Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Financial Aid
Facilitator:
Scribe(s):
Session Dates:
PCCD Attendees:
Andrew M. Nassir, Education Systems, Inc. EMAS Financial Aid Pro SAFE Web
Preliminary information as of July 6, 2009
Legend:
Implement: Determination should be made whether this item will be implemented
Fit/Gap:
Application either meets or does not meet the requirement
Description: In what way does the item not meet the requirements?
Solutions: What are the vendor solutions to meeting a gap that does not meet the requirements? If this is a development effort, a date when the item will be
compliant should be provided
Implement:
Yes:
No:
?:
This functionality is required to support the mission of Financial Aid
This functionality is not required
This functionality would be nice to have, but not necessary to support the mission of Financial Aid
Fit/Gap:
Fit: The application meets the requirement
Gap: The application does not meet the requirement
Description/Comments: This column describes how the application meets or does not meet the requirements
Solution(s): If the application does not meet the requirement, what is the vendor’s solution to achieve compliance?
Date: When is the latest date the vendor will be in compliance with the requirement. Example: The vendor is not integrated with the District’s
accounting system. What is the latest date this will be accomplished, and will there be a financial penalty associated if this date is missed.
401287133
6/28/2016
Page 1 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
SECTION I
ISIR Processing
#
Topic / Functionality
Implement?
Fit/Gap
Description / Comments
1
Load all ISIR file types, including initial
applications, corrections, & CPS
system-generated files
Yes
Fit
2
Establish load parameters that allow for
filtering which records get loaded and
which stay in a suspense mode for
further review
No
Gap
3
Load ISIRs for a new aid year beginning
in April/May of calendar year
Yes
Fit
4
Continue using EDExpress or CPS
Online to process ISIR Corrections
No
Fit
5
Review ISIR record regardless of which
school received the record
Yes
Fit
6
Ability to use the ISIR Load Date as the
‘effective’ date of the ISIR record
Yes
Fit
7
Search Match capability
Yes
Fit
8
Bio/Demo update options
Yes
Fit
Currently shut off Name; SSN; address due
to upload problem with PS
9
Designate a home campus when ISIR is
loaded
Yes
Fit
Load to first college on ISIR record. Use
universal welcome letter.
10
Print ISIRs when needed
Yes
Fit
11
Sort/order ISIRs by student choice
Yes
Gap
12
Create reports to manage suspended
ISIR records
No
Gap
401287133
Solution(s)
SAFE processing enables records to be
loaded without need to hold in separate
“suspense” mode external to SAFE
OK
SAFE enables ISIR corrections to be directly
processed
OK to continue to with FAA Access; or
use SAFE WEB corrections; transmit
nightly
Date
Overlay transaction numbers
Only nightly unit upload interface currently
working.
ISIR files may be externally sorted by
student choice before SAFE data load
SAFE processing enables records to be
loaded without need to hold in separate
“suspense” mode external to SAFE
No suspense files in SAFE- PeopleSoft item
6/28/2016
Page 2 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
#
Topic / Functionality
Implement?
Fit/Gap
13
Option to create a Prospect (potential
student not yet officially applied for
Admission but could be recruited by
PCCD) record in Admissions module
Yes
Fit
14
Schedule processes to run overnight or
run at individual desktop
Yes
Fit
15
Create ISIR Load report to identify
students eligible for the BOG A, B, or C
fee waiver
Yes
Fit
16
Create report to manage ISIR records
that are in an EFC status of ‘Rejected’
Yes
Fit
17
Access to a screen that displays detail
information for the student’s Expected
Family Contribution (EFC)
Yes
Fit
18
Audit trail of ISIR Corrections
Yes
Fit
19
Simulate income and asset data for
either parent or student for Professional
Judgment decisions
Yes
Fit
20
Track all ISIR transactions in
chronological order
Yes
Fit
21
View text detail associated with ISIR
Comment Codes, ISIR Reject Reasons,
& SAR C Flags
No
Gap
YES
Load ISIRs into SAFE daily
Yes
22
401287133
Description / Comments
Solution(s)
Date
Need report to identify Bogg C eligibility only.
Note:BOGG C is packaged on award letter.
Fit
Note: expanded full-text detail not normally
used by FA staff
Mouse over on comment code numbers to
view entire text
Note: ISIRs may or may not be available
daily from the Feds, depending on the time of
year and volume of student submittals
6/28/2016
Page 3 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Verification
#
Topic / Functionality
Implement?
Fit/Gap
1
Home campus completes verification
Yes
Fit
2
Perform an automated comparison of
tax data to ISIR data and an INAS need
analysis recalculation of the Expected
Family Contribution (EFC)
No
Fit
3
Process verification within SAFE FA
module
Yes
Fit
4
Track all required verification
documents
Yes
Fit
5
Track date verification was completed
and by whom
Yes
Fit
6
Prevent disbursement if verification
incomplete
Yes
Fit
7
Set up tolerance levels
Yes
Fit
8
Request additional information from
students after verification process is
complete
Yes
Fit
9
Auto-load tax data into verification
component directly from ISIR record
Yes
Fit
10
Submit verified data elements resulting
in an EFC change electronically to the
Central Processing System so that the
CPS can return a corrected ISIR record
Yes
Fit
401287133
Description / Comments
Solution(s)
Date
INAS is not required with SAFE, as SAFE
includes built-in need analysis estimation and
recalculation feature
6/28/2016
Page 4 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Checklists, Communications, & Comments
#
Topic / Functionality
Implement?
Fit/Gap
Description / Comments
Solution(s)
1
Track documents, log each document
as it is received, and include the date
the document was received.
Yes
Fit
2
Automatically assign required
documents based on a student’s ISIR
Comment and/or Reject Codes as well
as other additional documents required
for PCCD-specific processing – the
requirement is to assign documents in
an automated process to a group of
students, preferably following an ISIR
load.
Yes
Gap
Note: if referring to automatic assignment of
document request, SAFE “Fits”; however, if
referring to automatic assignment of received
documents for processing, this procedure will
need further PCCD discussion to determine
the system logic capabilities needed
Document data base; assign paragraphs
related to comment & reject codes. WE
already have a number of letters assigned
related to certain Isir comments
3
Record the same document (checklist
item) for a group of students. For
example, 20 dependent verification
worksheets are received for 20 different
students, and rather than accessing
each individual student record to record
receipt of the document, running a
process to automatically complete these
documents in batch. Note that
recording a document for just one
student is also an option.
No
Gap
Note: As student required documents are
normally received from one student at a time,
SAFE processing enables the actions relating
to any one student to be completed including
recording multiple submitted documents.
Discuss look and feel of sc13. Discuss
have a way to check off multiple fields at
once when all documents are received.
4
Setup and create as many different
types of letters as needed by the 4
separate community colleges within the
district.
Yes
Fit
401287133
6/28/2016
Date
Page 5 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
#
Topic / Functionality
Implement?
Fit/Gap
5
Generate unlimited Tracking Letters and
follow-up letters to inform students of
required documents needed in order to
complete the processing of the financial
aid application. Letters should be
produced either on demand for
individual students or for groups of
students.
Yes
Fit
6
Record specific comments related to
documents being mailed to students –
these comments are specific to an
individual student.
Yes
Fit
7
Create comments or notes about a
student’s financial aid application,
professional judgment decisions
regarding a student, or assign predefined comment text to students.
Yes
Fit
8
Ability for the front counter staff at each
separate college to easily view a
summary of any checklist items
(documents), communications (letters),
and comments for individual students.
Yes
Fit
401287133
Description / Comments
Solution(s)
Date
Note: there are likely limits to how many
distinct tracking follow-up letters may be
operationally practical to use.
Same Universal Screen view by college code
6/28/2016
Page 6 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Financial Aid Terms
#
Implement?
Fit/Gap
Track A&R data about a particular
student at the term level, including
academic career, program, plan, GPA,
enrollment data & FA load
Yes
?
2
Override and freeze data on the FA
Term record for financial aid purposes
only
Yes
Fit
3
Use a census, or ‘freeze’ date, that is
different from Student Records – this is
not required.
No
Gap
4
Track course enrollment and view a
student’s class schedule
No
Fit/Gap
5
Establish standard weeks of instruction
for each term within the aid year
No
Gap
Implement?
Fit/Gap
Yes
Fit
1
Topic / Functionality
Description / Comments
Note: ESI is not familiar with the “A&R data”
reference. Please clarify
Solution
Date
Need to see enrolled units; possibly by college;
must see SAP; field to enter major;
PeopleSoft language
SAFE tracks total enrollment level, however
does not duplicate the individual class
schedule from PeopleSoft SA
??
Financial Aid Offices will use report
generated to identify students affected by
FA census date…NO FREEZING of
dates…will usually affect students who drop
below
½??
PeopleSoft SA is tracking the standard
weeks and or class hours of instruction for
each term
Student Budgets
#
1
Topic / Functionality
Calculate a student’s Cost of
Attendance based on various
parameters such as student level,
school, term, residency, ISIR housing
data, etc. The 6 primary categories
used in establishing a student’s budget
are: tuition, fees, room & board, books
& supplies, miscellaneous, and
transportation
401287133
Description / Comments
Solution(s)
6/28/2016
Date
Page 7 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
#
Topic / Functionality
Implement?
Fit/Gap
2
Include professional judgment
allowances in student budgets
Yes
Fit
3
Recalculate student budgets based on
actual enrollment.
Yes
Fit
4
Include loan fees (whether actual or
averaged) if a student borrows a FFELP
loan
Yes
Fit
5
Lock a student’s budget
Yes
Fit
Implement?
Fit/Gap
Description / Comments
Solution(s)
Date
Description / Comments
Solution(s)
Date
Item Types/ Fund Management
#
Topic / Functionality
1
Each college within the district can
maintain an unlimited, separate list of
item types (award fund numbers)
Yes
Fit
2
Monitor the amounts within a given
fund; offered, accepted, & disbursed.
Yes
Fit
3
Develop detail, summary, and matrix
reports by fund and aid year.
Yes
Fit
4
Create ‘estimated’ numbers that act as
place-holder awards that can be autocanceled by awarding a related item
type
Yes
Fit
5
Track a students’ award history by fund
across multiple aid years
Yes
Fit
401287133
TENTATIVE AWARD
6/28/2016
Page 8 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Awarding/Mass Packaging
#
Topic / Functionality
Implement?
Fit/Gap
1
Manually package a student
Yes
Fit
2
Mass Package a group of students
Yes
Fit
3
Create an unlimited number of
packaging scenarios (plans)
Yes
Fit
4
Create equations that will select
students as well as perform calculations
to determine specific amounts
Yes
Fit
5
Repackage students based on
enrollment changes throughout the aid
year
Yes
Fit
6
Prevent awarding an item type if funding
is zero
Yes
Fit
7
Cancel offers that have not been
accepted and notify the student of the
cancellation
Yes
Fit
8
Auto-package state grant funds
according to delivered eligibility table
Yes
Fit
9
Create multiple versions of the financial
aid award letter
Yes
Fit
10
Create item-type specific award
messages that will appear on every
award letter if the student has been
awarded that fund
Yes
Fit
11
In addition to reflecting a student’s
awards, ability to include Cost of
Attendance and EFC information on any
version of the award letter
Yes
Fit
12
Ability for front counter staff at all
colleges to easily view a summary of
the student’s award data, including a
summary of award letters mailed
Yes
Fit
401287133
Description / Comments
Solution(s)
Date
We have been using a 100% enrollment
award. Discussed researching MLMT.
Note: state grant eligibility rules need to
become part of the packaging criteria for
state grants
6/28/2016
Page 9 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
#
Topic / Functionality
Implement?
Fit/Gap
13
Print an award letter for a single student
or to easily print award letters in batch
Yes
Fit
14
Label letters as either original or revised
with the revision number included
Yes
Fit
15
Provide self-service options to the
students so they may view their award
info online via the portal, as well as
make changes to their award
information
Yes
Fit
16
Award a student without an ISIR record
– for example, award a Wal*Mart
scholarship or EOPS
Yes
Fit
17
Incorporate the Pell Payment schedules
into the online & automated packaging
process
Yes
Fit
18
Automate summer financial aid
packaging, particularly Pell Grants
Yes
Fit
19
Track VA Benefits from ISIR and
include as a resource for awarding
Yes
Fit
20
Retain historical information on award
letters including, but not limited to the
following: processing date, identifiers of
the counselors who made the award,
type of assistance offered, amount of
award, and any special comments
?
“Fit”
except see
comment
note
21
Integrate sources of aid that are not
awarded by the financial aid offices
(such as EOPS)
Yes
Fit
Maintain max limits for each item type &
academic level, particularly for FFELP
loans
Yes
22
401287133
Description / Comments
Solution(s)
Date
Phase two or three; Desirable to have
students look at FA Awards; document into
via their PeopleSoft portal.
Note: Identifiers of the counselors who made
the award is noted, however this information
is not normally provided to students on their
award letters.
Audit train of who processed file; & sent
letters.
NOTE: ONLY FAO ENTERS AWARDS.
Other departments may have limited view
only access.
Fit
6/28/2016
Page 10 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Status Summary Pages
#
Topic / Functionality
Implement?
Fit/Gap
Description / Comments
1
Easily view a quick snapshot of where
the student stands in terms of financial
aid application processing – particularly
for the front-counter staff at all 4
colleges – note that the student will
have one financial aid record that will be
shared by the 4 schools
Yes
Fit
2
Place disbursement holds
Yes
Fit
3
Set a review flag indicating the student’s
file is complete
Yes
Fit
4
View 3Cs aid year summary data
?
?
Comment: Aid year summary data is
provided however, “3Cs” is not reference we
are familiar using
5
Track loan entrance & loan exit
interview completion on the Packaging
Status Summary page
Yes
Fit
Note: tracked as single field each per student
Implement?
Fit/Gap
Description / Comments
Yes
Fit
Solution(s)
Date
UNIVERSAL VIEW
PeopleSoft language
Assigning & Tracking Holds
#
1
Topic / Functionality
Place holds
401287133
Solution(s)
6/28/2016
Date
Page 11 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Satisfactory Academic Progress
#
Topic / Functionality
Implement?
Fit/Gap
Description / Comments
Comment: determination of S.A.P. is a
District decision for selecting and
implementing the S.A.P. criteria; SAFE tracks
after determination has been separately
made
1
Track Satisfactory Academic Progress
Yes
Fit
2
Communicate with students via letters,
notifying them of SAP status and
requirements for reconciling SAP
Yes
Fit
Implement?
Fit/Gap
Solution(s)
Date
Solution(s)
Date
Authorization/Disbursement
#
Topic / Functionality
1
Run trial disbursements
Yes
Fit
2
Award students using multiple
disbursement IDs for every award/term
combination.
Yes
Fit
3
Prevent disbursement based on various
rules either at a global level or at the
item type level
Yes
Fit
4
Prorate a disbursement based on
various enrollment levels
Yes
Fit
5
Prevent a disbursed award from being
reduced based on enrollment changes
after a specific point in time
Yes
Fit
401287133
Description / Comments
6/28/2016
Page 12 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
#
Topic / Functionality
Implement?
Fit/Gap
Description / Comments
Solution(s)
6
Determine why an award will not
disburse to a student
Yes
Fit
Note: SAFE provides multiple screen panels
of data which may be used by aid officer to
help make the assessment
7
Compare the amount of financial aid
disbursed to the amount of financial aid
applied via the SF Group Post process
Yes
Gap
Not a financial aid disbursement action; this is
a student finance processing action
8
Control disbursements by date
Yes
Fit
9
Automatically post non-federal aid to a
student’s account without using SF
Group Post
Yes
Gap
Not a financial aid disbursement action; this is
a student finance processing action
Needs to be provided by District within the
PeopleSoft disbursement processing.
10
Apply any and all financial aid to any
and all charges on a student’s account,
including but not limited to parking fines,
late fees, etc.
Yes
Gap
Not a financial aid disbursement action; this is
a student finance processing action
Needs to be provided by District within the
PeopleSoft disbursement processing.
401287133
INTERFACE TO PS STUDENT ACCOUNTS:
Peralta programming necessary.
Date
Needs to be added by District to PeopleSoft
disbursement batch summary so that SF
Group Post process can process
asynchronously and prepare an automated
comparison of expected disbursements to
actual SF Group Post results.
6/28/2016
Page 13 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Student Employment
#
Topic / Functionality
Implement?
Fit/Gap
1
Track Federal College Work Study
earnings based on payroll information
Yes
Fit
2
Track Work Study earnings in terms of
placement, department, supervisor
No
Gap
3
Identify students as Community Service
employees
Yes
Fit
4
Develop report to track earnings, and
identify students who are close to, or
already have, exceeded their work
study award
Yes
Fit
5
Package work study based on ISIR
question
Yes
Fit
6
Continue to maintain Access database
of all student employment management
at Laney College
?
Description / Comments
Note: actual earnings need to be processed
within a separate payroll processing system
other than SAFE; Once FCWS payments
have been made, the running total of gross
payments can be compared within SAFE
against the awarded FCWS amounts
Solution(s)
Date
Dual systems; parallel loads; FWS uploaded to
SAFE from payroll.
SAFE doesn’t replace the separate payroll
processing and reports
Work Study (shadow entries) useful for crosschecking payroll accuracy. Used at Laney.
CommonLine Loan Processing
#
Topic / Functionality
1
Process loans using FFELP
CommonLine standards
2
Maintain use of WhizKid EDFUND NET
software
3
Track paper loan checks
401287133
Implement?
Fit/Gap
Yes
Fit
?
Yes
Description / Comments
Solution(s)
Date
Will need to transmit DL origination and
disbursements.
Disregard
Fit
6/28/2016
Page 14 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
#
Topic / Functionality
Implement?
Fit/Gap
4
Process PLUS loans
Yes
Fit
5
Track Entrance Interview
Yes
Fit
6
Track Exit Interview
Yes
Fit
Implement?
Fit/Gap
Description / Comments
Solution(s)
Date
Solution(s)
Date
PLUS loan award amounts authorized as
EFC offset
Pell Payment Processing
#
Topic / Functionality
Description / Comments
1
Process Pell Payment reporting via
COD requirements, allowing each
college to report funding separately
Yes
Fit
2
Run various Pell Payment reports
Yes
Fit
3
Reconcile PS disbursements to COD
disbursements
Yes
Gap
Not a financial aid disbursement action; this is
a student finance processing action
Needs to be provided by District within the
PeopleSoft disbursement processing.
4
Use Formula 1 for fall and spring terms
and use Formula 3 for summer term
Pell Grant processing
Yes
Gap
SAFE presently uses one single Pell Formula
To be further discussed with PCCD
Will USE FORMULA 1; Year Round Pell
Return of Title IV Aid
#
Topic / Functionality
Implement?
Fit/Gap
Description / Comments
1
Calculate Return of Title IV (R2T4)
refunds when a student withdraws
Yes
Fit
GP 432 Report
2
Determine who requires a R2T4
calculation
Yes
Fit
Based upon accurate current withdraw
information being provided to SAFE from
PeopleSoft
401287133
Solution(s)
Date
Will generate reports for withdrawals. Use
Federal calculator
6/28/2016
Page 15 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
#
3
Topic / Functionality
Calculate R2T4 in SAFE for multiple
students based on SR withdrawal and
notify FA regarding refunds
Implement?
Fit/Gap
Yes
Gap
Implement?
Fit/Gap
Description / Comments
Based upon accurate current withdraw
information being provided to SAFE from
PeopleSoft
Solution(s)
Date
To be determined
Self Service
#
Topic / Functionality
1
Students can review award information
via Self Service
Yes
Fit
2
Students can accept or decline awards
via Self Service
Yes
Fit
3
Students can view any outstanding
documents they must still turn in to the
financial aid offices.
Yes
Fit
Topic / Functionality
Implement?
Fit/Gap
1
Create FISAP report for each individual
college
Yes
Fit
2
Create ad hoc reports
Yes
Fit
3
Produce Fund Management reports
Yes
Fit
4
Download Query results in Excel
Yes
Fit
Description / Comments
Solution(s)
Date
Description / Comments
Solution(s)
Date
Reporting
#
401287133
SAFE provides data export capability; It is
PCCD choice if Excel is used for spreadsheet
import
6/28/2016
Page 16 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Non-Federal Aid Programs
#
Topic / Functionality
Implement?
Fit/Gap
Description / Comments
1
Track awards from the EOPS office and
include in the student’s aid package
Yes
Fit
FAO uses EOP Department lists; enters awards &
orders checks; SAP is same
2
Process aid for students who don’t
apply for federal aid, but qualify for
district or state aid such as Chaffee
Grant, BOG, CAL Grant, outside
scholarships, Americorps, etc.
Yes
Fit
3
Process BOG Tuition Waivers –
consider using CC Apply
Yes
Fit
BOGG entry is external in PS. Need to manual
enter all SF – MIS elements for State reporting if
data is not there from ISIR.
4
Process CAL Grants
Yes
Fit
Actual CAL Grant eligibility must be
separately determined or set up within SAFE
packaging criteria
5
Process any and all other forms of state
& district aid programs – the financial
aid offices are required to consider all
sources of state and institutional aid
when determining a student’s eligibility
for federal funds
Yes
Fit
6
Any outside funding checks (i.e.,
AmeriCorps) that are payable to the
institution can be disbursed via FA
using disbursement rules that are
specific to that particular fund
Yes
Fit/Gap
401287133
Solution(s)
Date
Actual AmeriCorps eligibility must be
separately determined or set up within SAFE
packaging criteria
6/28/2016
Page 17 of 18
Peralta
SAFE IMPLEMENTATION FIT/GAP ANALYSIS
Community College District
Miscellaneous
#
Topic / Functionality
Implement?
Fit/Gap
1
Update all FA process pages, excluding
setup pages, to reflect a Home Campus
code that is based on an agreed-upon
source for the campus code
determinant
Yes
Fit
2
Determine Ability to Benefit (ATB)
?
Gap
3
Convert legacy FA holds and SAP flags
Yes
Fit
4
Track a student’s residency for COA &
awarding purposes
Yes
Fit
Description / Comments
ATB determination is to occur outside of
SAFE
Solution(s)
Date
YES
Convert legacy SAFE SAP; Convert legacy
SAFE history
NOTE: Will need to create a field for /THF data in SAFE. /THF hold transfer credits from outside college transcripts.
Currently there is no transcript evaluator active in PS. FAO has to create ad-hoc screen to interface with SAP calculations to add transfer credits to Peralta
units.
401287133
6/28/2016
Page 18 of 18