1. Direct Certification Import File and Template Preparation

2. Direct Certification File Imports
File Preview
File Modifications
Matching Fields and CASE translations
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3. State-Provided Direct Certification File Preview
Each state creates a Direct Certification file in various formats.
These can be a challenge to adopt to standardized import templates.
Let’s take a look a few examples and what modifications are recommended to import them successfully.
But first a caution!
What you’re about to see involves a fair degree of data manipulation. If you’re not comfortable doing this, have one of your techs watch this with you and advise!
State-Provided Direct Certification File Preview
Each state creates a Direct Certification file in various formats.
These can be a challenge to adopt to standardized import templates.
Let’s take a look a few examples and what modifications are recommended to import them successfully.
But first a warning! What you’re about to see involves a fair degree of data manipulation. If you’re not comfortable doing this, have one of your techs watch this with you and advise!

4. Working with Multiple CASE columns
Solana has a single field to identify CASE
(and is translatable from any value, like ‘Yes’ to the appropriate case, like ‘SNAP’).
In this example, from the state of Virginia,
the student’s Case is defined in multiple columns.
Working with Multiple CASE columns
In this example, from the state of Virginia, the student’s Case is defined in multiple columns.
Several states use a variation of this multi-column convention.
Solana has a single field to identify case (and is translatable from any value, like ‘Yes’ to the appropriate case, like ‘SNAP’).
To import the original data from the state we have to combine the data into a single column.
This can be done with embedded IF statements in Excel, by importing the data into Access and querying, etc.
We can then import the single column into the CASE field and translate the incoming values as needed.
To import the original data from the state
we have to combine the data into a single column.
Several states use a variation of this multi-column convention.
This can be done with embedded IF statements in Excel, by importing the data into Access and querying, etc.

5. Working with Multiple CASE columns, Part 2
Solana requires that Medicaid-Reduced be imported separately from all Free designations
Medicaid- Free CAN be imported along w/ Snap, TANF, etc.
Create 2 files, separating Medicaid-Reduced
from the other Case types.
Solana requires that Medicaid-Reduced be imported separately from all Free designations
Medicaid- Free CAN be imported along w/ Snap, TANF, etc.
In the example given in the previous slide, note that Medicaid-Reduced was included w/ Free case types.
Create 2 files, separating Medicaid-Reduced from the other Case types.
In the example given in the previous slide, note that
Medicaid-Reduced was included w/ Free case types.

6. = 10/24/13 Manipulating Dates We must convert 131024 to 10/24/13.
The excel formula
MID(a1,3,2)&”/”&RIGHT(a1,2) &”/”&LEFT(a1,2)
will accomplish this, as will a number of different approaches.
Shown are the BirthDates as provided in Tennessee’s Direct Certification file.
We must convert to 10/24/13.
The excel formula MID(a1,3,2)&”/”&RIGHT(a1,2) &”/”&LEFT(a1,2) will accomplish this as will a number of different approaches. =
Shown are the Birth Dates as provided in
Tennessee’s Direct Certification file.

7. Matching Fields and Template Layout
Each template allows 2 Matches.
On import, these will match on the 1st then the 2nd ,and update the matching records accordingly.
Direct Certification files will include a variety of fields to match on import.
Due to Privacy concerns Social Security # is not imported into Solana so cannot be used to match.
State ID, (local) ID, Last+First+DOB are common.
Matching Fields
Direct Certification files will include a variety of fields to match on import.
State ID, (local) ID, Last+First+DOB are common.
Due to Privacy concerns Social Security # is not imported into Solana so cannot be used to match.
Each template allows 2 Matches. On import, these will match on the 1st then the 2nd ,and update the matching records accordingly.

8. Translating Case, including Medicaid-Free
Recall that all FREE direct certifications, including Medicaid=Free, can import together.
You can then Translate the Case values as needed.
From the previous example, we’ll translate MedFREE to Medicaid.
Use the Direct_Cert_Free map type when creating the template.
Translating Case Medicaid-Free
Recall that all FREE direct certifications, including Medicaid=Free, can import together.
Use the Direct_Cert_Free map type when creating the template.
Once you’ve added the Case field and Saved, the Translations button will appear.
You can then Translate the Case values as needed.
From the previous example, we’ll translate MedFREE to Medicaid.
Once you’ve added the Case field and Saved, the Translations button will appear.

9. Translating Case Medicaid-Reduced
Medicaid-Reduced records must be imported separately.
Create the template using the
Direct_Cert_Reduced map Type.
Using the previous example, we translate MedRED to Medicaid.
Medicaid-Reduced records must be imported separately.
Create the template using the Direct_Cert_Reduced map Type.
Using the converted Virginia file as an example, we translate MedRED to Medicaid.

10. Horizon also offers a Direct Certification Import Service,
In cases where the Direct Certification files require considerable manipulation,
and they’re imported frequently, building a macro can save considerable time and reduce errors.
Horizon also offers a Direct Certification Import Service,
including before and after Eligibility/Case counts for validation and reporting.
Contact for more information.
In cases where the Direct Certification files require considerable manipulation, and they’re imported frequently, building a macro can save considerable time and reduce errors.
Horizon also offers a Direct Certification Import Service, including before and after Eligibility/Case counts for validation and reporting. Contact for more information.

11. Thanks for learning. Please do not hesitate to contact us if you have questions!