PA Certification Upload
This option allows the user to upload/import employee certification information using a specified file format.
To access the PA Certification Upload select the following menu path: Main Menu -> Human Resources -> State -> State -> PA Certification Upload.
Report Specific Set-up
There is no report specific set-up for the PA Certification Report.
Generating Reports and Files
The following table describes each of the fields to be entered in the Upload Criteria:
Field Name | Description | |
|---|---|---|
Copy File Name |
| |
Directory | The directory list will contain the user’s report and tape directories. Select the desired location for the uploaded file. | |
Server File Name | This field contains the name of the file to be stored on the application server. A default name is displayed, but can be changed as needed. | |
Field Delimiter | Select the field separator in your import file. The choices are: P=Pipe and C=Comma. The recommended field separator is P=Pipe (|). | |
Use Social Security Number | Check if the file includes the Social Security Number instead of the employee number. |
Once the upload criteria is entered the user will be prompted to select the destination for the error report.
Select the destination and click on 'Ok'. A confirmation message will appear listing the number or error/warnings and whether or the data should be updated. The break down or the errors/warnings is displayed on the main report window behind the confirmation message.
If the user selects 'Yes', the certifications will be updated with the records that did not have errors or were skipped. Records with warnings will be updated. If the user selects 'No', the certifications will not be updated. The error/results report is then generated regardless of whether the user selected 'Yes' or 'No'.
File Layouts and Data Mapping
The file to be uploaded must have the following format:
Field | Description | Type | Length | Required | Database Field Name |
|---|---|---|---|---|---|
Employee Number | Employee number or Social Security number | Integer | 9 | Yes | emp_certificate.empl_no |
Certificate Number | The number issued that identifies the certificate for the employee. If the certificate number is not available it can be set to the employee number. | Character | 16 | Yes | emp_certificate.number |
Certificate Issue Date | The date when the certification was issued in the format MM/DD/YYYY. | Date | 10 | No | emp_certificate.iss_date |
Certificate Expire Date | The date when the certification expires in the format MM/DD/YYYY. | Date | 10 | No | emp_certificate.exp_date |
Certificate Registration Date | The date the certification was registered in the format MM/DD/YYYY. | Date | 10 | No | emp_certificate.reg_date |
Certificate Type | Code for the type of certification the employee has earned, verified against the code in the cert_type table. Must be the code with no description. | Character | 4 | No | emp_certificate.type |
Certificate Area | Code for the area of certification the employee has earned, verified against the code in the cert_area table. Must be the code with no description. | Character | 6 | No | emp_certificate.area |
Certificate Primary | Primary certificate flag: Y or N. Will default to N if left blank. | Character | 1 | No | emp_certificate.primary |
End of Row Marker | “x” | Character | 1 | Yes | Not imported |
File Format Notes:
Each line must contain an "x" in the last column.
Data fields cannot contain commas or double quotes.
The upload file should be pipe (|) or comma delimited.
The file should not contain blank rows.
File names cannot contain spaces.