This topic explains how to export the spreadsheet templates used to import objectives to the system and contains details on how to complete the spreadsheets correctly to ensure that no errors occur when importing them.
1. Access the ERM solution.
2. In the Strategic and Enterprise Objectives section, click Export/Import Objectives.
The system displays a screen where strategic and enterprise objectives can be exported and imported.
3. In the Export section, mark the Include assets checkbox to include in the spreadsheet the list of assets registered in the Organization module and streamline the association of assets with enterprise objectives.
4. Click Export Template (see figure below).
5. Save the file to your computer and open it.
When the file is opened, the template is displayed in Microsoft Excel.
When accessing the spreadsheet for the first time after it is exported, the macros must be enabled, otherwise, you will not be able to edit any information in it. In some versions of Microsoft Excel, a banner appears so that they can be enabled. For further details on enabling macros, access http://office.microsoft.com/en-us/excel-help/?CTT=97. Select the version of Excel you are using and locate the topic on macros.
The file includes five tabs: Instructions, which details how the spreadsheet should be completed; the Enterprise Objectives and Strategic Objectives tabs, where the properties and attributes of the objectives can be provided; the Assets tab, which displays the path and name of the assets registered in the Organization module (only displayed if the option to include assets is selected when exporting the template); and the Enterprise Risks tab, with the list of enterprise risks registered in the ERM solution (see figure below). Keep in mind that the fields in the Assets and Enterprise Risks tabs cannot be edited and are available only for consultating purposes.
The table below explains how each field from the Enterprise Objectives tab should be completed. Fields marked with an asterisk are required.
|
Field |
Instructions |
|
ID |
The ID for each enterprise objective is generated automatically when the spreadsheet is imported to the system. When existing objectives are exported for editing, their IDs will be displayed in this field as read-only values. This field should not be completed or edited, and any changes made to it will be ignored by the system. |
|
*Type of Enterprise Objective |
This field lists the available enterprise objective types. Select a type for the objective being created from the drop-down list displayed when the cell is clicked. Default types as well as any custom types created in the Object Types section of the Administration module will be listed. Note that when the list of existing enterprise objectives is exported for editing, deleted types will be displayed if there are still objectives of the type registered in the system. However, new enterprise objectives cannot be created with these deleted types, nor can the type be edited through the spreadsheet. |
|
*Name |
The name is used to identify the enterprise objective being created. Enter a value for this attribute by inserting plain text using 1 to 2,500 characters. |
|
*Description |
The description is used to provide additional details on the objective. Provide a value for this attribute by entering plain text using a maximum of 5,000 characters. |
|
*Associated Asset |
This field indicates the asset for which the enterprise objective is being created. The asset path must be provided as listed in the Assets tab of the spreadsheet. |
|
*Associated Enterprise Risks |
This field is used to list the enterprise risks associated with the enterprise objective in order to better monitor the risks that may prevent the objective from being fulfilled. This type of attribute is multiple-selection and should be completed with the numeric identifiers or the names of the risks being associated. If more than one risk is registered in the system under the same name, an alert will be displayed and no association will be created. However, this will not prevent the spreadsheet from being imported. The names or identifiers of the enterprise risks should be separated by a semicolon (";") without spaces. The identifier of each enterprise risk should be preceded by "id:" with no spaces. |
|
Enterprise Objective Attributes |
Any enterprise objective attributes displayed in the spreadsheet were previously created and published in the Objects and Attributes section of the Administration module. When an attribute does not apply to a certain type of enterprise objective, an alert will be displayed when importing the spreadsheet and any information entered in the field will be ignored. If the attributes are marked as required in the system, they must be completed for the spreadsheet to be imported. These fields should be completed according to the type of attribute, as follows: •Attachment: Files cannot be uploaded or deleted through the spreadsheet, although any files attached through the system will be listed. These will be displayed within brackets separated by semicolons. For example: [file name.pdf];[file name 2.doc]. When creating an enterprise objective through the spreadsheet, this field will be imported blank, even if it is marked as required. •Date/Time: The date format should be the same as that configured for the attribute. If the attribute is registered as "Date", the field should contain only the date; if "Time", the field should contain only the time; and if "Date/time", it may contain either one. If only the date will be included, the time will be 0:00; if only the time will be included, the date will be the import date. The date may be in two formats: MM/dd/yyyy or yyyy-MM-dd. The time should be in 24-hour format: HH:mm. •E-mail: E-mails should be entered using a maximum of 100 characters in the following format: username@domain.com. •Formula: This is a read-only field, so it is not possible to insert or edit values. These values will be re-calculated once the spreadsheet is imported. •Georeference: Specify a value for this attribute by providing the coordinates in the following format: To define a point: {"type":"Point","coordinates":[-0.09046,51.51095]} To define a set of points: {"type":"LineString","coordinates":[[-0.09046,51.51095],[0,07446,44.51095]]} The coordinates for the points must be entered between brackets, in the "Longitude,Latitude" order. •Image: Image files are attached through the system and cannot be added through the spreadsheet. The files attached through the system will be displayed in brackets and separated by a semicolon, for example: "[image.jpeg];[image2.jpeg]". When creating an enterprise objective through the spreadsheet, this field will be imported blank, even if it is marked as required. •Link: Links should be entered as: http://www.domain.com or \\server\path. •List of Options: Attributes of this type should be completed with the options available for the attribute, separated by semicolons if more than one value is accepted. •Number: This type of attribute uses the decimal separator (“.”) and optionally the comma separator (“,”) to separate thousands. For example, the number 1200 should be filled in as 1,200.00. •Outline: This type of attribute should be completed with the entries using a maximum of 100 characters with each separated by semicolons. For example: Entry 1;Entry 2. •Paragraph: This type of attribute should be completed with normal text. •Relationship: This type of attribute can be single or multiple selection and should be completed with the alphanumeric identifier or the path of the objects being associated. If more than one object with the same name has been registered in the system, the paths of the objects cannot be used to create relationships and the system will not allow the spreadsheet to be imported. Note that for multiple selection attributes, the paths or identifiers of the objects must be separated by semicolons (";") and no spaces when completing the cells. The identifier of each object should be preceded by "id:" with no spaces after the tag. The identifier is available through the API and can also be found by inserting the name of the object in the general search field and clicking on the corresponding entry, which will then display the identifier at the end of the URL.
For business components, the path is specified as follows: business component level > business component type > business component name.
For perimeters, the path is specified as follows: parent perimeter name > perimeter name.
For assets, the path is specified as follows: parent perimeter name > subperimeter name > asset name.
For other objects, simply enter their names.
When the spreadsheet is exported, the list of related objects might be truncated if the maximum number of characters allowed in the cell is exceeded. If the cell is not edited, the spreadsheet will be imported and all existing relationships will be kept. To edit the relationships, the ellipses and brackets must first be removed. Note that, in this case, the new relationships will be imported and any previous ones will be deleted. •Text: This type of attribute should be completed with normal text within any maximum or minimum limits set for it and according to the mask of regular expression if one was set for the field. For details on creating attributes, see Chapter 17: Administration -> Customizations -> Objects and Attributes. |
|
Author |
This field lists the name and username of the person who registered the objective. It should not be completed or edited, and any changes made to it will be ignored by the system. |
|
Date Created |
This field lists the date on which the enterprise objective was registered. It should not be completed or edited, and any changes made to it will be ignored by the system. |
|
Updated By |
This field lists the name and username of the person who updated information on the enterprise objective. It should not be completed or edited, and any changes made to it will be ignored by the system. |
|
Date Updated |
This field lists the date on which information on the enterprise objective was updated. It should not be completed or edited, and any changes made to it will be ignored by the system. |
The table below explains how each field from the Strategic Objectives tab should be completed. Fields marked with an asterisk are required.
|
Field |
Instructions |
|
ID |
The ID for each strategic objective is generated automatically when the spreadsheet is imported to the system. When existing strategic objectives are exported for editing, their IDs will be displayed in this field as read-only values. This field should not be completed or edited, and any changes made to it will be ignored by the system. |
|
Rows of Associated Enterprise Objectives |
This field is used to associate enterprise objectives being created through the spreadsheet with a strategic objective. The row of each enterprise objective can be found in the Enterprise Objectives tab of the spreadsheet. The rows must be separated by a semicolon (";") without spaces. |
|
IDs of the Associated Enterprise Objectives |
This field is used to associate enterprise objectives already registered in the system with a strategic objective. The ID of each enterprise objective can be found in the Enterprise Objectives tab of the spreadsheet or in the Enterprise Objectives section in the system. The IDs must be separated by a semicolon (";") without spaces. |
|
*Type of Strategic Objective |
This field lists the available strategic objective types. Select a type for the objective being created from the drop-down list displayed when the cell is clicked. Default types as well as any custom types created in the Object Types section of the Administration module will be listed. Note that when the list of existing strategic objectives is exported for editing, deleted types will be displayed if there are still objectives of the type registered in the system. However, new strategic objectives cannot be created with these deleted types, nor can the type be edited through the spreadsheet. |
|
*Name |
The name is used to identify the strategic objective being created. Enter a value for this attribute by inserting plain text using 1 to 2,500 characters. |
|
*Description |
The description is used to provide additional details on the strategic objective. Provide a value for this attribute by entering plain text using a maximum of 5,000 characters. |
|
Strategic Objective Attributes |
Any strategic objective attributes displayed in the spreadsheet were previously created and published in the Objects and Attributes section of the Administration module. If the attributes are marked as required in the system, they must be completed for the spreadsheet to be imported. These fields should be completed according to the type of attribute, as follows: •Attachment: Files cannot be uploaded or deleted through the spreadsheet, although any files attached through the system will be listed. These will be displayed within brackets separated by semicolons. For example: [file name.pdf];[file name 2.doc].
When creating a strategic objective through the spreadsheet, this field will be imported blank, even if it is marked as required. •Date/Time: The date format should be the same as that configured for the attribute. If the attribute is registered as "Date", the field should contain only the date; if "Time", the field should contain only the time; and if "Date/time", it may contain either one. If only the date will be included, the time will be 0:00; if only the time will be included, the date will be the import date. The date may be in two formats: MM/dd/yyyy or yyyy-MM-dd. The time should be in 24-hour format: HH:mm. •E-mail: E-mails should be entered using a maximum of 100 characters in the following format: username@domain.com. •Formula: This is a read-only field, so it is not possible to insert or edit values. These values will be re-calculated once the spreadsheet is imported. •Georeference: Specify a value for this attribute by providing the coordinates in the following format: To define a point: {"type":"Point","coordinates":[-0.09046,51.51095]} To define a set of points: {"type":"LineString","coordinates":[[-0.09046,51.51095],[0,07446,44.51095]]} The coordinates for the points must be entered between brackets, in the "Longitude,Latitude" order. •Image: Image files are attached through the system and cannot be added through the spreadsheet. The files attached through the system will be displayed in brackets and separated by a semicolon, for example: "[image.jpeg];[image2.jpeg]".
When creating a strategic objective through the spreadsheet, this field will be imported blank, even if it is marked as required. •Link: Links should be entered as: http://www.domain.com or \\server\path. •List of Options: Attributes of this type should be completed with the options available for the attribute, separated by semicolons if more than one value is accepted. •Number: This type of attribute uses the decimal separator (“.”) and optionally the comma separator (“,”) to separate thousands. For example, the number 1200 should be filled in as 1,200.00. •Outline: This type of attribute should be completed with the entries using a maximum of 100 characters with each separated by semicolons. For example: Entry 1;Entry 2. •Paragraph: This type of attribute should be completed with normal text. •Relationship: This type of attribute can be single or multiple selection and should be completed with the alphanumeric identifier or the path of the objects being associated. If more than one object with the same name has been registered in the system, the paths of the objects cannot be used to create relationships and the system will not allow the spreadsheet to be imported. Note that for multiple selection attributes, the paths or identifiers of the objects must be separated by semicolons (";") and no spaces when completing the cells. The identifier of each object should be preceded by "id:" with no spaces after the tag. The identifier is available through the API and can also be found by inserting the name of the object in the general search field and clicking on the corresponding entry, which will then display the identifier at the end of the URL. For business components, the path is specified as follows: business component level > business component type > business component name. For perimeters, the path is specified as follows: parent perimeter name > perimeter name. For assets, the path is specified as follows: parent perimeter name > subperimeter name > asset name. For other objects, simply enter their names. When the spreadsheet is exported, the list of related objects might be truncated if the maximum number of characters allowed in the cell is exceeded. If the cell is not edited, the spreadsheet will be imported and all existing relationships will be kept. To edit the relationships, the ellipses and brackets must first be removed. Note that, in this case, the new relationships will be imported and any previous ones will be deleted. •Text: This type of attribute should be completed with normal text within any maximum or minimum limits set for it and according to the mask of regular expression if one was set for the field.
For details on creating attributes, see Chapter 17: Administration -> Customizations -> Objects and Attributes. |
|
Author |
This field lists the name and username of the person who registered the strategic objective. It should not be completed or edited, and any changes made to it will be ignored by the system. |
|
Date Created |
This field lists the date on which the strategic objective was registered. It should not be completed or edited, and any changes made to it will be ignored by the system. |
|
Updated By |
This field lists the name and username of the person who updated information on the strategic objective. It should not be completed or edited, and any changes made to it will be ignored by the system. |
|
Date Updated |
This field lists the date on which information on the strategic objective was updated. It should not be completed or edited, and any changes made to it will be ignored by the system. |
6. When finished, save the file to your computer.
Note: For details on importing strategic and enterprise objectives created through the spreadsheet, see Chapter 4: ERM -> Strategic and Enterprise Objectives -> Export/Import Objectives -> How to Import Strategic or Enterprise Objectives.