Creating Flat ASCII Files and Uploading Records

Training Developed by the QA Program Team

Training Objectives
Identify Population to Upload into the ISIR Analysis Tool for 07-08 Create and Upload a Flat ASCII file to bring records into the ISIR Analysis Tool Review ISIR Analysis Tool Calendar of Activities

Have you heard?

Preparation is everything

Population to Analyze
• A Sample of Records that Met Your Institutional Criteria

Prepare Flat File of Verified Records
111221234MA0105Y 111331235LA0204 111441236EV0106Y
1. SSN 2. First Two letters of the last name (CAPS) 3. Initial Transaction 4. Paid on Transaction 5. Y (to indicate the record met your verification criteria) or blank space

Length: 16 Character Field

Creating Flat ASCII Files
File with BOTH transactions

File with only ONE transaction

File with NO transactions

File With BOTH Transactions Flat ASCII File

Introduce the New Policy and Procedure Assessment

Upload Your Data

Build/Rebuild

Build/Rebuild

File With BOTH Transactions

Random Sample

No Random Sample

Locate Your Flat ASCII File

Upload File

ISIR Data Confirmation

Data Validation

Data Validation Confirmation

Current Status

File With Only ONE Transaction
Initial Transactions Paid-On Transactions

Locate Your Flat ASCII File

Don’t Forget …

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 file Length: 11 Character Field

File With NO Transactions

Auto Load Initial
• Step 1: Prepare and Upload Paid-On Transactions into the tool. Step 2: Use Auto Load Initial feature to bring in the initial transactions

Auto Load Paid-On
Step 1: Prepare and Upload Initial Transactions into the tool. Step 2: Use Auto Load Paid-On feature to bring in the Paid - On transactions

Don’t Forget …

Institutional Verification Flag

Resources Available for Creating Flat ASCII Files
• EDE Express • Note Pad • Excel • Text Pad • www.Ifap.ed.gov/qahome/guidance.html Select: Chapter 1- Getting Started with the ISIR Analysis Tool

2007-08 Timeline of Activities for the ISIR Analysis Tool

February March – September October November, December, January

2007 2008 Version of IA Tool on the Web is available Begin implementing your verification selection criteria & complete verifying your applicants Prepare flat file, upload data; Analyze Data; FSA collects school data; Notify QA Rep. of institutional verification criteria

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

QA Regional Representatives
Regions 1, 2, and 5 – Holly Langer-Evans – (617) 289-0136 Holly.Langer-Evans@ed.gov Regions 3, 4, 6 and 7 – Anne Tuccillo – (202) 377-4378 Anne.Tuccillo@ed.gov Regions 8, 9, and 10 – Michael Cagle – (206) 615-2586 Michael.Cagle@ed.gov

Training Available on QA Website
• QA Requirements for 2007-2008 • Getting Started in the QA Program • What's New with the ISIR Analysis Tool for 2007 2008 • Creating Flat ASCII Files • Maximize User-Specified Fields 2007 - 2008 • Making the Most of your Analysis

Questions