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