display, the site administrator will need to assign the appropriate security resources to the individuals who will be running the conversion programs. The security resources are listed in the Security Resources chapter, page 65, of the Conversion_Toolkit_User Documentation_V51_R1.8

The user would perform these general steps to import data into the eFinancePLUS database tables.

1. Create pipe-delimited conversion file(s). 2. After selecting the desired options, Click “OK” to run the conversion. 3. For the first run of each conversion, select “CANCEL” on the confirmation prompt to cancel

the import. This will generate the conversion summary report without importing the data. 4. Review the conversion summary report to determine if you need to correct your data file or

add records to reference tables. 5. After making corrections, run each conversion until there are no errors and/or warnings

that you need to correct. 6. Once the user has uploaded the conversion file, the user does not need to upload the file

again, unless they have made changes to the conversion file. The user would type the saved file name in the Server File Name if the name is different than the displayed file name and re-run the conversion.

7. Run the conversion one last time selecting “PROCESS” on the confirmation prompt to save records to the database tables.

8. The conversion programs create files working and backup files with named “xxxx.unl” in the log directory. After conversions are complete and data has been verified, the user should to delete these files.

Unless otherwise stated, subsequent re-runs will not replace or update previously loaded records. However, the user can run a conversion multiple times if adding NEW records.

Note: Contact SunGard if you need to delete previously imported records. This work would be billable at the convert technical support hourly rate.

IMPORT FILE REQUIREMENTS The conversion file field delimiter should be: pipe (|). Numeric fields should have no punctuation other than the decimal point or minus sign. Numeric fields should not contain commas, parenthesis (for negative numbers), or dollar

sign. Numeric fields should not contain any alpha characters like ‘None’ or ‘N/A’. Conversion files must not contain any header rows or blank rows. Each row must have an ‘X’ in the appropriate column to mark the end of the record. Data in columns after the “X” will be ignored by the conversion program.


Note that mixed case text in most fields will be converted to upper case. Data fields cannot contain the chosen delimiter. For example, if your file is comma-

delimiter, the data fields cannot contain any commas. It is recommended that the file name contain no spaces. Data fields should not contain a double quote to denote inches or the backwards slash (\).

NOTES ON USING THE EXCEL TEMPLATESUsing one of the MS-Excel spreadsheet templates to create your conversion file may have some unexpected results. These are some procedures and guidelines for working with the spreadsheet templates.

When entering numbers with leading zeros, the user may need to alter the cell format to text. Alternately, the user can type a single quote (‘) before entering the number. For example: enter ‘002. If the cell format is not correct, the leading zeros may not be saved

Save each spreadsheet tab with conversion data as individual “CSV” file. If your source data is based on the templates spreadsheets, delete the header rows and

column A. Eliminate double quotes (") and backward slash (\) from the data before saving as a CSV

file. After saving, view your file with a text editor to remove blank rows at the end of the file. Creating CSV files with a pipe delimiter instead of a comma eliminates the need to remove

commas from the data. To create CSV files with pipe delimiters, the user must change the global system field separator on their workstation. To change the global field separator from a comma to a pipe (\), select: Start, run, control panel, regional settings, formats, additional settings, and select list separator: |.

Additionally, if the user opens and re-saves a comma-delimited file, unexpected results may occur. For example, the leading zeros may be stripped when editing CSV files in excel. If the user needs to correct the conversion data file, the user should correct the original spreadsheet and save as a CSV file rather than correcting the CVS file.

INSTRUCTIONSCtrl Click on the link below to access your data conversion instructions.

001 - Budget Preparation Conversion Instruction

002 - Vendor Conversion File Preparation Instructions

003 - Demographics Conversion Instruction

004 - Data Crosswalk File Preparation Instructions

005 - Payroll YTD File Preparation Instructions

006 - Commodity Code Conversion Instruction


007 - HR Reference Tables Data Conversion Instructions

008 - Deductions Data Conversion Instruction

Conversion_Toolkit_User Documentation_V51_R1.8

TEMPLATESCtrl Click on the link below to access your Excel Template.

BudPrep Conversation Template 51

Comm Code Conversion Template

Deduct Conversion Template 50

Demo Conv Template 50

Hr Reference Tables Conversion Template 51

Sample Demographic Conversation Template

Deduction Conversion Template 50

Payroll YTD Conversion Template_50

Vendor Conversion Template 50


Documents

001a - Data Conversion Introduction