Helpful Hints

Remember that the processor who runs your data file through any add process will be the
person who shows in any processes where an operator name appears. While these are currently
OEM SDD employees, consider them extensions of your staff for this purpose.
The processes are essentially automating the information that a data entry person would
otherwise manually key in. Thus, the data required in the file format is what the user would see
when data entering into the page, and is not necessarily the same as what you would expect
when running an IUIE extract file or report.
PeopleSoft navigation is included on the file layout information tab so you can look at the page in
case you have questions.
Carefully read the instructions, field formatting hints and information on the information tab of
each file layout spreadsheet. Critical information is included. For example, the institution is
required on all 3C add files. However, it is NOT the institution code, it is the actual
description associated with that code. (Use Bloomington, not IUBLA; use IUPUC, not IUCOA;
use IUPUI, not IUINA; etc.) Incorrect coding on the file layout will cause your data file to fail to
load.
As new file layouts become available, or existing layouts are revised, you will receive an e-mail
notification.
We recommend that you use the file layouts from the Data File Templates folder each time you
create a new data file. While we will try to provide advance notice if the actual layout itself is
going to change, that may not always be possible. We will be keeping the layouts in the folder up
to date in the event of patches, updates or fixes that are moved into SIS production, or changes
in the scripts based on new modules or business practices going in to production. (Revision
dates will show on the file layouts). If you save and work from local copies of the file layout you
risk submitting incorrect or invalid information.
NOTE to offices that create file layouts from PDQs or local systems We try to give everyone
advance notice of changes coming as we learn about them.
Because of the multi-institution, centralized process we are implementing for the batch loads,
Communication Add files do not use speed keys. Be prepared to insert into the file layout all the
data that a speed key would otherwise have defaulted in.
Dates that default but can be edited online are required to be included in the file layouts. Leaving
a date field blank that is marked required will cause the file to fail. Use the submit date if you
are not otherwise concerned about pre- or post-dating an entry.
Text fields (Comment comments, Communication comments or Checklist comments, etc) can
include a maximum of 1,024 characters. This is an excel limitation; it does not apply to
comments entered manually online.
Text fields should not include any commas or hard returns.
Remember to format columns that include leading zeros as Text so they are not lost.
If a field should be empty, DO NOT put a space. A space is a character, not a null value, and will
negatively impact some processes as well as your reporting. Just leave the field blank, unless
specifically instructed to do otherwise.
Data files submitted should have all data on one worksheet. The worksheet should include the
header row with the field names. Any additional worksheets should be deleted before submitting.