PEPS Weekly Data Extracts User Guide September 2006

1
PEPS Weekly Data Extracts User
GuideSeptember 2006
2
What is PEPS?

• The Postsecondary Education Participants System
  (PEPS) is the repository for all data collected
  on the Electronic Application for Approval to
  Participate in the Federal Student Financial Aid
  Programs (EAPP) as well as Federal Student Aids
  management information system of institutions
  eligible to participate in Title IV.
• PEPS interfaces with several key Title IV
  Delivery Systems (National Student Loan Data
  System (NSLDS), Common Origination and
  Disbursement (COD), Financial Management System
  (FMS), eCampus Based (eCB), eZ-Audit, Central
  Processing System (CPS), Direct Loan-Loan
  Consolidation Service (DL-LCS) and Grant
  Administration and Payment System (GAPS), on a
  daily basis to provide an institutions most
  recent eligibility status.

3
What are the PEPS Weekly Data Extracts?

• PEPS produces a Weekly Data Extract each
  Thursday night. This extract closely resembles
  the PEPS Daily School File provided to the
  Title IV Delivery Systems each night. The
  Weekly Data Extracts are uploaded to the PEPS
  Web Page on Fridays and are available in a text
  file or Microsoft access format.
• The Weekly Data Extracts are a full feed of data
  each week. Changes from week to week are
  identified using the Change Indicator found in
  Position 11 of each Record Type within the files.

4
From the PEPS main web page (www.ed.gov/offices/OS
FAP/PEPS), select the Data Extracts button from
the menu bar.
5
What is provided on the Data Extract? A File
Layout Document is available in word format to
view/download. This document identifies the
position of each data field found within the many
Record Types.
6
What do all these codes mean? A Reference Data
Document is provided in a word format to
view/download. This document provides a cross
reference for codes used within the data fields
of the extract.
7
How do I get WinZip? The Weekly Data Extracts
are compressed using WinZip. If you dont have a
copy of WinZip on your desktop, you may download
an unregistered evaluation version from
http//www.winzip.com/ .
8
What are the options I may have for using the
Data Extract in different formats? The Weekly
Data Extracts are provided in two options.
Option I is a fixed length text file format.
9
Option II Step 1 provides Microsoft Access
tables and forms to import the Weekly Data
Extract and convert it to a Microsoft Access
database.
10
Option II Step 2 breaks up the Weekly Data
Extract into separate tables according to the
Record Types.
11
How do I unzip files and use the Microsoft Access
tables and forms to import the data? This
document is provided in PowerPoint format and the
following pages will provide detailed
instructions on how to download and convert the
Weekly Data Extract to Microsoft Access.
12
If you plan on using the Weekly Data Extract on a
regular basis, please remember to register for
email updates. For more detailed information
and/or questions on how to use the Weekly Data
Extracts, please contact one of the following
13
The following page are a step by step guide on
how to use Option II Steps 1 2 (Microsoft
Access Forms and Tables). Copy the Microsoft
database shell by selecting the Microsoft
Access Form Tables from the web page.
14
The File Download screen will appear. Select the
Save button.
15
The Save As screen will appear. Click the Save
button to continue. The file will download to
your designated directory. NOTE Be sure that
you have created a directory to store the school
file previously and that directory has been
identified below at the Save In prompt.
16
Now use Option II Step 2 - (Weekly Data Extract
text files for Microsoft Access Users). Copy the
Weekly Data Extract text files by selecting the
PEPS Data Files by from the web page.
17
The File Download screen will appear. Select the
Save button.
18
The Save As screen will appear. Click the Save
button to continue. NOTE Be sure that you have
created a directory to store the school file
previously and that directory has been identified
below at the Save In prompt.
19
The File Download screen will display as
illustrated below. Once the file has been saved
the message will disappear.
20
Open WinZip from your desktop. Once opened,
select the OPEN Icon at the top. The Open
Archive screen will display. Open the folder
where the ALLTEXT file is located. Select the
ALLTEXT file and then click the OPEN button
to continue.
21
Select the Files you wish to unzip and then click
the EXTRACT Icon.
22
The Extract screen will appear. Select the
EXTRACT button to continue. NOTE Make sure
that the Directory that appears in the Extract to
window is where you wish to place the data.
23
All files that were selected will be
decompressed. You may now exit WinZip.
24
Instructions for Microsoft Access 97 Users - Open
Microsoft Access from your Desktop. Open the
folder where the SCHOOL.MDB file is located and
click the OPEN button to continue.
25
The screen will display with the FORMS Tab as the
default. Be sure that the frmImportMenu is
selected and click the OPEN button to continue.
26
STEP 1 - Select the radio button next to the
Table Name you wish to import and enter the TEXT
File Directory you wish to import the data to.
STEP 2 - Click the IMPORT button to continue.
27
The Completion Status screen will display. STEP
3 - Select the OK button to continue.
28
Continue the previous three steps for each Table
Name you wish to extract. Once completed, select
the CLOSE FORM button to exit the Import Option
Menu.
29
Select the TABLES Tab and the following screen
will display. To view the data you extracted to
your desktop, select the TABLE you wish to view
and click the OPEN button.
30
The data will display as illustrated below.
Continue to view all data as you wish.
31
Instructions for Microsoft Access 2000 Users
Open Microsoft Access from your Desktop. Open
the folder where the SCHOOL.MDB file is located
and click the OPEN button to continue.
32
The Convert/Open Database screen will display.
The reason for this is because the SCHOOL.MDB
file was created using Microsoft Access 97 and
now must be converted to Microsoft Access 2000.
Select the Radio Box next to Convert Database
and then select the OK button to continue.
33
The Convert Database Info screen will display.
The File Name on the bottom of the screen will
default to db1.mdb. Please be sure to rename the
File Name to School1.mdb and then select the
SAVE button to continue.
34
The School1.mdb database will convert to
Microsoft Access 2000. Once completed, the
screen will display the FORMS OBJECTS as the
default. Be sure that the frmImportMenu is
selected and click the OPEN button to continue.
35
STEP 1 Select the radio button next to the
table you wish to import and enter the TEXT File
Directory you wish to import the data to. STEP
2 Click the IMPORT button to continue.
36
The Completion Status screen will display. STEP
3 Select the OK button to continue.
37
Continue the previous three steps for each Table
Name you wish to extract. Once completed, select
the CLOSE FORM button to exit the Import Option
Menu.
38
Select TABLES from the Objects column and the
following screen will display. To view some of
the data you extracted to your desktop, select
the TABLE (i.e. Detailed, Default, Closure,
etc.) you wish to view and click the OPEN
button.
39
The data will display as illustrated below.
Continue to view all data as you wish or you may
exit Microsoft Access at this time.