When importing RCM Analyses, duplicate Functions or Functional Failures may be created unintentionally. This article explains why duplicates occur and how to prevent them.
Cause
The RCM Analysis import feature allows you to create new Functions and Functional Failures during the import process.
If the import file contains Function or Functional Failure names that do not exactly match existing names in IMS, the system treats them as new records and creates duplicates.
Common causes include:
Typographical errors in Function or Functional Failure names.
Additional spaces before or after a name.
Copying and pasting names from the user interface, which may include hidden whitespace characters.
For example, a Function name copied from the application may contain trailing whitespace. When pasted into the import template, the name no longer matches the existing record, resulting in the creation of a duplicate Function or Functional Failure during import.
Recommended Workflow
To reduce the risk of creating duplicate records, perform the work in two separate stages.
1. Create the System Structure
Create all required Functions and Functional Failures before importing RCM Analyses.
You can create these records by using:
The IMS user interface
The System import template
The System Equipment import template
2. Import RCM Analyses
After the System structure is complete, create or import the RCM Analyses.
You can do this by using:
The IMS user interface
The RCM Analysis import template
Recommendation: Generate an Initial Import Template
To create a reliable starting point for imports:
Create several RCM Analyses in the user interface.
Export the Analyses for the System you are working on.
Use the exported file as the basis for future imports.
This approach provides correctly formatted data and a good example of the expected import structure. Using an exported template helps reduce data-entry errors and prevents accidental creation of duplicate records.
Note
Before importing RCM Analyses, review the import file carefully. Confirm that any new Functions or Functional Failures are intended.
Verify Validation Messages Before Importing
During the import process, review the validation messages.
If a validation message indicates that a Function or Functional Failure will be created:
Open the import file.
Verify that the Function or Functional Failure name is correct.
Confirm that the creation of the new record is intentional.
Correcting naming issues before import can prevent duplicate data from being created.
Note
A validation message indicating that a Function or Functional Failure will be created may be a sign of a naming mismatch rather than a genuinely new record.
Managing Existing Duplicates
Example from a Support Investigation
During a support investigation, Cenosco support identified multiple duplicate Functions and Functional Failures. The duplicates appeared to have been created because of minor differences in naming.
To simplify identification, suspected duplicate records were marked with the suffix [D].
This approach made it easier to distinguish duplicate records from the intended records. For example, two Functional Failures may have nearly identical names under the same Function. In such cases, the Functional Failure with fewer associated Analyses were identified as the duplicate and marked with [D].
Recommended Actions
Review each suspected duplicate and determine the appropriate action.
Possible actions include:
Expire the duplicate Function or Functional Failure.
Rename the duplicate to clearly distinguish it from the intended record.
Consolidate Analyses under the correct Function or Functional Failure where appropriate.
Carefully reviewing duplicate records helps maintain data consistency and improves the accuracy of RCM Analysis reporting.