Importing Project and Income data from Finance system
Before we begin
Data directory + Schedule
You need to specify a few items for us to configure the scheduled job:
You need to specify where you want Awards Management to source the import file from - the location where the extract from your Finance system will be saved. The file must be named RFS_Project_Details_Import.csv.
NOTE: There can only be one file with the specified name in the location. Meaning, each time a new file is deposited in the folder, the previous version should be removed. It is STRONGLY recommended that these files are archived in order to help resolve any issues that may arise if there are any problems with an import.
How often would you like the job to be scheduled - i.e. how often would you like information from Finance to be updated (e.g. nightly)? If you are also importing expenditure data, you must ensure that this Project and Income data job runs and has time to complete prior to the Expenditure import running.
When you are ready to define the data directory and the schedule, get in touch with us so we can configure the job's settings as required.
Import file format
The import file should be in .csv format , and if you plan to include any special characters in any of the fields the file must be UTF-8 encoded. The file should include the following columns (in any order, but the column headers must be exactly as stated) (and if, for example, you're only providing the Awards Management Project ID as the identifier, you do not need to include the RFS Project GUID column):
Column header | Description | Example data | Required? |
RFS Project ID | The system ID (aka reference) of the project | RFS-10310 | Yes |
RFS Project GUID | The GUID of the project | 2a6cb9ed-06bd-4893-9645-ae8a01016f6b | Yes |
Finance reference | Finance reference (e.g. jobcode) for the project | R45012 | Yes |
Additional finance reference | Additional Finance system identifier for the Project | ABC7124 | |
External link | Field to capture a URL (e.g. direct link to Project in Finance system / BI reporting tool) | ||
Finance status | Field to capture the status of the Project, as held in the Finance system | Closed | |
Total Income To Date | The project income received to date | 17653.00 |
Import notes:
It is expected that the file will only include new data / updates (so we can presume to overwrite any value (where permitted) that may already exist for the entity) (this is to ensure we don't encounter significant performance issues)
Identifier:
Either the Awards Management Project GUID or Awards Management Project ID must be provided
For each Project, the import process will first look for the GUID and if none provided, will use the ID
If both the ID and the GUID are provided and they do not match the same Project, the Project will not be updated
To update an existing value, replace the existing value in the file with the new value
To clear an existing value, replace the existing value with a blank value
If Awards Management is generating your Finance references:
The Finance reference column must be provided in the file, and include and match the RFS generated Finance reference for the Project
The Finance reference cannot be overwritten using this job
If any Project is duplicated in the file (i.e. has more than 1 row), all rows for that Project will fail import and an error will be generated
If Project status = Closed, updates can not be made via this scheduled job (the Project would need to be re-opened and data updated if needed)
How does the import work?
The import will run as per the configured schedule.
Any errors generated during the import process can be investigated as described here.