E10 - Import Allowances from a Spreadsheet

Modified on Thu, 14 Aug at 12:54 AM

TABLE OF CONTENTS

1. Prepare a .csv or Excel file
2. Import data
3. Check the imported data

It is possible to import teacher allowances directly into an E10 .etz file from a spreadsheet. Formats supported include .csv or Excel .xls .xlsx formats.

1. Prepare a .csv or Excel file

Prepare the .csv or Excel spreadsheet with the allowance information.

Import fields can include ('Code' is the only mandatory field, the rest are optional):

Code: Although we advise that similar allowances have similar codes, each code needs to be unique. A non-teaching Principal should be included with an allowance equal to their FTE. (This is a free form field.)
Allowance: Description or reason for the allowance. (This is a free form field.)
#Per: The number of periods per cycle that the allowance will account for in the teacher's loads.
Minutes: The number of minutes per cycle. Select 'Load in minutes' from the View menu if you prefer to manage allowances in minutes.
Teacher: The teacher / staff code who will be assigned the allowance. (A teacher may have more than one allowance - keep them seperate.)
Rotations: Indicate rotation/s in which the allowance is valid if it only applies to certain rotations and not the whole year. Leave blank if the allowance applies for the whole school year. This can assist in balancing rotational loads for Heads of Faculty and staff covers in Daily.

Sample spreadsheet ready for import:

The columns in the spreadsheet are not required to be in any order, nor do they need specific heading titles. Column headings can be matched later during the import. It is also possible to use a spreadsheet that contains data that will not be imported; however, it is good practice to prepare a tidy file for import.

2. Import data

File > Import data > Allowances.

Select 'Yes' if your file looks like the 'Importing Data' table.

Browse to locate the saved spreadsheet and select 'Open'.

E10 may understand some of the columns, in which case it will match the data and add the column header at the top of the data table . If it is unsure of the data in the column, unmatched heading fields on the right can be dragged and dropped to match the data. All columns to be imported must be matched to a field.

The image below shows that E10 has matched 5 fields.

E10 will show an unrecognised teacher code as a burgundy/brown coloured cell warning in the data table. This will cause the allowance to be imported as listed in the spreadsheet, but the unrecognised teacher code will not be imported. Fix teacher data and add the correct teacher code in the blank field in Teachers > Allowances.

When ready select 'Go'. The next prompt will ask whether any existing data should be replaced (overwritten) with the new data, or whether any existing data and the new data will be merged. It is important to select the right option. (Hint: try the import in a copy of the file first.)

Clear and Overwrite: Existing allowance data is deleted and completely replaced with the incoming data on the spreadsheet.

Merge: Will check for new data in the spreadsheet and add this data to the existing allowance data.

If an allowance code and description as listed in the spreadsheet already exist in Teachers > Allowances, it will be duplicated in Teachers > Allowances when the Merge option is selected for the import.

3. Check the imported data

Edval will redirect you automatically to the Teachers > Allowances screen after the successful import.

Check allowances to make sure that it has imported as expected.

If it has not occurred as expected, or errors are discovered at this point, the file may be 'reverted to saved file', the spreadsheet fixed, and imported again.