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Postsecondary Education Participants System Training Guide September 2013 Volume IV (Visit our www2.ed.gov/offices/OSFAP/PEPS)

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Presentation on theme: "Postsecondary Education Participants System Training Guide September 2013 Volume IV (Visit our www2.ed.gov/offices/OSFAP/PEPS)"— Presentation transcript:

1 Postsecondary Education Participants System Training Guide September 2013 Volume IV (Visit our www2.ed.gov/offices/OSFAP/PEPS)

2 2 INDEX - Volume IV Page OPE ID Crosswalk4 Federal School code12 Funding18 AAA Monitoring23 Closed Schools31 Default Management: –By School43 –By Rate48 –Perkins Rates62 Financial Partners: –Review Query65 –Review Detail76 –Review Deficiency Query78 –Review Deficiency Detail81

3 3 INDEX - Volume IV continued Page Online Queries and Data Extracts: –Comparison Operators83 –Query Words84 –Excel Hints for File Download85 –Location Information Queries87 –How to convert data extracts into Excel96

4 4 OPE ID Crosswalk - From the main menu select “School”, from the first drop down box select “OPE ID Crosswalk”.

5 5 The “Alternative Identifier” (Pepsd240) screen will display. Should the school have more numbers listed, you would view the other identifiers by using the scroll bar on the right side of the screen. Let’s change the ‘OPE-ID’ in order to view the data of another school. Select the “Enter Query/Find Last” icon.

6 6 The screen is clear; note that the cursor is now in the ‘Type’ field within the ‘Lower Block’ of the screen. Select the “Switch Blocks/Cancel Query” icon to move the cursor up into the ‘Header Block’.

7 7 Enter “003401” in the ‘OPE-ID’ field and select the “Find” icon.

8 8 The “Schools Matching Search Criteria” box will display. Select the “OK” button to continue.

9 9 The screen displays all identifiers (i.e.numbers) associated with ‘OPE-ID ’. To view any additional location’s identifiers for this main school, select the “Switch Box” (red up/down arrows) located to the right of the ‘OPE- ID’ field under the school ‘Name’ field.

10 10 The screen will display all active (i.e. approved) locations for this school. Select additional location “01” ( ) and the “OK” button.

11 11 The screen will display all numbers associated with additional location “01”. Select the “Exit” icon.

12 12 Federal School Code - From the main menu bar select “School”, from the first drop down box select “Federal School Code” and from the second drop down box select “FSC Address Query”.

13 13 The “Federal School Code Address Query” screen will display. You may use the horizontal scroll bar to view the remainder of the screen. To view each ‘OPE- ID’ in a full screen view, place the cursor is in the ‘OPE-ID’ field that you want to view. Now, select the “Update” button located in the lower left side of the screen.

14 14 ‘Federal School Code’ (FSC) data for this ‘Brown University’, ‘OPE-ID: ’ will display in a full screen view. Select the “Next Record” icon to view the next ‘OPE-ID’ (i.e ).

15 15 FSC data for the second ‘OPE-ID’ will display (i.e. additional location 01). Select the “Next Record” icon again to view the ‘Federal School Code’ data for the next school.

16 16 FSC data for the third ‘OPE-ID’ (i.e. additional location 02) will display. Select the “Exit” icon.

17 17 The “Federal School Code Address Query” screen will display. Select the “Exit” icon.

18 18 Funding - From the main menu bar select “School” and from the first drop down box select “Funding”.

19 19 The “Funding Query” screen will display. Please read carefully the “Notes” listed on this screen for proper interpretation of the figures listed on this screen. Select the “Medians” button located toward the bottom center of the screen.

20 20 The “Medians” information box will display. Review the information contained within it and select the “OK” button to dismiss it.

21 21 The “Funding Query” screen will display. Select the “Next Record” icon to view prior year(s) funding data.

22 22 Prior years’ funding data will display, and continue to display until the last record is reached, by using the “Next Record” icon. At this time, select the “Exit” icon.

23 23 AAA Monitoring - From the main menu bar select “School” and from the first drop down box select “AAA Monitoring”.

24 24 The “AAA Administrative Actions Public Query” screen will display. Select the “Enter Query/Show Last” icon.

25 25 Enter “001062” in the ‘OPE-ID’ field and select the “Find” icon.

26 26 The “Schools Matching Search Criteria” box retrieves ‘Chattanooga Barber College’ as the match. Select the “OK” button to continue.

27 27 The “AAA Administrative Actions Public Query” screen will display the AAA (Administrative Action and Appeal) actions for this school. The data displays in a grid format and requires use of the scroll bar to view it in its entirety. Note that the “Grounds” button between the “Action Date” field and the “Request Hearing” check- box has a “<“ beside it. Select the “Grounds” button to view its data.

28 28 The “AAA Action Grounds” screen will display. Select the “Exit” icon to return to the “AAA Administrative Actions Public Query” screen.

29 29 The “AAA Administrative Actions Public Query” screen will redisplay. Use the “Horizontal Scroll Bar” at the bottom of the page to view the remainder of the data captured on this screen.

30 30 You have reached the end of the screen data fields at the ‘Participants’ button. Select the “Exit” icon to close out “AAA Monitoring” and return to the PEPS main menu.

31 31 Closed Schools - From the main menu bar select “More”, from the first drop down box select “Closed Schools” and from the second drop down box select “Closed Schools”.

32 32 The Closed Schools Search Page may be found at the following web site: Additional Program Compliance information associated with Closed Schools such Accreditation is located at: and Closed School Loan Discharge : =attending#conent =attending#conent

33 33 The “Closed Schools” screen will display “Sheldon Jackson College” still as our featured school. One of two dialogue boxes displays with the first alert that the school is not closed. Select the “OK” button to dismiss this box and obtain one that is.

34 34 In order to retrieve a closed school for this review, select the “Enter Query/Show Last” icon.

35 35 Enter “004057” in the ‘OPE-ID’ field within the ‘Header Block’ and select the “Find” icon.

36 36 The “Schools Matching Search Criteria” box will display with ‘Northeast Institute of Education’ as the school retrieved from the query request. Select the “OK” button to dismiss the box and return to the “Closed Schools” screen

37 37 The “Closed Schools” screen will redisplay. Notice that the word “Revised” located to the immediate left of the “Closure Date” is displayed in red and the “History” button has a “<“ located to the immediate right of the button. The word “Revised” indicates that the original closure date entered for this school, has been modified. This revision and any other date change(s) may be reviewed via the “History” button; select it now.

38 38 The “Closure Date History” screen will display with the location number, edit date (date of the modification), closure date (original), new closure date (modified date), reason for the date change and description of the data that was changed or modified. Using the ‘Horizontal Scroll Bar’, scroll to the right to view more of the screen.

39 39 Continue to scroll to the right to view more of the screen data fields: ‘history code’, a brief description of the history code, ‘verification’ information, etc. Continue scrolling to the right.

40 40 The mid-portion of the “Closure Date History” screen captures more of the verification specifics: the ‘entity/individual that verified the modified information’ and the ‘individual’s name and contact’ information. Scroll to the right again.

41 41 The remainder of the screen displays contact information within the Department or the appropriate School Participation Team assigned to the state in which the school is located. Select the “Exit” icon.

42 42 The “Closed Schools” screen will redisplay. Select the “Exit” icon to end the review of the Closed Schools module and return to the PEPS main page.

43 43 Default Management - From the main menu bar select “More”, from the first drop down box select “Default Management”, from the second drop down box select “Basic View” and from the third drop down box select “By School”. NOTE: Default Management’s web site is:

44 44 The “Basic View By School” screen will display. Use the Horizontal and Vertical Scroll bars to view more default data such as: ‘total borrowers in default’, ‘total borrowers in repayment’, etc.

45 45 Continue to scroll to the right to view more FSA program specific default management data that populates the mid portion of the “Basic View by School or Rate” screen. Continue scrolling to the right.

46 46 When arriving at the ‘Subst OPE ID” field and “Sub” button, the end of the “Basic View by School or Rate” screen contains only two (2) more data fields not present below.

47 47 The remainder of the “Basic View by School or Rate” screen contains ‘substitute OPE ID detail’ data and ‘update and user’ information. Select the “Exit” icon at this time.

48 48 From the main menu bar select “More”, from the first drop down box select “Default Management”, from the second drop down box select “Basic View” and from the third drop down box select “By Rate”.

49 49 The “Cohort Year Default Rates” screen will display. Use the “Horizontal” and “Vertical” scroll bars to view more data for this school.

50 50 Continue to scroll to the right to view more of the “Cohort Year Default Rates” screen.

51 51 Continue to scroll to the right to view more of the screen.

52 52 Continue to scroll to the right to view more of the screen.

53 53 Continue to scroll to the right to view more of the screen.

54 54 Continue to scroll to the right to view more of the screen.

55 55 Continue to scroll to the right to view more of the screen.

56 56 Continue to scroll to the right to view more of the screen.

57 57 Continue to scroll to the right to view more of the screen.

58 58 Continue to scroll to the right to view more of the screen.

59 59 Continue to scroll to the right to view more of the screen.

60 60 Continue to scroll to the right to view more of the screen.

61 61 The remainder of the screen displays. Select the “Exit” icon at this time.

62 62 From the main menu bar select “More”, from the first drop down box select “Default Management”, from the second drop down box select “Basic View” and from the third drop down box select “Perkins Rates”.

63 63 Related websites for default prevention and management include: All Campus Based Program data such as the FISAP form and instruction can be viewed at: ifap.ed.gov/fisapformandinst/1314FISAPFormandInst.html‎ Cached the Notification of Campus-Based Awards: cbfisap.ed.gov/, the Perkins Cohort Default Rate Booklet: ifap.ed.gov/perkinscdrguide/1112PerkinsCDR.html‎ Cached the Campus-Based (CB) Dear Partner/Colleague Letters: Cached Similar and the Perkins Loan Cancellations for Teachers: studentaid.ed.gov ›... › Forgiveness, Cancellation, and Discharge‎ CachedCached Similar Forgiveness, Cancellation, and DischargeCached

64 64 The “Perkins Default Rates” screen will redisplay with ‘official’ Perkins default rate data. Select the “Exit” icon.

65 65 From the main menu bar select “More”, from the first drop down box select “Financial Partners”, from the second drop down box select “Reviews” and from the third drop down box select “Review Query”.

66 66 The “Financial Partners - Query Reviews & Deficiencies” screen will display. Enter “ ” in the ‘OPE-ID’ field and then select the “Find” icon.

67 67 A “Guarantor” (GA) review for ‘OPE-ID’ will display. Select the “Detail” button to view the information in full screen mode rather than grid format.

68 68 The “Financial Partners - Maintain Review” screen will display. Select the “Deficiencies” button to view the deficiencies cited from this review.

69 69 The “Financial Partners - Maintain Review Deficiency” screen will display with a listing of each deficiency, its status, total(s) (if monetary) and user update data. Select the “Assessments” button in the far left bottom of the screen.

70 70 A forms message will display stating that there are no assessments for the deficiencies identified, simply because they are ‘non-monetary’. Select the “OK” button to dismiss the message and continue.

71 71 The “Financial Partners - Maintain Review Deficiency” screen will redisplay. Select the “Payments” button.

72 72 A forms message will display stating that the ‘Deficiency is marked “non- monetary”, so no payments are allowed’. Select the “OK” button to dismiss the message and continue.

73 73 The “Financial Partners - Maintain Review Deficiency” screen will redisplay. Select the “Exit” icon.

74 74 The “Financial Partners - Maintain Review” screen will display again. Select the “Exit” icon to continue.

75 75 The “Financial Partners - Query Reviews & Deficiencies” screen will also display again. Select the “Exit” icon to continue.

76 76 From the main menu bar select “More”, from the first drop down box select “Financial Partners”, from the second drop down box select “Reviews” and from the third drop down box select “Review Detail”.

77 77 The “Financial Partners - Maintain Review” screen will display. This is the same screen that you viewed earlier via ‘Review Query’ when you selected the the ‘Detail’ button. Select the “Exit” icon to continue.

78 78 From the main menu bar select “More”, from the first drop down box select “Financial Partners”, from the second drop down box select “Reviews” and from the third drop down box select “Review Deficiency Query”.

79 79 The “Financial Partners Query - Review Deficiency” screen will display. Enter “ ” in the ‘OPE-ID’ field and then select the “Find” icon.

80 80 All deficiencies associated with the 2000 ‘Gallia Jackson Vinton Joint School Adult Education’ GA review will display. This access path displays the same data as using the ‘Review Query’ option and selecting the ‘Deficiencies’ button. Select the “Exit” icon to return to the PEPS main menu.

81 81 From the main menu bar select “More”, from the first drop down box select “Financial Partners”, from the second drop down box select “Reviews” and from the third drop down box select “Review Deficiency Detail”.

82 82 All deficiencies associated with this institution’s 2000 GA review will display again. This feature displays the same data as using the ‘Review Query’ option and selecting the ‘Deficiencies’ button. Select the “Exit” icon.

83 83 ONLINE QUERIES AND DATA EXTRACTS Comparison Operators =Equal to – this operator finds only those records that exactly match the criteria. <>Not Equal to (!= and Click On and Off an indicator and it also means Not Equal to) – this operator finds all entries that do not match the criteria. >Greater than – lists all values in the field that are Greater Than the criteria. >=Greater than or Equal to –this works just like Greater Than, except that it also includes all entries that exactly match the criteria.

84 84 Query Words Like - means exactly like the contents of the text contained within the quotes. Example: :e like ‘Cor%’ You must include the percent sign in your condition. You can also place a percent sign in the beginning of the like condition to increase/decrease the number of records returned. Example: :e like ‘%Medical%’ Between - Between a set period of date ranges. Example: PPAExpDt between to_date(‘09/30/1998’,’mm/dd/yyyy’) and to_date(‘12/31/1998’,’mm/dd/yyyy’) In - Finds text or codes that match within the parentheses. The comma between a set of items represents ‘or’. Example: :s in (‘VA’,’WV’) finds records in the state of Virginia or West Virginia. :a in (‘02’,’03’,’04’) finds records that have codes of 02 or 03 or 04.

85 85 Excel Hints for File Download Expanding Columns - To expand a column to its required PEPS field length, simply move your cursor to the top row (Excel alpha column). Move the cursor to the line on the right dividing the columns. The cursor will change from a thick white cross to a thin black cross. Use your mouse to double click on the right side of the column. The column will expand to the full field length. Moving Columns - Create a new column in the location you desire. Click in the top row (Excel alpha column) to highlight the column. Select Insert/Column. New columns are to the left of the highlighted column. Select the column you wish to move by clicking on the top row of the column and selecting Edit and then Cut. Move the cursor to your new column and select it by clicking on the top row of the column. Then select ‘Edit’ and then ‘Paste’. This moves all data and deletes the old column at the same time.

86 86 Filling Leading Zero’s - Select the column by clicking on the top row of the column and select ‘Format’, then ‘Cells’, then ‘Custom’. Next place your cursor in the type field and delete all data currently in the type field and then enter: 00####. Select the ‘OK’ button. This will fill all leading zero’s that are missing. Sorting - Click in the upper most left corner of the spreadsheet. The solid box where the rows and columns meet. This will highlight the entire spreadsheet. Select ‘Data/Sort’ and fill in up to three sub-levels for data sort.

87 87 School Profile - From the main menu bar select “School”, from the first drop down box select “School Profile” and from the second drop down box select “Location Information”.

88 88 The “Location Information” screen will display. Let’s perform a query to find: all Main Schools in Region 6 with their Approved Additional Locations. Select the “Enter Query/Show Last” icon.

89 89 Your cursor will be in the ‘Header Block’. Select the “Switch Block/Cancel Query” icon.

90 90 The cursor will now be in the ‘Lower Block’ of the screen. Click on the “Appr” indicator, then move to the ‘Region’ field by using the horizontal scroll bar at the bottom of your screen to go right.

91 91 Enter “06” in the ‘Region’ field, and click on the “Elig” indicator, first check box after the ‘Country’ field and LOV. Select the “Find” icon.

92 92 The system will display a screen of all schools matching the selection criteria specified in your query. With the highlighted school selected, engage the “OK” button.

93 93 The “Location Information” screen will redisplay with the one school you selected from the many choices resulting from your query. Now, to produce an extract of “all the locations that matched your criteria” and present them all in one file, you must first generate an extract. Select the “Extract File” icon.

94 94 The “Extract File” screen will display. Enter the ‘Path’ and ‘File’ name (if you are planning to use ‘Microsoft Excel’ as the host application, be sure to save the file using the “.txt” extension) that you wish to store the data in and as. Uncheck the “Include Where Clause” ( if it has a check mark in it) and select the “Create File” button.

95 95 Once the file is created a Forms message will display acknowledging: ‘The file \\Client\C$\peps\extract\ contains your extract in comma-delimited format.’ The ‘hour-glass’ symbol will still be present and active, but the file is ready to convert into an application. Select the “OK” button to dismiss the message and continue. Note: You will need to create peps folder and extract subfolder under C drive before creating the file (e.g ).

96 96 Minimize any screen you may currently have open and find and open ‘Microsoft Excel’. Select “File”, “Open” from the Excel main menu. Next find your “.txt” file (i.e. ‘extract1’) within the directory you selected to sore it in (i.e. ‘pepsdata’), then select the “Open” button.

97 97 Page 1 of the ‘Text Import Wizard’ will display. Be sure that ‘Delimited’ is checked and select the “Next>” button.

98 98 Page 2 of the Text Import Wizard will display. Under ‘Delimiters’ section, be sure that ‘Tab’ and ‘Comma’ are checked. Select the “Next>” button.

99 99 Page 3 of the Text Import Wizard will display. Note: all fields within the “Column data format” section default to “General”. If you convert the entire spreadsheet as “General”, all numeric columns will suppress leading zeros. To prevent this you must change the “Column data format” to “Text” for each column. To convert the entire spreadsheet you must use the horizontal scroll bar to move to the far right of the spreadsheet then hold down the “Shift” key and then use your mouse to “Click” once in the last column. This will select all columns.

100 100 Once all columns have been selected, be sure that you have clicked on the “Text” option under the “Column Data Format” section. Lastly, select the “Finish” button at the lower right of the screen at this time.

101 101 The data will convert into an Excel spreadsheet. Be sure to save the converted file with the proper extension before you exit the spreadsheet if you want to save it.

102 102 The previous screens specifically walked you through all the steps of converting an extract file into Excel. However, from this point forward, the manual(s) will fully demonstrate all the steps of creating each and every query of the training series, but it will not ‘re-detail’ the basic steps of extracting and converting the files again. Select the “Exit” icon.


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