1 / 54

OCAN College Access Program Data Submissions

OCAN College Access Program Data Submissions. Vonetta Woods HEI Analyst, Ohio Board of Regents vwoods@regents.state.oh.us. Data Submissions Overview. Create an ASCII text file using the guidelines provided in the College Access Program Student (CA) File Data Submissions Document.

dwakefield
Download Presentation

OCAN College Access Program Data Submissions

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. OCAN College Access Program Data Submissions Vonetta Woods HEI Analyst, Ohio Board of Regents vwoods@regents.state.oh.us

  2. Data Submissions Overview • Create an ASCII text file using the guidelines provided in the College Access Program Student (CA) File Data Submissions Document. • Check file for accuracy and errors. • Save file. • Log on to the College Access Data Input Site. • Click the Submit Data File button. • Click the Browse button to search for the created file. • Select the file. • Double click the file name or click the file name once and then click the Open button. • Click the Submit button. • Review submitted data file for accuracy and errors. • Correct errors, if necessary. • Request Load of the error free data file.

  3. Accessing the College Access Program Student (CA) File Data Submissions Document

  4. Visit the Ohio Board of Regents Homepage located at: http://www.regents.state.oh.us

  5. Click on Higher Education Information link

  6. Scroll down the HEI homepage to locate the OCAN link under the “Submitting Data” area

  7. Click the OCAN Data Area link

  8. HEI-OCAN homepage provides all pertinent information and links. http://www.regents.state.oh.us/hei/datasubdoc/ocan/production/ocanfiles.html Bookmark this page! http://www.regents.state.oh.us/hei/datasubdoc/ocan/production/ocanfiles.html

  9. Click on the College Access Program Student (CA) File link

  10. College Access Program Student (CA) File

  11. College Access Program Student (CA) File

  12. College Access Program Student (CA) File

  13. CA File Format • File Description presents the type of information to be collected in the file.  • Submission Schedule indicates how often a particular file is to be submitted.  • Relationship to Other File Submissions describes which files need to be submitted before and after this file.  • Data Fields presents a table with descriptive information about the layout of input files and contains details about the way input file records are to be reported.  • Field Name identifies the specific data element. The Field Name will be the same in different files when the data element being reported is identical in those files. For example, Student Identifier is a field that appears in many files.  • Field Attributes and Procedures presents the range of possible entries for the field and (when applicable) refers the data reporter to the proper verification table.  • Data Format describes whether the field is alphabetic, alphanumeric, or numeric; it specifies the number of characters in the field; and, it indicates the columns of the input file in which the data are reported.  • Additional Explanations provides further clarification of the reporting requirements associated with the file. In some file descriptions this section is omitted.  • Definitions and Descriptions of Data Elements provides additional definitions and descriptive examples. In some file descriptions this section is omitted. 

  14. Creating a Text File Using the College Access Program Student (CA) File Data Submissions Document

  15. College Access Program Student (CA) File

  16. Correctly formatted CA data fileNote: Invalid Social Security Numbers were used for security purposes Student Identifier Date of Birth CAP Code High School Code Graduation Year FERPA Waiver Waiver Term Delete Switch

  17. Correctly ASCII formatted CA data file

  18. After the ASCII text file is created per the College Access Program Student (CA) File Data Submissions Document… • Check file for accuracy • Save file • Submit file via the College Access Program Data Input Site

  19. Accessing the College Access Data Input Site

  20. Return to the HEI-OCAN homepage http://www.regents.state.oh.us/hei/datasubdoc/ocan/production/ocanfiles.html

  21. Click the College Access Data Input Site link

  22. Click the OK button after reading the Security Alert prompt

  23. Enter User Name and Password and click the OK button

  24. College Access Program Data Input Site

  25. Click the Submit Data File button

  26. Click the Browse button to find the created data file

  27. Select the created data file by double clicking the file name or clicking the file name once and then clicking the Open button

  28. The name of the selected data file appears in the File window, click the Submit button

  29. Data File Submission Notification

  30. Data File Submission Notification • Note the unique file name assigned to the file • Reference the unique file name to view, load, or delete the file on the Data Input Site • For troubleshooting purposes it is best to NOT delete files containing errors. The files do not interfere with subsequent file submissions and greatly assist in problem solving. • Click the OK button after reading the File Submission Notification.

  31. An e-mail is sent verifying the file submission • E-mail confirms that the data file is on the College Access Program Data Input Site and ready for review • E-mail contains direct link to the College Access Program Data Input Site

  32. Viewing data files on the College Access Program Data Input Site

  33. To return to the College Access Program Data Input Site, click the link provided in the e-mail confirmation or use the link provided on the HEI-OCAN homepage

  34. After logging onto the Data Input Site, scroll down the page to find the created data file.

  35. Continue scrolling, if necessary

  36. Identify the file by the uniquely assigned name. A message located directly below the file indicates if errors occurred in the data file.Click the View button to review the submitted data file.

  37. After clicking the View button, a snapshot of data file submission with viewing options is provided Entire File allows the data reporter to view the entire data file submission. Edit Statistics provide the time the edits began and ended, total number of records read, total number of errors or warnings, and number of repeat submissions that occurred in the data file. Primary Edit Results provide detailed information about the errors and warnings that occurred in the file. Quit returns the user to the College Access Program Data Input Site homepage.

  38. Entire File Entire File allows the data reporter to view the entire data file submission.

  39. Edit Statistics Edit Statistics provide the time the edits began and ended, total number of records read, total number of errors or warnings, and number of repeat submissions that occurred in the data file. Quit returns the user to the College Access Program Data Input Site homepage. Return directs the data reporter back to the previous screen.

  40. Primary Edits Primary Edit Results provide detailed information about the errors and warnings that occurred in the file. Quit returns the user to the College Access Program Data Input Site homepage. Return directs the data reporter to the previous screen.

  41. Primary Edits Gives a total count of each type of error and warning that occurred in the data file along with a sum of the errors and warnings. Error Codes are used for reference. The Edit and Load Specifications contain detailed information about the Error Codes. Describes the errors and warnings in detail. Shows the erroneous values.

  42. Error Correcting Tips • Ensure that the created data file follows the Data Submissions Document precisely • File has correct formatting and codes • Data is entered as specified • Ensure file submission is in ASCII text format • Check for typographical errors • Review the Edit and Load Specifications

  43. Edit and Load Specifications • The edit and load specifications are used to enforce logical relationships between data elements, tables and files.  Stated simply, data that do not make sense should not be permitted in the database.  Each file collected in HEI has a set of edit and load specifications that alert users to possible anomalies in their data.  The HEI data reporter submits their file to an edit process, where their data elements are compared record by record, field by field, against a set of rules (edits) for each element.  Possible anomalies are presented in an edit report and are listed with the identifying fields in the record.  • In addition, edits are also used to alert reporters to relationships between data elements that are questionable, but perhaps acceptable. 

  44. Reviewing the College Access Program Student (CA) File Edit and Load Specifications

  45. Return to the HEI-OCAN homepage http://www.regents.state.oh.us/hei/datasubdoc/ocan/production/ocanfiles.html

  46. Click the Edit and Load Specifications link

  47. College Access Program Student (CA) File Edit and Load Specifications

  48. College Access Program Student (CA) File Edit and Load Specifications

  49. College Access Program Student (CA) File Edit and Load Specifications

  50. Correct errors and resubmit data file. The message directly below error free data files reads “Edited”.View the data file’s Primary Edits.

More Related