nutrikids district data import tool · 2013. 8. 28. · importing data in order to update the...

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NUTRIKIDS District Data Import Tool

Version 5.X

This feature allows you to import .txt / .csv files from your Student Information System into the NUTRIKIDS Database.

Step 1: Backup

• Login to your NUTRIKIDS POS Manager program

• Click on the “Tools” menu option located in the top tool bar and select “Backup”. If there is a problem with your import this backup can be restored. You must have Director rights in order to see these options

• Click the “Browse” button in order to choose a location for your NUTRIKIDS POS

Manager Backup. Browse to a safe location (preferably on the server) and record the location of this backup on the line below for future reference. Choose a location to save your backup and click the “Save” button

• Location of Backup:

• Click the “Backup” button Your backup will begin immediately

• Click “Yes” when you are prompted to test your backup to be sure it is error-free

• Click “OK”

• Click “OK”


Step 2: Setup

• Click on the “Features” menu option located in the top toll bar and select “Import/Setup

District Data” You must have Director rights in order to see these options

• Under “Setup District Import” select “Student Setup” and click the “Next” button This option will allow you to configure the .txt / .csv file for importing into the NUTRIKIDS Database

• Click the “Browse” button in order to set the path to the Student Information System’s Text File. You must browse to where your .txt / .csv file is located. This .txt / .csv file is the exported file created by your SIS. Contact your Technology Department if you are not sure where this .txt / .csv file is located


• Click the “Next” button to continue

• Now Select your Source Data Type and click the “Next” button. This step tells the NUTRIKIDS program what type of .txt / .csv file you’re importing

If you selected “Fixed Width” as your Source Data Type please skip to Step 4 (pg. 6), otherwise continue to Step 3 for “Delimited” data types Step 3: Delimited Setup

• You have selected the Delimited Data Type. Check off which “Delimiter” you are using. The delimiter is a character that is used to separate each field in the .txt / .csv file from the next field. Notice that you may use the “Other” field in case the .txt / .csv file has a unique delimiter. A Comma Delimited (.csv) file could look like this: FirstName,LastName,Address,City,State,ZIP


• Now select the row at which you want the import to start. If the .txt / .csv file has a header (a row that displays what each column represents) then you should start the import at Row 2, otherwise leave this option set to ‘1’

• Choose a “Text Qualifier”. The Text Qualifier is used to identify text groupings in the .txt / .csv file. For example, if the .txt / .csv file contains the Student ID Numbers but they’re enclosed in quotations, it’s these quotations that represent the beginning and end of each text field in the .txt / .csv file. ie: if last name = “Jones Jr.”

• Click the “Next” button

• Now you must “Assign Import Field Names”. To assign each column to a particular Field Name simply click on the column (the column will highlight in yellow) and then select the appropriate Field Name in the drop-down box located near the top

• Click the “Next” button when you have assigned all the columns to their corresponding Field Names. If you fail to identify each column, you will be prompted to select a field name for each column. Click the “OK” button to go back and assign each column to a field

NOTE: If you have the NUTRIKIDS Free & Reduced Module do NOT import F&R eligibilities. If your import file contains an Eligibility field, you can select the Skip Column option to ignore that field during import.


• Now fill in your Import Setup Codes. There are four sections on this screen: Eligibility

Codes, Date of Birth Codes, Grade Codes, and Activation Codes. If your .txt / .csv file contains these fields, be sure that the Import Tool knows what each field is represented by. For example, if you are importing Pre-School students and your District considers these students to be in Grades ‘PS-AM’ and ‘PS-PM’, you will have to place the letters ‘PS-AM’ and ‘PS-PM’ in two of the ten available fields labeled Pre-School Codes OR if the D.O.B. field is represented as Year/Day/Month (1999/31/12) you would have to enter yyyy/dd/mm in the D.O.B. Format field

NOTE: If your .txt / .csv file contains ALL of the Active Students in your District, and NO Deactivated Students you may check off the option labeled “Active Only Listed.” Please call us at 1-800-724-9853 if you have any questions on Active Only Imports.

• Click the “Save” button to confirm your Import Settings. If you checked off the “Active

Only Listed” box you will be reminded that all students NOT listed in the .txt / .csv file will be marked as inactive. Click the “Yes” button to continue

Please skip to Step 5 (pg. 8) to continue your NUTRIKIDS District Data Import directions


Step 4: Fixed Width Setup

• According to Step 2 of this document, you have selected the “Fixed Width” Data Type. You will now have to tell the program the structure of your “Fixed Width” Text File. To do this you will need to determine the start position and length of each field in the .txt file. For example, looking at Figure ‘A’ you can see there are 5 fields in the .txt file. The Student ID field begins at position ‘1’ and has a length of ’10’. The First Name field begins at position ‘11’ and has a length of ‘10’. The Last Name field begins at position ‘21’ and has a length of ‘10’. The Address field begins at position ‘31’ and has a length of ‘25’. The Grade field begins at position ‘56’ and has a length of ‘2’

Figure-A

NOTE: Using Notepad can help you determine the Start Positions of each field in your .txt file. Be sure that Word Wrap is turned off (Go to the “Format” menu option at the top and uncheck Word Wrap) and also make sure the Status Bar is showing (Go to the “View” option at the top and check Status Bar).

• Check the box for each field that you are importing and enter the Start Position and

Length. Each field will highlight in yellow after it has been selected. You must select the field first before you can fill in the Start Position and Length

NOTE: If you have the NUTRIKIDS Free & Reduced Module do NOT import F&R eligibilities

• Now select the row at which you want the import to start. If the .txt file has a header (a row that displays what each column represents) then you should start the import at Row 2, otherwise leave this option set to ‘1’

• Click the “Print Grid” button in order to get a printed copy of the Start Positions and Lengths for each field in your Text File. It is recommended that you keep this printed copy for future reference in case you need to setup the District Data Import again

• Click the “Next” button to continue


• Now fill in your Import Setup Codes. There are four fields on this screen: Eligibility Codes, Date of Birth Codes, Grade Codes, and Activation Codes. If your .txt file contains these fields, be sure that the Import Tool knows what each field is represented by. For example, if you are importing Pre-School students and your District considers these students to be in Grades ‘PS-AM’ and ‘PS-PM’, you will have to place the letters ‘PS-AM’ and ‘PS-PM’ in two of the ten available fields labeled Pre-School Codes OR if the D.O.B. field is represented as Year/Day/Month (1999/31/12) you would have to enter yyyy/dd/mm in the D.O.B. Format field

NOTE: If your .txt file contains ALL of the Active Students in your District, and NO Deactivated Students you may check off the option labeled “Active Only Listed.” Please call us at 1-800-724-9853 if you have any questions on Active Only Imports.

• Click the “Save” button to confirm your Import Settings. If you checked off the “Active Only Listed” box you will be reminded that all students NOT listed in the .txt / .csv file will be marked as inactive. Click the “Yes” button to continue

NOTE: At this point your file should be ready to import pending verification of data samples explained on the following page.


Step 5: Importing the Data Importing Data in order to update the NUTRIKIDS Database should ONLY be done after ALL serving lines have finished their End Day Routine and ALL lines have been imported under the S.L. Data option

• Under “Import District Data” choose “Student Import” and click the “Next” button. This option will import the student data into the NUTRIKIDS Database

• Browse through the Student Import Samples. There are five students that are previewed in this section. Look through each Student’s information and confirm that the data looks correct. Click the arrow [>>] keys located at the top to see the next student on the preview screen

• Click the “Import” button when you are done previewing the Import. If any of the import fields do NOT look correct, click the “Close” button and call NUTRIKIDS at 1-800-724-9853 so that we may assist you in setting up the fields correctly


• Click “Yes” when you are prompted to update the Student File

• When the District Data Import is completed a report will be generated that includes any students/classrooms that have been added to the database. It is recommended that you print this report off in case there are any questions about the import after it has been completed

• Click the “Close” button after you have printed off the report

• The last step shows you Pre-Import/Post-Import Information. Please take note of this information for future reference. Note that this screen will show you the enrollment figures for Free, Reduced, and Full Paid students for your entire District. It will also show you the number of new students and deactivated students in the NUTRIKIDS Database


• If for any reason the Import numbers do NOT look correct, click the “Restore Pre-Import

Data!” button to restore the information you had before the District Data Import. If you decide to restore the Pre-Import Data you will be prompted to confirm this action. Click the “Yes” button and your original database settings will be restored

• Click the “OK” button

NOTE: If the Student Eligibility [Free & Reduced] Status is NOT included in the .txt / .csv file all new students imported will be set to Full Paid Status

Step 6: Data Verification

• Click on the “Tools” menu option located at the top and choose “Preferences”. You must have Director rights in order to see these options

• Click on the “Data Verification” tab

• Select the “No Building Assigned” option and click the “Verify” button. This will make sure that every student in your NUTRIKIDS database is assigned to a building

• Now select the “No Grade Assigned” option and click the “Verify” button. This will make sure that every student in your NUTRIKIDS database is assigned to a grade

NOTE: If the Data Verification process finds any students that are NOT assigned to a Building and/or Grade, a report will be generated that will include all of these students. You can manually assign these students to the correct building or grade, or you can call NUTRIKIDS at 1-800-724-9853 for assistance.

• Click the “Close” button at the top • Congratulations! You have finished the District Data Import Process!

nutrikids district data import tool · 2013. 8. 28. · importing data in order to update the...

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