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Resources’ availability batch upload

Whenever you need to keep information on your resources availability updated there is a simple solution, make fast upload via csv file.

File Structure

As a first step you need to prepare a CSV file for upload accordingly to the next structure, next four columns:

Name – precise Resource’s name

Start date – defines start of period for which we set resource’s availability with date format “DD-MM-YYYY”

End date – defines end of period for which we set resource’s availability with date format “DD-MM-YYYY”

Availability – value of resource’s availability in mh

Screen #1 – Resource Availability – CSV file structure

Rules and Recommendation for CSV filling in

  • Keep all records related to user grouped together, without an insert of different user’s availability records.
  • Keep all records in date order for each resource.

This will help you navigate easier and keep all information in consistent way.

  • First record on particular user should cover the whole range in boundaries of which you are going to adjust resource’s availability. For this range you set a default availability applied for all other working days when none explicit record is defined.

Please note that user will have an old value of default availability applied after that period.

  • Keep in mind that defined availability changes will override old values for specified range.
  • Next separators of csv file must be set
    • for columns it’s ” ; “
    • for decimals it’s ” . “

Please communicate support in the case configuration of separator must be adjusted accordingly.

Step by step CSV file preparation and first upload

  1. Create an empty CSV file accordingly to defined above CSV file Structure. Or download one from the page Wiki page.
  2. As first record for each resource in the file you need to define a general range with default set of availability. It must define a boundaries in the scope of which you are going to adjust resource’s availability.
  3. Add records on resource availability in date order. Keep in mind that they should be within previously set general range.
  4. Repeat steps 2 and 3 for each separate resource.
  5. Save file.
  6. Verify that your csv file is saved with the correct separator. For that open it in any text editor and check that it has structure as on screenshot bellow.

Screen #2 – Resource Availability – CSV file structure verification

7. As last step you need transfer file to the location specially configured for such upload. It could be Dropbox or your ftp with Historical Reports file.

Please note that be default upload of the CSV file is configured to be done once per day during the night. However such configuration is adjustable and that can be managed in communication with Support department.

8. Please perform verification that information granted in csv is uploaded correctly into Epicflow system

CSV file editing with next upload

Our recommendation is to include in CSV file only new values for upload, without a previously uploaded one. In steps description they are the same as we have it in “Step by step CSV file preparation and first upload” wiki item.

Examples

We would like to discuss two possible scenarios.First is upload of new values and second is upload of new values plus correction of the old one.

First scenario – new values upload

Lets change availability for the resource “Cas” in the system in accordance to Screenshot granted bellow

Screen #3 – Resource Availability – Initial state of Resource Availability

Changes which we are going to implement will consist of two items:

  • settings up new availability for a period starting from 2-07-2018 up to 31-07-2018 as 4 hours per day
  • setting up three days-off for next dates:
    • 20-07-2018
    • 26-07-2018
    • 27-07-2018

For that purpose next CSV file is prepared

Screen #4 – Resource Availability – File for Upload

As next step it must be placed on ftp and on automatic upload next result is appearing

Screen #5a – Resource Availability – Resulting Availability change

Screen #5b – Resource Availability – Resulting Availability change

As you may see that we have next ranges:

  • from 24-06-2018 up to 01-07-2018 with availability 8
  • from 02-07-2018 up to 19-07-2018 with availability 4
  • from 20-07-2018 up to 22-07-2018 with availability 0
  • from 23-07-2018 up to 25-07-2018 with availability 4
  • from 26-07-2018 up to 29-07-2018 with availability 0
  • from 30-07-2018 up to 31-07-2018 with availability 4
  • from 01-08-2018 and higher availability was set to a default value 8

Second scenario – correction and new values

In the scope of this scenario we are going to:

  • remove day-off at 20-07-2018 by overriding such with default availability 4

and

  • add new availability for a different set of time starting up from 30-07-2018 up to 31-08-2018 with new value equal to 6

For that purpose via are going to prepare new CSV file

Screen #6 – Resource Availability – File for Upload

As next step it must be placed on ftp and on automatic upload next result is appearing

Screen #7 – Resource Availability – Resulting Availability change

As you may see that we have next ranges:

  • from 24-06-2018 up to 01-07-2018 with availability 8
  • from 02-07-2018 up to 25-07-2018 with availability 4
  • from 26-07-2018 up to 29-07-2018 with availability 0
  • from 30-07-2018 up to 02-09-2018 with availability 6
  • from 03-09-2018 and higher availability was set to a default value 8

Please note that new availability value is set with the first working day. That is the reason why default 8 hours of availability are applied from 03-09-2018 but not from 01-09-2018.

Updated on June 18, 2019

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