Capturing programs and program action plan data in bulk

Edit online

In IBM® Envizi ESG Suite, you can use the Setup Programs and Action Plans report template to create or modify programs and program action plans in bulk.

About this task

Use the Setup Programs and Action Plans report template to create or update programs and action plans, and to extract existing program and action plan metadata for reference or modification. The report template includes fields that reflect your organization’s custom configuration. The following fields in the first four columns are mandatory and are used for validation:
  • Organization
  • Program link
  • Program
  • Program type
The template also includes the following fields:
  • Program Description
  • Program Managed By
  • Program Status
  • Program Comments
  • Action Plan Link
  • Action Plan
  • Action Plan Description
  • Action Plan Class
  • Action Plan Source
  • Action Plan Status
  • Action Plan Notes
Note: Some of the additional field names that are in your extracted report reflect any customized captions and drop-down list validations that are managed in Admin > Custom Fields. Therefore, your extracted report might vary from the previous default list.

Use the extracted report as your upload template to ensure that you use the correct column headers.

It is recommended that you use the ISO format for dates.

Procedure

  1. Run the Setup Programs and Action Plans report:
    1. In global search, select Reports, then search for and run the Setup Programs and Action Plans report.
    2. In the Filter By #1 list, extract all programs or filter by a specific program.
    3. Click Submit, then click Download as CSV and save the download as an XLSX file.
  2. Populate the template:
    • To create a program, leave the Program Link field blank and enter a unique name in the Program field.
    • To create an action plan, leave the Action Plan Link field blank and enter a unique name in the Action Plan field.
    • To update or retain an existing program, retain the existing Program Link value and modify the other program-related fields as needed.
    • To update or retain an existing program and action plan, retain both the existing Program and Action Plan Link values and modify the other related fields as needed.
    The programs and action plans data must comply with the following validation requirements:
    • Missing or invalid organization names cause the whole template to fail.
    • If you enter a program link value, it must exist in the organization.
    • If a program type is simple, you cannot create action plans under it.
    • If you create a program, or an action plan within a program, that duplicates an existing program or action plan by name, an error is triggered.
    • Fields that have been restricted to a drop-down list in custom fields must provide a value that matches a valid drop-down list value. Similarly, fields such as ‘program managed by’ must match a valid unique contact name.
  3. Upload the template:
    1. Click Manage > Upload Files.
    2. Click Upload, enter a name for the process, and attach your updated template.
    3. Click Upload File.
  4. Monitor the upload status:
    1. Click Manage > Files Processed - Accounts & Setup.
    2. Review any error messages and correct them as needed.