The E2L
system allows a county to accept a sample file via the internet, and manually
collect the data via a browser-based application. The E2LA (E2L “automated”)
portion of the E2L system allows counties to upload data into the E2L,
bypassing the need to enter the data manually. The steps of this process are:
ACCESSING THE E2LA SYSTEM
E2LA is
located at
https://www.adm.dss.ca.gov/e2l/cntyb_downloader.asp
Users
must have supervisor rights to access the E2LA site. Contact the E2L Help Desk
at E2LITE@dss.ca.gov if you have
questions.
E2LA has
three web pages: Upload Dataset, Batch Data Log, and Download
Dataset.
DATA REPORTING FAQs (including Projection of Hours tables)
SYSTEM PAGES
Upload
Dataset
This
page allows the user to upload completed “skeleton” files into the E2LA system.
Uploaded files are evaluated on a record by record basis, so partial uploads
will be accepted, as well as uploads of records that were previously rejected
and have been corrected. For example, if a sample file contains 200 records,
users can upload partial files that only contain 100 of the 200 records.
In
addition to displaying the results of the upload on this page, each upload
creates an entry on the Batch Data Log page.
Batch
Data Log
This
page displays a log of all data files uploaded by the county using E2LA, and
includes:
The
error file for rejected records contains the following information for each
rejected record in CSV (comma separated value) format.
Download
Dataset
This page allows the user to select a sample set
(based on month and year) from a dropdown list, and download a list of records
for that time period. If a county HAS NEVER uploaded data for that time period,
the downloaded file is the “skeleton” file and only the first eight fields are
populated. If a county HAS uploaded data for a certain time period, the
downloaded file will contain not only the “skeleton” data but also data that
was uploaded by the county via the Upload
Dataset page.
FILE FORMATS
Uploaded
Dataset File
Downloaded
Dataset File
Field
Name |
Data
Format |
SAMPLE_YEAR |
YYYY |
SAMPLE_MONTH |
MM |
COUNTY_NUM |
NN |
CASE_NUM |
XXXXXXX |
FBU_NUM |
X |
AID_CODE |
XX |
REVIEW_NUM |
XXXXXX |
XXX |
Remember,
if records for a certain sample set have never been uploaded records, the
downloaded file will contain only the eight “skeleton” field values. If records
for a certain sample set were previously uploaded, the downloaded file will
contain skeleton field data and data
from the uploaded file. That way, counties can track which records in the file
are complete, and which are not.
Update
Records – To update records, upload new data to replace the old data.
Note: Avoid using MS Excel to save the .csv file, as this will cause the file to become corrupt. Excel corrupts the file by applying “General” formatting to fields. Leading zeros are removed from data values such as CASE_NUM, and when saving files discards columns of “empty” cells at the end of rows.
DATA DICTIONARY
The Data
Dictionary can be found here in PDF format:
Download Data Dictionary FFY 2007
Download Data Dictionary FFY 2008
Download
Data Dictionary FFY 2009
Download
Data Dictionary FFY 2010
Download
Data Dictionary FFY 2011
Download
Data Dictionary FFY 2012
Download
Data Dictionary FFY 2013
DATA VALIDATION
Only
data relevant to a particular record will be evaluated. The skip rules document
flowchart displays the process for determining which data elements are required
for a particular record. Data elements which are not required for a record will
be ignored by the E2LA uploader, and replaced with zero length strings when
stored in the database.
Required
fields must be of the proper format for the field, as must be the appropriate
data range and type. The uploaded file contains a mix of the Numeric, Date,
Boolean and Text values. These values can optionally be quoted (ASCII 34). The
following edits are applied to the different data types:
Data
Type |
Acceptable
Values |
Numeric |
Must
be a positive integer consisting only of the digits 0 through 9. Any
value containing a non-digit character will be rejected. For example, -12
will be rejected (the negative sign “-” is not a digit), as will 12.34
(the decimal mark “.” is not a digit). Numeric
data is also validated against the range appropriate for the field. Refer to
the Data Dictionary for information on each particular field. |
Date |
Must
be in the format MM/DD/YYYY. For example, 01/12/2007. Months
and days with only single digit must have a leading zero (i.e. 08
instead of 8). Dates
must also be valid dates (i.e. The
date may have additional constraints based on the value of the SAMPLE_YEAR
and SAMPLE_MONTH fields. Refer to the Data Dictionary for information
on each particular field. The exception to this rule is the AIDED_CHILD_DOB, which allows a value of 99/99/9999 to indicate an unborn child. |
Boolean |
May be
1/0, TRUE/FALSE
or YES/NO. The value is case-insensitive, so True, TRUE
and true are all treated the same. |
Text |
Text fields
can contain a variety of values, including commas (ASCII 44), (ASCII 34) and
linefeed characters (ASCII 10, ASCII 13). To prevent E2L from misinterpreting
the data, all text data should be delimited with quotes (ASCII 34). For
example, because the following text contains commas:
This, that, and the other it will be interpreted as three separate data
values. To prevent this from occurring, the field should start and end with a
quote character (ASCII 34): "This,
that, and the other" This
will cause the text field to be read as a single field. However, an
additional step needs to be taken if the field contains a quote, such as:
I said, "Snap!" To prevent the quotes from being treated as delimiters, each quote character (") must be replaced by two quote ("") character. For example, the above example would be: "I
said, ""Snap!""" The
following example is color coded to help clarify the above example – the double
quotes in the text are first replaced (in green),
and then the entire string is placed in quotes (in red): "I said, ""Snap! """ Empty
strings can optionally be output as: "" Other
than checking that required text fields are not blank, no other edit is
applied to them. |
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