Learner Off-the-Job Hours Import Specification in PICSWeb

Owned by Tim Davies (Pellcomp) (Deactivated)
Last updated: Jan 19, 2022 by Joe Robson (Unlicensed)
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 Off-the-Job Hours data from other data sources. The table below shows what types of import are available for Off-the-Job hours.

Supported Options

 

CSV file format accepted

XLSX file format accepted

User Defined Fields supported

Record Handling

 

Single record in file

Record added direct to database

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. Any records that cannot be imported will be reported back to the user.

The importer looks for matching OTJ Hours records in PICS using the derived Episode Ident, Start Date, and Start Time. 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

ULIN

Yes

As per ILR

PICS12345678

Learner Reference Number as on the ILR. This is used in combination with the StartDateTime to derive a PICS Episode Ident.

StartDateTime

Yes

dd/mm/yyyy hh:nn

30/10/2019 11:30

Session start date and time

PlannedHours

This or DurationHours

Numeric

2.25

Planned duration of the session in hours and fraction of an hour. For example, 2.25 = 2 hours an 15 minutes.

DurationHours

This or PlannedHours

Numeric

1.5

Duration of the session in hours and fraction of an hour. For example, 1.5 = 1 hours 30 minutes.

ContactType

 

String

Portfolio Development

You must specify the Code or Description of an entry in the Contact Hours Types list

RecordedBy

 

String

Apprentice, Employer or blank

If the word Apprentice is found, it will be categorised as being recorded by the Learner so that approval can be completed in eAssessor.

If the word Employer is found it will be categorised as being recorded by the Employer so that approval can be completed in eAssessor.

Notes

 

String



Any other notes

 

Example Data File

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