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Mass Labor Rate Change Using Import/Export

This explains how to change Labor rates when log records using those rates already exist using the Import/Export feature. This is a multi–step process that requires familiarity with Cartegraph's Import and Export feature.

NOTE: CSV files generated by an export that will be used for importing must use ANSI encoding. Cartegraph recommends this process for Cartegraph AMS users and Cartegraph OMS users on the Spring 2017 release and earlier. If you are a Cartegraph OMS user on the Winter 2018 release or later, use the process explained in Mass Labor Rate Change Using Automation Manager.

You must have administrator rights to access this feature.

Before you begin:

  • Edit your existing Labor log records with the most current labor rate(s) to ensure costs are accurate. If your organization uses multiple labor rates for a single employee, add filters to identify the rate name. For example, Standard and Grade 6. Perform this process for each rate name.
  • Backup your database for each rate you change. Cartegraph recommends familiarizing yourself with this process in the test database before attempting to implement it in the production database.

Select Labor Rates to Update

This step provides a list of the labor rates that require an update.

  1. From Cartegraph Administration select Import/Export.
  2. Create an Import/Export Format from the Format Editor.
  3. Select the Category Resources and the Type Labor/Rates.
  4. Name the format Select Labor Rates Requiring an Update.
  5. Select the Use Filter check box.
  6. Create and apply a filter for the employees this rate change applies to. Make note of the filter used in this step for use later in the process.
  7. In the Fields tab, select the following fields:
    • <Parent ID>
    • Effective On
    • Expires On
    • Rate
    • Rate Name
    • <CgId>
  8. Save the format.
  9. In the Format Editor, run this export to download all Labor rates requiring the mass labor rate adjustment.
  10. Save the exported file for use later in the process, and name it Select Labor Rates Requiring an Update.csv.

Create a Dummy Rate

This rate is used as a placeholder.

  1. Open the Select Labor Rates Requiring an Update.csv created in the last step.
  2. Update the values in the file as follows:
    • Effective On: Set the value to the date the new rate goes into effect.
    • Expires On : If known, set the value to the date the new rate should expire.
    • Rate: Set the value to the value of the new rate. For example, 30 $/hr.
    • Rate Name : Set the value to Dummy.
    • System ID: Remove the values in this field.
  3. Save this file with the new name of Create a Dummy Rate.csv.
  4. In the Cartegraph Format Editor, open the Select Labor Rates Requiring an Update format.
  5. In the Fields tab, remove the <CgId> field and add a <Filler> field in the same position.
  6. Save this format as Create a Dummy Rate.
  7. In the Format Editor, run an import using Create a Dummy Rate as the Format and Create a Dummy Rate.csv as the data source.

Select Labor Log Records

Update labor log entries and use the Dummy rate just created.

  1. In the Cartegraph Format Editor, create a format to update Labor log entries.
  2. Select the Category Resources and the Type Labor\Log.
  3. Name the format Select Labor Log Records.
  4. Apply a filter to select the employee logs with the rate name that needs to expire. Add this line to the filter:
    • Select Date for the Field
    • Set Operator to Is from
    • Set the value to the date the new rate goes into effect.
  5. In the Fields tab, select the following fields:
    • <Parent ID>
    • <CgId>
    • Rate Name
  6. Select Check for Duplicate Record on <CgId>.
  7. Save the format.
  8. In the Format Editor, run an export with the Select Labor Log Records format you just created.
  9. Save the exported file as Select Labor Log Records.csv.

Update Labor Log Records

Here you need to update labor log entries with the Dummy rate previously created.

  1. Open the Select Labor Log Records.csv saved in the previous step.
  2. Change the Rate Name value for all records to Dummy.
  3. Leave all other fields as they are.
  4. Save this file with the name Update Labor Log Records.csv.
  5. In Cartegraph, run an import using the Select Labor Log Records format created in the previous step and the Update Labor Log Records.csv created in this step.

Update Expiration Date

Now that the selected log records use the Dummy rate, expire the old rate. 

  1. In the Cartegraph Format Editor, open the Select Labor Rates Requiring an Update format created in the Select Labor Rates to Update section and select the Check for Duplicate Record icon on the <CgId> Field.
  2. Save the format as Update Expiration Date.
  3. Open the Select Labor Rates Requiring an Update.csv file that was saved in the Select Labor Rates to Update section.
  4. Add the correct Expires On date to all records in the file.
  5. Save this file as Update Expiration Date.csv.
  6. In Cartegraph, run an import using this Update Expiration Date format file with the Update Expiration Date.csv as the Data Source, both created in this section.

Select Dummy Rates

Now that the old rates have an expiration date, get a list of Dummy rates still in the system.

  1. In the Cartegraph Format Editor, open the Update Expiration Date format created in the previous section.
  2. In the Properties tab, apply the filter created in the first section, but make sure to filter on Rate Name Is Dummy.
  3. Save the format file as Select Dummy Rates.
  4. In Format Editor, export using the Select Dummy Rates format.
  5. Save the exported file as Select Dummy Rates.csv.

Change Dummy Rate Name

Update the Dummy Rate Name to the desired Rate name.

  1. In the Select Dummy Rates.csv, change the Rate Name to the name of rate that was just expired. For example, Standard.
  2. Verify the Rate and Dates are correct for this new rate.
  3. Save the file as Change Dummy Rate Name.csv.
  4. In Format Editor, import using the Select Dummy Rates format created in the previous section, and the Change Dummy Rate Name.csv created in this section.

 

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