pir collection – microsoft excel to flat file...
TRANSCRIPT
PIR Collection – Microsoft Excel to Flat File GuideA guide to converting a Microsoft Excel spreadsheet to flat file format for importing to HEPCAT
ContentsDownloading the PIR Microsoft Excel to Flat File Template and Sample HEPCAT Flat Files..................2
Copying Data Records from Microsoft Excel Spreadsheet.....................................................................4
Pasting Data Records to PIR Microsoft Excel to Flat File Template........................................................6
Copying Data from the PIR Microsoft Excel Template to Sample HEPCAT Flat Files..............................8
Appendix.............................................................................................................................................10
Flat File Name Formats....................................................................................................................10
File Name Formats.......................................................................................................................10
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PIR Collection – Microsoft Excel to Flat File Guide
Downloading the PIR Microsoft Excel to Flat File Template and Sample HEPCAT Flat FilesOpen HEIMSHELP and select Provider Information Request.
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PIR Collection – Microsoft Excel to Flat File Guide
From the Provider Information Request page select the Introduction to Reporting tab and expand the PIR test resources heading. Click the PIR test resources link to open page where the files are available to download.
Copying Data Records from Microsoft Excel Spreadsheet
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PIR Collection – Microsoft Excel to Flat File Guide
Before you progress you must ensure that the organisations data has been exported from the student management system into Microsoft Excel spreadsheets in the required file structures as specified on HEIMSHELP. If you need assistance with this step please contact the department.
Open Microsoft Excel.
Select File > Open from the menu.
Navigate to the system folder where your organisations data has been exported from your student management system to Microsoft Excel spreadsheets, select the spreadsheet which contains the data being converted and click Open.
Once the spreadsheet has successfully opened highlight all data records, right click the highlighted data records and click Copy.
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PIR Collection – Microsoft Excel to Flat File Guide
When selected the records to copy do not use the Select All or include headings that may have been exported with the data records. Only actual data records should be copied.
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PIR Collection – Microsoft Excel to Flat File Guide
Pasting Data Records to PIR Microsoft Excel to Flat File TemplateFrom Microsoft Excel select File > Open from the menu.
Navigate to the system folder where the PIR Microsoft Excel to Flat File Template has been saved to, select the template and click Open.
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PIR Collection – Microsoft Excel to Flat File Guide
The PIR Microsoft Excel to Flat File Template has a separate tab for each file that is to be submitted to the department. Locate and click the relevant tab.
Select cell B2 and paste, using Crtl V, the previously copied data records. You will notice that the cells in column A have been populated.
Before you progress you must check all the cells in column A to ensure that the data records have copied successfully. If the length of any of the data elements is incorrect an error (#VALUE) will show. Any cell showing this error will need to be corrected before progressing.
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PIR Collection – Microsoft Excel to Flat File Guide
NOTE: The main reason why a data record has not copied successfully is due to the format. Sometimes when data, numbers in most cases, are copied into Microsoft Excel the change of format removes leading or trailing zeros.
Copying Data from the PIR Microsoft Excel Template to Sample HEPCAT Flat FilesOnce all data records have been successfully pasted highlight all records in column A, right click the highlighted data records and click Copy.
When selected the records to copy do not use the Select All or include the headings that are highlighted in yellow. Only actual data records should be copied.
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PIR Collection – Microsoft Excel to Flat File Guide
Open Notepad and paste, using Crtl V, the previously copied data records.
Select File > Save As from the menu.
Navigate to the system folder where the Sample HEPCAT Flat Files have been saved, select the appropriate sample, update the File Name by replaced 9998 with your organisation number and removing the .txt extension and click Save.
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PIR Collection – Microsoft Excel to Flat File Guide
NOTE: It is best, once populated with data, to move the Sample HEPCAT Flat Files to C:\hepcat\Import for importing to HEPCAT. If you do not have HEPCAT installed you can save these files to another preferred location.
Information on the flat file name formats can be found in the appendix.
Appendix
Flat File Name FormatsAll files will need to adhere to the following file naming formats.
9999xxyyyy.pnnnnn where: 9999 = provider code (numeric) xx = abbreviated file type code (e.g. ‘PCO’ or ‘pco’) yyyy = reporting year (numeric; must be >= 2015) p = reporting period (numeric; always 1) nnnnn = submission number (numeric; 00001 to 99999)
File Name FormatsFile Type Code File FormatPIR Course of Study PCO 9998PCO2016.100001PIR Half Year Load Estimates PLE 9998PLE2017.100001PIR Past Course Completions PPS 9998PPS2016.100001PIR Student PSD 9998PSD2016.100001PIR Staff PSF 9998PSF2017.100001
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