A downloadable PDF version is available at the bottom of the page together with the Excel import template.
Rules. (Required fields are marked with a Red background colour)
| Field Name | Description | Rules | Exception Handling | Values to be placed | Default Values | Field Type |
| Initiative Code | This field contains the unique Number/Code of an Idea | Must be unique for non-deleted ideas, (can use the same IdeaNumber as a deleted idea). 1-20 characters. | If the record data exceeds 20 characters, the record will NOT be imported. | If the fields value is either blank or "NEW" then the number will be generated from the relevant department or subdepartments sequence which can be setup in the admin module. | Variable Character (20) | |
| Title | This field contains the title of the idea. | Titles cannot be duplicated. Titles can contain alphanumeric characters. | Idea form titles cannot be duplicated. Idea titles must be unique in order for the idea to be imported. | N/A | N/A | Variable Character (200) |
| Owner | This field contains the owner of the idea. | The users need to be created on the system in order to be identified as owners of an idea. | This field can be blank, the record will be imported. | User | First user on the list of the system | Lookup (Users) |
| Facilitator | This field contains the facilitator of the idea. | The users need to be created on the system in order to be identified as facilitators of an idea. | This field can be blank, the record will be imported. | |||
| Portfolio Level 1 | This is an indication of the Portfolio Level 1(department) to which the idea belongs. | The Level 1(department) selected must match up with the Level 1(departments) saved on the system. | If there is a spelling mistake or the Level 1(department) selected on the import does not meet the departments saved on the system, the record will still be allowed to be imported onto the system. However, the Level 1(department) field will be empty. | This will be determined by the users and the codes they associate with the Level 1(department). All codes will be unique. | The system will default to the first entry within the lookup. | Lookup ( Level 1 departments ) |
| Portfolio Level 2 | This is an indication of the Portfolio Level 2 (sub-department) to which the idea will belong to. | The Portfolio Level 2 (sub-department) selected must match up with the Portfolio Level 2 (sub-department) saved on the system. | If there is a spelling mistake or the Portfolio Level 2 (sub-department) selected on the import does not meet the Portfolio Level 2 (sub-departments) saved on the system, the record will still be allowed to be imported onto the system. However, the sub-department field will be empty. | This will be determined by the users and the codes they associate with the Portfolio Level 2 (sub-department) All codes will be unique. | Lookup (Portfolio Level 2 (sub-department) ) | |
| Portfolio Level 3 | This is an indication of the Portfolio Level 3 (team) the Idea belongs. | This value must be valid in the system. The Portfolio Level 3 (team) selected must match up with the teams saved on the system. | If there is a spelling mistake or the Portfolio Level 3(Team) selected on the import does not meet the Portfolio Level 3(Teams) saved on the system, the record will still be allowed to be imported onto the system. However, the team field will be empty. | This will be determined by the users and the codes they associate with the Portfolio Level 3(Team). All codes will be unique. | N/A | Lookup (Portfolio Level 3(Teams) ) |
| KPI Type | This field contains the KPI Type Name of the idea. | The KPI type needs to be created on the system in order to be identified as a KPI. | This field can be blank, the record will be imported. | Throughput \ Cost Usage \ Cost Price | Lookup (KPI Types) | |
| Initiative Source | This is an indication of the idea generation the idea will belong to. | Alphanumeric value | If there is a spelling mistake or the idea generator selected on the import does not meet the idea generator saved on the system, the record will NOT be imported onto the system. | This will be determined by the users. | The system will default to the first entry within the lookup. | Lookup (Idea Generator) |
| Situation | This field describes the situation preceding the implementation of an idea. | Can contain alphanumeric characters | The situation for the idea does not have to be captured for import to occur. | N/A | N/A | Variable Character (1000) |
| Opportunity | This field describes the complication/opportunity preceding the implementation of an idea. | Can contain alphanumeric characters | The complication/opportunity for the idea does not have to be captured for import to occur. | N/A | N/A | Variable Character (1000) |
| Solution | This field describes the solution preceding the implementation of an idea. | Can contain alphanumeric characters | The solution for the idea does not have to be captured for import to occur. | N/A | N/A | Variable Character (1000) |
| Initiative Definition | This field contains the Initiative Definition of the Initiative. | The Initiative Definition needs to be created on the system in order to be identified as an Initiative Definition. | This field can be blank, the record will be imported. | N/A | N/A | Lookup (Initiative Definitions) |
| Primary KPI | This field contains the code of the KPI that will be tracked as a primary KPI. | The code needs to exist in the system | This field can be blank, the record will be imported. | N/A | N/A | Lookup (KPIs) |
| Initiative Value | The annualized value of the Initiative | The field does not have to be captured for import to occur. The field can only be a numeric value. If this field has a value greater than 0, it will be used as the Idea Value. | N/A | N/A | N/A | Numeric (whole numbers) |
| ForecastCalculationMethod | How forecast values will be determined | If no value is provided a default value will be used. Valid values are: Forecast Percentages KPI Targets | If left blank, it will use a default value (See Default Values column) | Forecast Percentages \ KPI Targets | Forecast Percentages | Lookup (Forecast CalculationMethods) |
| AccessLevel | The Access level (Idea level Permissions) that will be granted to the idea | If no value is provided a default value will be used. | If left blank, it will use a default value (See Default Values column) | Default \ Confidential \ Global | Default | Lookup (AccessLevels) |
| Status | This field contains the Status of the idea. | If no value is provided a default value will be used. | If left blank, it will use a default value (See Default Values column) | Active \ On Hold | Active | Lookup (IdeaStatuses) |
| Benefit Start Date | This specified when benefits will start to be tracked | This specified when benefits will start to be tracked | N/A | N/A | N/A | Date time (YYYY-MM-DD) |
| Benefit End Date | This specifies when benefits are expected to end | This specifies when benefits are expected to end | N/A | N/A | N/A | Date time (YYYY-MM-DD) |
| Evaluating: TargetDate | Target date for the evaluating stage to begin. | Calendar date, which states when the target evaluating stage will begin. | N/A | Any date. | N/A | Date time (YYYY-MM-DD) |
| Evaluating: RevisedDate | Revised target date for the evaluating stage to begin. | Calendar date, which states when the revised target evaluating stage will begin. | N/A | Any date. | Date time (YYYY-MM-DD) | |
| Evaluating: ActualDate | Actual date the evaluating stage began. | Calendar date, which states when the evaluating stage will begin. | This value will never be used, it will always be replaced by the revised date if one exists or the target date if one exists or it will be left blank | Any date. | N/A | Date time (YYYY-MM-DD) |
| Implementing: TargetDate | Target date for the implementing stage to begin. | Calendar date, which states when the target implementing stage will begin. | N/A | Any date. | N/A | Date time (YYYY-MM-DD) |
| Implementing: RevisedDate | Revised target date for the implementing stage to begin. | Calendar date, which states when the revised target implementing stage will begin. | N/A | Any date. | Date time (YYYY-MM-DD) | |
| Implementing: ActualDate | Actual date the implementing stage began. | Calendar date, which states when the implementing stage will begin. | This value will never be used, it will always be replaced by the revised date if one exists or the target date if one exists or it will be left blank | Any date. | N/A | Date time (YYYY-MM-DD) |
| CashFlowing: TargetDate | Target date for the cashflowing stage to begin. | Calendar date, which states when the target cashflowing stage will begin. | N/A | Any date. | N/A | Date time (YYYY-MM-DD) |
| CashFlowing: RevisedDate | Revised target date for the cashflowing stage to begin. | Calendar date, which states when the revised target cashflowing stage will begin. | N/A | Any date. | Date time (YYYY-MM-DD) | |
| CashFlowing: ActualDate | Actual date the cashflowing stage began. | Calendar date, which states when the cashflowing stage will begin. | This value will never be used, it will always be replaced by the revised date if one exists or the target date if one exists or it will be left blank | Any date. | N/A | Date time (YYYY-MM-DD) |
| LockedIn: TargetDate | Target date for the lockedin stage to begin. | Calendar date, which states when the target lockedin stage will begin. | N/A | Any date. | N/A | Date time (YYYY-MM-DD) |
| LockedIn: RevisedDate | Revised target date for the lockedin stage to begin. | Calendar date, which states when the revised target lockedin stage will begin. | N/A | Any date. | Date time (YYYY-MM-DD) | |
| LockedIn: ActualDate | Actual date the lockedin stage began. | Calendar date, which states when the lockedin stage will begin. | This value will never be used, it will always be replaced by the revised date if one exists or the target date if one exists or it will be left blank | Any date. | N/A | Date time (YYYY-MM-DD) |
| Custom Field Columns | CustomField Values | Custom Field column headers must be prefixed with the word 'CustomField' followed by the name of the custom field, ie: for the Category custom field, the column header name must be: 'CustomFieldCategory' remove all spaces and special characters. | This field can be blank, the record will still be imported. | Their value must be the exact value shown in the form for text, long text, number and drop down list types, for checkbox custom fields, the value must be either true or false. false = unchecked, true = checked. For date fields the date must be a valid date. Multi Select Custom Field Value will need to be specified inside square brackets. i.e. Budget, Invest,... | N/A | Variable Character |
| Tags | This field contains tag name/s of the Idea | Tag names length must be greater than 3 and cannot be duplicated. Tag name can contain alphanumeric | This field can be blank, the record will be imported. | Comma separated list | N/A | Variable Character (255) |
| Secondary KPI | This field contains the code of the KPI that will be tracked as a primary KPI. | The code needs to exist in the system | This field can be blank, the record will be imported. | N/A | N/A | Lookup (KPIs) |