Create New Yearly Data Records Using Export Data and Data Import Utility

Faculty Success provides the option to administrators to create new Yearly Data records for their users by using the Export Data function and the Instant Data Import tool via the Work Request utility. This process facilitates the necessary updating of Yearly Data information for all users, while providing flexibility to make any changes in the data for any users with new appointments or ranks.

* Your Yearly Data screen must contain the next year's Academic Year value. If this value does not exist, please request this value be added to your Academic Year drop down list via a work request prior to attempting to create new Yearly Data records.

* Configurations differ across all institutions, this article provides a high level overview of the process.

Exporting the Current Yearly Data Records

The first step of the process is downloading the current Yearly Data records out of the system by using the Export Data self-service report. Click on the Reports utility in the top Navigation bar and then click on "Create a New Report."

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Then select "Export Data."

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In the report parameters, the first item you need to change is the Date Range. Based on report inclusion logic, you want to select a date range which overlaps with your academic year date range. In this example, the intent is to create new Yearly Data records for 2020-2021. Therefore, we will select the prior academic year as our date range, September 1, 2019 - August 31, 2020.

* Note: The date range of September 1 - August 31 is the system default and recommendation for the approximation of an academic year. Most institutions use this range, but highly customized systems may have a unique value.

For "Whom to Include," you will be creating new Yearly Data record for all Enabled users.

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The "Data to Include" is one of the most important parameters when getting the data out of the system. Click on Change Selection, and then uncheck the "Include All" checkbox. By unchecking the "Include All", you are also excluding any metadata from the CSV output (As seen by expanding the System Details section).

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Then expand the 'Common Items' section, followed by expanding the Yearly Data section. This will show you all the fields that the Yearly Data screen contains, essentially allowing you to select which fields you will have in the newly created records.

Keep in mind that the bare minimum of fields selected will depend on what your Primary Key is for this screen. You can find this in your Configuration Report. In this example we will want the new Yearly Data records to contain data for all the existing fields.

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* Be aware that there may be fields on the Yearly Data screen that are restricted to specific units that require additional steps in the process. If you have questions on your configuration, please reach out to your Client Success Manager.

 

Once you have selected the fields you want in the new records, click on "Save," and click on "Run Report" in the upper right corner to generate the CSV.

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Updating the Data in the CSV

The first thing you will need to update in the CSV output you generated from the Export Data report is the Academic Year; this information is located in AC_YEAR column. Highlight the entire column and 'Find and Replace' within Excel to change all the values from the current Academic Year to the next Academic Year as the first update of the file. In our example, we are replacing '2019-2020' with '2020-2021'.

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The remaining revisions will depend on what changes faculty have had from last year (appointment, rank, status, tenure, etc).

 

Creating the New Yearly Data Records

After you have made the updates to the data, you will need to import this data into the system via a Data Import. Click on "Tools" in the Navigation bar and then select "Work Requests." In the request type, select Data Import.

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From here, follow the regular Data Import Work Request process as outlined in the linked article. You will be selecting to "Update existing records wherever a match exists. It a match is not found, create a new record for the row in the file." Once you have imported the records you can verify the data either by running another Export Data report, or by Managing Data for any users with a new Yearly Data record.

 

 

 

 

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