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Direct Loan Tools for Direct Loan Schools

Request customized training for DL Tools via WebEx. Track cash management, import school account statements, compare data, and rebuild corrupted databases.

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Direct Loan Tools for Direct Loan Schools

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  1. Session 22 Direct Loan Tools for Direct Loan Schools Robert Berry Misty Parkinson

  2. DL Tools training is available • Request customized training via WebEx • Your name • Your school’s name and address • Your telephone number • Your e-mail address • Indicate whether you process Direct Loans using EDExpress or an external system

  3. Why Use DL Tools? • To track Direct Loan drawdowns and returns of cash (Cash Management) • To import School Account Statements (SAS) and print SAS reports • To compare school cash, loan and disbursement data with cash, loan and disbursement data as per COD records • To rebuild a corrupted DL database or individual loan and disbursement records

  4. Who Can Use DL Tools? • DL Tools is stand-alone software that can be used by all Direct Loan schools in conjunction with: • EDExpress • A combination system, or • Any other software or system that processes Direct Loans

  5. How Do I Get DL Tools? • The software is available for download at FSAdownload.ed.gov • New users must do a full installation of DL Tools version 3.0 • Once installed, certain system defaults must be setup prior to use • Users of DL Tools 2.0 should do a custom installation of 3.0 • Version 3.1 will be released in November

  6. Cash Management • A means of tracking Direct Loan cash received and excess cash returned by a school • Allows schools to track cash separately for each program year • Cash transactions can be entered manually or via a Cash Detail External Add file (DLEXCASH)

  7. Cash Management • A report (Cash Report) can be run at any time to assist schools with internal reconciliation • The Cash Report: • identifies total cash receipts, total returns of excess cash, and the total net disbursement amount (as per EDExpress or external loan/disbursement file) • calculates and prints the school’s internal Ending Cash Balance (ECB)

  8. New in DL Tools 3.0 / 3.1 • Once entered, the first transaction in Cash Management is grayed out to prevent it from accidentally being overwritten • The School Code can now be selected from a pick list that includes all school codes for which data resides in the DL Tools database

  9. New in DL Tools 3.0 / 3.1 • Cash Management data can now be deleted globally (particularly useful for schools that import cash data from an external source)

  10. Import and Print a SAS • Schools can use DL Tools to import 02/03 and 03/04 School Account Statements • DL Tools formats the data sent by COD in a DSDF or DSLF file so that it is easily readable • The resulting printout includes cash and disbursement summary data

  11. Import and Print a SAS • Schools need to know what data they are currently receiving from COD • monthly detail (default) • YTD detail (must request via COD) • no detail (must request via COD) • Schools that receive cash, loan and/or disbursement detail can print the detail via the Print functionality

  12. New in DL Tools 3.0 / 3.1 • The SAS Monthly and Year-to-Date Disbursement Summary sections are no longer ignored during the import process (applies to 02/03 and 03/04)

  13. New in DL Tools 3.0 / 3.1 • Borrower’s first name, last name, and middle initial for SSL and USL, and borrower’s and student’s first name, last name and middle initial for PLUS will be added to the SAS loan detail upon request (DSLF only). DL Tools 3.0 / 3.1 will print any names that appear in the SAS loan detail.

  14. Compare • DL Tools compares data as per the SAS with data as per the school • SAS Cash Detail vs. DL Tools Cash Management • SAS Loan Detail vs. DLEXLOAN, DLEXDISB, or EDExpress • SAS Disbursement Detail vs. DLEXDISB or EDExpress

  15. Compare • A Compare is run via the print functionality in DL Tools • 3 different compare types are available: • Cash Detail Comparison • Loan Detail Comparison – Loan Level • Disbursement Detail Comparison

  16. New in DL Tools 3.0 / 3.1 • Cash transactions with a date that occurs after the end date of the SAS are no longer excluded from the Cash Detail Comparison

  17. New in DL Tools 3.0 / 3.1 • The 03/04 disbursement level compare matches the disbursement date as per the SAS with the sequence 01 or Q date in school’s database • COD sends disbursement date, not adjustment date, on SAS

  18. New in DL Tools 3.0 / 3.1 • 2 section headings on the Loan Level and Disbursement Detail Comparison reports are now more descriptive • Unbooked Records that are Matched (MPN Missing) • School Records that are not on SAS or Mismatched SAS Unbooked Records *Note – School Records Outside of SAS Date Range Will Appear in This Section

  19. New in DL Tools 3.0 / 3.1 • The totals at the end of the Loan and Disbursement Level Comparison reports now reflect the totals from each individual section of the report

  20. Rebuild • A Rebuild file (CODRBFOP) can be requested for: • Entire processing year • Specific date range • Specific borrower • Specific loan • Import the file through DL Tools to recreate or update an EDExpress database due to data loss or corruption

  21. Rebuild • 3 Rebuild Type options • Compare Only • Update All Records • Update Selected Records • Always select Compare Only before rebuilding a database to avoid overwriting good data

  22. New in DL Tools 3.0 / 3.1 • The CPS Transaction Number is not returned by COD in a Rebuild file. DL Tools populates this field in EDExpress with 99 to indicate that the value is assumed.

  23. New in DL Tools 3.0 / 3.1 • Web-generated disbursements (sequence #66-90) are not currently rebuilt by DL Tools 3.0 • The import edit report identifies these records, so schools will know if web-generated disbursements are included in a rebuild • DL Tools 3.1, in conjunction with EDExpress 9.2, will rebuild web-generated disbursements

  24. In The Works… • DL Tools version 4.0 • Will be built on an Access 2002 platform rather than Access 97 • Functionality for 00/01 and 01/02 will be removed

  25. In The Works… • DL Tools version 4.0 • Previous disbursement sequence number will be added to the external disbursement record layout • CPS transaction number will be populated as per the value at COD when an 04/05 database is rebuilt

  26. In The Works… • DL Tools version 4.0 • Dollar totals will display at the end of the SAS Loan and SAS Disbursement Detail reports

  27. How can I get more information? • DL Tools 3.0 / 3.1 Help Text • DLB 02-36 • 2003-2004 COD Technical Reference • Volume VI: Direct Loan Tools • Volume VIII: Section 8 (COD Reports) • 2002-2003 Direct Loan Technical Reference • Appendix E: Direct Loan Tools

  28. Technical Assistance We appreciate your feedback and comments. CPS/WAN Phone: 1-800-330-5947 Fax: 319-665-7662 E-mail: cpswan@ncs.com COD- Phone: 1-800-848-0978 E-mail: codsupport@acs-inc.com

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