Data import management overview

Data import mechanisms are available to support the transfer of records and transactions into Civica Cx Housing. It is recognised that significant quantities of data will be held in external files and it is impracticable to re-key this data into the system. The data import process is therefore an essential data handling utility, employed not just for the creation of core foundation records at the point of initial implementation but also for routine and frequent data uploads. Data identified for import must be available in a standard format: XML (Extensible Markup Language), Fixed Width and Delimited Text (comma separated variable or tab) are all supported. Each import routine relates to a different area of the system and is managed through the creation of a separate import batch. Crucially, a batch contains a file import template that is defined by the end user to describe the source records in the context of the Civica Cx Housing data structure. The template can be thought of as a map, defining how the source import values match the corresponding data fields within Civica Cx Housing. Once created, the template can be stored for subsequent imports, thus saving time and effort, as well as maintaining process accuracy. Comprehensive data validation is undertaken as part of the import process, although it is strongly recommended that source data be cleansed thoroughly prior to import in order to ensure high data quality. Where anomalies are detected, these are trapped and reported, with the affected rows in the data rejected to avoid anomalous records being transferred to the live system. Data fields can only be mapped to import values that have the same format e.g. system validation rules ensure that a date field cannot be inadvertently mapped to, say, a character string.

Once imported to the relevant batch, the end user can analyse the outcome before choosing to post live into the system, providing further added control over data integrity. Several import routines are supported, specifically:

Rent Payments - All payment types are supported including regular payments (Direct Debits and Standing Orders) and entitlements.
Standard Rents - Mapped through to individual asset records, the uploading of these figures supports the rent setting process.
Asset Charges - All asset and sundry charge types, including elemental components, can be imported.
Works Order Status Values - Facilitates the dynamic transfer of works order fulfilment outcomes from third party procurement and resourcing systems over to Civica Cx Housing, supporting the cross-referencing and controlled update of all status progression values necessary to maintain parity across the enterprise solution.

All housing organisations depend on the availability of consistent and accurate data across their entire Management Information System (MIS), and therefore the transfer of pertinent record changes enforced by third party applications needs to be a recurring and seamless activity. File import routines instrumental in the provision of real-time access to service-critical data can therefore be managed as a scheduled event, the frequency of which being determined by the end user. A scheduled file import can be set to run automatically at predetermined intervals, and hence this routine function can be managed in the background without impacting on attended activities. With the file import template structure in place, the dedicated scheduled task - File Import (located within the System module classification) - will then support the configuration of options specific to the relevant import type: payments, entitlements, adjustments, etc.

Separate help articles have been created for each key aspect of Data import management, including:

In addition, separate help articles focus on the prerequisite configuration components required to import files via a scheduled task, specifically: