DC Import Guide. v2016.2

Transcription

1 DC Import Guide v2016.2

2 The information in this document is subject to change without notice and does not represent a commitment on the part of Horizon. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. The purchaser may make one copy of the software for backup purposes. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, without the express written consent and permission of Horizon Software International, LLC, Duluth, GA Contact Technical Support: (800) Contact Instructional Design: documentation@horizonsoftware.com 2016 Horizon Software International All Rights Reserved. Horizon Software International, LLC 2915 Premiere Parkway Suite 300 Duluth, GA

3 Table Of Contents DC Import Guide v Direct Certification (DC) Import Setup Ch. 1 DC Import Overview... 5 DC Import Setup... 7 Create the DC Import Folder... 7 Update the DC Foster File... 7 Create a DC Foster Template... 8 Create a DC Import Template Direct Certification (DC) Import Ch. 2 DC Import Checklist Overview Tasks Verify the Import File Hasn t Changed Stop Communications Back Up the Database Generate the Eligibility Summary Report (Pre-Import) Import the DC File Generate the Eligibility Summary Report (Post-Import) Generate the Student Roster Generate the DC Import Exception Report Restart the Communications Post-Import Cleanup iii

4 iv Horizon Software International

5 CHAPTER 1: DIRECT CERTIFICATION (DC) IMPORT SETUP Topics: Refer to the following topics for more information: DC Import Overview Page 5 DC Import Setup Page 7 DC Import Overview Use the Direct Certification (DC) Import to import your direct-certified students into OneSource. Typically, the students are imported from a state-provided DC file. The DC file contains a list of students eligible to receive free meals through various programs in your state This chapter provides the instructions for setting up your DC import. After the setup, you should only have to perform these tasks if your DC file changes. In most cases, you will only need to rename each month s DC file, as described, with no further editing required. What You Will Need A file layout, or description of the columns A template Similar to your SIS import, the DC import requires a corresponding import template in Horizon's software that matches the content and format of the DC file being provided. In some cases, you will need to create multiple templates to handle the following scenarios, if you need to match on more than two sets of criteria, or import foster child information. Matching criteria You will need to know your matching criteria, for example: First, Last, DOB and/or ID, and or/ State ID, and/or SSN. You can have two sets of matching criteria per template. If you need to match on additional criteria, you will need to create an additional template. You will run the DC import for each template, using the same import file. Figure 1 shows an example of a DC file, as provided by the state. The first row is a header; however, not all DC files contain a header. You need to be familiar with the contents in the file, so that each field is mapped properly. The template must account for every field that is in the DC file. Figure 1: Sample DC File Figure 2 shows an example of a DC template based on Figure 1. The SSN is the primary matching criteria. Last name, First Name, and Date of Birth are selected as Secondary Matching Criteria, the Program type in the DC file is translated to the Student Case in OneSource; and, all fields after the State ID are mapped to the Skip field. Because the Direct Certification (DC) Import Setup DC Import Overview 5

6 template and the file must have the same number of columns, the Skip field in the template accounts for the fields in the file, but also tells OneSource not to import that information. Figure 2: Sample DC Template Making Changes In some instances, you will need to modify the DC file. For example, if your file contains dates in a format that is not accepted in OneSource or if you need to import foster children, you will need to modify the file. WARNING! If you must open the file to obtain the file layout, DO NOT open a.csv file in Microsoft Excel. Any leading zero will be truncated from the data, creating duplicate records. If you must open the file in Excel, first open Excel and then import the file s content as text data. Formatting Dates A common fix for date formats is to open the file in Excel. In Excel, you can use the following formula to reformat dates of YYYYMMDD to MM/DD/YY: =MID(xx,5,2)& / &RIGHT(xx,2)& / &LEFT(xx,4) where xx is the cell containing the date 6 Direct Certification (DC) Import Setup DC Import Overview

7 DC Import Setup Complete the following tasks in the listed order: 1. Create the DC Import Folder... Page 7 2. Update the DC Foster File... Page 7 3. Create a DC Foster Template... Page 8 4. Create a DC Import Template... Page Create the DC Import Folder For future reference, save all the DC import files and related reports in one location. After completing the following steps, move the DC import folder into your rollover folder. 1. Create a DC Import folder in the Horizon folder. 2. Inside the DC Import folder, create a new folder and name it YYYY_Month, or similar. For example, 2016_June. Each month, you will save the reports and original files to the folder as a point of reference. 3. Save the original DC import file to the DC Import folder. Give it a descriptive name such as DC.text. Each month you will rename the file to that descriptive name. This will allow you to just drop in the file and define the file location just once in the import template. 4. Save all DC import related files and reports in the monthly folder following the update. Figure 3: Sample DC Import Folder Structure 2. Update the DC Foster File If you are importing foster child, you will need to update the DC Foster file to include fields for Direct Certification and FAR Eligibility. Later on in the setup process, you will create translations for those fields. WARNING! If you must open the file to obtain the file layout, DO NOT open a.csv file in Microsoft Excel. Any leading zero will be truncated from the data, creating duplicate records. If you must open the file in Excel, first open Excel and then import the file s content as text data. 1. Open the DC Foster file. 2. Add the following columns: Direct Certification - Enter a value in each record to represent DC. FAR Eligibility - Enter a value in each record to represent Free Categorical. 3. Save the file. Direct Certification (DC) Import Setup DC Import Setup 7

8 3. Create a DC Foster Template Optionally, you can use the Schedule Import tab to create a scheduled task that runs the import automatically. Refer to Article 1356 on the Knowledge Base for more information. 1. Go to Front of the House > Point of Service> Imports/Exports > Customer Import Template (400010). Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. 3. Enter a descriptive name in the Import Description field. For example, name the template that identifies the matching criteria that is used, such as DC_SSN_State ID. If you have multiple templates, this will allow you to easily identify which template you are using. To eliminate confusion, delete any DC import templates that you are not currently using. 4. Select the Import Type that matches the DC Foster file. IMPORTANT! If you select the Fixed Width type, you need to specify the Field Length for all line items on the Setup Import Fields tab. 5. Select Update Existing Records Only. Leave the other options unchecked. Figure 4: Customer Import Template - Import Description 8 Direct Certification (DC) Import Setup DC Import Setup

9 Add Fields Screen 1. Click Add Item to add the line items that match your file. Your DC Foster template MUST include the following fields: Direct Certified FAR Eligibility Student Case 2. On the Add Fields screen, select the matching criteria and click OK. IMPORTANT! Your template MUST have the same number of columns that are in your file. The columns must appear in the same order. Figure 5: Add Field(s) Screen To add the following field(s) Last Name, First Name, and Date of Birth On the Students tab Choose Date of Birth First Name Last Name On the FAR Students tab Choose Student Case Student Case Number Social Security Number SSN Student Case Student Case Number Student ID Student ID Student Case Student Case Number Skip Skip Enter the Number of Skip Fields to Add 3. Use the Up and Down arrows to re-arrange the line items to match the EXACT order of the import file. 4. Identify which fields will be used to match records in the DC file to existing students in the OneSource/ KidServe database. Based on your matching criteria, select the checkbox for the line items that are Used for Matching and for Secondary Matching. You may select more than one field for each. The criteria are treated as equal and distinct matches. If your DC file contains State ID, Date Of Birth and Student Name, you may wish to match on the student's State ID and Date of Birth then use the student name to verify that match. In this example you would check State ID and Date of Birth as Used for Matching (first set). Student Last Name and Student First Name would then be checked as Secondary Matching (second set). If you wish to match on more than two sets of criteria, you may create a second import template. Both import templates would be used to import the same DC file, using the different sets of matching criteria to potentially increase the number of matches found. Direct Certification (DC) Import Setup DC Import Setup 9

10 Translations Tab If you need to translate any fields, typically the student case, complete the following steps. If the Student Case is represented in more than 1 column, you will need to concatenate the fields in the spreadsheet. If you need assistance, contact Horizon to schedule a service. 1. Select the Translate Field for the student case field. 2. Click the Translations tab. 3. Select Student Case in the Translation Fields section. 4. Click Add/Update Translations. For your DC Foster template, include translations for the following: Direct Certification: Translate the Direct Certification value from the DC Foster file to Yes. FAR Eligibility: Translate the FAR Eligibility value from the DC Foster file to Free Categorical. 5. For each Imported Value that is in your DC import file, translate the cases to SNAP (Food Stamps), TANF, Foster Student, etc. Figure 6: Translations Tab Text File Settings Tab 1. On the Text File Settings tab, click the Browse button [...] to locate the import file. 2. Select Rename Import File After Import. If you are using two templates, only select this option in the second template that you will use for the monthly import. 3. Optionally, specify the line number you want to begin the import on.if you do no specify the line number, the import will start on line 1. If your file has a header, select 2 to exclude the header data. 10 Direct Certification (DC) Import Setup DC Import Setup

11 Applications Tab Make sure that you DO NOT select the Direct Certified Import option on your DC Foster template. 1. On the Applications tab, select the following options: Exclude Inactive Students from the Import DC Application Threshold (Optional). Best practice At the beginning of the school year, enter the average number of newly added DC students + 10%. Otherwise, enter 10% of the average. 2. Click Save. 3. Click Close. Figure 7: Applications Tab 4. Create a DC Import Template Optionally, you can use the Schedule Import tab to create a scheduled task that runs the import automatically. Refer to Article 1356 on the Knowledge Base for more information. 1. Go to Front of the House > Point of Service> Imports/Exports > Customer Import Template (400010). Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. 3. Enter a descriptive name in the Import Description field. For example, name the template that identifies the matching criteria that is used, such as DC_SSN_State ID. If you have multiple templates, this will allow you to easily identify which template you are using. To eliminate confusion, delete any DC import templates that you are not currently using. 4. Select the Import Type that matches the import file. IMPORTANT! If you select the Fixed Width type, you need to specify the Field Length for all line items on the Setup Import Fields tab. Direct Certification (DC) Import Setup DC Import Setup 11

12 5. Select Update Existing Records Only. Leave other options unchecked. Figure 8: Customer Import Template - Import Description Add Fields Screen 1. Click Add Item to add the line items that match your file. 2. On the Add Fields screen, select the matching criteria and click OK. IMPORTANT! Your template MUST have the same number of columns that are in your file. The columns must appear in the same order. Figure 9: Add Field(s) Screen To add the following field(s) Last Name, First Name, and Date of Birth On the Students tab Choose Date of Birth First Name Last Name On the FAR Students tab Choose Student Case Student Case Number Social Security Number SSN Student Case Student Case Number Student ID Student ID Student Case Student Case Number 12 Direct Certification (DC) Import Setup DC Import Setup

13 To add the following field(s) On the Students tab Choose Skip Skip Enter the Number of Skip Fields to Add On the FAR Students tab Choose 3. Use the Up and Down arrows to re-arrange the line items to match the EXACT order of the import file. 4. Identify which fields will be used to match records in the DC file to existing students in the OneSource/ KidServe database. Based on your matching criteria, select the checkbox for the line items that are Used for Matching and for Secondary Matching. You may select more than one field for each. The criteria are treated as equal and distinct matches. If your DC file contains State ID, Date Of Birth and Student Name, you may wish to match on the student's State ID and Date of Birth then use the student name to verify that match. In this example you would check State ID and Date of Birth as Used for Matching (first set). Student Last Name and Student First Name would then be checked as Secondary Matching (second set). If you wish to match on more than two sets of criteria, you may create a second import template. Both import templates would be used to import the same DC file, using the different sets of matching criteria to potentially increase the number of matches found. Translations Tab If you need to translate any fields, typically the student case, complete the following steps. If the Student Case is represented in more than 1 column, you will need to concatenate the fields in the spreadsheet. If you need assistance, contact Horizon to schedule a service. 1. Select the Translate Field for the student case field. 2. Click the Translations tab. 3. Select Student Case in the Translation Fields section. 4. Click Add/Update Translations. 5. For each Imported Value that is in your DC import file, translate the cases to SNAP (Food Stamps), TANF, Foster Student, etc. Figure 10: Translations Tab Direct Certification (DC) Import Setup DC Import Setup 13

14 Text File Settings Tab 1. On the Text File Settings tab, click the Browse button [...] to locate the import file. 2. Select Rename Import File After Import. If you are using two templates, only select this option in the second template that you will use for the monthly import. 3. Optionally, specify the line number you want to begin the import on.if you do no specify the line number, the import will start on line 1. If your file has a header, select 2 to exclude the header data. Applications Tab 1. On the Applications tab, select the following options: Create New Applications for Students not on File in Free and Reduced. Direct Certified Import Make sure that you select the Direct Certified Import option. If you do not select that option, your applications will not be processed properly. DO Not Reprocess with No Case Change Exclude Inactive Students from the Import DC Application Threshold (Optional). Best practice At the beginning of the school year, enter the average number of newly added DC students + 10%. Otherwise, enter 10% of the average. 2. Click Save. 3. Click Close. Figure 11: Applications Tab 14 Direct Certification (DC) Import Setup DC Import Setup

15 CHAPTER 2: DIRECT CERTIFICATION (DC) IMPORT DC Import Checklist Before the Import 1. Verify the Import File Hasn t Changed... Page Stop Communications... Page Back Up the Database... Page Generate the Eligibility Summary Report (Pre-Import)... Page 17 Import the DC File 5. Import the DC File... Page 18 After the Import 6. Generate the Eligibility Summary Report (Post-Import)... Page Generate the Student Roster... Page Generate the DC Import Exception Report... Page Restart the Communications... Page Post-Import Cleanup... Page 19 Overview This chapter provides the steps that you will perform monthly, or however frequently you receive your DC file. Perform each task in order. IMPORTANT: Do not perform the import on a central office (Netsetup) workstation; DC imports should be performed on the server. Direct Certification (DC) Import DC Import Checklist 15

16 Tasks 1. Verify the Import File Hasn t Changed 1. Open the DC file. WARNING! DO NOT open the.csv file in Microsoft Excel. Any leading zero will be truncated from the data, creating duplicate records. If you must open the file in Excel, first open Excel and then import the file s content as text data. 2. Verify that the file structure has not changed. 3. Rename the file to match the file name you entered on the Text File Settings tab. The Text File Settings (Figure 12) is displayed. Figure 12: Text File Settings 2. Stop Communications Prior to the import, stop communications. The steps used to access services depends on your operating system. 1. On your desktop, go to Start > Run. 2. Type in services.msc. 3. Expand Configuration. Click on Services. 4. Search for Horizon Communications Manager and Horizon Update Manager Service. 5. Click Stop for each service. 6. Minimize the window. 16 Direct Certification (DC) Import Tasks

17 3. Back Up the Database Back up the database prior to importing the DC file. If the DC import fails, you can restore the database, correct the file, and try importing it again. Exact backup processes are unique to the version of SQL that you are using, but the overall process is similar. Before you begin, you must stop the Horizon Communication Manager service. Access the Database 1. Access SQL Server Management Studio. 2. Log on to Microsoft SQL Server as a SQL Administrator. 3. Expand Databases. 4. Right-click the OneSource database. 5. Click Tasks > Back up. The Back Up Database screen is displayed. Complete the Back Up Database screen 1. Select the Database from the Database drop-down list. 2. Select Full from the Backup type list. 3. Is a destination listed in the Destination section of the screen? If YES, click the record, and click Remove. Continue to step 9. If NO, continue to step Click Add. 5. Browse to the folder where the backup file will be saved. 6. Click OK. 7. Click the Options page. 8. Click OK. 9. Click OK. The database backup is created. 10. When the database backup is complete, click OK. 11. Click File > Exit. 12. Save a copy of the database to the DC import \YYYY_Month and give it a descriptive name, such as PreDC.bak. 4. Generate the Eligibility Summary Report (Pre-Import) The Eligibility Summary Report shows you how many DC students you have before you run the import. After you run the import, you will run this report again to see how many students the import added. 1. Go to Reports > Free and Reduced. 2. Run the Eligibility Summary Report (800131). Export the report: 1. Click Preview. 2. Click Export to save the file as a PDF. 3. Enter the File Name. Give it a descriptive name, such as B4Elig. 4. Select PDF for the Save as type. Save it in the import folder (YYYY_Month). 5. Proceed based on your situation below. Direct Certification (DC) Import Tasks 17

18 This is the first import after rollover, and you have started processing applications for the coming school year. There may be a few DC students and that is OK. Continue to the next step. This is the first import after rollover, and you have NOT started processing applications but the total number of Direct Certified is greater than zero. Contact Horizon Customer Service immediately. 5. Import the DC File Now that you have completed all the preparation, you can import the DC file. 1. Go to Front of the House > Point of Service > Imports/Exports > Import Customers. The Import Customers screen displays. Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Select the DC import template you just created/edited. 3. Click Import. The import starts. When it completes, the following message displays. 4. Click Yes. The Customer Import Results report displays. 5. Are there any data errors on the report, such as foreign key constraints, translation errors, etc? If yes, contact Horizon Customer Service. If no, close the report and continue. If you are not sure about the errors, contact Horizon Customer Service. 6. Run the DC import for each template using the same import file. If you have two templates, run the template that renames the file last. 6. Generate the Eligibility Summary Report (Post-Import) IMPORTANT! Validate the data in the report to make sure your import was successful. 1. Go to Reports > Free and Reduced. 2. Run the Eligibility Summary Report (800131) The Eligibility Summary Report shows you how many DC students you have after you run the import. Compare the before and after Eligibility Reports. 3. Click Preview. 4. Click Export to save the file as a PDF. 5. Enter the File Name. Give it a descriptive name, such as AfterElig. 6. Select PDF for the Save as type. Save it in the import folder (YYYY_Month). 18 Direct Certification (DC) Import Tasks

19 7. Generate the Student Roster The Student Roster report lists all of your DC students. Select Today s Date and DC Only as your criteria. 1. Go to Reports > Free and Reduced. 2. Run the Student Roster (800142). 3. Click Preview. 4. Click Export to save the file as a PDF. 5. Enter a descriptive File Name. 6. Select PDF for the Save as type. Save it in the import folder (YYYY_Month). 8. Generate the DC Import Exception Report After each import, run the DC Import Exception Report to identify records in the DC file that were not matched to students in the OneSource/KidServe database. There are no criteria for this report as it always reports the results of the most recent DC import. It is recommended that you first preview and/or save the results electronically rather than printing the report, as some DC files may contain a large number of exceptions. 9. Restart the Communications After the DC import, restart the communications to send the information to sites. The steps used to access services depends on your operating system. 1. On your desktop, go to Start > Run. 2. Type in services.msc. 3. Expand Configuration. Click on Services. 4. Search for Horizon Communications Manager and Horizon Update Manager Service. 5. Click Start for each service. 10. Post-Import Cleanup Copy the original and renamed DC file to the monthly import folder (YYYY_Month). This will provide you with a back and a point of reference for future imports. Direct Certification (DC) Import Tasks 19

20 Notes 20 Direct Certification (DC) Import Tasks

21

22