Admissions Import Utility Overview
The Admissions Import Utility (IU) is a very effective tool that can
be used to import data into the J1 database from external Sources and
evaluate the information to be imported in order to determine if it already
exists within the Admissions module. The basic steps for importing data
include the following functions:
Data is obtained from an outside source
and placed into a series of holding tables
Criteria is defined
to indicate the columns to use for duplicate checking and/or to import
Incomplete and/or duplicate
data is identified in the holding tables via the Import Utility Check Database process
Duplicate data is reviewed
and decisions are made for each ID Number identified as a duplicate
New data is imported
into the J1 database for use in the Admissions module through the
Upload Data process in the
Import Utility
Troubleshooting the Import Utility
It is significant to remember that the Import Utility cannot be used
for any other purpose (e.g., converting incompatible information) than
the actual import of data from an outside source into your system database.
This situation needs to be remedied in one of two ways:
· Negotiate
with your outside data source to format their data to match your database.
· Because
the imported data may not be an exact match for the columns that exist
in the J1 database, use a script to update your outside source to match
the J1 database rules.
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The imported data uses 01 for male and
02 for female while your J1 Desktop application uses M
for male and F for female. Also, your organization may
use a person's social security number as the ID Number.
Once this information is brought into the Import Utility tables,
it cannot be uploaded into your J1 Desktop application until the
columns are in accordance with each other. Any mapping issues
will have to be dealt with at the database level and prior to
the information being imported into the J1 tables.
If this happens, the parent tables must first be updated before
the data can be imported. The illustrations below will demonstrate
the process that must take place before data can be imported into
the J1 database, which uses 01 and 02 naming conventions
for gender. This data conversion process will most likely be performed
by the systems operator or database administrator within your
organization.
Update IU_BIOGRAPH table
where
gender = 01 (male)
02 (female)
to
gender = M (male)
F (female) |
-->
|
Use the Import Utility's
Upload process to import data into the J1 tables |
-->
|
Successful upload of data
into J1 database:
gender = M (male)
F (female) |
|
Related Topics
Admissions
Import Utility Window
Searching
for Duplicate Information
Import
Utility Profiles