File specification

The wMDSCV system will accept two types of file as follows:

• Excel files saved in the .xls or .xlsx format
• Text files saved in the .csv format

We have provided templates for you to use.

These should be populated with data from your organisation and then uploaded to the wMDS collection vehicle. The system validates the file structure; therefore, it is essential that these templates are used, and no alterations or deletions are made otherwise the file will fail validation.

The files consist of four structures as outlined below:

• staff details
• registrations
• absence
• vacancy

Excel files must be composed of the four worksheets listed above. If a file does not contain all four worksheets the system will generate an error and the data will fail to be uploaded to the data store. All four structures must be present, but not all need to be populated; however, Staff Details must be populated in order to achieve a successful submission.

Text files must be saved as four separate text files as listed above. Users must upload the Staff Details structure; however, the system will allow non-submission of the other three files if there are none to report for the period. More information about this can be found in the Submitting data files section. 

Within these files, the worksheets must be made up of certain data fields. The above template contains these, and it is essential that no alterations or deletions are made.

Additionally, further information on the data fields including a detailed description of the fields is available in Appendix 1. For information on valid data items within these fields please see the wMDS List of Values document.

There are a number of warnings and errors incorporated into the wMDSCV that the user will encounter if the correct file structure is not followed. Details of these are available in the monitoring submissions section. 

All documents referenced are available.