Manage Person Habits in the Integrated Workbook

You can download person habit information, such as disability tobacco usage, to the integrated Microsoft Excel workbook. Use the integrated workbook to view and edit the data and upload the changes to the database.

The basic process for managing person habits data using the workbook is:

1. Generate and populate the workbook.

2. Edit, add, and delete person habits in the workbook.

3. Upload edits.

4. Resolve errors

Repeat these steps as many times as required to accommodate revisions.

Generating and Populating the Workbook

1. On the Person Data Loaders tab in the Evaluation and Reporting work area, click Prepare Person Habits in Workbook.

2. In the generated workbook, enter the session effective date.

3. Click Download to retrieve the records that are effective as of the date that you entered in step 1.

Editing, Adding, and Deleting Person Habits in the Workbook

After the download completes, you can view, edit, add, and delete existing person habits data.

• Edit the Student Status, Disability Status, Disability Type, Tobacco Use, Covered in Another Plan, and Plan values only.

  The upload process ignores edits in any other columns.

• Insert a row to add habit data for a new person.

  To identify the person, you must enter either the person number or these three values, in their respective fields:

  • First name

  • Last name

  • Date of birth

  As denoted in the column header, person type is required for each new row.

Tip:

• You can't edit or enter the effective date in the workbook. To change the effective date, use one of these methods:

  • Generate a new workbook with the new session effective date.

  • Edit the date by searching for the person in the Benefits Service Center page and then opening the Manage Contacts page.

• You can't retrieve data deleted as part of the upload process.

• You can verify disability status and tobacco usage for only participants in the application user interface. To verify disability status and tobacco usage for dependents, you must:

  1. Generate the integrated workbook.

  2. Download the person habit information for the relevant dependents.

Uploading Edits

After you complete your edits, click Upload to load into the application database the rows that are marked as Changed.

The process:

1. Uses the session effective date that you set when you generated the workbook as the start date for any edits or new rows that you entered in the workbook

2. End dates the prior data row as of the previous day

3. Retains the history

4. Deletes permanently all of the related effective-dated records from the application database

Resolving Errors

The upload process automatically updates the Status field in each workbook row. If there are errors that require review, the process:

1. Rolls back the change in the application database

2. Sets the workbook row status to Upload Failed

3. Continues to the next workbook row

To view and resolve an error:

1. Double-click Update Failed in the Status field.

2. Fix any data issues in the workbook.

3. Upload the latest changes.