Organisation Import Specification in PICSWeb

Owned by Tim Davies (Pellcomp) (Deactivated)
Last updated: Jan 11, 2024 by Ryan Mahoney
2 min read

Instructions on using this specification to create an import file are available in Uploading a New Import File.

A CSV/XLSX file import can be used to bulk import and update Organisation data from other data sources. The table below shows what types of import are available for organisations.

Supported Options

 

CSV file format accepted

XLSX file format accepted

User Defined Fields supported

Record Handling

 

Single record in file

User redirected to the New Organisation window

Multiple records in file

Records added direct to database

For the import to work, the file must be in the following format. If no data is found for the mandatory columns, no records will be imported.

The importer looks for matching Organisation records in PICS using the EMPCODE or EMPRECGUID. Any matches found in PICS will be updated with data from the import file.

Column Name

Required?

Format

Example

Notes

Column Name

Required?

Format

Example

Notes

EMPNAME

Yes

String

Pellcomp Software

Organisation name

EMPADDR1

 

String

Gladstone House

First line of address

EMPADDR2

 

String

28 St Giles Street

Second line of address

EMPADDR3

 

String

Norwich

Third line of address

EMPADDR4

 

string

Norfolk

Fourth line of address

EMPADDR5

 

String

England

Fifth line of address

EMPPOSTCODE

 

Postcode

NR2 1LL

Postcode

EMPPHONE

 

 

 

Phone

EMPEMAIL

 

 

 

Email

EMPWEBSITE

 

 

 

Website

EMPRISK

 

Single character

1

Risk banding:

  • 1 - High

  • 2- Medium

  • 3- Low

or null

EMPSTATUS

 

single char

L

Status:

  • L - Live

  • U - Unapproved

or null = Live

EMPEPAORGID

 

EPAXXXX where X is an integer from 0-9

EPA01010

EPA Organisation ID

https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/EPAOrgID

EMPEDRS

 

9 digit number

912345678

Employer ID number from the Employer Data Service

https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerEmploymentStatus/field/EmpId

EMPCOMPANYREGNUMBER
COMING OCTOBER 2022

 

8 characters

12345678

Company Registration Number

EMPCODE

 

6-character long alpha numeric

PELL01

Used for matching

EMPRECGUID

 

32-character unformatted GUID

7f0c1c408ef29249999b76b0539b5d54

Used for matching

TAG_IDS

 

string

 

INTERNAL USE ONLY
pcTagList RecGUID values * separated

TAG_NAMES

 

string

April 2022*Engineers*

Names of the tags to create * separated

ACT

 

1 char

L

Apprenticeship Contract Type
1 - ACT 1 Levy

N - ACT 1 Non-levy
2 - ACT 2

SEM

 

2 numeric

1

Small Employer
00 - No
01 - Yes

SIZEBAND

 

1 char

M

L - Large (250+)

M - Medium (51 - 250)
S - Small (11 - 50)
I - Micro (0 -10)

NOTES

 

 

 

 

EMPMAINOFFICER

 

PICS Officer Code

 

Main Officer PICS Officer

See more

EMPMAINCONTACT

 

PICS Officer Code

 

Main Contact PICS Officer See more

ADDSITES

 

“*” used as a separator to allow for multiple sites to be added.

NOR*KING*IPS to add these sites to this organisation

 

REMOVESITES

 

“*” used as a separator to allow for multiple sites to be removed

NOR*KING*IPS to remove these sites from this organisation

 

 

Example Data File

The file below is an example of a valid organisation import CSV.