Import training needs

Import training needs

Open the menu Settings > Data import

File format

1. Select the file format for this import: CSV file, Syfadis format, Training needs. The import format is a CSV file -therefore in text format. The encoding is ANSI by default, but it can be changed.

2. Choose a separator for columns that can contain several values, by default this is the " | " character.

3. Choose the column separator character (usually a "," or "; ").

4. Check or uncheck the 2 options checkboxes:

   • Import the first line of the file (which sometimes can be the labels of the columns).

   • With preview of the result. This allows you to view the import prior to the actual import.

5. Options of responsibility of the operations. Check the boxes to enable import insertions (or creations) or updates for this import.

File contents

The columns taken into account in the file to be imported are defined in a configuration parameter on the configuration page, node Data import > Training plan.

This setting is Column order for CSV file, Syfadis format, training needs and has the default value:

ExternalId;PrimaryDomain.GroupView.ExternalId;StrategicObjective.StrategicObjective.Domain_ExternalId;StrategicObjective.StrategicObjective.ExternalId;StrategicObjective.StrategicObjective.Name;NamedNeed;Users.User.ExternalId;UserCount;UserCategory;UserGrade;Structures.Structure.ExternalId;Projects.Project.ExternalId;TeamManager_ExternalId;Establishments.Establishment.ExternalId;TrainingIdentifiedNeed;Training.Training.ExternalId;Name;Theme.TrainingTheme.ExternalId;Theme.TrainingTheme.Name;PriceByUser;Duration.Scale;Duration.Length;TrainingNeedCategory;TrainingProvider;CourseLocation;Priority;CreatedOn;Demander_ExternalId;StartedTrainingOn;Description;Type;Qualification;Recommendation;ArbitrationState;ArbitrationDescription;TrainingRequestType;OrganisationModality;Quarter;OptionalField1;OptionalField2;OptionalField3;OptionalField4;OptionalField5;OptionalEnumField1;OptionalEnumField2;OptionalEnumField3;OptionalEnumField4;OptionalEnumField5;Jobs.Job.ExternalId;ContractType;ProvisionalPlan.ProvisionalPlan.External

• The order of the columns is important for the import mechanism!

• A sample file is provided in addition to the directory of this documentation.

Through this import, here are the entities that can be created or updated:

• Training Need

• Strategic focus

• Theme

Import rules

• Plan with a financial year-end date that has not passed

• For a nominative need = 1 line per user

Conditions for row rejection – Importing a Requirement: A warning message in the rejection file

• No indication of a plan for a requirement

• Provisional plan with the financial year exceeded (end date)

• N provisional plans with the same import code

• In the case of an import with a strategic axis, the one must be known to the plan: a warning message in the rejection file otherwise

Here is a description of the columns provided in the standard import file:

Additional column information

• Estimated duration: If the duration is to be provided, you must fill in the 2 columns concerned, Duration.Scale + Duration.Length.

• Theme: If the identifier defined in the file does not correspond to an existing theme in the application, the theme will be created, of course, in this case, you must fill in the name of the theme, otherwise the theme will not be created. If the identifier defined in the file corresponds to an existing theme in the application and the name entered is not the same, the theme will be updated with the new name entered.

• Area of management: By default, a training need is positioned in the root domain – no location per domain.

However, it is possible to partition them by domain via a configuration setting to be activated. As a result, the following table informs the area taken into account for a need during the processing:

• Configuration Setting: Locate Training Needs by Domain

Import code

Functioning set up for the management of the import code during a manual management of a training need later in the application:

• For a non-nominative need AND 5 employees: no change = import code kept.

• For a nominative need AND 1 user only: no change = import code kept.

• For a nominative need AND 3 identified users: import code emptied due to the breakdown of the need into 3 nominative needs after registration.

• For a requirement, during a " Save and copy " duplication: import code emptied for the new requirement created.

Requirement costs

When importing requirements, it is possible for a particular context to manage costs for a management of the forecast on the budget side.

Indeed, for a need referencing a training course (catalogue type), in the case of costs already existing on the training, these costs will be put on the basis in order to facilitate the entry and thus quickly have an overview of the total cost.

How it works when importing needs:

• Operation for a catalogue need.

• Works only in the case of the enabled option: " Enable costs by cost type on training needs".

• In the case of existing costs on a need: no change, the costs of the training not reduced to the need.

• In the case of no cost on the need: the costs of the training go down.

Rules on costs fallback

• For an individual cost attached to the training, on the need side = a cost taking into account for the individual price of the cost, as well as the nature of the cost and the wording.

• For a collective cost attached to the training, on the need side = a cost taking into account the nature of the cost, the wording, and for the price a system proposes a price that is closest to reality:

• Price = the price of the cost / capacity of the training (if the information is known).

• Price = the price of the cost / parameter (in the event that the capacity is not indicated on the training sheet).

• Configuration parameter: "Default capacity of a training course for the calculation of the costs of a training need".

• Application Management

• Default = 10

Settings

The license

License key: Module.Finance

Privileges

Configuration settings

Downloadable example of a standard training needs CSV import file