Data import workflow with XLSX files

Alfabet FastLane enables you to collect and upload data in XLSX files. You must have a spreadsheet program installed on your computer to process the XLSX files.

The following describes the general process and important requirements for importing and exporting XLSX files described below:

To export, collect, and import data via XLSX files:

1. Decide on your method of data collection:
   • Go to Data Import > Simplified Data Capture to capture data for specific business questions without the need to configure data capture templates. Each object class has a dedicated XLSX file based on the business question you select. The XLSX file that is generated includes only the relevant attributes needed to answer the business question.
   • Go to Data Import > Advanced Data Capture to configure data capture templates to capture data for each relevant object class, reference array as well as application costs and project costs. This process is involved and requires a good understanding of the class model and how classes reference other classes.
2. Generate the XLSX file for an object class:

   The XLSX file is generated asynchronously and can be downloaded from the Notifications panel. Save the XLSX file to your local drive or network to process.

3. Define the data in the XLSX file:

   You can create new data, updating existing data, delete data, or not change data in the XLSX file. Please note the following:

   • Do not change the name of the XLSX file.
   • Use the Help tab in the XLSX file to find information about the data required in each column.
   • All existing objects based on the selected object class will be exported to the XLSX file and may be changed and reimported. Please note the following:
     • Each exported object constitutes a row in the XLSX file.
     • The first column displays an Operations column. The Operations column must be defined for every row including those that you do not update. If the operation is not defined for a record, the record will be invalid even if no change is made. The following options can be selected:
       • Create: Select to create a new record. Define the new record in an empty row in the XLSX file and define the relevant columns as needed.
       • Update: Select if one or more properties, role types, indicator types, or lifecycle phases shall be modified for the record. Note that data capture templates for object relations and authorized objects do not support the Update operation.
       • Delete: Select if the entire record shall be irrevocably deleted. This should be used in exceptional cases. There is no undo action if an object is deleted from the database.

         In order to delete example data provided with Alfabet FastLane, you can export the data capture template for a selected object class or relationship. For each object that should be deleted, select Delete in the Operation column of the XLSX file.

       • No Change: Select if no modification shall be made to the record.

       If the operation is not defined for a record, the record will be invalid even if no change is made to record.

     • The subsequent columns represent the attributes, indicators, roles, etc. to capture for the object. Depending on the property type to capture, you can enter a value in a cell or select a value in a drop-down list of a cell.
   • Do not add additional columns, change the name of columns, or change the format of the data.
   • Define all mandatory properties.
   • Ensure that start and end dates are correct. An end date may not be before the start date.
4. Import the XLSX file:

   Upon import, all valid data captured in the XLSX file will overwrite existing data in the database. If your company's Microsoft Office files include the feature to restrict file access via sensitivity labels, you must set the sensitivity label setting of the XLSX file to Public in order to import the file with your data.

5. Review the success of the import:

   You can first validate the correctness of the intended data upload and be informed about all validation rule violations in an XLSX file. This allows you to understand and correct multiple validation rule violations before actually uploading the data. The validation checks the correctness of the specification of the operation, mandatory fields, DateTime attributes, data size, stereotype definitions, enums, indicators, information flows, and references. A status report will indicate the number of records that have been successfully imported and the number of invalid records that were not imported with an explanation of the error. The user can correct the invalid data directly in the status report and subsequently import the corrected data to Alfabet FastLane.

6. Review the data quality for a business question. Once data has been imported, open Alfabet FastLane with the Portfolio Manager user profile. Navigate to a business question that you have imported data for and review the data quality in the Data Quality page to understood how reliable the data is for your user community. You can also go to any data workbench and click Visualize > Data Quality to view a data quality report for all imported objects of the class. Resolution hints provide links that take theuser directly to the location in the product where the data quality issue can be resolved.