Training for New Data Reporters

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Training forNew Data Reporters

• HEI Users Conference
• March 22, 2005

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What is HEI?

• Ohios state-of-the-art, web-enabled Higher
  Education Information (HEI) System
• Comprehensive data warehouse that contains higher
  education information on
• Enrollments Students
• Financial aid Faculty
• Facilities Finances
• Academic programs Capital planning
• Non-credit instruction

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What is HEI?

• Administers complex formulas
• 2.5 billion in state operating and capital
  subsidy provided annually
• Resource Analysis
• Facilities Utilization
• Responsive to frequent ad-hoc data requests from
  legislature, campuses, media, public
• Several web-based reports and publications
• Over 15 general purpose customizable accessible
  web-based queries

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Security and Privacy Safeguards

• SSNs in HEI converted to unique OBR ID and
  stored in secure table with limited access
• Unrestricted and restricted outputs/queries
• HEI account and password required to access
  restricted areas of the database by signing HEI
  data access and dissemination policy
• Submission/Query authorizations granted at user
  level by campus liaisons
• Web Server uses SSL and encryption
• State firewalls
• Direct Access by OBR staff ONLY

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HEI Output URLs

• OBR web-based publications and reports produced
  via HEI
• Governors Performance Report
• www.regents.state.oh.us/perfrpt/
• Student Inventory Data (SID) and Basic Data Set
  (BDS)
• http//hei.regents.state.oh.us/cgi-pub/site_map?na
  mebds_sidjsflagyes
• Freshman Remediation Report
• http//hei.regents.state.oh.us/cgi-pub/site_map?na
  merem_repjsflagyes
• OBR web-based public queries
• http//www.regents.state.oh.us/hei/

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HEI Home Page
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Building the File Submission

• Anyone can create a file, but only someone with
  an HEI User Account can submit the file.
• HEI User Accounts are created by the Financial
  Aid Contact for the institution.
• http//www.regents.state.oh.us/hei/people.html

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Building the File Submission

• For files with few records, you can create a file
  with WordPad.

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Building the File Submission

• You can also export records that exist in Access
  or Excel.

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Building the File Submission

• Be sure that the cells are set to text, not
  number, to allow for leading zeroes.

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Building the File Submission

• For full instructions on creating an ASCII file
  http//www.regents.state.oh.us/hei/datasubdoc/gene
  ral/Excel_ASCII.html

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Building the File Submission

• You can also create a file from your mainframe.
• All files must be in the proper format
• http//www.regents.state.oh.us/hei/datasubdoc/fina
  id/finaidfiles.html
• And must have a proper header record.
• http//www.regents.state.oh.us/hei/datasubdoc/gene
  ral/fileheader.html

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Submitting the File for Editing

• After you create the file, submit it through the
  HEI Data Input Site.

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Submitting the File for Editing

• You will be prompted for your User Name and
  Password.
• Select the Financial Aid area then Continue.

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Submitting the File for Editing

• Select Submit Data File

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Submitting the File for Editing

• Select the file type, term and year.
• This list is limited to those files for which
  your account allows you to submit.
• Then select Browse to locate your file.

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Submitting the File for Editing

• The file must be accessed through your PC.
• Be sure you have the correct Files of type.
• Highlight the file name and select Open.

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Submitting the File for Editing

• Verify that the name of the file appears in the
  File box.
• Select Submit File.
• Email confirmation when edits are complete.

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Using the Data Entry Page

• You may also create a file through the Data Entry
  Page.
• Key individual records into text boxes and
  drop-down selections.
• Some edits are performed as you enter data.
• File is formatted with a header record.

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Using the Data Entry Page

• Begin at the Data Entry Portal to select the
  specific file and data area.
• List is restricted to your account.

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Using the Data Entry Page

• Each page is unique to the file you are creating.

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Using the Data Entry Page

• Add/Change Record after you have completed
  keying each record.
• Saves records in a pending buffer
• Allows you to proceed to keying the next record
• Prevents data loss should you lose your
  connection
• Does not save, format or submit file

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Using the Data Entry Page

• Save Records to Data File
• After you have Added/Changed no more than 10
  records in the buffer
• Saves, but does not submit
• Submit Data File to Edit
• Saves and formats records
• into proper file format
• Submits for editing
• Download a copy

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Request Load Data Files

• At this point, the file has been edited but
  records have not been added to the HEI database.
• Begin with the Data Input Site.

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Request Load Data Files

• Scroll down to view a listing of all of the files
  that have been edited
• Uploaded from existing file
• Data Entry Page

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Request Load Data Files

• Files are listed alphabetically by file name
• Submission type (IG, IA, WD, etc.)
• Institution code (four characters)
• Year
• Term
• Numeric sequence, in order submitted

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Request Load Data Files

• Verify the correct file by date and time or
• View the file for contents
• Files that passed edits and are ready to be
  loaded have a Request Load button.

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Request Load Data Files

• Read the terms in the dialog box.
• Enter your four-character institution code.

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Request Load Data Files

• File is placed in a queue for HEI analyst to
  review and approve.
• Approved files are loaded at night.
• New files are added to the database
• Replacement files overwrite the existing record
• Email confirmation
• Results appear in query results the following
  day.

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Editing and Troubleshooting

• Files must pass all edits before being loaded.
• Header
• Institution code must be correct.
• File type must match type selected in drop-down.
• Year and term must match that in drop-down.
• Record count must match the number of records in
  the file.

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Editing and Troubleshooting

• Header error warning
• First row is
• Institution code
• File type
• Submission year
• Submission term
• Second row is the header record

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Editing and Troubleshooting

• Correct the header by using any text editor such
  as WordPad or Notepad.
• Save then submit the correct file through the
  Data Input Site.
• First submission should be deleted.

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Editing and Troubleshooting

• Errors in records within the file
• Valid data within a field
• Comparison of records within the file
• Comparison of records in the file against data
  already in the HEI database.

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Editing and Troubleshooting

• Review the email listing the edit results.

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Editing and Troubleshooting

• View the file from the Data Input Site to see
• the specific errors for the particular records.

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Editing and Troubleshooting

• Correct the records by using any text editor such
  as WordPad or Notepad.
• Save then submit the correct file through the
  Data Input Site.
• First submission should be deleted.

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Query Screens

• Eligibility queries
• Disbursement queries
• Administrative information
• Your account determines your access.
• Log in required as with the Data Input Site

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Query Screens

• The more parameters you set, the narrower the
  search.

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Query Screens

• Default values that cannot be changed
• Institution code
• Drop-downs for limited choices
• Year or term
• Dates must be in one of four formats
• MM/DD/YY MM/DD/YYYY
• MM-DD-YY MM-DD-YYYY

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Query Screens

• Use Like operators () for portions of words or
  names
• SMITH will return all SMITHs and any names
  ending in SMITH such as GOLDSMITH.
• SMITH will return all SMITHs and any names
  beginning with SMITH such as SMITHSON
• SMITH will return all of the options listed
  above.

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Query Screens

• You can view definitions of some options by
  clicking the link.

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Query Screens

• Most queries allow you to select to receive the
  query output in three different formats.
• Spreadsheet allows resorting, subtotaling
• - HTML is easiest to read
• Text can be imported to a database or pasted into
  a document

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Query Screens

• You may add a title or text to the query output

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Query Screens

• You may run a query with specific parameters that
  you had generated previously.
• The parameters are the same, but not necessarily
  the results.

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Questions?