Set up practice data

This is preparation for the guided tutorial. If your practice organization already contains Outpatient Services, the Patient Services Coordinator job classification, and Weekdays, confirm the tutorial’s starting checklist and begin there. A completed example already contains the coordinator and Avery and is for inspection.

Use an empty, separate practice organization. The files create fictional records; they do not reset an organization or replace its existing workforce. You need permission to create and configure an organization, import workforce information, and give the learner appropriate access.

Download the complete Evergreen sample pack (ZIP) and unzip it. Only the CSV files are import uploads. Keep a local copy of my-practice-references.txt for the actual record and report numbers.

Prepare an empty organization

Start in: the organization selector, or the empty practice organization your administrator supplied.

1. Choose New organization, or use Start free if this is your first organization. See Create an organization for the complete form instructions.
2. Select your edition and enough capacity for at least seven positions. Use the available trial option; this exercise does not require payment details.
3. Enter Evergreen as the organization name. Choose USD for Workforce currency, January 1, 2026 for History start date, and your time zone. The currency is fixed when the organization is created. Complete the form and choose Create organization and start trial.
4. Confirm Evergreen in the header. Open Settings > Departments and check the initial top-level department is also named Evergreen. For this example, keep its starting Available to assign positions choice off; the files add three service branches and ten assignable departments beneath them.
5. Workforce Budgeting only: open Settings > Compensation > Annual hours per FTE and record 1950, effective January 1, 2026. Position Control learners skip this financial setting. The example uses annual salaries, so you will not need to calculate hourly pay.
6. Open Settings > Position settings. Set external assignment IDs to Optional, managed by FTE Tree, and retain the label External assignment ID. Save. The assignment CSV supplies a unique ID for each background assignment.
7. Enable External job classification ID and set its label to Job code. Keep employee and position external IDs Not used. The files use FTE Tree employee and position numbers. Keep standard field labels and choices, including the Active employee status and the regular assignment purpose.
8. Keep the standard required fields. Do not add required custom fields or financial classifications for this exercise. The downloaded files are prepared for this starting configuration.

If using an organization someone else prepared, check each setting before uploading. If the root name, field labels, required fields, or record names differ, have the administrator align the empty practice organization with this example. Do not rename choices in a working organization to make these samples fit.

Checkpoint: the organization has its initial root and standard setup, external assignment IDs are locally managed, and no practice positions or employees have been created yet. Workforce Budgeting learners have also entered annual hours. The existing Standard day schedule can remain; the pack adds Weekdays separately.

Load the supporting records

Start in: Evergreen. Open Imports.

The numbered files depend on earlier files. Upload one at a time in the order below. The first four prepare the choices used by the workforce files.

For each file:

1. Start an import, select the information type from the table, and choose Create.
2. Download its current template and compare its headings with the supplied CSV. The supplied files contain the columns used by this exercise; the current template can also offer optional columns. If required columns or choices differ, return to the preparation checks before uploading.
3. Choose the matching numbered CSV and Upload and validate.
4. Read the proposed changes and every warning. Confirm the expected row count, names, identifiers, and January 1, 2027 effective dates. Validation alone does not change the workforce records.
5. Apply the reviewed import. If a reason is requested, enter Load fictional Evergreen practice records.
6. Wait for Completed. Open the created records and check their date before starting the next file.

Position imports create official positions directly. These six background positions are ready for exploration; they are not drafts awaiting the approval exercise. The learner will create a separate draft in the guided tutorial.

The department file creates Health Services, Education Services, and Shared Services, with departments for care, teaching, student support, finance, people, technology, facilities, and administration. Background positions belong to Administration and Inpatient Services. Outpatient Services remains empty so your later coordinator has a clear staffing and financial example.

Checkpoint: six positions, five employees, and five assignments have been created. On January 1, 2027, they total 5 approved FTE, 4 assigned FTE, and 1 vacant FTE. FTE means full-time equivalent. No Avery employee or coordinator position exists yet.

If a file stops after some rows apply, inspect its saved results before continuing. Follow Import will not complete and prepare only the remaining work. Do not upload a completed Create file again.

Prepare access and approvals

The learner needs permission to create and request positions, manage employees and assignments in Outpatient Services, view the resulting records, and export the Position Control Snapshot. Financial follow-on practice also needs budget, actual compensation, and financial report access. Organization setup and import access are needed only by the person doing this preparation.

For someone learning alone, keep Settings > Approvals > No independent review configured. A valid request still must be submitted; it then completes without a separate review decision. For independent approval practice, arrange a different eligible reviewer, give that person their own account and department access, and follow Set up approvals before the learner submits anything. The learner does not change approval policy during the tutorial.

If a justification file is required, use position-justification.txt and explain the requirement before handover. Do not give the learner another person’s sign-in details.

Check the handover

1. Confirm the organization name, edition, January 1, 2027 availability, and learner access.
2. Find Outpatient Services, the Patient Services Coordinator classification, and Weekdays.
3. Confirm no coordinator position or Avery Reed employee exists yet.
4. Record whether requests complete under the starting policy or need the named independent reviewer.
5. If you loaded the sample files, verify six positions, five employees, five assignments, and 5 approved / 4 assigned / 1 vacant FTE on January 1. Outpatient Services remains empty.

Ready: the learner can begin at the tutorial’s starting checklist without creating an organization, importing files, or changing settings. Begin the guided tutorial.

Practice an import error later

Do this after the main journey so it cannot interrupt your first staffing and report checks.

1. Download invalid-department-date.csv.
2. In Imports, choose Departments > Create, upload the file, and choose Upload and validate.
3. Read the error for 2027-02-30, an impossible date. Do not apply this file. Confirm no Validation practice department was created.
4. In a local copy, change the date to 2027-01-01 and validate again. Inspect the proposed single new department. Apply it only if you want to add that optional practice record.

This optional department is outside the main checkpoints. If you apply it, the original workforce counts and financial example remain the same.

File reference and recovery

Use the README for upload order and expected results for source counts and financial checkpoints. If an import stops partway through, inspect its saved results and follow Import will not complete. Prepare only the remaining rows; uploading a completed Create file again does not reset the practice data.