Overview
This job aid shows users how to complete mass Job and Position data updates in CHRS.
Background
- You can use this procedure to change multiple job and position fields at one time.
- The process requires a comma-separated values (CSV) file to be uploaded to the PeopleSoft server.
Use separate run controls for updates to Job data and Position data.
The JP Mass Data Upload processor does the following:
- Verifies that the file has correct headers.
- Verifies that the data values are usable.
- Loads the data into the Job and Positoin pages using a component interface.
Slack Channel
We have created a slack channel in the Cal State Tech space to try and help with answering questions about this process. proj---wa-mass-data-update
Required security roles
- SWHR: CHR_WA_JPMDU and CHR_WA_JP_MASS_DATA_UPLOAD
- Campuses: CHR_WA_JP_MASS_DATA_UPLOAD
Begin Workflow
This workflow will guide you through the procedure.
What are you updating?
Prepare the CSV file
Create the CSV file using your own preferred method. Most campuses use the queries to create the CSV files, and then edit as needed.
Verify the CSV file: Excel sometimes adds extra columns or rows that cause the parser to fail.
The CSU_WA_JPMDU_JOB_DATA query includes all the fields that you can update using the mass update process. Use this query to get the header names for your CSV file.
Validate the criteria used in the queries to confirm you are targeting the appropriate population.
Use the query to create the CSV file
Step 1: Navigate to Menu > Reporting Tools > Query > [Query Manager/Query Viewer]
Step 2: Search for the query.
Step 3: Run the query query to Excel.
Step 4: Download the XLSX file.
Step 5: Open the Excel file for editing.
Step 6: Delete the row above the header row.
Step 7: Edit the file as needed for your mass update.
Do not modify the header names or the header order.
- You can delete columns or rows as long as you do not change the column order.
- You can create the CSV files manually, but you must use the required header names.
- Be careful when dragging cell content down in excel, dates and numeric fields will increment automatically.
- If PS Query adds a row above the list of field names, be sure to delete it.
- The header row (the row containing field names) must be the first row in the file.
Step 8: Save the file to CSV format.
Create the Job Run Control
Create separate run controls for job and position.
Step 1: Open the Navbar button
Step 2: Navigate to Workforce Administration > CSU Workforce Admin Process > CSU WA JP Mass Data Upload > JP Mass Data Upload
Step 3: Click Add a New Value.
Step 4: Enter a run control ID for Job updates, then click Add.
Upload the CSV file
Step 1: Open the Navbar button.
Step 2: Navigate to Workforce Administration > CSU Workforce Admin Process > CSU WA JP Mass Data Upload > JP Mass Data Upload
Step 3: Select the applicable Run Control (for Job or Position).
Step 4: Click the FTP Upload tab.
Step 5: Enter the upload file data:
- Select the Job table option.
- Select your business unit.
Select your upload method
- Built in will allow CSU FTP Utility setup to be selected.
- Manual will allow you to type in the file path and file name.
Use this method if the FTP Target has been set up.
Step 1: Select Built in.
Step 2: Select the FTP Target.
Step 3: Click Upload Input File.
Step 4: Click Choose File.
Step 5: Locate the file.
Step 6: Click Upload.
Step 1: Select Manual.
Step 2: Enter the manual parameters:
- File Path
- File Name
Make sure to have a slash “/” after the path.
Select Job Options
You are updating Job Data
Step 1. Click the Job Options tab.
Step 2: Select only the fields that you are changing.
Step 3: Click Save. Make sure that you are saving to the Job updates run control.
Prepare the CSV file
Create the CSV file using your own preferred method. Most campuses use the queries to create the CSV files, and then edit as needed.
Verify the CSV file: Excel sometimes adds extra columns or rows that cause the parser to fail.
The CSU_WA_JPMDU_POSITION_DATA query includes all the fields that you can update using the mass update process. Use these queries to obtain header names for your CSV file.
Validate the criteria used in the queries to confirm you are targeting the appropriate population.
Use Queries to create the CSV file
Step 1: Navigate to Menu > Reporting Tools > Query > [Query Manager/Query Viewer]
Step 2: Search for the query.
Step 3: Run the query query to Excel.
Step 4: Download the XLSX file.
Step 5: Open the Excel file for editing.
Step 6: Delete the row above the header row.
Step 7: Edit the file as needed for your mass update.
Do not modify the header names or the header order.
- You can delete columns or rows as long as you do not change the column order.
- You can create the CSV files manually, but you must use the required header names.
- Be careful when dragging cell content down in excel, dates and numeric fields will increment automatically.
- If PS Query adds a row above the list of field names, be sure to delete it.
- The header row (the row containing field names) must be the first row in the file.
Step 8: Save the file to CSV format.
Create Position Run Control
Create separate run controls for job and position.
Step 1: Open the Navbar button
Step 2: Navigate to Workforce Administration > CSU Workforce Admin Process > CSU WA JP Mass Data Upload > JP Mass Data Upload
Step 3: Click Add a New Value.
Step 4: Enter a run control ID for Position updates, then click Add.
Upload the CSV file
Step 1: Open the Navbar button.
Step 2: Navigate to Workforce Administration > CSU Workforce Admin Process > CSU WA JP Mass Data Upload > JP Mass Data Upload
Step 3: Select the Position Run Control.
Step 4: Click the FTP Upload tab.
Step 5: Enter the upload file data:
- Select the Position table option.
- Select your business unit.
Select your upload method
- Built in will allow CSU FTP Utility setup to be selected.
- Manual will allow you to type in the file path and file name.
Use this method if the FTP Target has been set up.
Step 1: Select Built in.
Step 2: Select the FTP Target.
Step 3: Click Upload Input File.
Step 4: Click Choose File.
Step 5: Locate the file.
Step 6: Click Upload.
Step 1: Select Manual.
Step 2: Enter the manual parameters:
- File Path
- File Name
Make sure to have a slash “/” after the path.
Select Position Options
You are updating Position data.
Step 1: Click the Position Options tab.
Step 2: Select only the fields that you are changing.
Step 3: Click Save. Make sure that you are saving to the Position update run control.
Run the process
Before you run the process, ensure the following conditions have been met:
- You have uploaded a CSV file.
- You have selected the applicable options to update.
Step 1: Click the Run Control tab.
Step 2: Click Run.
Step 3: Click OK.
Step 4: Click Process Monitor.
Step 5: Wait for the Distribution Status to be posted.
Step 6: Click Details.
Step 7: Click View Log/Trace.
Step 8: Click to review the log file.
Step 9: Confirm the updates were made to Job or Position data.
End of article