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An Excel worksheet is delivered as a template in this document. Data should be entered in the worksheet, but care must be taken to ensure that the field order is not changed, and the data is under the right column heading. It is recommended that smaller batches be processed at first, until the user has confidence in how to run the process and what to look for in the import log. There are no audits provided other than what is generated in the import log.

The Excel template has specific formats for each field.

All dates in the excel worksheet are to be formatted as a Date with the yyyy-mm-dd format – as shown below:

Review Rating is to be formatted as a Number with no decimals

All other fields are to be formatted as General:

The Business Unit must be in all CAPS

More than one row can be added to this spreadsheet, but only for one campus. The recommendation is to enter values in all fields required in this worksheet to avoid errors that can prevent the save updated using component interface.

Once the Excel File is ready to process, the last step is to save it as a Text (tab delimited) text file using a file extension = txt (lower case)

The structure of the file name is very specific because it is the expected file name that will be uploaded to the server using the FTP functionality. Upper and Lower case must be strictly followed.

Below is a sample of what the file name should look like for Fullerton processing the file on 12/20/2023:

fl_EmplReview_20231220.txt

1. “fl” is the campus character code.
   1. The two-character designation must be lower case.
   2. The Campus designation is found in the CSU Installation table:
   3. The file extension txt must be all lower case.

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1. An underscore follows the two-character lower case campus designation and EmplReview.
   1. Note that the E and R are capital letters and there is no space between the two words.
2. Follow this with another underscore and add the file run date. The format of the date is yyyymmdd.
3. The file name in this example is fl_EmplReview_20231220.txt

When ready to load the data into the Employee Review tables, the first step is to Upload the text file to the specific campus folder using the FTP Utility. This is an example of a Fullerton upload.

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After the file is Uploaded to the correct campus folder, the tab-delimited text file is ready for import to PeopleSoft. To import, navigate to the run control to run the Application Engine program to import the file to the CSU Employee Review records. The Application Engine program is CSU_EMPRW_LD.

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1. Create your run control name (can be anything)
2. Select your Campus name from the drop down
3. Enter the name of your file including your txt extension
4. If the file name contains the current date, select the current date checkbox
5. If the file name contains a date within the past 7 days but not the current date, uncheck the Current Date checkbox and enter the date in the Past Date field. Remember, the date must be within the past 7 days.
6. The date is the key to running the application engine process.
7. The correct date must be reflected on the run control. However, the dates in the file do not have to match the date in the file name

1. If the Past Date is used, the date on the text file must be within 7 days of the current date and it must match the date entered in the Past Date Box. See following example. In these screen shots, the current date was 12/20/2023.

1. If you attempt to process a file that is not within the last 7 days of the current date, the following error will be displayed on the run control

1. The Application Engine program will process all files in your campus folder with the correct naming convention and date. If you submit more than one file that starts with the file name in our example, “fl_EmplReview_20200830%”, all files with this naming start will be processed.
2. Therefore, if you FTP a file that is called: fl_EmplReview_20200830-1.txt, this file will process along with any files that begin fl_EmplReview_20200830%.txt. In this scenario, if you had previously processed fl_EmplReview_20200830.txt, file, then fl_EmplReview_20200830-1.txt will process. All processing will be reflected in the import log text file and must be reviewed to identify the failed updates.

1. The file name by date is how you process your files into PeopleSoft, but the data in the file itself can contain any date and it is not related to the file name unless you choose to make it so. The data will be inserted for the employee if it passes the component interface edits.
2. The component interface will only insert rows to the tables.
   1. Only data inserts will be completed by this file load
   2. No corrections can be made through the CI
   3. A data row cannot be inserted prior to the maximum row in the table for the employee
      1. For example, if the maximum row in the table is a future dated row and the file has a current effective dated row to insert, this will be a component interface error and you will not be allowed to do that.
   4. A row already exists for the employee, and you cannot insert a row prior to the maximum effective dated row.
   5. You also cannot insert the same effective date.
      1. The effective date inserted must be after the maximum effective dated row in the table.

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Use these pages to review specific employees to ensure the load is correct. Values may be changed manually.

Query results are past due employee reviews that includes data elements in addition to the report to manager email 

1. Prompt is Business Unit 
2. Criteria is Display current employee review with the Next Review Date that is less than the system date 

Query displays employees scheduled for a specific Review Period by Employee Type 

1. Prompts are Business Unit, Employee Type, Review From Date, Review To Date 
2. Criteria is Current employee review for the employee type selected between the Review From and To Dates indicated in the prompt 

Query lists employees with Unsatisfactory Reviews 

1. Prompt: Business Unit, Review From Date, Review To Date 
2. Criteria: Where Review Rating is 1 

Real Time Reports with Review Outcomes from all three pages 

1. Prompt: Business Unit, Review From Date, Review To Date 
2. Criteria: None