The Project Upload Utility uses Microsoft Excel to mass upload project information into the Internal Project Portal. By utilizing an Excel spreadsheet, the administrator can easily mass create, update, delete, or move information on projects, project findings & linkages, and project testing detail. The Project Upload Utility allows you to perform the following actions:
Create: Create a new project,finding, or project test.
Update: Selectively update projects, project tests, and findings attributes and linkages between findings.
Delete: Selectively remove an existingproject,finding, or project test from the Governance Portal.
Move: Move anproject test between different locations.
The administrator will download the Project Upload Utility spreadsheet to their hard drive, populate the spreadsheet with the relevantinformation, and then upload the spreadsheet back into the Governance Portal.
The Project Upload Utility link is not present in the ribbon by default. You can add the Project Upload link to the ribbon under Project/Project Plan/Project Upload. For more information on adding links to the ribbon, see Ribbon Management.
Select the Project checkbox if you wish to perform functions on an project (Create, Update, or Delete) and select from the drop-down whether or not or you want to include the existing project information in the spreadsheet.
Note: If you choose to download without data, the Project tab will appear, but with no existing project information. You can only add new projects and will not be able to update or delete existing project information.
Select the Project Testing Detail checkbox of you want to perform functions on an project test (Create, Update, Delete or
Move).
Select the Finding checkbox if you want to perform functions on an project finding (Create, Update, or Delete) or link.
Select the Project Scope checkbox if you wish to scope entities to multiple object via mass upload.
Select all four checkboxes to perform all tasks and view all possible worksheets. The number of worksheets depend upon the checkboxes you select.
Click the Clickhere to download spreadsheet template link.
Click Open to view the spreadsheet without saving it to your hard drive or click Save to save the spreadsheet to your hard drive.
The available tabs on the Project Content Utility spreadsheet are dependent upon the checkboxes you selected before downloading. If you select the Project checkbox, the Project tab will be included. If you selected the Findings checkbox, the Project Findings and Finding Links tabs will be included. If you selected the Project Testing Detail checkbox, the Project Test tab will be included. If you select the Project Scope checkbox, the Project Scope checkbox is included. Selecting the Hours Assignment checkbox will include the Hour Assignment worksheet, allowing you to assign allocated hours to a user per project. Selecting all five checkboxes will include all of the aforementioned tabs. The first worksheet, Tab & Field Descriptions, is always included and provides detailed information regarding field names, maximum character lengths, required fields and any additional notes for each field on each tab within the utility. The remaining worksheets permit specific actions (create, update, delete, or move) to facilitate the creation or maintenance of projects, findings, finding linkages and/or project tests.
Each worksheet within the utility includes two required and optional fields. The Action Field and the Entity Id are required for all worksheets. The action field identifies the process that will be taken on the data (e.g. create, update, move or delete). The Entity Id is a system assigned number. To locate this number, execute the Org Unit and Processes search available through the RCM Content Utility Searches sub tab.
All fields within each worksheet are color coded to assist users in completing the utility.
Red - Required fields
Orange - Optional fields
Gray - For user information only - not read by the application
Hidden Worksheets - The spreadsheet may certain hidden worksheets which must NOT be tampered with. Any modification in these may result in a processing error and an unsuccessful upload.
Renaming Worksheets - You may rename the spreadsheet while downloading it your desktop. But you must NOT rename any worksheet within the spreadsheet.
Duplicates - The first step in the data conversion process is the removal of unnecessary duplicate values. Occasionally, records can be double entered or values can be repeated (due to human error, different abbreviations, etc.). Duplicates should be identified by sorting through the data and then carefully removed.
Accuracy - In systems that have been in operation for several years, data can often become corrupted or inaccurate over time. By scanning carefully through the data, it is possible that all of the records are valid and current. If there is data present that is no longer needed, remove it from the system. If there is data present that is inaccurate or not current, update it accordingly. Only current and accurate data should be uploaded into the new system.
Spelling - Spell-checking is a simple step that is often overlooked. If possible, run an automated spell-checker on the data to identify and correct spelling mistakes. If the data cannot be spell-checked in the host system, spell-check it once it has been extracted, using Excel or similar.
Spacing - In addition to spelling and accuracy, spaces in words or values are interpreted like any other character in the system. Therefore, it is especially important to remove additional or erroneous spaces from data. For example, a frequency value of “Weekly” is seen as something completely different and distinct from “Weekly ” (with the trailing space at the end), even though they may look similar. Spaces are often hard to spot, and generate duplicate values that could be overlooked. When data is uploaded, the system (actually SQL) automatically cleans trailing spaces and double spaces between words. This can be problematic when attempting to link data through the utility. The reason? When the data is uploaded, the erroneous spaces are removed, but they still may exist within the Excel spreadsheet when attempting to link two data objects together. Thus, when attempting to create the linkage, the system is unable to recognize the values to be linked since there is no longer a corresponding name in the system. BEFORE uploading data, all trailing and double spaces should be cleaned from the Excel spreadsheets by using the TRIM function.
Special Characters - In a similar way to spacing, special characters can also affect the uniqueness of values, and therefore need to be used consistently. For example, “ACME & Co” is different from “ACME and Co”. Additionally, the placement of special characters in a value can cause issues. Be careful to check the placement and consistent usage of dashes “-”, colons “:”, periods “.”, etc.
Open the Project Upload Utility spreadsheet you downloaded in the previous step.
Select the Project worksheet:
To update a record, select Update from the corresponding Action drop-down list and enter the information to be modified in the relevant columns/fields.
To delete a record, select Delete from the corresponding Action drop-down list and enter the required information in the relevant columns/fields for the finding you are deleting.
Note: The Update and Delete operations can only be performed if you have selected the With Data option while downloading the Project spreadsheet. open the spreadsheet with data.
To create a new record, scroll to a blank row in the worksheet and select Create from the drop-down list and enter the required information in the relevant columns/fields for the finding you are creating.
Note: The Create operation can be performed if you select to download the Project spreadsheet either with data or without data.
Open the Project Upload Utility spreadsheet you downloaded in the previous step.
Select the Project Finding worksheet:
To update a record, select Update from the corresponding Action drop-down list and enter the information to be modified in the relevant columns/fields.
Note: You may need to update a column/field either manually or by selecting a value from the drop-down list, depending on how field was configured in the Governance Portal. Required fields are marked in Red.
To delete a record, select Delete from the corresponding Action drop-down list and enter the required information in the relevant columns/fields for the finding you are deleting.
To create a new record, scroll to a blank row in the worksheet and select Create from the drop-down list and enter the required information in the relevant columns/fields for the finding you are creating.
Open the Project Upload Utility spreadsheet you downloaded in the previous step.
Select the Finding Links worksheet.
To create a new record, scroll to a blank row in the worksheet and select Create from the Action drop-down list and enter the required information in the relevant columns/fields for the finding link you are creating.
To delete a record, select Delete from the Action drop-down list.
The Project Upload Utility link is not present in the ribbon by default. You can add the Project Upload link to the ribbon under Project/Project Plan/Project Upload. For more information on adding links to the ribbon, see Ribbon Management.
Select the Project checkbox if you wish to perform functions on an project (Create, Update, or Delete) and select from the drop-down whether or not or you want to include the existing project information in the spreadsheet.
Note: If you choose to download without data, the Project tab will appear, but with no existing project information. You can only add new projects and will not be able to update or delete existing project information.
Select the Project Testing Detail checkbox of you want to perform functions on an project test (Create, Update, Delete or
Move).
Select the Finding checkbox if you want to perform functions on an project finding (Create, Update, or Delete) or link.
Select the Project Scope checkbox if you wish to scope entities to multiple object via mass upload.
Select all four checkboxes to perform all tasks and view all possible worksheets. The number of worksheets depend upon the checkboxes you select.
Click the Clickhere to download spreadsheet template link.
Click Open to view the spreadsheet without saving it to your hard drive or click Save to save the spreadsheet to your hard drive.
Select the Project Test worksheet:
To create a new record, scroll to a blank row in the worksheet and select Create from the Action drop-down list and enter the required information in the relevant columns/fields for the project test you are creating.
To update a record, select Update from the Action drop-down list enter the information to be modified in the relevant columns/fields and enter the required information in the relevant columns/fields for the project test you are updating.
To delete a record, select Delete from the Action drop-down list.
To move a record to a different location, select Move from the Action drop-down list and update the required information in the relevant columns/fields for the project test you are moving.
The Project Upload Utility link is not present in the ribbon by default. You can add the Project Upload link to the ribbon under Project/Project Plan/Project Upload. For more information on adding links to the ribbon, see Ribbon Management.
Select the Project Scope checkbox
.
Click the Clickhere to download spreadsheet template link.
Click Open to view the spreadsheet without saving it to your hard drive or click Save to save the spreadsheet to your hard drive. The Project Scoping worksheet will be displayed.
Action: This is a required field. Select Link from the drop down to Scope and UnLink to unlink the entity from a project.
Audit Name: This is an optional field. Type the name of the project that you wish to link to an entity.
Audit ID: This is a required field. Type the project ID that you wish to link to an entity.
Entity ID: This is a required field. Type the ID of the Entity which needs to be linked to project.
EntityTypeID: This is a required field. Type the Entity Type ID of the entity which needs to be linked to the project. Type 0 for Org, 1 for Process, and 541 to 545 for CustomEntity01 to CustomEntity05 respectively.
Entity Name: This is an optional field. Type the name of the entity to be scoped.
The Project Upload Utility link is not present in the ribbon by default. You can add the Project Upload link to the ribbon under Project/Project Plan/Project Upload. For more information on adding links to the ribbon, see Ribbon Management.
Click Browse in the Upload and Process Project Upload Spreadsheet section.
Locate the modified Project Upload Utility spreadsheet on your hard disk.
Click Process Spreadsheet. All records successfully uploaded will be listed in the processing log. Any errors will be displayed in the exception log.
If an error occurs, update the Project Upload Utility spreadsheet based on the exception log and process the spreadsheet again.
Note: Scoping entities to multiple projects will depend upon the Project Settings by the Administrator.
The Project Upload Utility link is not present in the ribbon by default. You can add the Project Upload link to the ribbon under Project/Project Plan/Project Upload. For more information on adding links to the ribbon, see Ribbon Management.
Select the Hours Assignment checkbox.
Click the Clickhere to download spreadsheet template link.
Click Open to view the spreadsheet without saving it to your hard drive or click Save to save the spreadsheet to your hard drive. The Hour Assignment worksheet will be displayed.
Action: This is a required field and defines the action which will be taken while processing the spreadsheet. Select Update to update the spreadsheet while processing.
Project Name: This is an optional field and contains the name of the project with which the team members are to be assigned.
Project ID: This is a required field. Populate this field with the project ID of the project. The project ID can be obtained from the project core search results.
User Email: Enter the email address of the team member.
Allocated Hours: Enter the number of hours you want to assign to a team member for a project.
The Project Upload Utility link is not present in the ribbon by default. You can add the Project Upload link to the ribbon under Project/Project Plan/Project Upload. For more information on adding links to the ribbon, see Ribbon Management.
Click Browse in the Upload and Process Project Upload Spreadsheet section.
Locate the modified Project Upload Utility spreadsheet on your hard disk.
Click Process Spreadsheet. All records successfully uploaded will be listed in the processing log. Any errors will be displayed in the exception log.
If an error occurs, update the Project Upload Utility spreadsheet based on the exception log and process the spreadsheet again.
Download the Project Utility Spreadsheet
