CCRS B

Batch Claim
ms
Prrovider User Guuide

IT.2011-0015.1
21 July 2011

CCRS Batch Claims Provvider User Guiide 1

IT.2011-01
15.1 21 July 2011
©2011 Prooject Managem
ment Institute, In
nc. All rights reserved.
Table of Contents
Table of Contents ................................................................................ 2 

Introduction to CCRS Batch Claims .................................................... 3 

Audience and Prerequisites ................................................................................................. 3 
Frequently Asked Questions ............................................................................................... 3 
How to Access CCRS ......................................................................................................... 4 
Revision History ................................................................................................................. 4 

How to Submit Batch Claims............................................................... 5 

Create a New Batch Claim .................................................................................................. 5 
Step 1: Select the Category, Activity and Event ................................................................. 6 
Step 2: Select Start and End Dates, Assign PDUs .............................................................. 7 
Step 3: Upload Activity Participants................................................................................... 8 
Sample .CSV File.......................................................................................................... 9 
Browse and Upload File................................................................................................ 9 
Confirm Attendee Roster and Submit the Batch............................................................... 10 
View your Batch PDU Claims Queue .............................................................................. 13 

Tips and Troubleshooting.................................................................. 14 

.CSV File Import Preparation Tips ................................................................................... 14 
Batch Upload Errors ......................................................................................................... 14 
.CSV File Errors.......................................................................................................... 14 
Credential Holder Database Match Errors .................................................................. 15 
Frequently Asked Questions about Errors ........................................................................ 15 
Provider User Guide ......................................................................................................... 16 
How to Contact PMI Customer Care ................................................................................ 17 

CCRS Batch Claims Provider User Guide 2

IT.2011-015.1 21 July 2011
©2011 Project Management Institute, Inc. All rights reserved.
Introduction to CCRS Batch Claims
PMI credential holders use the Continuing Certification Requirements System (CCRS) to report
Professional Development Unit (PDU) claims online. The CCRS batch claim feature allows
providers of credential maintenance activities (Registered Education Providers or R.E.P.s and
Components) to add value and convenience to the credential maintenance experience.

Audience and Prerequisites

This quick reference guide applies to all PMI providers (Registered Education Providers or
R.E.P.s) and internal PMI Global Operations Center (GOC) staff who support CCRS.

Frequently Asked Questions

What is the CCRS Batch Claims Enhancement?
The CCRS batch claims enhancement is a business capability that allows PMI Registered
Education Providers (R.E.P.s), chapter leaders and volunteer leaders to upload
professional development unit (PDU) claims in groups or batches.
Who can use the CCRS Batch Claim Feature?
CCRS users with provider permissions can use the batch claims feature to submit
multiple claims quickly CCRS. For example, an R.E.P. can now upload PDU claims for
all credential holders attending an event in a batch instead of searching for each
credential holder and submitting the claim individually.
Will credential holders see the option to upload batch claims?
No, credential holders will not see the batch claim feature in CCRS. Only CCRS users
with provider permissions will see this new feature.
If a credential holder is part of a batch claim, when should he or she expect PDU claims
appear to on the transcript?
PMI CCR processing has a three-business day turnaround time to approve batch claims.
PDUs will appear on a credential holder’s transcript when the PMI CCR team approves
the batch. While all credential holders included in the batch will receive notification at
the same time, each will receive an individual notification.
Are there any limits to the PDU categories that can be claimed in batches?
Only PDU categories A, A1 and B can use the batch claim feature at this time. Category
E (item writing PDU claims) cannot use the batch claim feature at this time.
Can a provider upload claims from a spreadsheet?
Yes, the batch claim feature can accept claims in comma separated value (.CSV) file
format. PMI recommends first saving the claim spreadsheet in .CSV file format and then
importing the .CSV file to CCRS.
CCRS Batch Claims Provider User Guide 3
IT.2011-015.1 21 July 2011
©2011 Project Management Institute, Inc. All rights reserved.
How to Acce
ess CC
CRS
You musst log into CC CRS as a pro
ovider before creating a new batch cclaim. There are two batcch
claims op
ptions for prroviders.

Figure 1:: Locate Battch Claim F

Feature in C
CCRS

Revis
sion His
story
This userr guide will receive
r updaates as often as necessaryy to reflect C
CCRS batch claim changges.
The channge log descrribes new topics and oth her changes:

Docume
ent
Action Effe
ective Date
e Author D
Description
n
Number
Creation
n IT.2011-0
015.0 02 June
J 2011 Derek S
Scott In
nitial publication of thiss
u
user guide.

Revision
n IT.2011-0
015.1 20 July
J 2011 Derek S
Scott RRevised useer guide based
oon 16 July 2
2011 release
cchanges.

CCRS Batch Claims Provvider User Guiide 4

IT.2011-01
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How
w to Subm
S it Battch Cllaimss
This secttion describees the steps that
t providerrs must folloow to processs batch claim
ms. In additioon to
batch claaims, provideers can also submit indiv
vidual claimss.

Creatte a New
w Batch Claim
m
Locate thhe Submit a Batch Claim link in thee navigationn options at tthe left of thee screen. Cliick
this link to
t begin you
ur new claim
m.

Addition
nally, a list off your claim
ms displays in
n the Batch P ms Queue. Cllick Create a
PDU Claim
New Battch PDU Cla aim to continue.

Figure
F 2: Sta
art the Batcch Claim

CCRS Batch Claims Provvider User Guiide 5

IT.2011-01
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Step 1: Sele
ect the Catego
C ory, Acttivity an
nd Even
nt
Select thee PDU Cateegory and Activity Typee for the batcch claim from the drop-ddown choicee lists
and click
k Next to con
ntinue. Only
y PDU catego ories A, A1 and B can uuse the batch claim featurre at
this time. Only PMI staff membeers acting as CCRS Adm ministrators mmay submit ccategory B PPDU
claims.

Fig
gure 3: Seleect the PDU
U Category

Type the specific Activity numb ber or Activiity name to search for thhe activity aand add it to the
claim. Seelect the Acttivity # to ad
dd it to the cllaim and clicck Next to continue.

CCRS Batch Claims Provvider User Guiide 6

IT.2011-01
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 Figure 4: Select
S the A
Activity

Step 2: Sele
ect Starrt and End
E Dattes, Ass
sign PD
DUs
Use the calendar
c wid
dgets to selecct the start an
nd end datess for the batcch claim. If P
PDU values
display, review
r them
m to ensure acccuracy. If non PDU valuues display, ttype the valuues that applly to
each creddential or cerrtification. Business
B rulees in CCRS wwill alert you to PDU vaalue limits foor
each creddential or cerrtification. Click
C Next too continue y our batch claaim submisssion.

CCRS Batch Claims Provvider User Guiide 7

IT.2011-01
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 Figu
ure 5: Activ
vity Start an
nd End Datee

Step 3: Uplo
oad Acttivity Pa
articipa
ants
There aree two option
ns to upload the
t activity participants
p for your battch claim:

1. Use
U the Upload button to o upload a baatch claim frrom a spreaddsheet.
2. Use
U Search our o Databasse to submit individual cclaims by seaarching for individual
crredential hollders and add
ding each to
o a batch.

CCRS Batch Claims Provvider User Guiide 8

IT.2011-01
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 Figu
ure 6: Uploa
ad Activity P
Participantss

Sample .CSV File

Click Doownload to view
v a samplle .CSV file that you cann use to enteer claim dataa for the batcch
upload. You
Y must delete the headder row of thhe .CSV file before uplooading the baatch.

Browse and Up
pload File
e
Click Browse to seleect your batcch file, and th
hen click Up
pload to perfform the battch upload.

Figure 7:: Sample Fille and Batch

h Upload O
Option
CCRS Batch Claims Provvider User Guiide 9
IT.2011-01
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Confirm Attendee Roster and Su
ubmit the Batc
ch
The Atteendee Roster, a list of th
he credentiall holders from
m your batchh claim spreeadsheet, dispplays
on screen
n when yourr upload is coomplete. Rev view the Atttendee Rostter to ensuree it is compleete.
Upload errors
e will diisplay with th
he option to manually addd credentiaal holders to your back. Y
You
can also remove
r individual credeential holders from the b atch before pprocessing tthe remaindeer.

Figu
ure 8: Batch
h Claim Ro ster Detailss

The Con nfirmation and

a Submisssion screen displays.
d Revview the creedential holdders includedd in
your batcch and attest that the info
ormation you
u are submittting is correect. Next, cliick Submit tto
process your
y batch. You
Y can also o Save Progrress to returrn later and aadd to the baatch or subm
mit in
the futuree.

CCRS Batch Claims Provvider User Guiide 10

IT.2011-01
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 Figu
ure 9: Conffirm and Su
ubmit Batch
h
A successs message displays
d oncee submission
n of your battch is compleete (Figure 110). Click
Return to
t Queue to return to yo
our batch claiims queue (FFigure 11) oonce your subbmission is
completee.

CCRS Batch Claims Provvider User Guiide 11

IT.2011-01
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 Figuree 10: Batch Submission
n Success Message
M and Summary R
Report Dow
wnload Optiion

Figure 11: Return to Batch Claims Queu

ue after Sub
bmitting Claaim.

CCRS Batch Claims Provvider User Guiide 12

IT.2011-01
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ment Institute, In
nc. All rights reserved.
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View your Batch
B PDU Cla
aims Qu
ueue
Use the Batch
B PDU Claims Queeue option to o view a list of all submiitted claims.. Use this opption
to return to saved claaims that req
quire edits. You
Y can also,, create a new w batch claiim and checkk the
status of submitted an nd in-processs claims from the queuee.

Figure 12:
1 PDU Cla
aims Queuee showing Sttatus

CCRS Batch Claims Provvider User Guiide 13

IT.2011-01
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Tips
s and Troublesh
hootin
ng
This secttion describees batch claim
ms process tips
t and troub
ubleshooting informationn.

.CSV File Im
mport Preparattion Tip
ps
You musst delete the heading
h row
w from the CSV file priorr to uploadinng if you aree using the
d. This prepaaration step pprevents the batch claim import proccess
sample fiile to create your upload
from inteerpreting the headings ass data and caausing an errror.

Figure 13: E from a Course Moodule

1 How to Exit

Batch
h Uploa
ad Erro
ors
Here are examples off three possible errors th
hat you mighht encounter during the bbatch uploadd
process:

.CSV File
F Errors
s
The errorr message in
n Figure 14 displays
d if yo
ou attempt too upload a fiile that is not in .CSV orr
.TXT forrmat. If you receive
r this error, checkk the file typee and try agaain.

Figure
F 14: Error
E is thee wrong typee of file is u
uploaded

CCRS Batch Claims Provvider User Guiide 14

IT.2011-01
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ment Institute, In
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The errorr message in n Figure 15 displays
d if yo
ou upload a file with a hheading row that displayss
before th
he claim dataa. The uploadd utility interrprets the heeading row aas batch claim m values. Too
correct th
his error, rem
move the heaading row, saave the .CSV V file, and trry the uploadd a second tiime.

Fig
gure 15: Perrson ID Erroor Message

Creden
ntial Hold
der Datab
base Matc
ch Errors
s
This erro
or message displays
d if a credential
c ho
older includeed in the battch does not match PMI
database records. Unnless you seleect to add th
his record bacck to the battch, it will bee left out, annd the
remaindeer of the batcch can be proocessed. Reffer to the nexxt section, F
Frequently A Asked Questions
about Errrors, for information on n how to resspond to this error messaage.

Fiigure 16: Errror if uploa

ad does not match PMII database

Frequ
uently Asked
A Questio
Q ons abo
out Errrors
Here are some frequeently asked questions
q thaat relate to eerrors that yoou might enccounter whenn
ng batch claiims in CCRS
processin S.
If a cred
dential holdeer cannot be added to a batch
b claim,, can the proovider compplete the batcch
upload without
w this record?
r
Yes,
Y if there iss a problem processing a batch, the provider caan remove inndividual
crredential holder claims and
a continuee processingg the batch.
If a provvider cannot add a credeential holderr to a batch cclaim, whom
m should thaat provider
contact?
The
T provider should conttact the crededential holderr. The credeential holderr must then
co
ontact PMI Customer
C Caare to investtigate the reaason why hiss or her claiim could nott be
processed. While
W the batcch feature alllows providders to add vaalue and connvenience too the
CCRS Batch Claims Provvider User Guiide 15
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 crredential ma aintenance experience,
ex itt does not chhange the crredential hollder’s
reesponsibilityy to claim PD
DUS and ma aintain his orr her credenntial.

Proviider Us
ser Guid
de
Refer to the
t Providerr User Guidee for additionnal CCRS hoow-to instruuctions. This user guide oonly
displays to users who
o have the Prrovider role – it does nott display to ccredential hoolders.

CCRS Batch Claims Provvider User Guiide 16

IT.2011-01
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How to Contact PM
MI Customer C
Care
Contact PMI
P Custom mer Care if yo ou have any
y questions abbout CCRS Batch Claim
ms. Contact tthe
Customer Care servicce center ressponsible forr your geogrraphic regionn.

CCRS Batch Claims Provvider User Guiide 17

IT.2011-01
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ment Institute, In
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