Data checklist

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File Format

• File is provided in CSV format and complies with RFC 4180. See the File guidelines for the full set of formatting rules. Bad:
  job_id, job_title, job_description
  4352, Manager in Retail, Restaurants and Bars, This person needs so ...
  
  Good:
  job_id, job_title, job_description
  4352, "Manager in Retail, Restaurants and Bars", "This person needs so ..."
  
• No custom or proprietary formats are used (e.g. custom EIB files) unless explicitly agreed.

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Columns & Structure

• Column names are not duplicated and in line with the specification pages. Bad:
  Reference ID, Reference ID, Reference ID
  
  Good:
  employee_id, org_unit_id, job_id
  
• Make sure that internal working history has 1 record per employee and job code. Bad:
  employee_id, job_id, start_date, end_date
  123, 123, 10/10/2014, 01/01/2015
  123, 123, 02/01/2015, 31/12/2024
  123, 123, 01/01/2025, BLANK
  
  Good:
  employee_id, job_id, start_date, end_date
  123, 123, 10/10/2014, BLANK
  

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Data Quality

• Empty values are truly blank (not represented as \N or other placeholders). Bad:
  job_id, job_description, job_summary
  123, "<PLACEHOLDER>", "This job needs to ..."
  
  Good:
  job_id, job_description, job_summary
  123,, "This job needs to ..."
  
• All columns have valid values and format is in line with the specification pages (e.g. completion dates are filled when required).
• No value exceeds the Max chars limit given for its field on the specification pages. Records that exceed it are rejected on ingest, so check the longest value per column against the limit before the first delivery.
• Text formatting follows agreed rules (e.g. no unexpected escaped characters like double quotes). See the File guidelines. Bad:
  job_id, job_description
  123, "Manager, responsible for ""Customer Support"""
  
  Good:
  job_id, job_description
  123, "Manager, responsible for Customer Support"
  

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Identifiers & Scope

• Each identifier (employee ID, job code, etc.) is unique and unambiguous. Bad:
  course_id, course_description, type
  123, "Python course for dummies", video
  123, "Microsoft Excel", course
  
  Good:
  course_id, course_description, type
  123-video, "Python course for dummies", video
  123-course, "Microsoft Excel", course
  
• Only the agreed scope of data is included (employees, jobs, or codes). Employees and jobs not in scope are not sent.
• Make sure no opted-out and terminated employee data is present in the files.
• Inactive data is included for jobs and courses (relevant for learning/working history). Bad:
  course_id, course_name, active
  101, Safety Training, TRUE
  
  Good:
  course_id, course_name, active
  101, Safety Training, TRUE
  102, Old Certification, FALSE
  
• Make sure IDs are consistent across files, so records can be referenced. For example, employee_id in the employee file is the same as employee_id in the learning file. Bad:
  Employee file: employee_id = 123
  Learning file: emp_id = 321
  
  Good:
  Employee file: employee_id = 123
  Learning file: employee_id = 123