Postsecondary Education Participants System Training Guide

1

• Postsecondary Education Participants System
  Training Guide
• September 2006
  Volume IV
• (Visit our webpage _at_ www.ed.gov/offices/OSFAP/PEPS
  )
  

2

• INDEX - Volume IV
• Page
• OPE ID Crosswalk 4
• Federal School code 12
• Funding 18
• AAA Monitoring 23
• Closed Schools 31
• Default Management
• By School 43
• By Rate 48
• Perkins Rates 62
• Financial Partners
• Review Query 65
• Review Detail 76
• Review Deficiency Query 78
• Review Deficiency Detail 81

3

• INDEX - Volume IV continued
• Page
• Online Queries and Data Extracts
• Comparison Operators 83
• Query Words 84
• Excel Hints for File Download 85
• Location Information Queries 87
• How to convert data extracts into Excel 96

4
OPE ID Crosswalk - From the main menu bar select
School, from the first drop down box select
OPE ID Crosswalk.
5
The Alternative Identifier 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.
Lets change the OPE-ID in order to view the
data of another school. Select the Enter
Query/Find Last icon.
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
Enter 003401 in the OPE-ID field and select
the Find icon.
8
The Schools Matching Search Criteria box will
display. Select the OK button to continue.
9
The screen will display all identifiers
(i.e.numbers) associated with OPE-ID 00340100.
To view any additional locations 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
The screen will display all active locations for
this school. Highlight additional location 01
(00340101) and select the OK button.
11
The screen will display all numbers associated
with additional location 01. Select the Exit
icon.
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
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
Federal School Code (FSC) data for this Brown
University, OPE-ID 00340100 will display in a
full screen view. Select the Next Record icon
to view the next OPE-ID (i.e. 00340101).
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
FSC data for the third OPE-ID (i.e. additional
location 02) will display. Select the Exit
icon.
17
The Federal School Code Address Query screen
will display. Select the Exit icon.
18
Funding - From the main menu bar select School
and from the first drop down box select Funding.
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
The Medians information box will display.
Review the information contained within it and
select the OK button to dismiss it.
21
The Funding Query screen will display. Select
the Next Record icon to view prior year(s)
funding data.
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
AAA Monitoring - From the main menu bar select
School and from the first drop down box select
AAA Monitoring.
24
The AAA Administrative Actions Public Query
screen will display. Select the Enter
Query/Show Last icon.
25
Enter 001062 in the OPE-ID field and select
the Find icon.
26
The Schools Matching Search Criteria box
retrieves Chattanooga Barber College as the
match. Select the OK button to continue.
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 lt beside it. Select the
Grounds button to view its data.
28
The AAA Action Grounds screen will display.
Select the Exit icon to return to the AAA
Administrative Actions Public Query screen .
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
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
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
Closed Schools information such as lists of
closed schools, School Participation Management
Team contacts, loan discharge data and state
licensing agencies maybe be found at the
following web site http//studentaid.ed.gov/PORT
ALSWebApp/students/english/closedschool.jsp?tabat
tendingconent The Closed Schools Search Page
may be found at the following web
sitehttp//bcol01.ed.gov/CFAPPS/FSA/closedschoo
l/searchpage.cfm
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
In order to retrieve a closed school for this
review, select the Enter Query/Show Last icon.
35
Enter 004057 in the OPE-ID field within the
Header Block and select the Find icon.
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
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 lt 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
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
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
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 individuals
name and contact information. Scroll to the
right again.
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
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
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
Managements web site ishttp//ifap.ed.gov/Defau
ltManagement/DefaultManagement.html
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
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
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
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
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
The Cohort Year Default Rates screen will
display. Use the Horizontal and Vertical
scroll bars to view more data for this school.
50
Continue to scroll to the right to view more of
the Cohort Year Default Rates screen.
51
Continue to scroll to the right to view more of
the screen.
52
Continue to scroll to the right to view more of
the screen.
53
Continue to scroll to the right to view more of
the screen.
54
Continue to scroll to the right to view more of
the screen.
55
Continue to scroll to the right to view more of
the screen.
56
Continue to scroll to the right to view more of
the screen.
57
Continue to scroll to the right to view more of
the screen.
58
Continue to scroll to the right to view more of
the screen.
59
Continue to scroll to the right to view more of
the screen.
60
Continue to scroll to the right to view more of
the screen.
61
The remainder of the screen displays. Select the
Exit icon at this time.
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
All Campus Based Program data such as the FISAP
form and instruction, the Notification of
Campus-Based Awards, the Perkins Cohort Default
Rate Booklet, the Campus-Based (CB) Dear
Partner/Colleague Letters and the Perkins Loan
Cancellations for Teachers, are all available at
the following web pagewww.ifap.ed.gov/IFAPWebAp
p/currentCBPMaterialsPag.jsp
64
The Perkins Default Rates screen will redisplay
with official Perkins default rate data.
Select the Exit icon.
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
The Financial Partners - Query Reviews
Deficiencies screen will display. Enter
02073300 in the OPE-ID field and then select
the Find icon.
67
A Guarantor (GA) review for OPE-ID 02073300
will display. Select the Detail button to view
the information in full screen mode rather than
grid format.
68
The Financial Partners - Maintain Review screen
will display. Select the Deficiencies button
to view the deficiencies cited from this review.
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
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
The Financial Partners - Maintain Review
Deficiency screen will redisplay. Select the
Payments button.
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
The Financial Partners - Maintain Review
Deficiency screen will redisplay. Select the
Exit icon.
74
The Financial Partners - Maintain Review screen
will display again. Select the Exit icon to
continue.
75
The Financial Partners - Query Reviews
Deficiencies screen will also display again.
Select the Exit icon to continue.
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
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
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
The Financial Partners Query - Review
Deficiency screen will display. Enter
02073300 in the OPE-ID field and then select
the Find icon.
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
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
All deficiencies associated with this
institutions 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

• ONLINE QUERIES AND DATA EXTRACTS
• Comparison Operators
• Equal to this operator finds only those
  records that exactly match the criteria.
• ltgt 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.
• gt Greater than lists all values in the field
  that are Greater Than the criteria.
• gt Greater than or Equal to this works just like
  Greater Than, except that it also includes all
  entries that exactly match the criteria.
• lt Less than this operator lists all values that
  are Less Than your criteria.
• lt Less than or Equal to If you add the sign
  to Less Than, your query includes all records
  that have values below and equal to the criteria
  value.
• Wildcard this operator finds all records that
  match what ever precedes the .

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,m
  m/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

• 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

• Filling Leading Zeros - 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 zeros 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
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
The Location Information screen will display.
Lets perform a query to find all Main Schools
in Region 6 with their Approved Additional
Locations. Select the Enter Query/Show Last
icon.
89
Your cursor will be in the Header Block.
Select the Switch Block/Cancel Query icon.
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
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
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
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
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
Once the file is created a Forms message will
display acknowledging The File
C\pepsdata\extract1.txt 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.
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
Page 1 of the Text Import Wizard will display.
Be sure that Delimited is checked and select
the Nextgt button.
98
Page 2 of the Text Import Wizard will display.
Under Delimiters section, be sure that Tab
and Comma are checked. Select the Nextgt
button.
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
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
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
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.