1. AWARDS
  2. System Management
  3. Administration Module
  4. System Setup

ImportTools

Updated

The optional ImportTools feature in the System Setup module enables users to take data collected outside of AWARDS, place it into an accepted file format, validate it, and import it to AWARDS.  At present, the following distinct ImportTools are available for the purposes of importing different types of data into AWARDS:

  • Client Roster ImportTool - Used to add new clients to AWARDS, and/or to update demographic information for existing clients in AWARDS.  Once imported, data can be accessed via the Intake/Admission module and the Profile module Face Sheet feature.

  • Contact Log ImportTool- Used to add supportive services checklist contacts to the records for existing clients in AWARDS.  Once imported, contact records can be accessed via the Services - Individual module's Supportive Services Checklist feature.

  • Diagnosis ImportTool- Used to add new ICD-10 records for existing clients in AWARDS, or to edit existing ICD-10 records for those clients.  (This ImportTool is NOT designed to work with legacy DSM-IV, Disability, or Other records, which should be imported using the Legacy Diagnosis ImportTool.)  Once imported, ICD-10 diagnosis records can be accessed via the Medical module Diagnoses feature and the Profile module Face Sheet feature.

  • Employee ImportTool - Used to add new employees to AWARDS, including login information if appropriate.  Once imported, data can be accessed primarily via the Human Resources module, including from within the Staff Information feature.

  • Entitlements ImportTool - Used to add entitlements information to the records for existing clients in AWARDS.  Once imported, entitlement records can be accessed via the Entitlements module Certified Entitlements feature.

  • Hospital ImportTool - Used to add hospital contact information to the Hospitals index.  Once imported, hospital contact information can be accessed via the Hospital module Hospitals feature.

  • Hospitalization Episodes ImportTool - Used to add hospitalization episodes information to the records for existing clients in AWARDS.  Once imported, hospitalization episode records can be accessed via the Hospital module Episodes feature.

  • Incidents ImportTool- Used to take incidents data collected outside of AWARDS, place it into an accepted file format, validate it, and import it to AWARDS.  Allows users to import new incidents or update existing incidents in AWARDS, and also has the option to include FormBuilder data.  Once imported, incident records can be accessed via the Incidents module.

  • Medications ImportTool - Used to add medications (and, if available, associated pharmacy information) to the records for existing clients in AWARDS.  Once imported, medication records can be accessed via the Medical module Medications feature and the Profile module Face Sheet feature.

  • Procedures ImportTool - Used to add procedures information to the records for existing clients in AWARDS.  Once imported, procedure records can be accessed via the Medical module Procedures feature.

  • Program ImportTool - Used to add new programs to AWARDS.  Once imported, data can be accessed via the System Setup module, Agency Program Information, Add/Edit Entire Program feature.

  • Program Status ImportTool- Used to add program status information to the records for existing clients in AWARDS.  Once imported, program status records can be accessed via the Services - Individual module's Program Status feature.

  • Referral Agencies ImportTool - Used to add referral agency information to AWARDS.  Once imported, data can be accessed via the Referral Agencies feature, and will also be available for use in client records including from within Intake/Admission and the Services - Individual module's Service Referrals feature. 

  • Service Referral ImportTool - Used to add service referrals information to the records for existing clients in AWARDS.  Once imported, service referral records can be accessed via the Services - Individual module's Service Referrals feature.

When records are imported into AWARDS features for which data is also accessible from within client face sheets, users with the proper authority will also be able to access the imported records from the face sheet.

To upload a combination of data from these categories, please contact your Foothold Customer Experience team representative for assistance.

Required Permissions

Along with the permissions detailed here, users must also have access to Microsoft Excel in order to prepare import files for import into AWARDS.

The ImportTools feature is optional AWARDS functionality.  (Please contact your Foothold Customer Experience team representative to have this functionality turned on in your AWARDS database if it is not already.) When it has been turned on, the ImportTools feature is available to users with the following permissions:

  • Program Chart Access
  • ImportTools

In addition, unless you are a member of the "Executive Officer" and "System Administrator" user group, you must have at least ONE of the following permissions:

  • Display Executive Administration Buttons
  • Permissions Data Entry
  • Permissions Data Entry for All Staff and Layers

Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Additional permissions and/or access requirements are based on the type of data to be imported.  Not all of these requirements are necessary in order to complete the imports themselves; however, they are required to access the data once imported.  All items referenced are permissions unless otherwise noted.

File Additional Requirements
Client Identifier Imports Display Any Chart Records Buttons
Display Chart Records Entitlements Button
HIV/AIDS Status Data Access *

* The last of these is required to work with client identifiers indicated as being HIV-specific as determined by the agency during configuration of the Client Identifiers feature. 

Additionally, the optional Client Identifiers feature must be turned on and configured.
Client Roster Imports Display Any Chart Records Buttons
Display Chart Records Profile Button
Referrals Data Entry
Contact Log Imports Display Any Chart Records Buttons
Display Chart Records Services - Individual Button

Additionally, your AWARDS database must be configured to use the Supportive Services Checklist version of the Contacts Log feature, as opposed to the basic contacts log. 
Diagnosis Imports Display Any Chart Records Buttons
Display Chart Records Medical Button
Employee Imports

Display Executive Administration Buttons
One of the three human resources permissions

 

Additionally, you must be in the "Executive Officer" or "System Administrator" user group.
Entitlements Imports Display Any Chart Records Buttons
Display Chart Records Entitlements Button
Entitlements Data Entry (one of the two available permissions)
Hospital Imports Display Any Chart Records Buttons
Display Chart Records Hospital Button
Hospitalization Episode Imports Display Any Chart Records Buttons
Display Chart Records Hospital Button
Hospitalization Data (not required for case managers or supervisors)
Incident Imports Display Any Chart Records Buttons
Display Chart Records Incidents Button
Medication Imports Display Any Chart Records Buttons
Display Chart Records Medical Button
Procedures Imports Display Any Chart Records Buttons
Display Chart Records Medical Button
Program Imports Agency Program Information (not required for members of the "Executive Officer" and "System Administrator" user groups)
Program Status Imports

Display Any Chart Records Buttons
Display Chart Records Services - Individual Button

 

 

Additionally, the optional Program Status feature must be turned on and configured.
Referral Agencies Imports Referral Agencies Data Entry
Service Referral Imports Display Any Chart Records Buttons
Display Chart Records Services - Individual Button

 

 

Preparing an Import File

Before data can be imported into AWARDS, it must be placed into an import template meeting AWARDS specifications.  It is important that this step in the import process be completed carefully; if the data is not recorded in the import template correctly, it will result in errors during the import and those records with invalid data will not be imported into AWARDS.

To prepare the import file, complete the following steps from the AWARDS Home screen:

  1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.
  2. Click ImportTools.  The ImportTools menu page is displayed.
  3. Navigate to and download the import template file based on the type of data to be imported:
  • Client Identifiers - Click Client Identifiers ImportTool.  The Client Identifiers ImportTool page is displayed.  Click the Client Identifiers Import Template link to download the Identifiers_Import_Template.xlsx file to your machine.
  • Client Roster - Click Client Roster ImportTool.  The Client Roster ImportTool page is displayed.  Click the Client Roster Import Template link to download the Client_Roster_Import_Template.xlsx file to your machine.
  • Contact Log - Click Contact Log ImportTool.  The Contact Log ImportTool page is displayed.  Click the Contact Log Import Template link to download the Contact_Log_Import_Template.xlsx file to your machine.
  • Diagnoses - Click Diagnosis ImportTool.  The Diagnosis ImportTool page is displayed.  Click the Diagnosis Import Template link to download the Diagnosis_Import_Template.xlsx file to your machine.
  • Employees - Click Employee ImportTool.  The Employee ImportTool page is displayed.  Click the Employee Import Template link to download the Employees_Import_Template.xlsx file to your machine.
  • Entitlements - Click Entitlements ImportTool.  The Entitlements ImportTool page is displayed.  Click the Entitlements Import Template link to download the Entitlements_Import_Template.xlsx file to your machine.
  • Hospitals - Click Hospital ImportTool.  The Hospital ImportTool page is displayed.  Click the Hospital Import Template link to download the Hospital_Import_Template.xlsx file to your machine.
  • Hospitalization Episodes - Click Hospitalization Episode ImportTool.  The Hospitalization Episode ImportTool page is displayed.  Click the Hospitalization Episode Import Template link to download the Hospitalization_Episode_Import_Template.xlsx file to your machine.
  • Incidents - Click Incident ImportTool.  The Incident ImportTool page is displayed.  Click the Incident Import Template link to download the Incident_Import_Template.xlsx file to your machine.
  • Medications - Click Medications ImportTool.  The Medications ImportTool page is displayed.  Click the Medications Import Template link to download the Medications_Import_Template.xlsx file to your machine.
  • Procedures - Click Procedures ImportTool.  The Procedures ImportTool page is displayed.  Click the Procedures Import Template link to download the Procedures_Import_Template.xlsx file to your machine.
  • Program - Click Program ImportTool.  The Program ImportTool page is displayed.  Click the Program Import Template link to download the Program_Import_Template.xlsx file to your machine.
  • Program Status - Click Program Status ImportTool.  The Program Status ImportTool page is displayed.  Click the Program Status Import Template link to download the Program_Status_Import_Template.xlsx file to your machine.
  • Referral Agencies - Click Referral Agencies ImportTool.  The Agency ImportTool page is displayed.  Click the Agency Import Template link to download the Agency_Import_Template.xlsx file to your machine.
  • Service Referrals - Click Service Referral ImportTool.  The Service Referral ImportTool page is displayed.  Click the Service Referrals Import Template link to download the Service_Referrals_Import_Template.xlsx file to your machine.

  1. Using Microsoft Excel, open the import template spreadsheet from the location on your machine to which it was downloaded.

  2. Complete the spreadsheet with the data to be imported into AWARDS, keeping in mind the following important guidelines:

  • Leave the header row of the spreadsheet with the column names in it as is; it is a required part of the import file.

  • Remember to periodically save your work.  While you may change the file name when doing so, be sure to continue using the original .XLSX extension (until directed otherwise in step 8 below).

  • Do NOT delete any columns from the import template, even if the corresponding data is not required or applicable to the program in question.

  • Enter data carefully and thoughtfully.  Editing and cleaning up the data on the import spreadsheet is much more time-efficient than doing so after that data is imported into AWARDS.

  • Click here to view the specific data variables collected in each import template, along with notes on how each should be formatted.  Those variables with a red asterisk (*) next to them in the tables provided are required. 

  1. When all data has been entered into the spreadsheet and you have confirmed that it is complete and accurate, it must be saved in a different format for import purposes.  To do so, begin by clicking Excel's Office icon in the upper-left corner of the screen (or the File menu if you are working on a Mac).

IMPORTANT!  Do not complete this step until the import file is complete. Until that time, the file should be saved in its original .XLSX format.

  1. Click Save As.  The Save As dialog box is displayed.
  2. From the Save as Type selection list, choose "CSV (Comma delimited)." (If you are working on a Mac, this selection list is labeled Format and the correction selection is "Windows Comma Separated (.csv).")
  3. Set the save to location to a safe place on your computer.
  4. Click Save.  The spreadsheet is saved and is now ready to be imported into AWARDS.

The process of preparing the import file is now complete.  For detailed instructions on the next step in the import process, see Validating and Importing Data.

 

 

Validating and Importing Data

Once your import file has been completed using the template downloaded from AWARDS (as detailed under Preparing an Import File), the next and final step in the import process is to validate the data in that file, and then to import it once it has been confirmed as valid.  To do so, complete the following steps from the AWARDS Home screen.

  1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.

  2.  

    Click ImportTools. The ImportTools menu page is displayed.

  3. Navigate to the appropriate tool for the type of data to be imported.  In each case, the ImportTool Import New File page is displayed.  

  4. Click Choose File.  The Open dialog box is displayed.

  5. Navigate to the location on your computer in which the import file is saved, select that file, and then click Open.

  6. The ImportTool page is re-displayed with the name of the selected file now shown at the right of the Choose File button.

  7. Click VALIDATE FOR IMPORT.  The import report process page is briefly displayed, at which time you may choose to use either of the following options, if needed:

  • Send to AWARDS Messages - Click to have the results sent directly to your AWARDS Messages inbox when the data validation is complete.  When this option is used you can choose to navigate away from the processing page at this time, or to wait for the validation to complete and proceed with the steps below.

  • Cancel Report - Click the cancel the validation process.  The validation will be stopped and you will be returned to the ImportTool Import New File page.

If neither of these options is clicked, the validation process proceeds and, when it is complete, the ImportTool Data Validation page is displayed.  This page contains up to two tables of data - one for valid records (those whose completeness and validity have been confirmed by AWARDS) and one for invalid records if any (those for which AWARDS has determined there is missing or invalid data).  Each record in your import file will be listed in one of these tables.

Click the + icon next to a section of data to view the specific data details for each.

To export the details of any invalid records to Microsoft Excel for further review and analysis, click the Excel File: Invalid Records link at the top of the page.  A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies.  After reading the alert, click OK to acknowledge it and proceed with the export, or Cancel to return to the previous page.

If all records have been validated and are listed in the Valid Records table, continue with step 8 to complete the import process.

If there are invalid records, first use the detail provided next to each record in the Invalid Records table (or in the linked Invalid Records Excel file) to correct the data in your import file.  Once you have done so, repeat the steps above to validate and import the corrected file.

IMPORTANT!  AWARDS will not prevent you from proceeding with step 8 - the file import - even if there are invalid records; however, in such cases only the records deemed valid will be imported into AWARDS.

  1. Click IMPORT. The import report process page is briefly displayed, at which time you may choose to use either of the following options, if needed:

  • Send to AWARDS Messages - Click to have the results sent directly to your AWARDS Messages inbox when the data validation is complete.  When this option is used you can choose to navigate away from the processing page at this time, or to wait for the validation to complete and proceed with the steps below.

  • Cancel Report - Click the cancel the validation process.  The validation will be stopped and you will be returned to the ImportTool Import New File page.

If the import is allowed to proceed and/or the Send to AWARDS Messages option is used, all valid records are imported into AWARDS and the ImportTool Import Confirmation page is displayed.  Click the + icon next to "The following records:" table to view the specific data details for each imported record.

The process of validating and importing data is now complete.

IMPORTANT! In the event that the completed import was a client roster import and was done for an HMIS program, education level data will not have been imported into AWARDS regardless of whether it was specified in the import file (as noted under Preparing an Import File). At this time please remember to manually open each client's record in AWARDS and document his/her values for that data variable.

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