File Naming and Structure

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File Naming

Using a consistent and clear file naming structure is key to compiling a good submission. Setting up good file naming conventions will assist Project Teams:

Navigation of the submission files for Project Teams both locally and on the online platform
Easily identify and check what credits have been compiled, and what documentation has been submitted
Better quality assurance and version control of submitted documents
Note that in the document manager, project teams can search documents submitted. Having a clear naming structure allows projects to search documents more easily.

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Setting up a good file naming convention will allow Project Teams to search, filter and tag documents with greater ease when using the online platform.

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As guidance, the following file naming convention may be used as a template:

Credit Number > Credit Name/File Name > Assessment Type > Assessment Round

For example:

Credit 1 Industry Development Designed Round 1.pdf indicates that this credit submission is for a Designed Assessment at Round 1.
Credit 1 Industry Development Certified Round 2.pdf indicates that this credit submission is for a Certified Assessment at Round 2.

For additional examples, refer to below in the File Structure section.

Important: Make sure to note the assessment round and assessment type in the name of the file. This will allow both project teams and assessors clearly see which files shall be assessed for each assessment round.

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File Structure

When submitting through the online platform, files are uploaded through the document manager for each credit. Please note that there is a file size limit of 100MB. Project teams may elect to compile documentation using one of the following methods:

One Credit, One File
One Credit, Multiple Files

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Take note of the file naming structure, which clearly indicates:

Contents of the file
Credit or criteria the document is related to
Numbering system which allows files to be easily sorted and identified
Assessment type and assessment round
Naming convention is consistent </aside>

Projects using a One Credit, One File approach means that credit submissions are compiled locally on the user’s computer before being uploaded. This may lead to:

Faster completion of submission forms. i.e., only need tag one file per credit.
Improved visibility over files uploaded onto Green Star Online i.e., less files in the online submission
Greater version control and quality assurance i.e., GSAPs has greater control over the final credit submission before uploading

Projects using the One Credit, One File approach may tag the file against the discussion section of the respective credit being targeted.

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Projects using a One Credit, Multiple Files approach means that each credit submission will be comprised of multiple, separate documents on the Green Star Online platform. This may lead to:

Greater flexibility on uploading/updating files
Files can be tagged more granularly against submission form questions to demonstrate compliance against criteria
Caters to submission compilations where multiple contributors are tasked to upload files </aside>

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Current feedback is that project teams generally find One Credit, One File to be the preferred approach as it is more time efficient due to less time being spent on Green Star Online, and the GSAP has greater quality assurance/control over what is uploaded onto the platform.

Note that regardless of whichever approach is taken, the file structure approach must be consistent across the submission for each credit.

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