Interface Policies

Process Group/Policy Details

• Subject: Interfaces/UPDOCS

• Process Group: Interface

• Title of Policy: Interfaces and Upload Transaction Spreadsheet (UPDOCS)

• Effective Date: 01/15/2015 

• Revised Date:  04/24/2026

• Approved/Revision Date: 01/15/2015

• Approved by: Robert Jaros

Process Group Description

Interfaces, inbound and outbound, allow departments’ source systems and Colorado Operations Resource Engine (CORE) to interact with each other. The Upload Transaction Spreadsheet (UPDOCS) enables department users to load transactions in the online CORE system using spreadsheets.

Rationale or background to policy

Interfaces and UPDOCS allow departments to load transactions en masse. Interfaces are either automatic inbound file from a department’s source system database or an outbound file from the CORE system. 

Conversely, UPDOCS is a manual upload of transactions through the online application using an Excel spreadsheet. UPDOCS should be considered when there are 10 or more transactions to enter.

Policy Statement

Interfaces and UPDOCS Spreadsheet

• Departments must generate interface files from their source system to be uploaded into the CORE system.

• Departments are responsible for the content of the file and that it meets the requirements defined by CORE Operations. For a list of supported transactions, please see the CORE website (core.state.co.us).

• CORE Operations will not modify inbound interface files and only one interface file per transaction code will be processed automatically per day. Any additional interface files will have to be manually interfaced via user request.

• CORE Operations will adhere to interface related requirements detailed in the Colorado Information Security Policies (CISP).

• Departments are responsible for pushing their inbound interface files to the MoveIt SFTP site for processing and pulling the outbound interface files.

• UPDOCS will follow the same workflow rules exactly as a manually entered transaction online.

Interfaces File Naming Convention

This interface file’s naming convention is comprised of six nodes. An example of an interface file name, as well as an explanation of each of the naming convention nodes, is described below.

• SYSTEM – The first node is the 4-character receiving system name (CORE = Colorado Operations Resource Engine).

• DOC_DEPT_ID – The second node is the four-character CORE Department ID (e.g. HAAA = Department of Transportation).

• DOC_CD – The third node is a maximum of eight characters for the CORE transaction or page code (e.g., JVA1 = Advanced Journal Voucher Interface).

• LEGACY – The fourth node is a maximum of 10 characters for the department system identifier (e.g., KUALI = Kuali).

• YYYYMMDDHHMM – The fifth node is twelve characters for the date and time the interface file is generated (e.g. 201306021730). This is required to reflect the system date and time when the file is created.

• File Extension – The sixth node is the file extension to identify the type of source file.  The extension of “.txt” will be used to identify the ASCII file format.

Testing Requirements

Inbound Interface Testing

The delivery of the inbound interface requires both unit and integration level testing. Unit testing must be completed before integration can begin.

• Unit testing is the department’s responsibility. Working with their system vendor, OIT, or other development group, the department must build an inbound source file that meets the following criteria:

  • • Correct content

    • System Generated

    • Fulfill the field mapping document’s requirements supplied by DPA

    • Proper syntax

    • Successful transmission to the MoveIt Dev and PRD

• Integration Test

  • CORE Operations will test the file transfer process from MoveIt to CORE

  • CORE Operations will validate the department source files meet the field specifications.

NOTE: The actual content will not be reviewed for accuracy, but only that it meets the field mapping requirements.

• • CORE Operations will attempt to load the file into CORE

  • The department is responsible for providing a source file with record counts representative of production volume.

  • The department will perform a test results analysis to verify that transactions loaded successfully and the data is accurate.

Outbound Interface Testing

The delivery of the outbound interface requires both unit and integration level testing. Unit testing must be completed before integration can begin.

• Unit testing is the CORE Operations and Department’s responsibility. CORE Operations is responsible for delivering the file to MoveIt. The Department is responsible for pulling the file and validating its content. The following criteria will be reviewed:

  • • Correct content

    • System Generated

    • Fulfill the field mapping document’s requirements supplied by CORE Operations

    • Proper syntax

    • Successful transmission to MoveIt

• Integration Test

  • CORE Operations will test the generation of the automated outbound file and the file transfer process from CORE to MoveIt

  • The department must pull the outbound interface file from MoveIt

UPDOCS Testing

New or updated UPDOCS spreadsheets require both unit and integration level testing.  Unit testing must be completed before integration can begin.

• Unit testing is CORE Operations' responsibility. CORE Operations will update the mapping configuration, the UPDOCS spreadsheet, and CORE configurations as needed. CORE Operations will perform a preliminary UPDOCS upload to verify its working in SH1.

• Integration Test

  • The department uploads transactions using the UPDOCS spreadsheet

  • The department will perform a test results analysis to verify that transactions loaded successfully and the data is accurate.

Interface/UPDOCS Delivery Process

Migrating new interfaces and UPDOCS updates to production occurs through 3 phases. Phase 1 and 2 are for testing and the 3rd Phase is the actual migration to production:

1. Phase 1: Conducted in SH1, this initial test phase will be when most issues and bugs are resolved. Sign-off to migrate to the second test environment will only take place after both the department and CORE Operations believe the new interface has been thoroughly vetted and tested in SH1.

2. Phase 2: Conducted in MA1, this final test phase will be a sanity check and final acceptance test before migration to production. Sign-off for production migration will take place only after both the department and CORE Operations believe the new interface has been thoroughly vetted and tested in MA1.

3. Phase 3: Migrate new interface to Production

Procedures

Establishing Interface

To establish a new interface with CORE, agency Controllers, Procurement Directors, or Budget Directors need to submit a request via the change request form on the CORE Governance Committee page:

1. 1. CORE Operations will review and follow up as required. All changes are governed by the change management process defined by CORE Operations and the CORE Governance Committee.

      1. CORE Operations will review and decide whether or not an interface is considered “Standard Maintenance” (meaning it can be worked on without a CGC vote) or whether the CORE Governance Committee (CGC) will need to review it.  In the case of a new UPDOCS request, review will be done by CORE Operations to decide whether or not a new UPDOCS template request should go to a CGC vote.  In either case, the submitting agency will be notified if the request has been approved or rejected. 

      2. If the CGC request is approved, the department will complete an OIT Access Request Form to OIT in order to access the MoveIt development (test) and production environments. This will be necessary to test interface files, as described above.

         • Note: OIT will determine the turnaround time needed to gain access to MoveIt

Manual Interface Load

1. Departments that want to have an interface file manually loaded are required to submit a ticket to the CORE Help Desk. Request that the ticket be assigned to the Interface/Batch group. Note that the interface file must reside on MoveIt or the request will be denied. The ticket must include:
   a. Why it failed (if applicable)

b. Reason a manual load is required

c. The file’s transaction type

d. Name of the file

2. CORE Operations will review the manual load request and contact the department via a Service Desk ticket if:
   a. it’s approved, and when it will be loaded

b. or if additional information is required

c. or if the request is denied.

3. CORE Operations will proceed with manually loading the file accordingly and contact the department via the Service Desk ticket when it has been completed.

Submitting a Document through UPDOCS

1. Departments are required to always download an authorized UPDOCS spreadsheet from the CORE website.

2. Fill out the spreadsheet with the correct data and save it.

   • Note: Do not delete or rename any of the spreadsheet tabs or columns in the workbook.

3. Log on to CORE and navigate to the UPDOCS page, then use the three buttons on the right-hand side of the page to select “Upload Spreadsheet”.  This will take you to the SPSUP page

4. Use the options provided to upload the template (browse for or drag and drop a file, identify the transaction type, and whether or not you want to submit the transactions or leave them in draft.

5. Click “Upload” and wait for confirmation the upload was successful. The uploaded transactions can be searched for by returning to the previous page (UPDOCS) and using the available search criteria to locate and review your entries.  If an error occurs, refer to the next section for reporting UPDOCS issues.

Reporting UPDOCS Issue

1. Departments that experience an error when loading a spreadsheet via UPDOCS are required to submit a ticket to the CORE Help Desk. The ticket must include:

   1. • Transaction code

      • Department code

      • User ID of the person trying to load the spreadsheet

      • Screenshot of the actual error code. Expand the message box if there are multiple errors so as to capture all error messages in a screenshot.

      • Completed UPDOCS spreadsheet attached to the ticket

2. CORE Operations will review the incident and process it accordingly.

Updating UPDOCS Spreadsheet

1. UPDOCS Spreadsheets do not always have all the available fields that a user would find if they entered the transaction online. Departments have to contact the CORE Help Desk (core.help@state.co.us) to request that additional fields be added to the UPDOCS spreadsheet. They are required to submit a ticket to the CORE Help Desk. The ticket must include:

   • • Name of the UPDOCS spreadsheet

     • Business justification for adding a field

2. A CORE Functional Specialist will review the incident and process accordingly. All changes are governed by the change management process defined by CORE Operations.