1. Data Conversion and Import
Data Import Process
Child Plus Data Import Details

2. Data Conversion Options
Data can be imported by individual agencies
Data comes from single agency database
Example - Child Plus and HSFIS
Data can be imported for all agencies in single file by the System Administrator
Data comes from state wide database in single file for all agencies
Example - eHEAT

3. Considerations How much data should be imported
This might depend on the vendor, the reporting capability of other software, and agency needs
Import into CSBG or other Module
Detailed data for HS needs to be imported into HS Module
Basic Data can be imported into a CSBG Program

4. Data Conversion Process
Obtain Data File(s) from other database
Adjust Files for Import into Visions
Upload to Test Site
Verify Mapping Complete – If not map remaining data
Process File on Test Site
Repeat process on Production Site

5. eHEAT Data comes in a text file Rename file and upload on Test Site
All agencies’ data in one file
Processed once for everyone
Rename file and upload on Test Site
If OK - Upload same file to Production

6. Child Plus into CSBG Program
Setup program in CSBG
One component with several Activities
Enroll Activity for each Class
Wait List Activity
Accepted Activity
Terminate/Dropped Activity

7. Child Plus Data
Create some specific Agency Created Fields in Child Plus (Veteran, Disabled, etc.) if you want to save and import this information
Setup and Run 3 custom reports from “Live Report” system
Enrollment – Basic HS Information
Family – Income and Address
Member – Individual Demographics

8. Data is in CSV files

9. Import into Access Database
Use Standard Access Database (mdb file) provided by MinnCAP
Clear out Tables
Import Data into Existing Tables
Rename file with your Agency Code, Operation Year, Program, and File Number
Example
099_2012_099HeadStart_001.mdb

11. Choices to make Importing Data
Delimited
Delimiter is Comma
First row contains Headers

12. Repeat for all three files

13. MS Access File Naming Convention
nnn_ yyyy_ProgramName_001
nnn is agency code
yyyy is Operation Year
Program Name is Program Name
001 numbers files consecutively
Separated by Underscore
For agency 099 and Program 099HeadStart_pg
099_2012_099HeadStart_001

14. Import into Test Site

15. Find Access Database and Open

16. Import File

17. Status will change from Uploading to Import Pending to Import Pass

18. Make sure you have the correct Mapping Rule Selected
Click Validation to check if all data is mapped properly

19. To Map Additional Data

20. Program and Activity Mapping

21. Validate Data File

22. Console page to Process File

23. Console Transaction page

24. Repeat on Production Site
If everything looks good on Test Site Repeat the process on Production
Other Data Imports in the works
Peer Place, etc.
Questions