ERAS Export E*Value Exporting User Data from ERAS About When available, it is recommended that programs export their user data from the Electronic Residency Application Service (ERAS) for uploading into E*Value. This will significantly reduce the amount of time spent on data entry as well as ensure that key information about your residents is available in E*Value. Follow the steps below to export your data and prepare it for upload into E*Value. You may choose to export only basic user data or a more extensive list of user data; both templates are described below. We strongly recommend that programs using E*Value's financial reimbursement tool, E*gme, use the extensive data export template. If you have any questions or concerns, please contact Monica Fossati at 612-836-4881. Contents Filter for Applicants by Will Start Date Export Data Basic Data Template Extensive Data Template (recommended for E*gme) Prepare File for E*Value Submit file to E*Value Filter for Applicants by Will Start Date First, for each applicant who matched within your program, make sure that the "Will Start" status field is populated: 1
Once the Will Start date is entered for all of your residents, you can filter for just those residents accepted to your program. From the Tools menu, click Filter/Sort: From the Filter/Sort Dialogue box, highlight the Will Start item and click the Apply Filter button. 2
Confirm that the number of records equals the number of applicants who matched to your program. Export Data Once you confirm that the filter returned the results for all applicants matched to your program, select the Export option under the File menu, or click the Export icon shown below: The Export Wizard dialogue box will open. 3
1. Select applicant: Mark the "All applicants in recordset" option. 2. Type of data to export: If necessary, select "Main Applicant Data." 3. Select the fields to be included in the export by highlighting them in the Available fields list and using the > button to move them to the Fields to export list. Select your fields based on the templates below. You may select either the Basic Data template or the Extensive Data template. Programs using E*Value's financial reimbursement program E*gme are strongly encouraged to use the Extensive Data template. Important: Please select ONLY the fields listed for the template you are using (Basic or Extended). Selecting any additional fields will result in the file being returned or delays in uploading the data to E*Value. Similarly, please include ALL fields listed for the template you are using and ensure they are listed in the order specified below (alphabetical) to prevent any processing delays. Basic Data Template AAMC Number Birth Date Contact Email Date Starting ECFMG Certification Date First Name Last Name Medical Graduation Date Medical School Middle Name Program Name SSN Use these fields. Otherwise, it has to be entered by hand and it is more reliable. Extensive Data Template AAMC Number ACLS ACLS Expiration Date Alternate Phone Number AOA Member Number Birth Date Birth Place Citizenship COMLEX Level 1 COMLEX Level 2 CE COMLEX Level 2 PE COMLEX Level 3 Contact Address 1 Contact Address 2 Contact Cell Number Contact City Contact Country Contact Email Contact Fax Number Contact Pager Contact State Contact Zip CSA Pass Date CSA Pass Status Date Starting ECFMG Certification Date First Name Gender Last Name Medical Degree Medical Graduation Date Medical School Middle Name Residency Discipline Residency End Date Residency Program Residency Start Date NBOME ID Address 1 Address 2 City Country Phone State Zip Preferred Name Preferred Phone Number Previous Last Name Program Name SSN USMLE ID USMLE Step 1 Date USMLE Step 1 USMLE Step 1 Status USMLE Step 2 CK Date USMLE Step 2 CK USMLE Step 2 CK Status USMLE Step 2 CS Date USMLE Step 2 CS USMLE Step 2 CS Status USMLE Step 3 Date USMLE Step 3 USMLE Step 3 Status Visa Type 4
Once you have added all of the fields for the template you are using, click the Next button. The Export Wizard will prompt you with the following: 1. The Include field names on first row option should be checked. 2. Field Delimiter: Select {tab} from the select box. 3. Text Qualifier: Select {none} from the select box. Name your file correctly. I may not enter the proper program and this will hinder our process. 4. Click the Browse button to select a location on your computer where the exported report should be saved. It is recommended that you select a location you are very familiar with, such as your Desktop. Important: Name the file in the following format: Institution, Program Name, Year - Template used (i.e. University of AI, Children's Pediatrics, 2011 - Extended). If the ERAS information is for the following year, indicate that accordingly (i.e. University of AI, Children's Pediatrics, 2012 - Extended). Change the Save as type to an Excel type (.xls) and click the Save button. Click the Finish button. You will receive a confirmation that lists the location the file was saved to: Once you have exported your data, you will need to review the file and prepare it for uploading into E*Value, as explained in the next section. 5
Prepare File for E*Value Please check the formatting; it will be kicked out of the system upon upload. Your exported data needs to be reviewed for accuracy and possible format issues. Please use the guidance below to clean up the downloaded data. Phone and Fax Numbers: All domestic numbers must be entered in the format XXX-XXX-XXXX. International numbers must be in the format XX-XXX-XXX-XXXX. Dates: All date fields should be in the format M/D/YYYY. COMLEX Fields: The score fields for COMPEX data must be a number only; remove any text. Contact Email: This can be changed to their institutional email before sending the file to E*Value. Contact Pager: This can be changed to their institutional pager before sending the file to E*Value. Confirm that it is in the XXX-XXXX format. Contact Zip: This should be in the basic 5-digit format. Do not include hyphens or the extended zip numbers. Date Starting: This should be the first date they will be scheduled in the program, change if necessary. Confirm Date is in M/D/YYYY format. Do not forget these rows ECFMG Certification Date: ERAS will only export the Month & Year, and the default is set to the first day of that month. Change the date accordingly before sending file to E*Value. Confirm Date is in M/D/YYYY format. SSN: Confirm format is XXX-XX-XXXX (with dashes); if this field is empty you can enter the number if known. Important: Lastly, you will need to add 3 E*Value-specific fields to the end of the spreadsheet. These fields are not tracked in ERAS, but they are needed to upload the information to E*Value. Add 3 columns with the headers Rank, Medical School Code, and ECFMG Certification Number to the end of your spreadsheet, in that order. Enter the fields described below. HIGH Light in Yellow, so I will know. Rank: The PGY/Training level they will enter your program - for example PGY1, PGY2, etc. Medical School Code: Insert the official 5-digit medical school code. You can download an alphabetical list in Word format here -http://help.e-value.net/administration/assets/file/med_school_codes_2011.doc) or in a sortable Excel format here h-ttp://help.e-value.net/administration/assets/file/med_school_codes_2011.xls. ECFMG Certification Number: The actual ECFMG Certification number will not export from ERAS. Please add this number. Important: Do not include users already in E*Value system. Double check to make sure they do not already have an active or in-active account. Submit File After you have cleaned up the data and added the three additional columns of information, you are ready to upload the file. Again, please make sure that the file is clearly labeled with the institution, program name, year and template used. On March 21, 2012, ERAS information is due to Alicia Martinez in the GME Office. Prior to downloading ERAS data, please contact Alicia. Send to me. I ll double check before sending to E*Value. 6