Rate Data: Import and Export

Article Links Introduction | Best Practices | Exporting and Importing Data |  

INTRODUCTION

The Rate Data feature allows IMS administrators to create current year reporting by month so that you can compare the actual number of reported incidents to your established target. 

This article describes how to use the import and export feature to add current year and historical data for as far back as nine years from the current year.

Refer to the Rate Data: Overview article to learn more about the rate data feature and how the IMS calculates the data provided on the Incidence Rates Report.

Refer to the Rate Data:Add, Edit, and Delete article when you would like to add, edit, or delete a single rate record. 

Refer to the Incidence Rate Report article for an overview and instructions to run the report.

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BEST PRACTICES

Below is a list of recommended best practices when exporting and importing data:

• At the beginning of every year, import your entire year's data except the Hours Worked Actual and Number of Employees.  Before you run the Incidence Rate Report, update the individual rate records for the current month(s) to add the actual hours and employees.
• The first time you want to perform the import, add the first rate record manually, then export. This way you will have one record on the excel spreadsheet to help you complete the spreadsheet. 
• Deleting rate data must be done manually in the IMS. Refer to the Rate Data: Add, Edit and Delete article to learn how to delete rate data records.
• If you are entering historical data, you will need to know the Recordable Count, Days Away Count and Transfer/Restriction Count and Actual Hours Worked by month for the year. 

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EXPORTING AND IMPORTING DATA

Follow these steps to export and import data:

Step 1: Add a Data Record 

1. Refer to the Rate Data: Add, Edit and Delete article to add the first record manually
   Note: If you already have records entered, you can skip this step.

Step 2: Export the Data 

1. Click the Administration tab at the top of the screen.
2. Click Incident Management, then Rate Data on the left menu bar.
3. Click the Export button on the Rate Data screen.
4. Save the Rate Data.xlsx spreadsheet to your desktop or network location.

Step 3: Update the Spreadsheet

1. Columns A-C: Enter the Establishment Name, Year, and Month
   
2. Columns D-F: Enter Hours Worked Estimated, Hours Worked Actual, and Number of Employees
   
3. Columns G-J: Enter target Recordable Rate, Days Away Rate, Transferred/Restricted Rate, DART Rate
   
4. Columns K-M: Enter the historical Recordable Count, Days Away Count, Transferred Restriction Count, Hours Worked Actual.
   Note: Leave these blank if you are recording a current year.
   
   
5. DO NOT delete or leave blank rows between the data entries and the ##### signs.
6. Save the spreadsheet.

Step 4: Import the Data

1. Click the Administration tab at the top of the screen.
2. Click Incident Management, then Rate Data on the left menu bar.
3. Click the Import button on the Rate Data screen.
4. Locate and select the spreadsheet to be imported on your local or network drive.
5. The import will begin.
6. Click the OK button on the Import Successful confirmation screen.

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