CBSE File(s) Load Process

Owned by Kautuk Gupta
Last updated: Feb 03, 2023 by Jessica Marshall
3 min read

Overview

The following guidelines are recommended for the USF Morsani College of Medicine community in uploading Medical Student test scores. These test scores are loaded to the Health Education Data Warehouse and other student information.

Location

\\tup-sapetlprod.forest.usf.edu\CBSE\  (requires USF VPN connection http://vpn.usf.edu/ )

The above-shared drive folder has the following sub-folders:

  • Archive - Contains the files that have been loaded to the database in the past.
  • ErrorLogs - Contains error logs if generated for a given run. There can be two types of files
    • CBSE_Invalid_data_error_log_<date_time>.csv - Contains invalid data records when data was last loaded.
    • CBSE_Invalid_Unumber_error_log_<date_time>.csv - Contains U-number records which don't match any Health Banner students when data was last loaded.
    • Error Log Archive -  Contains the archived error logs.
  • Loading Area - Folder where the data files need to be placed for loading.
  • Required File Format - Contains the template file 'CBSE Scores File Template.xlsx'. Please use it to generate any files that need to be loaded to the database.

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Table of Contents

Rules for Data

  • Must have a test date for each record.
  • Must have a valid U-number for a USF Health student.
  • Must have an attempt number for each record.
  • Scores must be within a valid range.
  • Columns must be in the order indicated on the file in the Required File Format folder.
  • The excel sheet name should not have a '&' character.
  • File must be in .xlsx format.

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New File Loading Process

Follow these steps to provide a new CBSE data file for loading to database:

  1. Go to the folder location.
  2. Go to Required File Format sub-folder. Open the template file.
  3. Create/Download the new CBSE data file(s) and save them with the same format as the above template file.
  4. The file(s) should be named uniquely with a date appended in the end and saved as an 'Excel Workbook' (*.xlsx) to the Loading Area sub-folder.
    If there are multiple files, they all can be placed in the same location.

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Data Correction and Loading Process

Note

You will be notified via email if there are any data errors while loading the file(s). The email will mention the location and file name of the error log. Please note the error log will be in a .csv format and you will need to save it to a .xlsx format as indicated in the process.


Follow these steps to provide a corrected CBSE data file for loading to database:

  1. Go to the folder location.
  2. Go to the ErrorLogs sub-folder.
  3. Locate the error log file name mentioned in the email. Clicking the link in the email brings you to this step.
  4. Open the file and fix the error records in the file.
  5. Rename the file uniquely with the date appended at the end.
  6. Save it as an 'Excel Workbook' (*.xlsx) to the Loading Area sub-folder in the folder location.

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Load Schedule

It is important that the Excel files be closed and are not open for editing before the load process begins. When the data load begins if the file is open, then the process will error out. The file load is scheduled to run every Saturday at 9 am.

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