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How to Use the Pulse Code Change Tool

What is the Code Change Tool?

The Code Change Tool is data management tool designed for use by a Pulse consultants to assist clients with addressing issues with their data.  As the product has matured it has been released to selected clients for use by a limited number of people.  It is a powerful tool that can cause significant data integrity issues if not used wisely.

 

What does the Code Change Tool do?

The code change tool facilitates the changing of key information values throughout the Pulse database in a controlled and consistent manner.  Pulse information is stored in a relational database with Code values as keys linking information from related tables.  The code values are short abbreviations each representing a record of information.  Since these code values (abbreviations) are used to connect related data changing these code values can break the logical connection between various related data records. 

 The Code Change Tool allows the user to specify a change to the code value of a particular record of information.  It then consistently changes the stored code value for the related information in all tables in the Pulse database, thereby maintaining data relationships.

 

Who should use the Code Change Tool?

The Code Change Tool should only be used by selected advanced Pulse users who understand their Pulse data.  This is usually someone in a data administration role or under the guidance of a Pulse Consultant.

 

Who should not use the Code Change Tool?

The Code Change Tool will go throughout a standard Pulse database changing the specified Code values in the known Pulse tables.  The modular nature of Pulse has lent itself to the creation of Special modules that are client specific.  Only a few of the Special Pulse modules have been incorporated into the Code Change Tool functionality.

 

It is imperative that you check with Pulse Support that all modules licensed to your organization are supported by the current version of the Code Change Tool.  If the Code Change Tool is used on a Pulse database with special modules that are not supported then data in the special tables may become orphaned and thereby lost to the user interface. 

 

When should you use the Code Change Tool?

The Code change tool should be used when few staff are using Pulse.  When there are many people using Pulse there is higher likely hood of a possible error occurring during the change process.  This is especially relevant if you are changing code values for information that has high usage.  Eg Commonly used Job Types, Buildings, Trades etc.

 

 

Using the Code Change Tool

Startup Password

When starting the Code Change Tool a login form will display requiring a ‘Mercury’ emergency password.  At this moment call Zuuse Support help desk +61 3 9672 6161.  After informing the Zuuse Support staff member of the date and time specified on the login form, they will give you a time based once only password to grant you immediate access to the Code Change Tool.  Each time you close and open the Code Change Tool a new ‘Mercury’ password will need to be issued.

 

 

Changing a single Code Value

Changing a single Code value involves the following steps:

  • Choose the Name of the Code that you want to change.
  • Enter the current From code value that you want to change.
  • Enter the new To code value that you want to change the first value to
  • Press the Run

 

 

The Code Change Tool will examine each table in the Pulse database for the specified Code Name and search for the From code value and change it to the To code value.  If an error occurs anytime during this change process the change will be “rolled back” to the original values.

 

What Codes are available for change?

The Code Name field has a dropdown list from which a choice of the available fields can be made.

 

The available Code names for changing are:

Location Codes:

  • Asset No
  • Site Code
  • Building Code
  • Floor Code
  • Room Code

Finance / Organisation Codes:

  • Division Code
  • Department Code
  • Cost Centre Code
  • Finance Group Code
  • Expense Code

Trade / Maintenance Codes

  • Trade Code
  • Supplier Code
  • Task Number

 

How to search for a Code value?

There is no point running the Code Change process for a Code From value that does not exist.  Beside the From field is a search button .  Pressing this button will display a filterable search form that allows a user to locate the specific information that they want to change. 

 

 

Highlighting the record and pressing the Select button, or double left click on the desired record will place the Code value in the From field.  Pressing the <Tab> key to move out of the From field will cause a search for the From code value entered.  If it is a valid code value then the associated description will display next to the From field.

 

 

Specify a New Code value

Once a From code has been chosen a new code value needs to be entered in the To field.  Typing a new code value then pressing the <Tab> key will result in the Description being matched to the new code in the To field.

 

 

What if the To code value already exists?

If the To code value entered already exists in the BEIMS database then the associated description for the To code will be displayed.  It is likely that the descriptions will be different.

 

If the To code value already exists, by default, the code change process will not be allowed to continue.

 

Merging Code values

Selected Code Name values can be merged.  This is where the To value already exists.   In this process all records containing the From code value are changed to the To code value.  The original lookup table record containing the From code value is then deleted as it is unneeded.

 The Code names that allow a Code value merge are as follows:

  • Cost Centre Code (Exception if SPE066 is installed)
  • Department Code
  • Division Code
  • Expense Code
  • Finance Group Code
  • Site Code
  • Supplier Code

Changing Multiple Codes at once

A list of codes to change can be prepared in a csv formatted text file to enable change of a series of codes at once.  The file should contain two values per line split across two columns.  These represent the ‘From’ and ‘To’ values.

 

Example:  A list of Asset Numbers to change From > To

 

To use the Multiple Code Changes process, perform the following steps:

  1. Prepare a CSV file with From’ and ‘To’ value pairs
  2. Choose the Code Name that you want to change.
  3. Select the radio button Load Code Changes from file
  4. Choose the file containing the code pairs. Press the Ellipse button to search for the file.
  5. Press the Run button to process the code value pairs.

 

As the codes are changed row by row a form pops up and displays the update progress.  It will also show successful or failed completion of a specific record.

 

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