Updating Entrance and Checklist Using Automation

1. Updating Entrance and Checklist Using Automation Session # 27345 March 3, 2010

2. Your Presenters • Dionne L. Hallback • Associate Director of Student Financial Services & Financial Aid Implementation Lead • 10 years of Financial Aid Experience • Edith Bevan • Functional Consultant, CedarCrestone • Over 20 years of Financial Aid experience

3. The College of New Jersey • The College of New Jersey is a public residential college focusing on the undergraduate experience • We currently enroll ~6200 Undergraduate students and ~750 Graduate and Professional Studies students • The College is approximately 5 miles from Trenton, the state capital, 10 miles from Princeton, and one hour from both Philadelphia and New York • Financial Aid Statistics: • 78.5 % of degree seeking undergrads who have awards • 31.2 % of degree seeking graduate students who have awards

4. TCNJ and Oracle The College of New Jersey began implementing Student Administration in 8.9. With the release of 9.0 we began an upgrade of our live modules and implemented Financial Aid and Student Financials. The implementation was completed for Fall 2009 using many of the new 9.0 features.

5. Agenda/Contents • Overview • Process Flow • We will show you the tools we used to set up the processes that allow us to accomplish the checklist and record updates. • Questions

6. Note: TCNJ is a Direct Loan school and so our presentation will be based on Direct Loan files and terminology and PS v9.0 processes.

7. Overview • Goal: Updating entrance checklists for Direct Loans and the entrance interview complete field on Packaging Status Summary from the Direct Loan Entrance files (DECFXXOP). • Resources: • 3C Engine • Population Update • Reporting Tools – queries

8. Process Flow

9. Let’s get started

10. Step 1: Loans are Originated

11. Step 1: Run Loan Origination • Run delivered Loan Origination Process

12. Step 2: Assign the Entrance Checklist

13. Assign Entrance Checklist • For purposes of the presentation we are confining our discussion and screen shots to Stafford Loans. • Use the 3C Engine process with population selection to identify the students. • We created an Event ID which: • 1) Assigns an entrance checklist in an “initiated” status • 2) Assigns a MPN checklist in an “initiated” status

14. 3C Engine: Event Definition

15. 3C Engine Run Control Chose Population Selection Chose Query as Selection Tool

16. 3C Engine Run Control Prevents duplicate assignment of checklists

17. Population Selection Query • Query looks for students who have originated loans but who do not have the entrance checklist for the prompt aid year. • Note: You must have the SCC_PS_FINA_BND record in this query to use it with the 3C Engine.

18. Step 3: Loading the entrance files

19. Entrance Files • Special note about the entrance files. • The file needs to be edited before loading to add the aid year to the header. • Open the entrance file with some kind of text editor – Textpad, Notepad, Wordpad, Ultraedit, etc. • Delete the “No Data” row if one exists. If this is not deleted the file will not load.

20. Editing the Entrance Files To edit, locate DECFEN in the header Change it to DECFXX where XX is the year

21. Saving the Edited Entrance Files • Save the edited file.

22. Load Entrance files • Entrance files are loaded through the delivered FA_INBOUND process. Navigation: FA>File Management > Import Federal Data Files

23. What Loading Entrance Files Does • FA_INBOUND process for DECFEN files loads records into the “View DL Loan Counseling Data” page (Record: DL_ENTCNS_07_EC). • This is the record that will be used later in this presentation to identify students whose entrance checklist will be updated. Navigation to the DL_ENTCNS_07_EC record is: Financial Aid > Loans > View DL Loan Counseling Data

24. Step 4: Updating the Entrance Checklist Using the 3C Engine

25. Updating the Entrance Checklist • Use the 3C Engine process with population selection to update the checklist. • We created an Event ID which contains the entrance checklist in a “completed” status.

26. Update Event ID Check to update the status of the item to the value identified Same checklist used in Step 2

27. 3C Engine Run Control for Updating Chose Population Selection Event ID just created Chose Query as Selection Tool

28. Update Checklist Population Selection Query • Query looks for students who • 1) Have the entrance checklist still initiated and are in the record which contains the entrance file records (DL_ENTCNS_07_EC) OR • 2) Have a completed entrance flag (LN_INTERVW_STATUS = C) on the STDNT_AID_ATRBT record for any prior year. • Note: You must have the SCC_PS_FINA_BND record in this query to use it with the 3C Engine.

29. Step 5: Updating the Loan Entrance Interview field on the Packaging Status Summary Page

30. Update the Loan Entrance Interview Field • We also decided we wanted to update the Loan Entrance Interview Status field for students who had completed the entrance requirement.

31. Updating the Entrance Interview Field Used Population Update to update the LN_INTERVW_STATUS field on the STDNT_AID_ATRBT record.

32. Using Population Update Important reminders: • The STDNT_AID_ATRBT record must be identified as updateable and the field LN_INTERVW_STATUS identified as a field to be updated before this process can be setup and run. • Navigation: Setup SACR > System Administration > Utilities > Population Update > Population Update Setup • Anyone running the process must have row level access to the STDNT_AID_ATRBT record in Population Update on their User ID. • Navigation: Setup SACR > Security>Secure Student Administration > User ID> Population Update Security

33. Population Update Run Control Identify the record and year to update Locate the query to be used to identify the students Indicate field and value to use when updating

34. Update Checklist Population Selection Query • Query looks for students who: 1) Are in the record which contains the entrance file records (DL_ENTCNS_07_EC) OR 2) Have a completed entrance flag (LN_INTERVW_STATUS = C) on the STDNT_AID_ATRBT record for any prior year. • Note: You must have the SCCPU_STDNT_BND record in this query to use it with Population Update.

35. Setup for updating mpn checklist from pnote files or loan origination

36. Updating the MPN Checklist • Back in Step 2 we assigned both an entrance checklist and an MPN checklist. • We also update the MPN checklist using the 3C Engine with a different event ID and query. • Updating the MPN checklist should be run after loading any loan response files and pnote files.

37. 3C Engine: Event Definition for Updating MPN Checklist Flag checked so checklist item will be updated to value indicated Checklist assigned in Step 2 for mpn

38. 3C Engine Run Control for Updating Chose Population Selection Event ID just created Chose Query as Selection Tool

39. Query for Updating the MPN Checklists • Query looks for students who: 1) Have an MPN checklist with a status of initiated and 2) Have the LN_ORIG_PNOTE_STAT = Aon the LOAN_ORIGNATN record for a Stafford loan for the aid year in the prompt. • Note: You must have the SCC_PS_FINA_BND record in the query to use it with 3C Engine.

40. LN_ORIG_PNOTE_STAT Field • The field, LN_ORIG_PNOTE_STATon the LOAN_ORIGNATN record is updated when the pnote file is loaded and is also updated by loan response files.

41. Questions?

42. Contacts • Dionne L. Hallback • Associate Director, Student Financial Services • The College of New Jersey • Email: dhallbac@tcnj.edu • Edith Bevan • Financial Aid Consultant • Cedar Crestone • E-mail: edith.bevan@cedarcrestone.com

43. This presentation and all Alliance 2010 presentations are available for download from the Conference Site Presentations from previous meetings are also available