How to Create a Dataset

Creating a dataset

Datasets let users organize a common set of records like 311 call records, criminal incidents, or financial transactions. Users can incrementally add records to their datasets by uploading new files or creating dataset integrations. For example, users can upload new 311 call records to their 311 datasets. The dataset then offers a single place to analyze all 311 records.

During setup, you can determine whether to tie the dataset to the Chart of Accounts or not.

Requirements:

1. Each dataset has at least one amount or count column
2. Each dataset has one of the following:
1. Date column
2. Fiscal Year column
3. Fiscal Year and Fiscal Period column
3. Each uploaded file contains tabular records
4. Each uploaded file contains a header row
5. Inside a dataset, each uploaded file has the same header fields in a consistent order
6. If tied to the Chart of Accounts, each segment of the Account String represented in the Chart of Accounts must have its own column

Who can access datasets?

Only System Administrators can create, view, modify, or delete datasets. Other users can only see data added to a shared report.

How do I create a dataset?

System Admins can navigate to the Data Manager by selecting the Data tab on the far left-hand.

1. Click + New Dataset
2. Enter the dataset name. You can change this name at any time.
3. Enable/Disable Chart of Accounts reports. This lets you use our Standard, Monthly, Balance Sheet, and FTE reports. Users cannot change this setting.

Upload file(s) to your dataset

You can add data to your datasets by dragging and dropping files onto the page. For datasets with previous uploads, you can also select upload files in the right-hand corner of the dataset. When you add new files, the Data Loader Wizard will open and show your files as the upload and parse.

Requirements:

1. Each upload contains tabular records
2. Each upload contains a header row
3. Each upload has the same header fields in a consistent order
4. If tied to the Chart of Accounts, each segment of the Account String represented in the Chart of Accounts must have its own column

Select your sheet for multi-sheet excel files

When uploading excel files, you have to specify which excel sheet to process. When the file has only one sheet, the platform automatically chooses that sheet.

Setup dataset

If you haven't set up your dataset already you'll have to continue setup to define column mappings and column types.

Customers have to define their dataset before they can use their data in our applications. These steps include column mapping and column types.

Column Mapping

The column mapping step tells OpenGov where to find required report fields in your data. All datasets require a date and amount. If your dataset includes a Chart of Accounts, OpenGov will require you to map each segment. You'll have the ability to map each segment description as well. This helps you avoid entering the name manually in the Chart of Accounts Editor.

Accepted Dates

OpenGov accepts three types of date formats:

1. Single date column
2. Single fiscal year column
3. Fiscal year column and separate fiscal period column

Column Types

Column types tell our application how they can use your fields. For reference:

1. Text columns will show in the Broken Down By menu on a report
2. Number columns, including percent, and currency, can be shown as amounts on reports.
3. Date columns can be used for calendar filtering on our grid-based reports.

Quick Facts:

• We require at least one Number, Date, and Text column to create visualizations.
• Setting the type to currency shows a $ sign in front of the totals

Geocoding

Customers using our Maps product can add geographic data in the geocoding step. In this step, customers can choose to define either coordinates or an address.

Users can geocode addresses or coordinates

Add to Dataset

Once you've completed the dataset definition, you can select add to dataset. This processes your new uploads. Once processed, you can now move on to using your data on reports or within Budget Builder.

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