CHSP migration tool errors

Errors in the CHSP Migration Tool are typically related to file upload issues or migration validation failures. Work through the matching error below.

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Error: File upload rejected (user input)

Symptoms: The tool rejects the uploaded file with an on-screen validation message. Cause: The uploaded file is in the wrong format (for example .csv or .pdf), or its structure doesn’t match the expected OrganisationData.xml from the DEX Portal. Fix:

1. Follow the instructions on the screen
2. Download the correct OrganisationData.xml file from the DEX Portal
3. Upload the correct file and try again

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Error: File upload fails (backend error)

Symptoms: A backend error appears during the upload that isn’t caused by your input. Fix: Contact the Visualcare helpdesk with your database name and the OrganisationData file. This needs investigation by the engineering team.

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Error: Unable to migrate (unmapped activities)

Symptoms: The migration fails because of unmapped activities. Cause: You have delivered services in the past that are no longer approved in the OrganisationData.xml. These unmapped activities block the migration. Fix:

1. Request approval for the missing activities through the DEX Portal
2. Once approved, download the updated OrganisationData.xml
3. Re-run the migration

See also the “program activities have not been approved” error below - the two are closely related.

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Error: Program activities missing in XML

Symptoms: The error “The following program activities are missing in XML” appears. Cause: Timesheets are associated with services that are not included in the OrganisationData.xml file. Fix:

1. Review your DEX Portal and confirm the activities are present and approved
2. If you no longer want to use those activities, contact the Visualcare helpdesk for a list of the affected timesheets, then:
   1. Go to All Timesheets
   2. Locate each affected timesheet and click Edit DEX
   3. Change or remove the related DEX case

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Error: Program activities not approved

Symptoms: The error “The following program activities have not been approved” appears. Cause: The activities exist in the OrganisationData.xml but have not been approved in the DEX Portal. Fix: Follow the same process as the missing-activities errors above - request approval through the DEX Portal, re-download the updated file, and re-run. If you no longer want to use the activities, contact the Visualcare helpdesk for the list of affected timesheets and update each one through All Timesheets → Edit DEX, adjusting the DEX case and quantity.

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DEX case end date set to 2027

Symptoms: The migration creates DEX cases with an end date in 2027. This is expected behaviour - the end date is system-defined because the CHSP program ends in 2027. No action is needed.

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Funding type not set or incorrect

Symptoms: A client’s funding type is missing or wrong after migration. Fix: Go to Maintenance → Clients → Funding Types and adjust the funding types yourself - no helpdesk involvement is needed.

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Running into issues?

If your error isn’t listed here, contact the Visualcare helpdesk at support@visualcare.com.au.

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