Creating Flat ASCII Files and Uploading Records

1
Creating Flat ASCII Files and Uploading Records

• Training Developed by the QA Program Team

2
Training Objectives
Identify Population to Upload into the ISIR
Analysis Tool for 09-10
Create and Upload a Flat ASCII file to bring
records into the ISIR Analysis Tool
Review ISIR Analysis Tool Calendar of Activities
3
Have you heard?
Preparation is everything
4
Population to Analyze

• A Sample of Records that Met Your Institutional
  Criteria

5
Prepare Flat File of Verified Records

• 111221234MA0105Y
• 111331235LA0204
• 111441236EV0106Y

• SSN
• First Two letters of the last name (CAPS)
• Initial Transaction
• Paid on Transaction
• Y (to indicate the record met your verification
  criteria) or blank space

Length 16 Character Field
6
Creating Flat ASCII Files
File with BOTH transactions
File with only ONE transaction
File with NO transactions
7
File With BOTH Transactions Flat ASCII File
Introduce the New Policy and Procedure Assessment
8
Upload Your Data
9
Build/Rebuild
10
Build/Rebuild
11
File With BOTH Transactions
12
Random Sample
13
No Random Sample
14
Locate Your Flat ASCII File
15
Upload File
16
ISIR Data Confirmation
17
Data Validation
18
Data Validation Confirmation
19
Current Status
20
File With Only ONE Transaction
Initial Transactions
Paid-On Transactions
21
Locate Your Flat ASCII File
22
Dont Forget
23
File with NO Transactions
Create a flat file with just SSN and First two
letters of the last name
No blank spaces needed at the end of fileLength
11 Character Field
24
File With NO Transactions
25
(No Transcript)
26
Auto Load Initial

• Step 1 Prepare and Upload Paid-On
  Transactionsinto the tool.Step 2 Use Auto
  Load Initial featureto bring in theinitial
  transactions

27
Auto Load Paid-On
Step 1 Prepare and Upload Initial
Transactionsinto the tool. Step 2 Use
Auto Load Paid-On featureto bring in thePaid -
On transactions
28
Dont Forget
29
Institutional Verification Flag
30
2009-10 QA Program Requirements for Using the
ISIR Analysis Tool
Upload and Validate 2009-10 Records
Analyze Data
Provide 2010-11 Institutional Verification
Criteria to regional Representative
31
Getting Ready for 2010-11
Upload and Validate 2010-11 Random Sample
Analyze 2010-11 Sample Data
Provide 2011-12 Institutional Verification
Criteria to regional Representative
32
2010-11 Timeline of Activitiesfor the ISIR
Analysis Tool
33
QA Program Resources

• QA Program Website - http//ifap.ed.gov/qualityass
  urance
• QA Program Listserv - Send email to
  Warren.Farr_at_ed.gov to subscribe to the QA Program
  listserv
• QA Program Mailbox quality.assurance_at_ed.gov
• QA Program Training -http//ifap.ed.gov/qahome/tra
  ining.html
• Information for Financial Aid Professionals -
  http//ifap.ed.gov
• Team Building Website - http//www.Teambuildinginc
  .com

34
QA Regional Representatives

• Regions 1, 2, and 5 Holly Langer-Evans (617)
  289-0136
• Holly.Langer-Evans_at_ed.gov
• Regions 3, 4, 6 7 Anne Tuccillo (202)
  377-4378
• Anne.Tuccillo_at_ed.gov
• Regions 8, 9, and 10 Michael Cagle (206)
  615-2586
• Michael.Cagle_at_ed.gov

35
What We Have Learned
Preparation Needed For Creating Flat ASCII Files

• How To Create and Upload a Flat ASCII File

• ISIR Analysis Tool Calendar of Activities