Creating New Yearly Data Records Using Export Data Report and CSV Data Import

New Yearly Data records can be created in bulk by Faculty Accomplishments Administrators by using the Export Data Report and and Data Import feature in Faculty Success. This article serves as a guide on this process of using these tools to create new Yearly Data records in bulk. 

As you read this article, keep in mind that configurations for your Faculty Success instance may vary, and this article is intended to provide a high-level overview of the process.

Prerequisites for Creating New Yearly Data Records

Before initiating the process of creating new Yearly Data records, review your institution's Faculty Success instance configuration. Ensure that the new year value is present in your Academic Year field within the Yearly Data activity screen, where we will be creating new records. Follow the instructions below:

1. Download the Configuration Report from the Home utility. 
2. Access the Configuration Report, navigate to the "Yearly Data" tab of the Excel file, and go to the column with the header "Code." Search for the value "AC_YEAR" and check the corresponding row. View the values by going to the "Options" column for the row. Verify if the value for the new Academic Year has been added. For instance, if you are creating records for the 2025-2026 academic year, this value should appear within this column for the corresponding row with the code "AC_YEAR." If the academic year value 2025-2026 does not exist, request its addition to your Faculty Success instance via a Screen Revision Work Request. Use the following format for the request:

"Please add the academic year value '2025-2026' to the Academic Year field in the Yearly Data activity screen."

Once you have reviewed your configuration for the academic year values or the necessary values have been added, continue reading this article to get started in creating new yearly data records.

Getting Started

We have broken down the process into three parts: Exporting Data, Updating Data, and Importing Data. The details on how to complete each part of the process are outlined in the following sections.

Exporting Data 

Firstly we will begin by exporting yearly data records for the most recent academic year for which you have records. This will serve as a starting point for the new yearly data records. To export the records of the most recent academic year, follow the steps outlined below:

1. Navigate to the Reports utility from your Navigation Bar.
2. Click on the "Create A New Report" button in the upper-right corner of the Reports utility page to open a small window pop-up. From this window, select "Export Data."
3. You will then be prompted to select the report's parameters. From the report's parameters, you can make the following selections: 
   
   
   • Date Range: Based on the logic of report inclusion, you should choose a date range for the report that overlaps with your most recent academic year date range. For instance, if you wish to create new yearly data records for the academic year 2025-2026, you should input a date range that overlaps with the previous academic year. This date range would be September 1, 2024, to August 31, 2025.
     
     
   • Whom to Include: This parameter is where you will select the users for whom you will be creating new yearly data records for. By default, all users with enabled accounts are included. However, you can modify this by clicking on the "Change Selection" hyperlink corresponding to the type of users you want to include. After clicking on the hyperlink, a drawer on the right-hand side will open, allowing you to make your selections. Once you have made your selections, click the "Save" button on the lower right-hand side of the drawer to save your selections. 

     You may also modify if you want to include disabled and/or enabled user accounts by using the drop-down menu for the "Include These Accounts" field. This menu lets you determine whether you want to include disabled and/or enabled user accounts.
     
     

   • Data to Include: This is the report parameter that will determine the type of data we will retrieve from the system. From this report parameter, click on the "Change Selection" hyperlink. This action will open a drawer on the right-hand side, where you will uncheck the "Include All" checkbox. This action will uncheck everything, allowing you to select only the data you want to retrieve, which in this case will be Yearly Data records. You can include this data by expanding the "Common Items" by clicking on the right-facing arrow and then check the checkbox next to "Yearly Data" within Common Items.

     When the checkbox next to "Yearly Data" is checked, it will automatically choose all the fields within the yearly data activity screen. We recommend including all the fields to thoroughly review the information a user had in their previous Yearly Data and make modifications where needed for their new Yearly Data record. However, if your goal is to simply create a new Yearly Data record, include only the essential fields that make up the Primary Key for your Yearly Data screen and assignment fields such as College/School and Department.

     After making your selections for this report parameter, click on the "Save" button in the lower right corner of the right-hand side drawer.
     
     

4. After making your selections, you can run the report by clicking on the "Run Report" button. Once the report has finished running, a CSV file will be automatically downloaded to your computer. This CSV file will be used to create the new yearly data records for your users by following the remaining sections below.

Updating Data

As mentioned in the previous section, "Exporting Data," the CSV file obtained when running the export data report will be used to create new records. In this section, we will use the obtained CSV file to make the necessary updates, particularly updating the academic year to create the new yearly data records.

To update the academic year, navigate to the column with the header "AC_YEAR." This column should contain the academic year for the most recent academic year for which you exported yearly data records in the previous section. Now, proceed to update the values to reflect the new academic year for which you want to create new yearly data records.

For instance, if the current value is "2024-2025" in the AC_YEAR column of your file, and you wish to create new yearly data records for the 2025-2026 academic year, update the values from "2024-2025" to "2025-2026." To change values in bulk, you can highlight the entire column and utilize the 'Find and Replace' feature within Excel to update all values from the current academic year to the new academic year.

Once the academic year is updated for your users to the new academic year, you can then make any necessary revisions for the users. This includes assigning new appointments, ranks, status, tenure, etc., for the new academic year record.

Importing Data

Once you've made the necessary updates to your CSV file for the new yearly data records of your users, the next step is to import this new data into Faculty Success. This process involves creating a Data Import Work Request. Here's a step-by-step guide on how to get started on this work request: 

1. Access Faculty Success using your Faculty Success Administrator account.
2. Navigate to the "Tools" utility of your navigation bar and select "Work Requests" to go to the Work Requests utility page.
3. From Work Requests utility page, select "Data Import" from the "Request Type" drop-down field.
4. You will then follow the Data Import Work Request process outlined in Overview of Importing CSV Data Into Faculty Success. 

After completing the import, you may verify if the new yearly data records were entered correctly by either running another Export Data report for the academic year you created new records for or by managing data (via the Manage Data utility) for any users you created new yearly data records for and navigating to their yearly data activity screen to confirm that the new yearly data record was entered correctly.