requirements catalogue: ox.6 administer funding …
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6 Administer Funding
Requirement
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Requirement Description MoSCoW Originator Notes
REQUIREMENTS CATALOGUE: Ox.6 ADMINISTER FUNDING
PROCESS: Ox.61 REGISTER FUNDING AGENCY
Ox.61.RQ001 It will be possible for funding agencies to register as a funding body within PRAM using
registration form.
C UoO Could be organised centrally so
information is available through PRAM to
all HEIs.
Ox.61.RQ002 Configurability will ensure that different types of registration form can be issued. C UoO
Ox.61.RQ003 Configurability will enable university-based funding administrators to complete registration
details on behalf of the funding agent .
C UoO
Ox.61.RQ004 Data will be validated upon entry and submission to ensure mandatory fields are completed
and that data is entered in the correct format.
C UoO
Ox.61.RQ005 If 'mandatory fields are not completed', or 'data is not in the correct format', the user will
be prompted to go back to 'failed field(s)' and cannot resubmit until the submission passes
validation.
C UoO
Ox.61.RQ006 When a university-based funding administrator enters information on behalf of a funding
agency, there will be the facility to forward to the funding agency for approval prior to
upload.
C UoO
Ox.61.RQ007 The System will be configurable so that users can be prompted at regular intervals to check
the information they have provided is still current.
C UoO
Ox.61.RQ008 Configurability will enable 'prompts to check information' to continue until the user
'resubmits their data - amended or not amended'.
C UoO On submission a prompt appears asking
the user to confirm that details have been
checked and are up to date.
Ox.61.RQ009 Configurability will enable university-based funding administrators to check information on
behalf of the funding agent .
C UoO
Ox.61.RQ010 When a university-based funding administrator check information on behalf of a funding
agency, there will be the facility to forward to the funding agency for approval prior to
upload.
C UoO
Ox.61.RQ011 Configurability will enable 'extra questions' to be included or 'questions to be changed' ( by
'removing original question from the form, and everyone's answer', then 'adding a new
question') as requirements of those administering funding change.
C UoO
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6 Administer Funding
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Requirement Description MoSCoW Originator Notes
Ox.61.RQ012 Configurability will enable users to be prompted to enter information into a new field(s),
whenever the online form is changed. The prompt will identify the changes that have been
made, so the user can go straight to the question(s) that has/have been added.
C UoO
Ox.61.RQ013 Configurability will enable university-based funding administrators to complete new or
changed fields on behalf of the funding agent either as individual entries or for a batch of
registrations.
C UoO
Ox.61.RQ014 When a university-based funding administrator completes new or changed information on
behalf of a funding agency, there will be the facility to forward to the funding agency for
approval prior to upload.
C UoO
Ox.61.RQ015 When the form is submitted after a review where an extra field is included, a validation
check will ensure that required data had been entered.
C UoO
Under review Page 2 University of Oxford
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.62 REGISTER FUNDING AVAILABLE AND CONDITIONS FOR COHORT
Ox.62.RQ001 Funding agency user (or university-based funding administrator acting on their behalf
Ox.61.RQ 003) will be able to record information on types of funding being offered.
C UoO Could be organised centrally so
information is available through PRAM to
all HEIs. (Data includes: Award Type ID;
Award Calendar; Award Rules (e.g. when
payment is to be stopped, increased,
decreased, Completion date, Suspension
date definition, Eligibility data (includes:
Which cohorts of students are eligible.
Rules for 2011/ 12 entry will be different
to those for 2012/ 13 entry). Reports
required by agency and time data is due.
Non student-specific scholarship items
related to fund - this is important as it
allows non student-specific scholarship
costs to be identified in PRAM and can
then be included in management
information reports.
Ox.62.RQ002 Configurability will ensure that data requested is relevant to the type of funding offered. C UoO The forms that capture data on Awards,
Grants and Allowances can be different.
Ox.62.RQ003 Configurability will enable university-based funding administrators to record information
on types of funding being offered on behalf of the funding agent .
C UoO
Ox.62.RQ004 Data will be validated upon entry and submission to ensure mandatory fields are completed
and that data is entered in the correct format.
C UoO
Ox.62.RQ005 If mandatory fields are not completed, or data is not in the correct format, the user is
prompted to go back to field - they cannot resubmit until data entry passes validation.
C UoO
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Requirement Description MoSCoW Originator Notes
Ox.62.RQ006 When a university-based funding administrator record information on types of funding on
behalf of a funding agency, there will be the facility to forward to the funding agency for
approval prior to upload.
C UoO
Ox.62.RQ007 The system will be configurable so that users can be prompted at regular intervals to check
the information they have provided is still current.
C UoO
Ox.62.RQ008 Configurability will enable prompts to check information on types of funding to continue
until the provider resubmits their checked information.
C UoO
Ox.62.RQ009 Configurability will enable university-based funding administrators to check information on
types of funding on behalf of the funding agent .
C UoO
Ox.62.RQ010 When a university-based funding administrator check information on types of funding on
behalf of a funding agency, there will be the facility to forward to the funding agency for
approval prior to upload.
C UoO
Ox.62.RQ011 Configurability will enable 'extra questions' to be included or 'questions to be changed' on
types of funding ( by 'removing original question from the form, and everyone's answer',
then 'adding a new question') as requirements of those administering funding change.
C UoO
Ox.62.RQ012 Configurability will enable users to be prompted to enter information into a new field(s),
whenever the online form is changed. The prompt will identify the changes that have been
made, so the user can go straight to the question(s) that has/have been added.
C UoO
Ox.62.RQ013 Configurability will enable university-based funding administrators to complete new or
changed fields on behalf of the funding agent either as individual entries or for a batch of
registrations.
C UoO
Ox.62.RQ014 When a university-based funding administrator completes new or changed information on
behalf of a funding agency, there will be the facility to forward to the funding agency for
approval prior to upload.
C UoO
Ox.62.RQ015 When the form is submitted after a review where an extra field is included, a validation
check will ensure that required data had been entered.
C UoO
Ox.62.RQ016 Configurability will enable University based funding administers to be advised when specific
information in a funding agency's form is changed. The prompt will identify the changes
that have been made so the user can review the new details provided.
C UoO Would help draw attention to changes in
terms and conditions of funding.
Under review Page 4 University of Oxford
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Requirement Description MoSCoW Originator Notes
Ox.62.RQ017 Only if funding is available to an HEI unit '(i.e. University, Division, Faculty / Department,
Programme, College) will details be visible to Funding administrator users within that unit.
C UoO
PROCESS: Ox.63 ALLOCATE PRIZE / STUDENTSHIP
Ox.63.RQ001 The system will be configurable so users in can create application forms which can be used
for students applying for specific studentships.
C UoO Applicants may be asked by department
to provide certain information when they
apply for studentship e.g. (i) names of
supervisors / project areas they are
interested in, (ii) details of research
experience, (iii) research proposal /
personal statement.
Ox.63.RQ002 It will be possible for students to submit a completed application form and upload other
documents required as part of their studentship application.
C UoO
Ox.63.RQ003 It will be possible to prompt students to (i) revisit and resubmit an application/ (or part of
their application) and (ii) upload additional supporting information.
C UoO
Ox.63.RQ004 It will be possible to upload student responses into PRAM so that fields in the application
can be compared and funding needs assessed.
C UoO
Ox.63.RQ005 PRAM can be configured to record ' assessment criteria' including criteria used to compare
applicants in competitions for scholarships.
C UoO
Ox.63.RQ006 It will be possible to report on information provided by applicants and invite eligible
candidates to take part in competitions.
C UoO
Ox.63.RQ007 If will be possible to record within PRAM the results of competitions C UoO For example, staff involved and
candidates score (there may be 5 people
on the interview panel each of whom
scores candidate out of 5. Maximum
score therefore 25).
Under review Page 5 University of Oxford
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Requirement Description MoSCoW Originator Notes
Ox.63.RQ008 The user will be able to use PRAM to allocate prize / studentships based on fulfilment of
assessment criteria .
C UoO Allocation of prize could be made by
Programme Administrator or DGS. As a
result of allocation outcomes for a
student might include: Offer; Rejection;
Alternative Offer; Advice - such as other
scholarships being considered.
Ox.63.RQ009 Users will be able to configure results tables so that they capture 'Other information' that is
helpful when allocating a scholarship.
C UoO Information that is useful includes: (i)
Eligibility for restricted scholarship (i.e.
residency and citizenship). Studentships
are allocated to highest ranking applicants
using restricted studentships where
possible, and open studentships where
not. (ii) Other sources of funding applied
for - if student successful this may free up
their departmental studentship.
Ox.63.RQ010 If Student is made offer, a link in email allows them to 'Accept' or 'Reject' offer. C UoO
Ox.63.RQ011 Configurability will enable students' 'acceptance of funding offer' to be sent to the correct
recipient
C UoO Acceptance information may require use
of Je-S interface in some circumstances
and not in others.
Ox.63.RQ012 Configurability will enable students' 'acceptance of funding offer' to be forwarded in the
correct format.
C UoO
Ox.63.RQ013 Acceptance of funding offer' information may be forwarded either (i) for individual
students or (ii) as a batch.
C UoO
Ox.63.RQ014 The system will be configurable so when a student declines a funding offer it will be
possible to make the funding offer to another student by means of waitlist facility or
equivalent.
C UoO Generally waitlist would be configured in
a similar manner to Unit's results table
used for allocating a scholarship.
Under review Page 6 University of Oxford
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.631 INTERNALLY APPROVE AWARD OFFERS
Ox.631.RQ001 Configurability will enable local users to utilise their own methods of selection. C UoO For example, ranking or banding
Ox.631.RQ002 Where ranking is used, PRAM will automatically calculate a student's ranking or joint
ranking.
C UoO Number of competitors will be
automatically displayed
Ox.631.RQ003 Where ranking is calculated the User can opt for selection to be automated or previewed. C UoO
Ox.631.RQ004 Local superuser can stipulate any approvals that are required. C UoO Approvers might include: DGS;
Department/ Faculty, Divisional Board
(approval data entered by administrator);
Funding Team (if any students are also
being considered for other awards /
scholarships; College (if competition rules
stipulate funding linked to College Place).
Ox.631.RQ005 If approvals are required, the local superuser can stipulate 'approval options'. C UoO Approvers' Options defined by
Administrator / DGS. (Possibly three
options at line Level - Line Approved, Line
not approved, put line 'On hold' with
Comments).
Ox.631.RQ006 If approvals are required, the local superuser can stipulate 'approval sequence'. C UoO
Ox.631.RQ007 Method / views used to review items and make approvals can be defined by approver. C UoO Number of items received and requiring
review will vary from user to user.
Summary list and
Drill Downs may be preferred option in
many instances.
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.632 NOTIFY STUDENT OF COMPETITION RESULTS
Ox.632.RQ001 It will be possible for local administrators to call up list competition results screen and to
indicate students to notify of competition results
C UoO
Ox.632.RQ002 Configurability will enable user to either use standard or bespoke emails for individual
student or for student batch.
C UoO
Ox.632.RQ003 Administrators can create 'new standard emails' for future use C UoO For example for a new standard email for
a particular studentship.
Ox.632.RQ004 Prior to the email being sent the sender will be able to confirm that email should be sent;
confirmation of action prompt(s) will list recipients and give content of email
C UoO
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.64 DISSEMINATE STANDARD GRANT PAYMENTS RECEIVED BY DEPARTMENT
Ox.64.RQ001 Configurability will enable administrators to be automatically prompted when any
'calculation of grant level' is due
M UoO
Ox.64.RQ002 Configurability will enable grant allocations to students to be automatically calculated
based on entered rules
M UoO
Ox.64.RQ003 Configurability will enable allocations to students to be automatically entered or not. M UoO
Ox.64.RQ004 Configurability will enable 'allocations to students that are automatically entered' to be
amended if required either as (i) individual cases or (ii) as a batch.
M UoO
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.641 INTERNALLY APPROVE DISSEMINATION
Ox.641.RQ001 Once grant allocation values are entered and checked the User is able to use PRAM to
create a 'grant allocation approval list'.
M UoO
Ox.641.RQ002 Grant allocation approval list' will be configurable so local superuser can stipulate fields
included.
Fields may include: Student ID, student
name, value of allocation, schedule of
payments, terms of funding.
Ox.641.RQ003 Local superuser can stipulate any approvals that are required. M UoO Approvers might include: DGS;
Department/ Faculty, Divisional Board
(approval data entered by administrator);
Funding Team (if any students are also
being considered for other awards /
scholarships; Finance.
Ox.641.RQ004 If approvals are required, the local superuser can stipulate 'approval options'. M UoO Approvers' Options defined by
Administrator / DGS. (Possibly three
options at line Level - Line Approved, Line
not approved, put line 'On hold' with
Comments).
Ox.641.RQ005 If approvals are required, the local superuser can stipulate 'approval sequence'. M UoO
Ox.641.RQ006 Method / views used to review items and make approvals can be defined by approver. M UoO Number of items received and requiring
review will vary from user to user.
Summary list and
Drill Downs may be preferred option in
many instances.
Under review Page 10 University of Oxford
6 Administer Funding
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.642 NOTIFY STUDENT OF GRANT ALLOCATION
Ox.642.RQ001 It will be possible for local administrators to call up 'Grant allocations status screen' and to
indicate students to notify of grant payment(s)
M UoO
Ox.642.RQ002 Configurability will enable user to either use standard or bespoke emails for individual
student or for student batch.
M UoO
Ox.642.RQ003 Administrators can create 'new standard emails' for future use M UoO For example for a new standard email for
a particular grant.
Ox.642.RQ004 Prior to the email being sent the sender will be able to confirm that email should be sent;
confirmation of action prompt(s) will list recipients and give content of email
M UoO
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.65 ADMINISTER ALLOWANCES
Ox.65.RQ001 Students will be able to use PRAM to identify allowances they are eligible for. M UoO Process 62 Register Funding Available and
Conditions for Cohorts will capture
eligibility criteria for allowances. Where
student meets eligibility criteria they are
offered prompt to apply for the allowance
Ox.65.RQ002 It will be possible to use PRAM to generate different application forms which can be used
by students applying for sources of funding. Each allowance can its own application form.
M UoO
Ox.65.RQ003 It will be possible for students to submit a completed application form and upload other
documents required as part of their application for an allowance.
M UoO
Ox.65.RQ004 It will be possible to upload student responses into PRAM so that fields in the application
can be compared and funding needs assessed.
M UoO
Ox.65.RQ005 Configurability will enable Funding Administrators to be prompted either (i) when an
allowance deadline is due or(ii) as individual applications are received.
M UoO
Ox.65.RQ006 The Funding Administrator will be able to access applications using links in workflow screen
and in any email prompt
M UoO
Ox.65.RQ007 Configurability will enable allowances to students to be either (i) awarded automatically if
eligibility matrix is complete or (ii) to be allocated following assessment.
M UoO
Ox.65.RQ008 Configurability will enable 'allocations to students that are automatically entered' to be
amended if required either as (i) individual cases or (ii) as a batch.
M UoO
Ox.65.RQ009 PRAM can be configured to record any 'assessment criteria' including criteria used to
compare applicants for allowances.
M UoO
Ox.65.RQ010 The user will be able to use PRAM to allocate allowances based on fulfilment of assessment
criteria .
M UoO
Ox.65.RQ011 Users will be able to configure results tables so that they capture 'Other information' that is
helpful when allocating an allowance.
M UoO
Ox.65.RQ012 If will be possible to record within PRAM the results of any assessment. M UoO
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Requirement Description MoSCoW Originator Notes
Ox.65.RQ013 It will be possible for the Funding Administrator to prompt students to (i) revisit and
resubmit an application (or part of their application) and (ii) upload additional supporting
information.
M UoO
PROCESS: Ox.651 INTERNALLY APPROVE ALLOWANCES
Ox.651.RQ001 Once allowance decisions have been entered and checked the User is able to use PRAM to
create a 'allowance approval list'.
M UoO
Ox.651.RQ002 allowance approval list'. will be configurable so local superuser can stipulate fields
included.
Fields may include: Student ID, student
name, value of allowance, schedule of
payments, terms of funding.
Ox.651.RQ003 Local superuser can stipulate any approvals that are required. M UoO Approvers might include: DGS;
Department/ Faculty, Divisional Board
(approval data entered by administrator);
Funding Team (if any students are also
being considered for other awards /
scholarships; Finance.
Ox.651.RQ004 If approvals are required, the local superuser can stipulate 'approval options'. M UoO Approvers' Options defined by
Administrator / DGS. (Possibly three
options at line Level - Line Approved, Line
not approved, put line 'On hold' with
Comments).
Ox.651.RQ005 If approvals are required, the local superuser can stipulate 'approval sequence'. M UoO
Ox.651.RQ006 Method / views used to review items and make approvals can be defined by approver. M UoO Number of items received and requiring
review will vary from user to user.
Summary list and
Drill Downs may be preferred option in
many instances.
Under review Page 13 University of Oxford
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.652 NOTIFY STUDENT OF ALOWANCES
Ox.652.RQ001 It will be possible for local administrators to call up 'Allowance applications status screen'
and to indicate students to notify of allowance(s)
M UoO
Ox.652.RQ002 Configurability will enable each student to receive either (i) a single notification giving
details of all allowances just confirmed or (ii) individual notifications for each allowance.
M UoO
Ox.652.RQ003 Configurability will enable user to either use standard or bespoke emails for individual
student or for student batch.
M UoO
Ox.652.RQ004 Administrators can create 'new standard emails' for future use M UoO For example for a new standard email for
a particular allowance.
Ox.652.RQ005 Prior to the email being sent the sender will be able to confirm that email should be sent;
confirmation of action prompt(s) will list recipients and give content of email
M UoO
Under review Page 14 University of Oxford
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.66 ORGANISE PAYMENTS NOTIFY STUDENT OF ALOWANCES
Ox.66.RQ001 Once funding payments have been 'approved,' the user will be able to upload 'details of
funding payments' BOTH (i) as a self-selected batch and (ii) as individual cases.
M UoO Details of funding payment' may include:
source, source ID, amount, project code
ID if relevant (If details of Funding Source
not on system User will need to record
them using Process 62 Register Funding
Available)
Ox.66.RQ002 Rules will be built into PRAM so that funding level values automatically pre-populate
against fee fields.
M UoO Funding level values will need to be
entered against (i) 'Maintenance
allowance', (ii) 'University tuition fee' and
(iii) 'College fee', plus any other 'Fee' or
'Deposit' field applicable to the student
and their programme. (See requirements
for population of fees data
Ox.1111.RQ003 and Ox112.RQ001).
Ox.66.RQ003 Configurability will enable 'values of funding payments' BOTH (i) to pre-populate
automatically (and be editable) and (ii) be entered manually (and be editable).
M UoO Figures that pre-populate must always be
editable.
Ox.66.RQ004 It must be possible for administrators to identify figures that have been (i) edited following
automatic prepopulation and (ii) manually entered using an audit trail facility.
M UoO Would identify who made change and
when (time / date).
Ox.66.RQ005 Once 'figures' for 'Year n' are known, 'estimates' for 'subsequent years' self-populate but
can later be amended when new year's rules for the 'student's cohort' apply.
(Configurability will enable users to adjust pre-populated figures or to opt to enter cohort
or individual figures manually).
M UoO 1. Each cohort will have different rules. 2.
For any cohort you can only estimate
figures for subsequent years as sources of
additional funding may change.
Ox.66.RQ006 Estimated figures for subsequent years whether pre-populated, edited or entered manually
will always be flagged so Users are aware these are just estimates and will be adjusted
when 'real figures' are known.
M UoO
Ox.66.RQ007 When 'real figures' are know it will be possible to run reports to show the difference
between the ' estimated value' at 'different times' and the real value of the funding.
M UoO Related Process Area 69 Report on
Funding
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Requirement Description MoSCoW Originator Notes
Ox.66.RQ008 It will be possible to run reports for any unit (e.g. programme, faculty / department,
division, college, studentship) that will identify mismatches between 'fees payable' and
'funding awarded'
M UoO Any gaps will need to be covered so the
student is fully-funded. The way in which
the balance is made up varies from unit to
unit. (Related Process Area 69 Report on
Funding)
Ox.66.RQ009 Configurability will enable users to determine field captured and field headings viewed in
reports to identify mismatch between 'fees payable' and 'funding awarded'.
M UoO Related requirements Ox1313 RQ0003,
Ox1313 RQ0004.
Ox.66.RQ010 Students with a mismatch between 'fees payable' and 'funding awarded' will be flagged.
Configurability will enable user-prompts to built into PRAM so users are prompted to enter
'details of how balance is to be made up'.
M UoO Details of how balance is to be made up
may include: source, source ID, amount,
project code ID if relevant. (If details of
Funding Source not on system User will
need to record them using Process 62
Register Funding Available)
Ox.66.RQ011 Details of how balance is to be made up' may either be entered for a batch of students or
as individual cases.
M UoO A batch might be a 'year group with a
particular studentship or having funding
from a particular source' or a 'cohort in a
particular programme or faculty /
department, division, college.
Ox.66.RQ012 It will be possible to run reports to give 'details of how balance has been made up' for any
particular unit (e.g. programme, faculty / department, division, college, studentship)
M UoO Related Process Area 69 Report on
Funding
Ox.66.RQ013 Configurability will enable users to determine field captured and field headings viewed in
reports that give 'details on how balance has been made up'.
M UoO Related requirements Ox1313 RQ0003,
Ox1313 RQ0004.
Ox.66.RQ014 It will be possible apportion payments over different time periods, based on the payment
calendars stipulated by the funding provider.
M UoO Payment calendar and apportioning rules
for a particular cohort, for a particular
source of funding should have previously
been recorded using Process 62 Register
Funding Available.
Under review Page 16 University of Oxford
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Requirement Description MoSCoW Originator Notes
Ox.66.RQ015 It will be possible to internally approve payment schedules either as a batch or as individual
cases.
M UoO A batch might be a 'year group with a
particular studentship or having funding
from a particular source' or a 'cohort in a
particular programme or faculty /
department, division, college, '
Ox.66.RQ016 Once payment schedules have been internally approved students will be notified of their
payment schedule.
M UoO
Ox.66.RQ017 Users involved in 'making payments to students' or 'transferring money to another account
within the Collegiate University' will be able to configure PRAM to prompt them at specific
times OR after specific events to run payment report.
M UoO Collegiate University is a broader term
than University; it includes the Colleges
and Private Permanent Halls (PPHs) all of
whom will have their own accounts and
finance systems. See Process Map 66 -
Check Payment Type for more details.
Ox.66.RQ018 It will be possible to use PRAM to approve individual lines in a payment transfer report.
(Lines in a report can be left unapproved if the student has left).
MMM UoO Payments must not be made in error to
students who are not eligible.
Ox.66.RQ019 Configurability will enable users to determine field headings, 'approvals required', 'approval
sequence' and 'approval options'.
MMM UoO Related requirements Ox1313 RQ0003,
Ox1313 RQ0004, Ox1313 RQ0005 and
Ox1313 RQ0006. Approval options may
include Line approved, Line not approved,
On hold -with comments
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Requirement Description MoSCoW Originator Notes
Ox.66.RQ020 Configurability will enable particular users to be notified if a payment is unapproved. M UoO Users that may need to be notified
include: College administrator, Supervisor,
DGS, Programme administrator,
Department / Faculty Administrator,
Divisional Administrator, Funding
administrator so they all know that no
payment is being made and can action
any follow up tasks including double-
checking student circumstances.
Ox.66.RQ021 Configurability will enable payments approved report to be either forwarded or uploaded
so that payments can be made.
M UoO There are different finance systems
(University Finance and then also College
Finance Systems, plus some others
operated locally) so forwarding of csv files
in some cases might be necessary. For
Central Finance opt for automatic upload
if feasible.
Under review Page 18 University of Oxford
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.661 INTERNALLY APPROVE PAYMENT SCDEDULE
Ox.661.RQ001 Configurability will enable users to determine field headings, 'approvals required', 'approval
sequence' and 'approval options' for 'Payment Schedule Approval list'
M UoO Related requirements Ox1313 RQ0003,
Ox1313 RQ0004, Ox1313 RQ0005 and
Ox1313 RQ0006. Approvers will vary but
might include:
Funding Administrator
Student Data Management and Analysis
(SDMA).
Finance.
(Possibly DGS; Department/ Faculty,
Divisional Board - approval data entered
by local administrator). (Colleges would
need to approve their own bursaries
only). Approval options may include Line
approved, Line not approved, On hold -
with comments
Ox.661.RQ002 Users who need to view 'Payment schedule approval status' for their students or groups of
students would be able to do so using a search screen.
M UoO All users listed in Ox.66.RQ016 plus
others.
Ox.661.RQ003 PRAM will be configurable so that User Prompts to review 'Payment Schedule Approval list'
can be (i) through workflow screen and / or (ii) through email notification. (Largely
dependant on number of prompts received).
M UoO Related requirement: Ox.131.RQ003
Ox.661.RQ004 If User receives 'User Prompts to review 'Payment Schedule Approval list' ' BOTH (i)
through workflow screen and (ii) through email notification, they have the option to switch
off email notifications.
M UoO Related requirement: Ox.131.RQ004
Ox.661.RQ005 When 'User Prompts to review 'Payment Schedule Approval list' are received as 'Email
notification', Users have the option to receive notifications as individual emails, as 'daily
digest' or 'weekly digest'.
M UoO Related requirement: Ox.131.RQ005
Under review Page 19 University of Oxford
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Requirement
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Requirement Description MoSCoW Originator Notes
Ox.661.RQ006 PRAM will be configurable so that 'Email notification prompts to review 'Payment Schedule
Approval list' can be either automated (including set text and extracted data field
information required by User) or issued as bespoke emails for User group or individual user.
M UoO Related requirement: Ox.131.RQ006
Ox.661.RQ007 PRAM will be configurable so users can make use of summary lists and drill downs, if
required in the review.
M UoO Related requirement: Ox.131.RQ007
Ox.661.RQ008 Defaults 'Approval Status on the 'Payment Schedule Approval list' can be set by the User M UoO Requires Local Superuser Access Rights.
Example might be all lines are
automatically ticked. If tick removed
could unapprove line or put on hold.
PROCESS: Ox.662 NOTIFY STUDENT OF PAYMENT SCHEDULE
Ox.662.RQ001 It will be possible for local administrators to call up the payment schedule approved screen
and to indicate students to notify of payment schedules.
M UoO
Ox.662.RQ002 Where more than one type of payment is to be made the administrator will be able to
select which schedules to communicate.
M UoO Default might be a summary of all
payments to be made against all fees and
deposits.
Ox.662.RQ003 It will be possible for local administrators to call up the 'payment schedule - not-approved
screen' (and to indicate students to notify of non-approval if necessary - normally this
would not be required).
M UoO
Ox.662.RQ004 It will be possible for local administrators to call up the 'payment schedule - on-hold / not
reviewed screen' so that approvers can be chased up.
M UoO
Ox.662.RQ005 Configurability will enable user to either use standard or bespoke emails for individual
student or for student batch. Payment schedule would be automatically inputted for each
student.
M UoO
Ox.662.RQ006 Administrators can create 'new standard emails' for future use M UoO For example for a new standard email for
a particular studentship.
Ox.662.RQ007 Prior to the email being sent the sender will be able to confirm that email should be sent;
confirmation of action prompt(s) will list recipients and give content of email
M UoO
Under review Page 20 University of Oxford
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.67 AMEND PAYMENT VALUE
Ox.67.RQ001 It must be possible for the system to identify whenever a student is being under or
overpaid
M UoO
Ox.66.RQ002 It must be possible to readjust the payment schedule so that payment is correct ( and
timing of payment is optimised)
M UoO
PROCESS: Ox.68 AMEND PAYMENT TIMING
Ox.67.RQ001 It must be possible for the system to identify whenever scheduling of payments to student
is not in line with conditions of funding.
M UoO
Ox.66.RQ002 It must be possible to readjust the payment schedule so that it fits conditions of funding. M UoO
PROCESS: Ox.671 INTERNALLY APPROVE ADJUSTED PAYMENT SCDEDULE
Ox.671.RQ001 It must be possible to internally approve new payment schedule if payment levels and / or
timing of payments needs to be adjusted
M UoO Same principles as 661
PROCESS: Ox.672 NOTIFY STUDENT OF ADJUSTED PAYMENT SCHEDULE
Ox.662.RQ001 It must be possible to notify student of an adjusted payment schedule. M UoO Same principles as 662
Under review Page 21 University of Oxford
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Requirement
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Requirement Description MoSCoW Originator Notes
PROCESS: Ox.69 REPORT ON FUNDING
Ox.69.RQ001 Additional groups, other than those involved directly in administration of funding, will have
access for reporting purposes
M UoO Standard users may include Programme
Administrator; Department Administrator,
Director of Graduate Studies; Studentship
Administrator; Funding Administrator;
Divisional Administrator; University
Administrator; Student Financial Support;
Graduate Admissions and Funding,
Student Data Management and Analysis.
Ox.69.RQ002 Users will be able to control access of 'additional groups' to data under their jurisdiction. M UoO
Ox.69.RQ003 Each group of users will be able to define their own Standard reports M UoO
Ox.69.RQ004 Individual users will be able to define Ad-hoc reports M UoO
Ox.69.RQ005 Users will be able to call a Report on Funding and Fees Screen and select fields which
required in the report.
M UoO For standard reports these fields will
already be selected. Data may include:
Student ID, Programme Name, Award,
Nationality, College; University Fee,
College Fee, (and any University and
College Continuation Fees) Fee liability
(i.e. the number of terms fees are paid);
expected length of course, when
payments are due, value of payments,
enrolment date, completion date,
suspensions ( and funding agency specific
(i)
enrolment and completion dates and (ii)
suspensions - identifying suspension due
to maternity / paternity leave)
Under review Page 22 University of Oxford
6 Administer Funding
Requirement
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Requirement Description MoSCoW Originator Notes
Ox.69.RQ006 After submitting request the User will be asked to confirm content. M UoO
Ox.69.RQ007 The report will be displayed in Excel but can be converted to other formats after editing. M UoO
Ox.69.RQ008 It will be possible to capture information for particular 'time periods' using FIXED start- and
end-dates
M UoO For example capturing Funding Agency
Reporting Periods OR payment periods
captured in 62 Register Funding Agency.
Ox.69.RQ009 It will be possible to capture information for particular 'time periods' using NON - FIXED
start- and end-dates, through the use of calendar tool(s).
M UoO
Ox.69.RQ010 Students will be able to use a Search facility to produce reports on their own funding. M UoO Students can search on parameters such
as funding agency, fund, Year / term of
funding; relevant extra funding maybe
eligible for; suspension periods,
completion periods as defined by Funding
Agency; any conditions on funding for
example - thesis content.
Ox.69.RQ011 Students will be able to print off information on their funding. M UoO For example, funding schedules.
Ox.69.RQ012 When funding is allocated through PRAM,PRAM will report on (i) funding packages
allocated to students, (ii) Funding packages not yet allocated and (iii) Funding packages
turned down
M UoO
Ox.69.RQ013 Where funding that can be allocated through PRAM has not yet been allocated (and only if
access rights allow) report will include the name, phone number /email address of: (i) the
person who administers fund; (ii) the person responsible for allocating funding - usually at
faculty/ department or programme level (e.g. a Director of Graduate Studies); (iii) any other
persons involved in agreeing allocation of Funding package (e.g. College Representative
where linked to offer of College Place).
M UoO
Under review Page 23 University of Oxford