Washington State Board for Community
and Technical Colleges
FA Business
Flow
Financial Aid Business
Processing Guide
FA ERP Support
FA Business Flow
Contents
Importing and Processing ISIR Files .............................................................................................................. 4
FTP Process (File Transfer Process) ........................................................................................................... 5
FA Inbound ................................................................................................................................................ 7
Process Imported ISIR’s............................................................................................................................. 8
Suspended ISIR’s ..................................................................................................................................... 10
Review Suspended ISIR’s......................................................................................................................... 12
INAS Batch Calculation ............................................................................................................................ 14
Processing ATB ........................................................................................................................................ 15
Update Aggregate Push .......................................................................................................................... 16
Managing Checklists ................................................................................................................................... 17
Creating and Running Checklist JobSet ................................................................................................... 17
Creating and Staging Job......................................................................................................................... 19
Schedule the JobSet ................................................................................................................................ 21
Verify JobSet Scheduling ......................................................................................................................... 24
Initial Request Notification ......................................................................................................................... 25
Assigning Initial Request Communication .............................................................................................. 25
Sending Initial Request Communication ................................................................................................. 27
Second Request Notifications ..................................................................................................................... 30
Assigning Second Request Communication – New Checklist Items ....................................................... 30
Assigning Second Request Communication – Reminder ........................................................................ 32
Building FA Terms in Batch ......................................................................................................................... 34
Part 1 ....................................................................................................................................................... 34
Create FA Term Driver Records............................................................................................................... 34
Part 2 ....................................................................................................................................................... 36
Build FA Term in Batch ............................................................................................................................ 36
Weeks of Instruction Update ...................................................................................................................... 37
Population Selection Update – Run Control Set Up ............................................................................... 37
Assigning Student Budgets.......................................................................................................................... 38
Setting Budget Flag Update Process ....................................................................................................... 38
Creating Budget JobSet ........................................................................................................................... 40
Schedule Budget JobSet .......................................................................................................................... 42
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Higher One .................................................................................................................................................. 45
Running Higher One Options .................................................................................................................. 45
WA State Need Grant.................................................................................................................................. 46
Create SNG Eligibility Table Data ............................................................................................................ 46
Populate SNG Eligibility Fields ................................................................................................................ 47
SNG Archive Outbound Process .............................................................................................................. 48
SNG Archive Inbound Process ................................................................................................................. 49
College Bound ............................................................................................................................................. 50
Outbound Process................................................................................................................................... 50
Inbound Process...................................................................................................................................... 51
Mass Packaging ........................................................................................................................................... 52
Setting Ready to Package ........................................................................................................................ 52
Student Selection – Step 1 ...................................................................................................................... 53
View Student Selection Results – Step 1................................................................................................. 54
Assign Packaging Plans – Step 2 .............................................................................................................. 54
View Results of Plan Assignment – Step 2 .............................................................................................. 55
Process Awards from Assigned Plans – Step 3........................................................................................ 56
Mass Packaging Results – (Latest Batch) ................................................................................................ 56
View Packaging Results Report – (Latest Batch) ..................................................................................... 58
View Mass Packaging Details .................................................................................................................. 59
Award Notification ...................................................................................................................................... 60
Assigning Award Communication ........................................................................................................... 60
Sending Award Communication ............................................................................................................. 63
SNG Override Process ................................................................................................................................. 66
SNG Override Process ............................................................................................................................. 66
Managing User Edit Messages – UEM’s ...................................................................................................... 67
Assign User Edit Messages (Batch) - For SAP Plan Students .................................................................. 67
Enrollment Level Hold/Service Indicator Process ....................................................................................... 68
Updating Packaging Variables ................................................................................................................. 68
Assign FLF Service Indicator .................................................................................................................... 70
Remove FLF Service Indicator ................................................................................................................. 71
Service Indicator List Query .................................................................................................................... 72
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Updating Packaging Variables ................................................................................................................. 76
Disbursing Financial Aid .............................................................................................................................. 78
Processing Award Authorization ............................................................................................................. 78
Authorization Failure Report .................................................................................................................. 79
Process Disbursements ........................................................................................................................... 82
Assign Tuition Hold Service Indicators ........................................................................................................ 83
Tuition Hold Selection Criteria ................................................................................................................ 83
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Importing and Processing ISIR Files
Colleges have the option to load ISIR’s individually or combined in a batch
process.
Combining ISIR Files from CPS
The process to bring in ISIR files from CPS remains the same. From EDconnect users will save
files to their local network drive.
Create a text file to batch the files for using the Upload/Download process in PeopleSoft.
1. Open Notepad from your computer and list the desired files to include in the batch
process. Be sure to include the extension in the file name.
2. Save the file to your local network drive.
(*Note – A good business practice could include saving the files from CPS and the text file in
the same network drive. Using dates at the end of the file can help users identify files quickly
when troubleshooting.)
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FTP Process (File Transfer Process)
All ISIR files need to be processed through the FTP regardless of individual or
combined
Navigation
Main Menu > PeopleTools > CTC Custom >
Extensions > Upload/Download Files
Description
To Upload or Download files colleges will need to
use the File Upload/Download Function
1. Enter Academic Institution
2. Functional Area
3. Business Process Name
Click Search
From the Upload Files tab click Upload File
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Choose desired file
1. Click Browse to select the file
2. Click Upload
*Note – ISIR Files need to be
uploaded one at a time as
well as the text file created if
using the combined process
The file will be uploaded and the File Name will appear, click OK
Process Complete
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FA Inbound
Navigation
Main Menu > Financial Aid > File Management >
Import Federal Data Files
1.
2.
3.
4.
5.
Description
The FA Inbound process automatically
determines the type of file from CPS and loads
the file into the inbound staging tables.
Enter New or use existing Run Control ID
Choose ‘Single File’ radio button when loading single files
Choose ‘File List’ radio button when loading combined files
Insert ‘Inbound File’ name (*Note - “File Path” and “File Name” from FTP)
Insert ISIR TG Number
Click Run and Ok from the Process Monitor screen
Example of
‘Single File’
Run Option
Example of
‘File List’
Run Option
Click Process Monitor
Click ‘Refresh’ until the Run Status reads ‘Success’ and Distribution Status reads ‘Posted’
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Process Imported ISIR’s
Navigation
Main Menu > Financial Aid > File Management >
ISIR Import > Process ISIR’s
1.
2.
3.
4.
5.
Description
Load the ISIR records from the ISIR staging tables
into the database using the rules that you set up
in the ISIR Data Load Parms page.
Enter New or use existing Run Control ID
Select Aid Year
Select Institution ID
Enter TG Number
Check ‘Active’ ‘Load ISIRs’ ‘Load System Generated ISIRs’ ‘Load Correction’ boxes
Click Run and Ok from the Process Monitor screen
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Click Process Monitor
Click ‘Refresh’ until the Run Status reads ‘Success’ and Distribution Status reads ‘Posted’
Click the ‘Details’ link then ‘Message Log’ link to view messages regarding the process’
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Suspended ISIR’s
Navigation
Main Menu > Reporting Tools > Query > Schedule
Query
Description
This query is designed to show suspended ISIR’s
from the most recent load processes.
Due to the large amount of data that could
potentially be returned, you will need to use
Schedule Query.
Identify suspended ISIR’s by running the following query using:
CTC_FA_SUSPENDED_ISIR_FA927A
Use a New or Existing Run Control ID
Enter the query name and click Search
Click the blue link for the desired query
Edit Prompts will appear
Enter the following:
– Institution
– Aid Year
Click OK
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From the Schedule Query page click Run
Ensure the Process Monitor reads “Success” and “Posted”
From the View Log/Trace file click the Query name with .csv to open with Excel
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Review Suspended ISIR’s
Navigation
Main Menu > Financial Aid >File Management >
ISIR Import > 20xx-20xx Suspense Management
Description
Review all ISIR records processed by the FA
Inbound and load processes.
1. Enter the EC Queue Instance
2. Load Status = Suspended
3. Enter SSN and click Search
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To process a suspended ISIR please reference the following QRG’s:
Understanding ISIR Search Match
Manually Loading ISIRs
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INAS Batch Calculation
Navigation
Main Menu > Financial Aid > File Management >
INAS Batch Calculation
1.
2.
3.
4.
5.
Description
Calculating INAS in batch
Enter New or use existing Run Control ID
Enter Institution
Aid Year
Application Type = F
Clear Calc Requests? = Y
Click Run and Ok from the Process Monitor page
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Processing ATB
Navigation
Main Menu > Financial Aid >Ability to Benefit >
Create Ability to Benefit
1.
2.
3.
4.
5.
6.
7.
Description
Use this page to create and maintain Ability to
Benefit data in batch.
Enter New or use existing Run Control ID
Choose ‘PS Query’ from the Selection Tool
Choose CTC_FA_SB_PS_ATB for the Query Name
Click Edit Prompts
Enter Institution and Aid Year – Click OK
Click Preview Selection and note a student’s ID from the preview list to review later
Enter Academic Institution
Click Run and Ok from the Process Monitor screen
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Update Aggregate Push
Navigation
Main Menu > Financial Aid > File Management >
NSLDS > Update Aggregates with NSLDS
Description
Update NSLDS Aggregate tables with incoming
data
Enter New or use existing Run Control ID
1. Parameters
a. Enter Institution and Aid Year
Preserve Override Check box:
2. Report Parameters
Update does not take place if
a. Click the “Update NSLDS Data” radio button
the NSLDS Total amount has
b. Preserve Override – See Note
been overridden at the student
3. Population Selection
level.
a. Selection Tool = PS Query
b. Query Name = CTC_FA_SB_PS_NSLDS_WEEKLY_PUSH
4. Click Edit Prompts and enter the following:
a. Institution
b. Aid Year
5. Click Preview Selection to review students
6. Click Run or Save to add to a JobSet
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Managing Checklists
Creating and Running Checklist JobSet
Navigation
Main Menu > Campus Community > 3C Engine >
Run 3C Engine
Description
Define 3C engine events to set rules by which the
system identifies the sets of checklists for the 3C
engine to assign or update.
The JobSet provides the ability combine multiple processes into one job
1. Click Add a New Value
2. Create a Run Control ID for the specific Checklist Item Type being set to run.
Click Add (See Example Below)
From the 3C Engine Parameters page:
1. Click the Population Selection box
2. Under Event Selection enter:
a. Academic Institution
b. Administrative Function
c. Event ID (*Note – Ensure the Event ID matches the Item Code designated in the
Run Control ID)
3. Under Checklist Code, the desired Checklist Item Code and name will appear
4. Under Population Selection, select ‘PS Query’ from the dropdown menu
5. Use the look up tool next to Query Name to look up the correct query (*Note – The
last 3 characters in the query name should match the last 3 characters of the Checklist
Item Code)
6. Click Edit Prompts and enter the following information:
a. Check List Item (*Note Ensure the Checklist Item Code entered corresponds
with the Checklist Code used in the setup)
b. Institution and Aid Year then click OK
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Click the Manage Duplicate Assignment tab
1. Under the Duplicate Checklist Check section Check the ‘Check Duplicate Checklist’
checkbox
2. Select ‘Match’ from the Variable Data dropdown menu
3. Click Save (Do NOT click the RUN button)
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Repeat the steps for the list of desired checklist assignment values for the
institution - (See Checklist Document)
Creating and Staging Job
Navigation
Main Menu > People Tools > Process Scheduler >
Jobs
Description
PeopleSoft Process Scheduler enables you to
schedule one or more processes as a group.
1. Click Add a New Value
2. Create the Process Job Name and click Add (*Note – Process Job Name will differ
between institutions) Example: FASPCKLT = Financial Aid Spokane Checklist
3. See “FA Letter Codes” QRG for a list of Institutional 2 Digit Codes
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From the Job Definition tab
1.
2.
3.
4.
5.
6.
Enter Description
Verify Run Mode is set to Serial
Verify Priority is set to Medium
Enter Default into the Process Category field
Verify Max Concurrent field is blank
Verify the ‘Override Process Retry Count’ and ‘Override Process Retention Day’ boxes
are unchecked
7. Enter ‘Application Engine’ into the Process Type field
8. Enter ‘3C Engine’ into the Process Name field
9. Verify ‘Run Always on Warning’ and ‘Run Always on Error’ boxes are unchecked
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Click the Add New Row button (+)
Be sure to repeat the steps and create as many rows as you have created checklist
assignments in the 3C Engine.
From the Job Definition Options tab
1.
2.
3.
4.
5.
Enter a Server Name
Verify the ‘Recurrence Name’, ‘Process Type’, and ‘Process Name’ fields are blank
Enter FA-Info in to the Component field
Enter FAALL in the Process Groups field
Click Save
Schedule the JobSet
Navigation
Main Menu > People Tools > Process Scheduler >
Schedule JobSet Definitions
Description
Run the Event Replay Schedule load job to set the
process recurrence.
1. Click Add a New Value
2. Create the Schedule Name and enter the Job Name (*Note – The Job Name was
created in the earlier step)
3. Click Add
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From the Schedule JobSet Definition tab
1.
2.
3.
4.
5.
Enter the ‘Institution Specific Description’ into the Description field
Enter ‘Institution Specific Information’ into the Run Control ID field
Verify ‘Status’ field value = Inactive
Verify ‘Priority’ field vale = Medium
Verify Begin Date, Time and Time Zone reflects the current date and time
6.
7.
8.
9.
Verify Recurrence Name field is blank
Select ‘Primary Server’ for the Server Run option
Enter the same server name used in the earlier step into the Primary Server field
Enter ‘UNIX’ for the Operating System
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Click the Schedule JobSet Items tab
Click on the Process list drop down Icon to the left of the page next to the Job Name link
The 3C Engine Rows will display
The number of rows should be exactly the same number as the number of rows created in
earlier steps.
Enter Run Control ID value in each row (*Note – Each row should have a different Run Control
ID value)
Click Save
Click the Schedule JobSet Definition tab
Click the RUN NOW button to start the process
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Verify JobSet Scheduling
Navigation
Main Menu > People Tools > Process Scheduler >
Process Monitor
Description
Process List page, where you can view the status
of submitted process requests
1. Locate the Process Name used in the previous steps. For example CTCFSP01 was used
as the Job Name in earlier steps.
2. Click Refresh until the Run Status reads ‘Success’ and the Distribution Status reads
‘Posted’
By clicking the “Process Name” link the Process Detail page will open
Click the Job Instance links to view processing details
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Initial Request Notification
Assigning Initial Request Communication
Navigation
Main Menu > Campus Community > 3C Engine >
Run 3C Engine
Description
Assigning and Sending Initial Request
Communications
3C Engine Parameters
1.
2.
3.
4.
5.
6.
7.
8.
Enter New or use existing Run Control ID
Click Population Selection
Enter Academic Institution
Administrative Function = FINA
Function Even ID = Initial Financial Aid Request (Code varies between institutions)
Selection Tool = PS Query
Query Name = Use the lookup tool to choose CTC_FA_TEMP_02_CHCEKLIST
Click Edit Prompts – Enter the following:
a. Institution
b. Aid Year
c. Letter - Make sure the letter code matches the letter code in the Event ID
9. Click Preview Selection Results
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 Click Manage Duplicate Assignment tab
10. Under Duplicate Communication Check use the dropdown menu next to ‘Variable
Data’ and choose Match
11. Click Run
12. From the Process Scheduler Request page click the 3C Engine box and click OK
13. Ensure Process Monitor reads Success and Posted
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Sending Initial Request Communication
Navigation
Main Menu > Campus Community >
Communications > Communication Generation
Description
Assigning and Sending Initial Request
Communications
Selection Parameters
1.
2.
3.
4.
Enter New or use existing Run Control ID
ID Selection = All Person IDs
Letter Code = Choose the letter code from the previous steps
Communication Method Usage – Method = E-Mail
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Process Parameters
Person Communication Usage Section:
1.
2.
3.
4.
Address = FA Email and Postal Address
Address Name = FA Student Name
Salutation = FA Student Name
Extra Name = FA Student Name
Communication Date Range Selection
5. From Date – Select desired date
6. To Date – Select current date
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Email Parameters
1.
2.
3.
4.
5.
From = Enter the desired email addressed used by the institution
Subject = Enter a subject line for the email communication
Reply to = Enter the desired email addressed used by the institution
Sender = Enter the desired email addressed used by the institution
Bounce to = Enter the desired email addressed used by the institution
6. Click Run
Choose SCC_COMMGEN from the Process Scheduler Request – Click OK
Ensure that Process
Monitor reads Success
and Posted
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Second Request Notifications
Assigning Second Request Communication – New Checklist Items
Navigation
Main Menu > Campus Community > 3C Engine >
Run 3C Engine
Description
Assigning Second Request Communications when
new checklist have been assigned
3C Engine Parameters
1. Enter New or use existing Run Control ID
2. Click Population Selection
3. Enter Academic Institution
4. Administrative Function = FINA
5. Function Even ID = Updated Checklist-New To Do (Code varies between institutions)
6. Selection Tool = PS Query
7. Query Name = Use the lookup tool to choose CTC_FA_SB_RV_XX8_V2
8. Click Edit Prompts – Enter the following:
a. Institution
b. Aid Year
c. Initial Letter CD
d. Revised Letter CD
9. Click Preview Selection Results
10. Click Manage Duplicate Assignment tab
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Manage Duplicate Assignment
11. Click Manage Duplicate Assignment tab
12. Ensure the “Check Duplicate Communication” is Unchecked and the Variable Data
field is set to blank. This will allow the communication to be assigned each time a new
checklist item is added.
13. Click Run
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Assigning Second Request Communication – Reminder
Navigation
Main Menu > Campus Community > 3C Engine >
Run 3C Engine
Description
Assign Second Request Communication when
checklist items have remained in initiated status
3C Engine Parameters
1. Enter New or use existing Run Control ID
2. Click Population Selection
3. Enter Academic Institution
4. Administrative Function = FINA
5. Function Even ID = Special Request (Code varies between institutions)
6. Selection Tool = PS Query
7. Query Name = Use the lookup tool to choose CTC_FA_SB_RM_XX8_V2
8. Click Edit Prompts – Enter the following:
a. Institution
b. Aid Year
c. Initial Letter CD
d. Revised Letter CD
e. Num. of Days Prev Letter - Colleges discretion
9. Click Preview Selection Results
10. Click Manage Duplicate Assignment tab
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Manage Duplicate Assignment
1. Click Manage Duplicate Assignment tab
2. Ensure the “Check Duplicate Communication” is Unchecked and the Variable Data
field is set to blank. (If there is a possibility that the student may receive this
communication more than once)
3. Click Run
Use the steps from the “Sending Initial Request Communication” to use
Communication Generation for sending out the assigned Second Request
Notifications
Please Note – Ensure the selected letter codes for the Communication
Generation process reflect the ones assigned for Second Request Notifications
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Building FA Terms in Batch
Navigation
Main Menu > Financial Aid > Financial Aid Term >
Create FA Term Driver Records
Description
Create FA Term driver records for the batch
Financial Aid Term build process
Part 1
Create FA Term Driver Records
1. Enter New or use existing Run Control ID
2. Populate the Academic Institution and Aid Year fields
3. Under the Driver Creation Option: select ‘Both Updates and Projections’ and click
‘Run’
4. Verify that the Select Career and Rebuild Projections check boxes are selected for the
‘UGRD’ career
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*Please Note – When running the process please choose “Create Drivers Recs
For FA Trm” at the Process Scheduler Request page
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Part 2
Build FA Term in Batch
Navigation
Main Menu > Financial Aid > Financial Aid Term >
Build FA Term in Batch
Description
Create Financial Aid Terms in batch.
1. Enter New or use existing Run Control ID
2. Populate Academic Institution and Aid Year fields
3. Commit Level will be ‘500’ and Driver Creation option will be ‘Both Update and
Projections’
4. Leave Print Detailed Messages ‘unchecked’ and click Run or Click Save if adding the
process to a JobSet
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Weeks of Instruction Update
Population Selection Update – Run Control Set Up
Navigation
Main Menu > Set up SACR > System
Administration > Utilities > Population Update >
Population Update Process
Description
Updating the Weeks of Instruction on FA Term
1. Enter New or use existing Run Control ID
2. Choose STDNT_FA_TERM – Student FA Term from the Record (Table) Name from the
dropdown menu
3. Click the Report Error Messages radio button
4. Choose PS Query from the Selection Tool dropdown menu
5. Use the lookup tool next to the Query Name field to choose
CTC_FA_SB_FIX_TERM_WEEKS_INSTR
6. Click Edit Prompts and enter Institution and Aid Year
7. For Field Name select FA Number of Weeks from the dropdown menu
8. For Field Value enter 12
9. Click Run
10. Ensure process runs to “Success” and “Posted”
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Assigning Student Budgets
Setting Budget Flag Update Process
Set Budget Required Flag to “N” = “No Budget Assign”
Navigation
Main Menu > Set up SACR > System
Administration > Utilities > Population Update >
Population Update Process
Description
Updating the budget flag that determines a
student’s stage in the budget build process
1. Enter New or use existing Run Control ID
2. Choose STDNT_FA_TERM – Student FA Term from the Record (Table) Name from the
dropdown menu
3. Click the Report Error Messages radio button
4. Choose PS Query from the Selection Tool dropdown menu
5. Use the lookup tool next to the Query Name field to choose CTC_FA_SETBUDFLAG_N
6. Click Edit Prompts and enter Institution and Aid Year
7. For Field Name select Budget Required from the dropdown menu
8. For Field Value select No-Budget Assign Require from the dropdown menu
9. Click Save - DO NOT CLICK RUN
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Set Budget Required Flag to “Y” = “Assign Budget”
Navigation
Main Menu > Set up SACR > System
Administration > Utilities > Population Update >
Population Update Process
Description
Updating the budget flag that determines a
student’s stage in the budget build process
1. Enter New or use existing Run Control ID
2. Choose STDNT_FA_TERM – Student FA Term from the Record (Table) Name from the
dropdown menu
3. Click the Report Error Messages radio button
4. Choose PS Query from the Selection Tool dropdown menu
5. Use the lookup tool next to the Query Name field to choose CTC_FA_SETBUDFLAG_Y
6. Click Edit Prompts and enter Institution and Aid Year
7. For Field Name select Budget Required from the dropdown menu
8. For Field Value select Yes-Budget Assign Require from the dropdown menu
9. Click Save – DO NOT CLICK RUN
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Creating Budget JobSet
Navigation
Main Menu > Set up SACR > Common Definitions
> Equation Engine > Run Equation
Description
Processing the rules and equations built to
construct student budgets.
1. Enter New or use existing Run Control ID
2. From the Run An Equation page use the lookup tool to locate the budget equation
CTCFABUDYEAR (Assign Budget Process Aid Year)
3. Under Input Parameters populate fields with the following information:
a. Populate the Global field with AID_YEAR
b. Populate the Type field with String (*Note – The Operand field will not appear
until the Type field is populated)
c. Populate the Operand field with the current aid year (example 2015)
4. Insert a new row by clicking (+)
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5. Insert new data into the added row with the following data:
a. Populate the Global field with INSTITUTION
b. Populate the Type field with String (*Note – The Operand field will not appear
until the Type field is populated)
c. Populate the Operand field with the Institution ID
6. Click Save – DO NOT CLICK RUN
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Schedule Budget JobSet
Navigation
Main Menu > PeopleTools > Process Scheduler >
Schedule JobSet Definitions
Description
Run the Event Replay Schedule load job to set the
process recurrence.
1. Create the Schedule Name
2. Enter the Job Name CTCFABUD
3. Click Add
Schedule JobSet Definition tab
1. From the Schedule JobSet Definition tab populate the following fields:
a. Enter the ‘Institution Specific Description’ into the Description field
b. Enter ‘Institution Specific Information’ into the Run Control ID field
c. Verify ‘Status’ field value = Inactive
d. Verify ‘Priority’ field vale = Medium
e. Verify Begin Date, Time and Time Zone reflects the current date and time
f. Verify Recurrence Name field is blank
g. Select ‘Specific Server’ for the Server Run option
h. Primary Server = PSUNX
i. Enter ‘UNIX’ for the Operating System
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Schedule JobSet Items tab
1. From the Schedule JobSet Items tab click on the CTCFABUD hyperlink
2. The Process List will populate with required data
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Schedule JobSet Requests tab
No Data Required
Click the Schedule JobSet Definitions tab
Click Run Now
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Higher One
Running Higher One Options
Navigation
Main Menu > Campus Community > 3C Engine >
Run 3C Engine
Description
Running Higher One Options for Student
Financials to process
1. Enter New or use existing Run Control ID
2. Click the Population Selection check box
3. Under Event Selection populate the following fields:
a. Academic Institution
b. Administrative Function = GEN
c. Event ID (*Note: this is institution specific) – Always select the Event ID value
that ends with an “I” (Student Financials will be completing the checklist
during their process)
4. Under Population Selection choose PS Query from the dropdown menu
5. Choose one of the three Higher One query options for the Query Name field
a. CTC_FA_HIGHER_ONE_SELECT_1 (Selects students that have their Institutional
Review Status Completed) – If selected, run before Packaging
b. CTC_FA_HIGHER_ONE_SELECT_2 (Selects students that have a specific checklist
item marked completed. Example: Institutional Form) – If selected, run after
Budget Assignment
c. CTC_FA_HIGHER_ONE_SELECT_3 (Selects students that have at least one FA
Item Type in an offered or accepted status) – If selected, run after Awarding
6. Click Run
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WA State Need Grant
Create SNG Eligibility Table Data
Navigation
Main Menu > Financial Aid > CTC Custom > CTC
Interfaces > State Need Grant > SNG
Population/Update
Description
Selects students who have a valid ISIR for the Aid
Year, and loads all applicable data into the SNG
Eligibility Table
1. Enter New or use existing Run Control ID
2. Choose PS Query for the Selection Tool field
3. Use the look up tool next to the Query Name field and populate with the
following: CTC_FA_SNG_POPULATE
4. Click Edit Prompts link and populate with Institution and Aid Year
5. Under the Parameters section enter Institution and Aid Year
6. Click Preview Selection Results to verify records are being selected
7. Click Run
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Populate SNG Eligibility Fields
Navigation
Main Menu > Financial Aid > CTC Custom > CTC
Interfaces > State Need Grant > Calculate SNG
Eligibility
Description
Calculates and populates eligibility fields
accordingly
1. Enter New or use existing Run Control ID
2. Choose PS Query for the Selection Tool field
3. Use the look up tool next to the Query Name field and populate with the following:
CTC_FA_SNG_ELIGIBILITY
4. Click Edit Prompts link and populate with Institution and Aid Year
5. Under the Parameters section enter Institution and Aid Year
6. Click Preview Selection Results to verify records are being selected
7. Click Run
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SNG Archive Outbound Process – Can be ran at institutions discretion
Navigation
Description
Main Menu > Financial Aid > CTC Custom > CTC
Process allows colleges to generate and
Interfaces > State Need Grant > SNG Archive
download a file to upload to the WSAC Secure
Outbound
Portal
*Note - Use the File Transfer Process to download the SNG file
1.
2.
3.
4.
Enter New or use existing Run Control ID
Enter Institution and Aid Year
Check/uncheck the ‘Select Eligible Only’ box
Click Run

Process the file, created and downloaded from the FTP server, into the WSAC
SNG Archive Cruncher.

Once you process the file through the SNG Archive Cruncher, DO NOT open the
file. Instead, save it directly to your desktop. The format of the file should
remain as .csv.
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SNG Archive Inbound Process - Can be ran at institutions discretion
Navigation
Main Menu > Financial Aid > CTC Custom > CTC
Interfaces > State Need Grant > SNG Archive
Import
1.
2.
3.
4.
5.
6.
7.
8.
9.
Description
Importing SNG file from WASC
Enter New or use existing Run Control ID
Choose ‘External File’ from the Selection Tool dropdown
Locate file saved from WSAC SNG Archive Cruncher
Use the Upload File button to browse for the desired file
Select ‘View File’ Button to view data
Populate File Mapping field with SNG ARCHIVE IMPORT
Under Parameters populate Academic Institution and Aid Year
Click Preview Selection Results to verify records are being selected
Click Run
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College Bound
Outbound Process
Navigation
Main Menu > Financial Aid > CTC Custom > CTC
Interfaces > College Bound Scholarship > College
Bound Outbound Process
Description
Pulls all SSN’s for students that are eligible for
State Need Grant and creates a file to upload to
the WASC cruncher to collect CBS eligibility data
1. Enter New or use existing Run Control ID
2. Enter Academic Institution and Aid Year
3. Click Run
*Note - Use the File Transfer Process to load the College Bound file
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Inbound Process
Navigation
Main Menu > Financial Aid > CTC Custom > CTC
Interfaces > College Bound Scholarship > College
Bound Inbound Process
Description
Importing CBS file from WASC
1.
2.
3.
4.
5.
Enter New or use existing Run Control ID
Select External File from the Selection Tool
Click Upload File
Click Choose File and choose the appropriate file and click Upload
Select File Mapping (If it has not be done File Mapping will need to be created for this
process)
6. Enter Academic Institution and Aid Year
7. Click Preview Selection to see student results (take note of a student ID to validate)
8. Click Run
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Mass Packaging
Setting Ready to Package
Navigation
Main Menu > Set up SACR > System
Administration > Utilities > Population Update >
Population Update Process
1.
2.
3.
4.
5.
6.
7.
8.
Description
Set parameters for running the Population
Update process
Enter New or use existing Run Control ID
Choose STDNT_AID_ATRBT from the *Record (Table) Name dropdown menu
Enter Institution and Aid Year
Keep ‘Report Error Messages’ radio button selected
Choose PS Query from the Selection Tool dropdown menu
Use the look up tool to locate the CTC_FA_SET_READY_TO_PACKAGE query
Click Edit Prompts and enter the Academic Institution and Aid Year
Under Select Fields to Update populate the fields with the following information:
a. Field Name = Aid Package Processing Status
b. Field Value = Ready for Packaging
c. Insert a new row by clicking (+)
d. Field Name = Review Status
e. Field Value = Review Complete
9. Click RUN
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Student Selection – Step 1
Navigation
Main Menu > Financial Aid > Awards > Mass
Packaging > Select Students
Description
Select groups of students for packaging based on
specific selection criteria.
When selecting a student population for mass packaging institutions will have
two processing options:
CTC_FA_MASS_PACKAGE_SELECT_01 (By CPS Process Date or Current Date)
CTC_FA_MASS_PACKAGE_SELECT_02 (By last completed required checklist)
CTC_FA_MASS_PACKAGE_SELECT_03 (By CPS Process Date or Current Date with
a SAP Status of anything but “N”)
Remember existing Run Control ID’s used will have previously selected processing option.
From the Mass Packaging Select page:
1. Enter New or use existing Run Control ID
2. Choose PS Query from the Selection Tool dropdown menu
3. Use the look up tool next to the Query Name field to located the desired query noted
above
4. Click Edit Prompts (*Note – Edit Prompts Fields will vary depending on query chosen)
5. Enter Edit Prompts and click OK
6. Click Preview Selection Results to verify records are being selected
7. Click Run
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View Student Selection Results – Step 1
Navigation
Main Menu > Financial Aid > Awards > Mass
Packaging > View Results by Students
Description
Review students selected from previous process
1. Enter Academic Institution and Aid Year
2. Enter Select Definition Query: (Depending on which query was used to select students
for mass packaging)
a. QUERY: CTC_FA_MASS_PACKAGE_SELECT_01
b. QUERY: CTC_FA_MASS_PACKAGE_SELECT_02
3. Click Search to view list of students
Assign Packaging Plans – Step 2
Navigation
Main Menu > Financial Aid > Awards > Mass
Packaging > Assign Plans
Description
Assigning packaging plans to selected students.
1. Enter New or use existing Run Control ID
2. Enter Institution and Aid Year
3. Enter Select Definition Query: (depending on which query was used to select students
for mass packaging)
a. QUERY: CTC_FA_MASS_PACKAGE_SELECT_01
b. QUERY: CTC_FA_MASS_PACKAGE_SELECT_02
4. Enter Career = UGRD
5. Enter Plan ID
6. Select Sort Field option
7. Select ‘Asc’ (Ascending) or ‘Desc’ (Descending) order
8. To include multiple Plan IDs into the same process, click the (+) symbol to add a new
row
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9. Click Run
View Results of Plan Assignment – Step 2
Navigation
Main Menu > Financial Aid > Awards > Mass
Packaging > View Results by Query
Description
Review the packaging plans assigned to students
1. Enter Institution and Aid Year
2. Enter Select Definition Query: (depending on which query was used to select students
for mass packaging)
a. QUERY: CTC_FA_MASS_PACKAGE_SELECT_01
b. QUERY: CTC_FA_MASS_PACKAGE_SELECT_02
3. Click Search to view results
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Process Awards from Assigned Plans – Step 3
Navigation
Main Menu > Financial Aid > Awards > Mass
Packaging > Process Mass Packaging
Description
Select the Mass Packaging Selection Definition
that you are using to select your students for the
current Mass Packaging run.
1. Enter New or use existing Run Control ID
2. Enter Institution and Aid Year
3. Enter Select Definition Query: (depending on which query was used to select students
for mass packaging)
a. QUERY: CTC_FA_MASS_PACKAGE_SELECT_01
b. QUERY: CTC_FA_MASS_PACKAGE_SELECT_02
4. Click LIVE for final packaging assignment
5. Click Simulation for preliminary/simulate assignment
6. Click Run
Mass Packaging Results – (Latest Batch)
This query pulls the most current list of student who were mass packaged
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Navigation
Main Menu > Reporting Tools > Query > Schedule
Query
Description
1. Enter New or use existing Run Control ID
2. Enter CTC_FA_MASS_PACK_RESULTS into the Query Name field
3. Click Search
The Scheduled Query Search page will appear. Click on the
CTC_FA_MASS_PACK_RESULTS link
A Prompt will appear. Enter Academic Institution and Aid Year then click OK
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Click Run
Watch the Process Monitor to ensure results are ‘Success’ and ‘Posted’
View Packaging Results Report – (Latest Batch)
Navigation
Main Menu > Reporting Tools > Report Manager
Description
View report generated in Schedule Query process
Click on Mass Packaging Results
A report screen will open, click on:
CTC_FA_MASS_PACK_RESULTS-xxxx.CSV
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Allow the file to open into an Excel spreadsheet
(*Note – the Batch Sequence number for next step)
View Mass Packaging Details
Navigation
Main Menu > Financial Aid > Awards > Mass
Packaging > View Mass Packaging Details
Description
View mass packaging results by batch sequence
number
Enter the Batch Sequence noted in the report into the Batch Sequence Number
field, then click Search
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Award Notification
Assigning Award Communication
Navigation
Main Menu > Campus Community > 3C Engine >
Run 3C Engine
Description
Assigning and Sending Award Notifications
3C Engine Parameters
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1.
2.
3.
4.
5.
6.
7.
Enter New or use existing Run Control ID
Click Population Selection
Enter Academic Institution
Administrative Function = FINA
Function Even ID = Choose Award Notification (Code varies between institutions)
Selection Tool = PS Query
Query Name = Select appropriate query
a. *Note – Institutions have 2 ways to assign the award notification based on the
query they choose
i. CTC_FA_SB_1ST_AWRD_NOTIF = Will include students who have not
received an award notification
ii. CTC_FA_SB_AWRD_NOTIF_CHANGE = Will include students who are
receiving a revision award notification
8. Click Edit Prompts – Enter the following:
b. Institution
c. Aid Year
d. Letter - Make sure the letter code matches the letter code in the Event ID
9. Click Preview Selection Results
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 Click Manage Duplicate Assignment tab
10. Under Duplicate Communication Check use the dropdown menu next to ‘Variable
Data’ and choose Match
11. Click Run
12. From the Process Scheduler Request page click the 3C Engine box and click OK
13. Ensure Process Monitor reads Success and Posted
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Sending Award Communication
Navigation
Main Menu > Campus Community >
Communications > Communication Generation
Description
Assigning and Sending Award Notifications
Selection Parameters
1.
2.
3.
4.
Enter New or use existing Run Control ID
ID Selection = All Person IDs
Letter Code = Choose the letter code from the previous steps
Communication Method Usage – Method = E-Mail
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Process Parameters
Person Communication Usage Section:
7. Address = FA Email and Postal Address
8. Address Name = FA Student Name
9. Salutation = FA Student Name
10. Extra Name = FA Student Name
Communication Date Range Selection
11. From Date – Select desired date
12. To Date – Select current date
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Email Parameters
7. From = Enter the desired email addressed used by the institution
8. Subject = Enter a subject line for the email communication
9. Reply to = Enter the desired email addressed used by the institution
10. Sender = Enter the desired email addressed used by the institution
11. Bounce to = Enter the desired email addressed used by the institution
12. Click Run
Choose SCC_COMMGEN from the Process Scheduler Request – Click OK
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Be sure Process Monitor reads Success and Posted
SNG Override Process
SNG Override Process
Navigation
Main Menu > Financial Aid > CTC Custom > CTC
Interfaces > State Need Grant > SNG Override
Process
Description
This optional process is used if the institution
chooses to lock the Eligibility Override value on
the SNG Eligibility Data page for students who
have already been packaged an SNG award.
1.
2.
3.
4.
Enter New or use existing Run Control ID
Choose PS Query from the Selection Tool dropdown menu
Use the look up tool next to Query Name to choose: CTC_FA_SNG_OVERRIDE
Click the Edit Prompts link and enter the following information:
a. Institution
b. Aid Year
c. Item Type: WA SNG = 912000000000
d. Choose ‘Yes’ from the Eligible dropdown menu
5. Under Parameters enter Institution and Aid Year
6. Check the ‘Lock Eligibility’ box
7. Click Run
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Managing User Edit Messages – UEM’s
Assign User Edit Messages (Batch) - For SAP Plan Students
Navigation
Main Menu > Financial Aid > Disbursement >
Process User Edit Message
Description
Assign UEMs to block disbursement for students
who have a SAP status of ‘PLAN’ and an accepted
award this an amount greater than zero
*Note ctcLink has configured UEM’s that will impact only traditional aid
1. Enter New or use existing Run Control ID
2. Choose PS Query for the Selection Tool field
3. Use the look up tool next to the Query Name field and populate with the following:
CTC_FA_SAP_PLAN_UEM
4. Click the Edit Prompts link and populate with Institution and Aid Year
5. In the Processing Mode section click the Update Messages radio button
6. In the Error Reporting Selection sector click the Report Error Messages radio button
7. Under the Parameters section populate the following fields:
a. Institution = Desired Institution
b. Aid Year = Desired Aid Year
c. Term = Desired Term
d. Process = Blank
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e. Msg Type = Error
f. Msg Code = ACDPLN (Acad Plan)
g. Msg Action = None Taken
8. Click Run then OK
9. Watch the Process Monitor for ‘Success’ and ‘Posted’
See “Creating a User Edit
Message” QRG for adding
individual UEM’s
Enrollment Level Hold/Service Indicator Process
Updating Packaging Variables
Navigation
Main Menu > Set Up SACR > System
Administration > Utilities > Population Update >
Population Update Process
Description
Updating Packaging Variables
1. Enter New or use existing Run Control ID
2. Record (Table) Name = STDNT_PKG_VAR – Student Packaging Variables
3. Enter the following:
 Institution
 Aid Year
 Academic Career = UGRD
4. Error Reporting Selection = Check the “ Report Error Messages” radio button
5. Selection Tool = PS Query
6. Query Name = CTC_FA_ASSIGN_PKG_VARS_F
7. Click Edit Prompts and enter the following:
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 Institution
 Aid Year
 Click OK
8. Enter the following in the Select Fields to Update section:
Field Name
Field Value
 User Variable Character #1
F
 User Variable Character #2
F
 User Variable Character #3
F
 User Variable Character #4
F
9. Click Preview Selection Results to review list of students receiving update
10. Click Run
11. Ensure process runs to “Success” and “Posted”
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Assign FLF Service Indicator
Navigation
Main Menu > Campus Community > Service
Indicators (Student) > Mass Assign
Description
Assigns Service Indicators to all students with
undisbursed aid with enrollment level of less than
full time. This runs for a specified term.
1. Enter New or use existing Run Control ID
2. Query Name = CTC_FA_ENRL_SERVICE_IND_ADD
3. Click Edit Prompts and enter the following:
a. Institution
b. Aid Year
c. Term
d. Click OK
4. Under Service Indicator Data enter the following:
a. Institution
b. Service Indicator Code = FLF Financial Aid Less than FT
c. Reason = FALFT Less than Full Time Enrollment
5. Under Effective Period choose the desired Start Term and End Term
6. Click Run
7. Ensure process runs to “Success” and “Posted”
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Remove FLF Service Indicator
Navigation
Main Menu > Campus Community > Service
Indicators (Student) > Mass Release
Description
Remove FLF Service Indicators from students
where all aid has disbursed, or Packaging Variable
now matches the corresponding FA Term row.
1. Enter New or use existing Run Control ID
2. Query Name = CTC_FA_ENRL_SERVICE_IND_ADD
3. Click Edit Prompts and enter the following:
a. Institution
b. Aid Year
c. Term
d. Click OK
4. Under Service Indicator Data enter the following:
a. Institution
b. Service Indicator Code = FLF Financial Aid Less than FT
c. Reason = FALFT Less than Full Time Enrollment
5. Under Effective Period choose the desired Start Term and End Term
6. Click Run
7. Ensure process runs to “Success” and “Posted”
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Service Indicator List Query
Navigation
Main Menu > Reporting Tools > Query > Schedule
Query
Description
Identify students that need aid adjusted and
Packaging Variables page updated for the
appropriate term.
1. Enter New or use existing Run Control ID
2. Query Name = CTC_FA_SRVC_INDICATOR_LIST
3. Click Search
4. Choose appropriate Query
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5. Enter the following when the Edit Prompts appear:
 Institution
 Active Term
 Service Indicator Code = FLF
 Click OK
6. You will be taken back to the Schedule Query page with the fields populated
7. Click Run
8. Ensure process runs to “Success” and “Posted”
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Click Process Monitor
From the Process List click “Details” when the process has ran to Success and Posted
Click View Log/Trace link
Click CTC_FA_SRVC_INDICATOR_LIST-xxxxxxx.csv
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This will open a request to open the results in an Excel Spreadsheet
Click OK
Use the report to update the students listed
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Updating Packaging Variables
Navigation
Main Menu > Financial Aid > Awards > Award
Processing > Assign Packaging Variables
Description
Update Packaging Variables to reflect students
enrollment level on FA Term
From the Assign Packaging Variables page enter the following:
 Student ID
 Institution
 Aid Year
 Click Search
Update Packaging Variable Term values. If awards for fall are modified, set the Var Char1 to
match the FA Term load. The next time the FLF Mass Release runs, the service indicator will
be removed. They can also be removed manually. Be sure to save updates.
*Note
FA Term has “No Units”
for the Winter Quarter
VAR Char2 is updated
with “N”
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When updating Packaging Variables be sure to note if you are a header or trailer school
Header
Var Char1
Var Char2
Var Char3
Var Char4
Summer
Fall
Winter
Spring
Trailer
Var Char1
Var Char2
Var Char3
Var Char4
Fall
Winter
Spring
Summer
Once the Packaging Variables are updated the awards can be updated to reflect the less than
full time enrollment values.
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Disbursing Financial Aid
Processing Award Authorization
Navigation
Main Menu > Financial Aid > Disbursement >
Process Award Authorizations
Description
Authorize financial aid in batch by selecting
records for authorization in preparation for
disbursement
8. Enter New or use existing Run Control ID
9. Under Run Control Parameters populate Institution and Aid Year fields
10. Check the ‘Update Switch’ and ‘Process Selected Term’ boxes
 *Note – When Update Switch is unchecked an institution is able to run the
process in Simulation mode and still view results on the Authorization Failure
Report
 By checking the Update Switch box an institution is able to run the process in
Live mode
11. Under Select Terms fields populate the Term information with the desire term code
12. Ensure the ‘Active’ box is checked
13. Click Run
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Authorization Failure Report
Navigation
Main Menu > Financial Aid > Disbursement >
Authorization Failure Report
Description
Used to review student aid that failed to
authorize for disbursement.
1. Enter New or Use existing Run Control ID
2. Under Parameters populate the following fields:
a. Academic Institution
b. Aid Year
c. Term (*Note – Ensure this matches the term used in the authorization process)
3. Click Run
The Process Scheduler Request page will open
 Choose the ‘Select’ box for the Authorization Failure Report for the Process Type of
‘BI Publisher’
 Click OK – Ensure the Process Monitor reads ‘Success’ and ‘Posted’
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When the Authorization Failure Report page opens click on Report Manger
Click on the “FA913-Authorization Failure Report.pdf” link
When the Report opens click on the “Authorization Failure Report.pdf” link
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Optional:
The Authorization Failure Report can be ran as a query and put into an Excel
spreadsheet
Navigation
Main Menu > Reporting Tools > Query >Query
Viewer
1.
2.
3.
4.
Description
Used to work the student list whose aid failed to
authorize for disbursement.
In the Search By fields next to ‘begins with’ enter: CTC_FA913
Click Search
Click Run to Excel
Enter the ‘User ID’ and ‘Run Control ID’ of the person who ran Authorization Failure
Report
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Process Disbursements
Navigation
Main Menu > Financial Aid > Disbursement >
Process Disbursements
Description
Moves disbursements from authorized to
disbursed
1. Enter New or use existing Run Control ID
2. Under Control Parameters populate the following fields:
a. Institution
b. Aid Year
c. Check the Honor Disbursement Date box
d. Check the Process Selected Terms box
3. Under Select Terms populate the Term field with the desired term code (*Note –
Ensure Term Code is the same as the ones used in the previous steps)
4. Ensure the ‘Active’ box is checked
5. Click Run - Ensure the Process Monitor reads ‘Success’ and ‘Posted’
Notify Student Financials that the group post is ready to be scheduled
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Assign Tuition Hold Service Indicators
Tuition Hold Selection Criteria
CTC_FA_TUIT_HOLD_SI_ASSIGN_01 – If selected, run after Packaging
 Student has a FA Item Type with Accepted amount greater than zero
 Student has unpaid balance in Customer Account (Student Financials) greater than
zero for the same term as the award
CTC_FA_TUIT_HOLD_SI_ASSIGN_02 – If selected, run before Packaging
 Sap value is not ‘Not Meets’ or ‘Undetermined’
 EFC = Official
 Review Stats = Complete
 Processing Status = Ready for Packaging
 Student has unpaid balance in Customer Account (Student Financials) greater than
zero for the same award year
CTC_FA_TUIT_HOLD_SI_ASSIGN_03 – If selected, run before Packaging
 Prompted to select students by specific checklist item and checklist status
 Student has unpaid balance in Customer Account (Student Financials) greater than
zero for the same award year
Navigation
Main Menu > Campus Community > Service
Indicators (Student) > Mass Assign
Description
Assign a specific service indicator to group of
students in batch
1.
2.
3.
4.
5.
Enter New or use existing Run Control ID
Choose PS Query from the Selection Tool dropdown menu
Choose the desired query from the list above for the Query Name field
Click Edit Prompts and populate the fields and click ok
Under Service Indicator Data section, populate the following fields:
a. Institution
b. Service Indicator Code = F02 (FA Tuition/Class Hold)
c. Reason = FAPND (Financial Aid Award Pending)
6. Under the Effective Period section, enter the desired terms in the Start Term and End
Term fields
7. Click Run
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A Mass Release can be ran at the institution’s discretion
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