11. HARMS How To: CSV Import

Transcription

1 and Rsk System 11. How To: CSV Import Preparng the spreadsheet for CSV Import Refer to the spreadsheet template to ad algnng spreadsheet columns wth Data Felds. The spreadsheet s shown n the Appendx, an edtable verson can also be found n: 12. How To: CSV Import Spreadsheet Template (and onlne at The spreadsheet s colour-coded n lne wth the Data Entty Record Types, n the order shown below: Groups s Rsk s Actons Causes Lnked Documents (of type URL Lnk only) Custom Data Please note that the Data Entty Record Type Causes s only applcable to non-fre hazards. The columns of the mandatory felds are shown n bold; n order to mport any nformaton from a Data Entty Record Type all mandatory felds must be populated for that Type. Please note that the felds Manager and Manager User Group must both be ncluded n the mport, however wll only use one so the non-requred feld should be left blank. The Group Code and Group Ttle felds must be completed for all s wthn that Group. Smlarly, for all nformaton recorded aganst a hazard the Number feld must be populated. Where there are a number of HMAs, Causes, Consequences, Rsk s, Document Lnks, etc etc, all should be recorded on ndvdual rows aganst the Number. The Acton Number must be ndependent for each HMA that s to be mported aganst the hazard. To successfully mport nformaton the spreadsheet detals the followng requrements: Character lmts (wth ndcaton); Exstng User references; Page 1 of 12

2 and Rsk System Date/ Feld format; Probablty format; Document Lnk format (URL). When the spreadsheet has been completed as above, Save as type CSV (Comma delmted) fle. Importng CSV (Comma delmted) fles nto s can be mported n two ways for both non-fre and Fre hazards, f the Group Code and Group Ttle felds are populated on the spreadsheet, hazards can be drectly mported nto the Project by ether rght-clckng on the Project Ttle and selectng the Import CSV Data opton, or selectng the CSV logo n the top rght hand corner of the Project screen, as shown n Fgure 1. Fgure 1 - CSV Import nto Project If the Group felds have not been populated t s not possble to mport the data at the Project level, n ths nstance hazards should be mported nto a pre-exstng Project Group. Page 2 of 12

3 and Rsk System For Fre s t s not possble to mport drectly aganst a Compartment; f not already present, a Compartment Group should be created. Frstly ether rght-clck on the Project Ttle and select the Add Group opton, or select the Folder logo n the top rght hand corner of the Project screen, as shown n Fgure 2. Fgure 2 - Step 1 - Add a new Group The Group Type should then be set to Compartment Group as shown n Fgure 3. Fgure 3 - Step 2 - Add a Compartment Group Page 3 of 12

4 and Rsk System s can then be mported nto the Group by ether rght-clckng on the Group Ttle and selectng the Import CSV Data opton, or selectng the CSV logo n the top rght hand corner of the Project screen, as shown n Fgure 4. Fgure 4 - CSV Import nto Group Whchever way the Import CSV Data functon s selected the screen n Fgure 5 wll appear. If you have not mported hazards prevously the Select Feld Mappng tab wll only have the opton of <New Feld Mappngs>. Browse for the prevously formatted CSV fle and select the tab to Upload CSV Fle. Fgure 5 - Browse for fle Page 4 of 12

5 and Rsk System The screen n Fgure 6 wll then appear. Frstly add a Feld Mappng Name. Secondly select/ de-select the tck box under the Data Entty Record Types accordng to the data that you ntend to mport, please note that the only dfference between ths screen when mportng Fre hazards s the absence of the Causes tck box. Fgure 6 Step 1 - Feld Mappng Page 5 of 12

6 and Rsk System Import Felds and Felds can be mapped by selectng the tck box on the two felds and then clckng on Select, as shown n Fgure 7. A prompt s provded to ensure that all mandatory felds (shown n bold) have been mapped. Please note that the feld mappng s saved under the Feld Mappng Name so f completed successfully the mappng only needs to be completed once. Please note that f the felds are mapped and a Data Entty Record Type tck box s then de-selected the mappng assocated wth that Data Entty Record Type wll be lost. An automatc prompt wll warn of ths. Fgure 7 - Step 2 - Feld Mappng Page 6 of 12

7 and Rsk System Once felds are mapped select the Save Feld Mappng & Valdate CSV Fle tab to valdate the CSV fle, ths performs a check to ensure that all mandatory felds are populated, character lmts have been met, and the nformaton s correctly formatted. If there are errors the functon lsts them aganst the approprate row n the CSV fle, as represented by Fgure 8. These should then be amended and the fle should be uploaded agan. Dependng on the number and type of errors ths may requre a number of teratons. Fgure 8 - Valdaton errors screen When the spreadsheet has been successfully valdated the followng screen wll appear and the data can be mported by selectng Import Data n the bottom rght hand corner. Fgure 9 - Valdaton successful screen Page 7 of 12

8 and Rsk System The hazards wll now be recorded n ether already sorted nto Groups or n a sngle Group ready for sortng. It s recommended that when sortng hazards the Cut opton (as shown n Fgure 10) s used so as to avod any unnecessary duplcaton of hazards, f the Cut opton does not appear wll need to be refreshed usng the F5 key on your keyboard. Fgure 10 - Sortng of hazards Page 8 of 12

9 and Rsk System Appendx Group Code Group Ttle Number Generc Ttle Event / Detal Generc Type Status Owner Edtor Manager Manager Group Intal Date Intal Revew Occason Current Date Next Revew Date ALARP Statement Endorsed By 01 [Lmted to 1 [Lmted to 100 [Lmted to [Exstng User] [Exstng User] [Exstng User] (f not requred leave blank) [Exstng User Group] (f not requred leave blank) [DD/MM/YYYY] [DD/MM/YYYY] [DD/MM/YYYY] 01 [Lmted to 1 01 [Lmted to 2 [Lmted to 100 [Lmted to [Exstng User] [Exstng User] [Exstng User] (f not requred leave blank) [Exstng User Group] (f not requred leave blank) [DD/MM/YYYY] [DD/MM/YYYY] [DD/MM/YYYY] 01 [Lmted to 2 01 [Lmted to 2 01 [Lmted to 2 Page 9 of 12

10 and Rsk System Consequence Type Intal Severty Intal Probablty Current Severty Current Probablty Post Severty Post Probablty Comment [Pck Lst, Decmal Values, Percentages format only] [Pck Lst, Decmal Values, Percentages format only] [Pck Lst, Decmal Values, Percentages format only] [Pck Lst, Decmal Values, Percentages format only] [Pck Lst, Decmal Values, Percentages format only] [Pck Lst, Decmal Values, Percentages format only] Page 10 of 12

11 and Rsk System Generc HMA Type Acton Number Generc HMA Ttle Acton Descrpton Acton Manager Acton Status Acton Progress Acton Latest Decson /Start Date Acton Next Revew Date 1 [Exstng User] [DD/MM/YYYY] [DD/MM/YYYY] 2 [Exstng User] [DD/MM/YYYY] [DD/MM/YYYY] 1 [Exstng User] [DD/MM/YYYY] [DD/MM/YYYY] 2 [Exstng User] [DD/MM/YYYY] [DD/MM/YYYY] 3 [Exstng User] [DD/MM/YYYY] [DD/MM/YYYY] 4 [Exstng User] [DD/MM/YYYY] [DD/MM/YYYY] Page 11 of 12

12 and Rsk System Cause Document Lnk URL Document Lnk Reference Code Custom Feld Abbrevaton Custom Feld Custom Data Descrpton [URL Document Lnk only] [URL Document Lnk only] [URL Document Lnk only] [URL Document Lnk only] 255 If the descrpton s very large, move the and all assocated nformaton to the top of ths column. Ths wll ensure that the mport program sets the character length to large and correctly mports all hazard nformaton for all hazards. Check that the format s consstent for all rows n ths feld. Numercal formats wll not be recorded f the ntal felds are populated wth date format. Page 12 of 12