Import Program Activities

Import program activity records in bulk from a spreadsheet file in PEARS.

The Program Activity import allows you to create multiple program activity records at once from a spreadsheet file. PEARS generates a dynamic template customized to your organization, validates your data, and reports errors in a downloadable error workbook.

Permission required: Organization administrator or data manager.

Import Program Activities

1

Navigate to the Import Page

From the Program Activities list page, click the Import button to open the import page.

2

Download the Template

Click Download Template to generate an Excel template customized to your organization. The template includes:

• A Codebook sheet explaining each field with field types and example data formats.

• A Key Mapping sheet listing all valid values for lookup fields (program areas, action plans, sites, units, delivery methods, etc.) scoped to your organization's current reporting periods.

TIP: Always download a fresh template before importing. The Key Mapping sheet reflects your organization's current configuration and may change between reporting periods.

3

Prepare the Spreadsheet

Fill in the template with your program activity data:

• Required fields are indicated in the Codebook sheet.

• Reference the Key Mapping sheet for valid values in lookup fields such as program areas, sites, and delivery methods.

• Each row represents one program activity record.

4

Upload and Submit

Upload the completed spreadsheet file. PEARS validates each row and creates program activity records for valid rows.

5

Review Results

If errors are found, download the error workbook. The error workbook includes:

• A dedicated Errors sheet with one row per error.

• Hyperlinked cell references sorted by sheet, row, and column so you can quickly locate and fix issues.

Correct any errors in your original file and re-upload to import the remaining records.

NOTE: Only the import creator and organization administrators can view and manage an import. Data managers have additional flexibility to import data for completed programs or past reporting periods.