updating entrance and checklist using automation session # 27345 march 3, 2010
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Updating Entrance and Checklist Using Automation
Session # 27345
March 3, 2010
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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
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
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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.
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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
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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.
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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
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Process Flow
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Let’s get started
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Step 1: Loans are Originated
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Step 1: Run Loan Origination
Run delivered Loan Origination Process
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Step 2: Assign the Entrance Checklist
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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
3C Engine: Event Definition
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3C Engine Run Control
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Chose Population Selection
Chose Query as Selection Tool
3C Engine Run Control
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Prevents duplicate assignment of checklists
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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.
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Step 3: Loading the entrance files
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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.
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Editing the Entrance Files
To edit, locate DECFEN in the header
Change it to DECFXX where XX is the year
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Saving the Edited Entrance Files Save the edited file.
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Load Entrance files Entrance files are loaded through the delivered
FA_INBOUND process.
Navigation: FA>File Management > Import Federal Data Files
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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
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Step 4: Updating the Entrance Checklist Using the 3C Engine
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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.
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Update Event ID
Same checklist used in Step 2
Check to update the status of the item to the value identified
3C Engine Run Control for Updating
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Chose Population Selection
Chose Query as Selection Tool
Event ID just created
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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.
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Step 5: Updating the Loan Entrance Interview field on the Packaging
Status Summary Page
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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.
Updating the Entrance Interview Field
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Used Population Update to update the LN_INTERVW_STATUS field on the STDNT_AID_ATRBT record.
Using Population Update
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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
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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
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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.
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Setup for updating mpn checklist from pnote files or loan origination
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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.
Updating the MPN Checklist
3C Engine: Event Definition for Updating MPN Checklist
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Checklist assigned in Step 2 for mpn
Flag checked so checklist item will be updated to value indicated
3C Engine Run Control for Updating
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Chose Population Selection
Chose Query as Selection Tool
Event ID just created
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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 = A on 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.
LN_ORIG_PNOTE_STAT Field
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The field, LN_ORIG_PNOTE_STAT on the LOAN_ORIGNATN record is updated when the pnote file is loaded and is also updated by loan response files.
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Questions?
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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
This presentation and all Alliance 2010 presentations are available for download from the Conference Site
Presentations from previous meetings are also available
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