Academic Import Utility

All fields are required unless noted otherwise.

The following table outlines the specifications for academic import utility.

Before using the AIU, you should have the following items configured in your EMS database:

You also might want to define a unique Event Type and Setup Type to be used solely for class reservations.

To import data, configure a session for each block of data, for example, quarter or semester. Then, AIU saves the settings for use in the initial import and any subsequent reimport. When a session is reimported, only events in the import file that changed since the last import are recreated in the EMS database. This prevents the unnecessary reimport of unchanged events and the associated invalidation of large ranges of reservation numbers. After configuring a session, you import the session.

Reservations that were added to the EMS database using the AIU can also be removed from the database using the AIU. Deleting a session removes all reservations created using the session.

This section describes the steps for configuring a new session for the AIU. If you need to load an existing session, then after opening the Sessions window, skip to Import the data into the session.

To configure an AIU session:

1. On the EMS menu bar, click Reservations > Academic Import > Academic Import Utility. 

   The Sessions window opens and lists all the sessions configured in your EMS database.

2. Click New. 

3. Enter the information for the new AIU session.

   Field	Description
   Session Code	Unique identifier for the session, for example, SPRING18.
   Description	Expanded definition of the session code, for example, Spring Semester 2018 (50 character maximum including spaces).
   Start Date End Date	Start and end date for the session (for example, 1/15/18 and 5/31/18).
   Group	Reservation holder for all reservations in the session. For example, Registrar's Office. Select a value from the Group field, or click the Search icon to open the Groups window and create a group.
   Event Type	Select a value from the field. If none of the event types configured in your EMS database meets your needs, then configure an event type.
   Setup Type	Select a value from the field. If none of the event types that are configured in your EMS database meets your needs, then you can configure a setup type.
   Status	Status for new bookings. While you can use an existing status such as Confirmed, it's best to create a new status (for example, Academic - Confirmed) to denote the imported data.
   Conflict Status	Available after you specify a Status. Select a value from the field. If none of the statuses that are configured in your EMS database meets your needs, then you can configure a status (for example, Academic - Conflict).
   Use Cross List Status	Select if the system is to apply a special status to classes that are cross-listed in the import file. The class appears twice in the file, with each occurrence having a different name.
   Cross List Conflict Status	Available if you select Use Cross List Status. The status to be applied to cross-listed classes. Select a value from the field. If none of the statuses in your EMS database meets your needs, then you can configure a status (for example, Academic - Cross List).
   Override Existing Bookings	Select if the system is to give import file events precedence over existing events in the EMS database.
   Override Conflict Status	Available if you select Override Existing Bookings. The status that is to be applied to existing events if they are overridden by imported events. Select a value from the field. If none of the statuses that are configured in your EMS database meets your needs, then you can configure a status (for example, Academic - Conflict).
   Reservation Source	Select a source for the reservation. If none of the sources in your EMS database meets your needs, you can configure a source.

4. Click OK. 

   The Sessions window opens with the newly configured session displayed.

5. Continue to import the data into the session below.

To import data into the session:

1. Select the session that you are using for importing classes, and then click Load. 

   The first of three AIU windows opens.

2. To browse to and select a file to import, click Search.

3. In Import Format, select the file format (Fixed Width or Tab Delimited).

4. Click Next. 

   Two results are possible:

   • If any of the records in the import file have any issues (missing data, data that is not in the correct format, data that falls outside the start and/or end dates, and so on) a message opens that details the issue and if applicable, the number that cannot be imported, and asking if you want to continue. You can click No in the message, and then correct the errors in the file before you load the file again, or you can click Yes in the message, and then click Next to continue.

   • The import file is complete and there are no issues with the file, so no message opens. Click Next to continue. The second of three AIU windows opens. This window lists the academic Building and the Room that are currently reserved for all the classes in the import file. For a new import file, the Building/Room combinations have a status of Assigned or Do not Import. Unassigned classes must be assigned to a room in EMS. Classes with a status of “Do Not Import” are not to be assigned to a room in EMS. 

   • Optionally, you can also do one or both of the following:

     • Click View Errors for more information.

     • Click Export Errors to export the errors in the import file and an XML format.

5. Optionally, select a different View and/or Building option to filter the information that is displayed in the window.

   The default display is all views (Assigned, Unassigned, and Do not Import) for all buildings.

6. Select an unassigned class, or Ctrl-click to select the multiple unassigned classes, and then click Assign. 

   The Room Selector dialog appears.

7. In Building, select the building or view by which to filter the available rooms list.

8. On the Available rooms list, select the room to which the classes are to be assigned, and then click OK. 

   Two results are possible:

   • If you selected a single class to assign to the room, then the class status changes to Assigned in the AIU window. The EMS Building code and EMS room name display for the class in the AIU window.

   • If you selected multiple classes to assign to the same room, then a message opens asking you if you are sure that you want to assign all the selected items to the same room. Click Yes in the message. The class status changes to Assigned for all the selected classes in the AIU window. The EMS Building code and EMS room name display for the classes in the AIU window.

9. Click Next. 

   The third AIU window opens. In the right pane, the window lists the dates for which bookings will be created for the selected classes.

10. Optionally, do one or both of the following:

    • To add more booking dates, select the date in the left pane, and then click Add to open the Date Pattern dialog and specify the date patterns for the bookings that should be created.

    • To delete booking dates, select the date in the right pane, and then click Delete.

11. After you add or delete booking dates, click Finish.

    A success message appears.

12. Click OK.

Support receives a variety of calls about AIU but most of them are concerning either formatting or configuration.

Checklist

You should follow the following tasks while troubleshooting AIU:

Formatting

• Check Format – Open import file in Excel to check format. This will tell you if there are any added columns that may cause errors.

• Eliminate clutter – Eliminate all additional clutter by altering the import text file to only use the first line. Once the format of the first line is correct the customer can create the import file format based on that. To eliminate additional clutter:

  1. Open the import file and delete all the rows except the first row.

  2. Save the file as a test import file.

  3. Test the import of that single row into the session.

     If there is still an error the easiest way to find errors is by using our import file checker. The import file checker is available on our FTP site in the Tools folder.

     Only the customer can do the import file creation. Support can only point out the issues in formatting. We recommend starting with a small import file and build on it.

• Use the Tab Delimited format – If using the Fixed Width format, recreate the file in the Tab Delimited format and retry the above tests.

• Check Tabs – If the import file is in the Tab Delimited format, check whether all the tabs are used correctly and are in the same line.

• Check Fields – Verify that the fields in the import file match the criteria in the setup guide appendix, outlining what character types are allowed for each field. Then, check the length of the fields. The import checker will do this for you and list the errors if any, on the right side.

• Check Dates – Verify that the dates in the import file match those set in the session.

• Check AIU Parameters – Navigate to System Administration > Settings > Parameter. Verify that the AIU parameters have the right format.

EMS Import File Checker

To use the import file checker:

1. Click Open File.

2. Verify that the AIU data type is correct.

3. Verify that the file type is correct.

   Use the AIU field type that sets the field format requirements.

4. Click Check File.

   Errors display in the Errors column. One error displays per row.

If none of the troubleshooting steps above work, contact a consultant.

Creating reservations can take an extended time and must be performed when no users are logged on to EMS. (To log off active users, see Viewing and Emailing Logged-In Users.) The time required to create reservations varies depending on the amount of data involved and the processing power of the computer making the reservations. After the import process completes, the system automatically displays a report listing booking conflicts, if any.