Functions To Be Implemented
03/27/2010
Peralta Fit/Gap Analysis
page 1
ISIR Processing
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
7
Search Match capability
Gap/
Implement
Bring new field into SAFE for PeopleSoft Student ID. For Financial Aid
counter staff, there is a need to limit full SSN view. Others in FAO will
need to view full SSN. Do students have an ID card? Is the PS ID on it?
8
Bio/Demo update options
Gap
PeopleSoft update for names into SAFE is currently turned off. We will
need to push student data from SAFE into integrated data repository.
ISIR has the more accurate student info?? FAFSA address is the student
address that should be stored in repository. Date of Birth is very
important and should be stored as well. This should come from ISIR.
We need input from both Admissions and Records. Need to decide
who has most accurate data to use.
14
Schedule processes to run overnight or
run at individual desktop
Gap
Don’t necessarily want to load ISIRs on-demand during the day. May
not even want to do it every night. Peralta can currently run/print
individual letters, but can’t as batch. That would be nice.
15
Create ISIR load report to identify
students eligible for the BOG A, B, or C
fee waiver
Gap
According to Peralta, there is a need for a report to identify BOG C
eligibility only. Note: BOG C is packaged on award letter.
Audit trail of ISIR Corrections
Gap
18
Want an export from PS into SAFE of BOG C eligible students.
There is an audit trail but not specifically an audit trail for Corrections.
Peralta wants a way to store multiple ISIRs so that FAAs can go back
and select older ISIR as active. There should be automation to not
override existing ISIR.
Peralta Fit/Gap Analysis
page 2
ISIR Processing
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
20
Track all ISIR transactions in
chronological order
Gap/Implement
SAFE mainframe doesn’t currently do this because not
all ISIRs are stored. For SAFE-Web, we can implement
this.
21
View text detail associated with ISIR
Comment Codes, ISIR Reject
Reasons, and SAR C Flags
Gap/Implement
Mouse over on comment code numbers to view entire
text.
Currently the FAAs need to do a PF9 to view the
comment code text from one of the FAFSA screens.
Peralta Fit/Gap Analysis
page 3
Verification
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
4
Track all required verification
documents
Fit/ Change
Peralta wants to be able to perform single key
action that allows FAA to say all documents have
been received and verified. Currently, this has to be
done at the individual document level and
verification is on separate screen.
5
Track data verification was completed
and by whom
Gap/Implement
It is desirable to identify person who worked on file
by their logon.
6
Prevent disbursement if verification
incomplete
Gap/Implement
On SC55, it would be nice if system wouldn’t let you
go forward if verification code is not ‘y’ e.g. stop
packaging if verification is incomplete.
7
Set up tolerance levels
Fit/Implement
Ex. If student exceeds the $300 award for work
study ($300 is the set tolerance level), Peralta wants
to be able to go back, review and change award
level.
A report would help that shows when a student is
approaching tolerance level of award.
8
Request additional information from
students after verification process is
complete
Fit/Update
SC13 is old and cumbersome, but works. Peralta
wants to be able to send their own letters w/o
merge with their own comments. Regents
formatting of letters was horrible.
The Colleges would like to be able to add a free
form paragraph specific to an individual student
when necessary.
9
Auto-load tax data into verification
component directly from ISIR record
Fit/update
If student uses IRS match on online FAFSA, this is
automatically done. Checkbox in future?
Peralta Fit/Gap Analysis
page 4
Checklists, Communications, & Comments
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
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
Gap/
Implement
Document database; assign paragraphs related
to comment and reject codes. We already have
a number of letters assigned related to certain
ISIR comments.
Want more automation of tracking items – the
assigning of documents according to
information that comes in on FAFSA.
On SC53, it takes them through packaging.
They want flag set to stop awarding if
verification not complete
In Regents, student could not be
processed/packaged if the student verification
worksheet wasn’t completed. All docs need to
be turned in for packaging.
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.
Gap/ For
Future
Implement
ation
Would have to revise how we do batch inputs.
Discuss look and feel of SC13. Discuss having a
way to check off multiple fields at once when
all documents are received. (SARA has this
capability)
Peralta Fit/Gap Analysis
page 5
Checklists, Communications, & Comments
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
4
Setup and create as many different types of
letters as needed by the 4 separate
community colleges within the district
Gap/Implement
Currently in Mainframe SAFE there are only 99
documents available. There need to be 99 each.
Need to be able to email letters. Attachments did
not work before – too many bounced back.
All students are supposed to have Peralta email
addresses. Students need to activate these but
there is a learning curve. The preference would be
to only communicate with them through Peralta
email. This would make is easier to implement
attachments.
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
Gap/Implement
This is different than the universal screen. There
needs to be security in regards to which fields they
can view.
Peralta Fit/Gap Analysis
page 6
Financial Aid Terms
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
1
Track A&R data about a particular student
at the term level, including academic career,
program, plan, GPA, enrollment data & FA
load
Gap/ Implement
A&R is PeopleSoft language. We can see enrollment
data on SC11 but can’t view GPA unless they run SAP
on student. This would be nice to have. Would need to
pull in data from PS and maybe increase major field
length.
Need to see enrolled units; possibly by college, must
see SAP field to enter major,
GPA, combined units and when units are taken e.g. 4
at 0002, 4 at 0005, 4 at 0008 = 12 units.
3
Use a census, or ‘freeze’ date, that is
different from Student Records – this is not
required
Fit/Change in
Future
Want to be able to use different date than normal
census date to know which students fall below ½ time.
Don’t want to freeze anything. Would be nice to have
this automated in the future.
Peralta Fit/Gap Analysis
page 7
Student Budgets
#
Topic/
Functionality
Fit/Gap
Description/Comme
nts/
Solution
3
Recalculate student budgets based on actual enrollment
Fit/Implement
SC15 – currently doesn’t
calculate automatically for
AYR.
Use MLMT.
Item Types/Fund Management
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
3
Develop detail, summary, and matrix
reports by fund and aid year
Fit/Improve
SB37, can use PK56 (querying tool) Fine tune and make
more ad hoc
Peralta Fit/Gap Analysis
page 8
Awarding/Mass Packaging
#
Topic/
Functionality
Fit/Gap/
Implement?
Description/Comments/
Solution
2
Mass Package a group of students
Fit/Review to
see if current
batch job works
for Peralta
Batch exists but Peralta doesn’t
currently use. Peralta can do student by
student on SC53. This needs to be
updated.
4
Create equations that will select students as well as
perform calculations to determine specific amounts
Gap/ Review
For Future
Currently available – but not used by
Peralta?
5
Repackage students based on enrollment changes
throughout the aid year
Gap/Implement
Note from Judy “We have been using a
100% enrollment award. Implement
MLMT, Pell and Cal Grants
8
Auto-package state grant funds according to delivered
eligibility table
Gap/ Not now,
Maybe Later
Note: state grant eligibility rules need to
become part of the packaging criteria for
state grants. Cal Grant most problematic
– different system. Have students meet
Title 5 eligibility.
9
Create multiple versions of the financial aid award letter
Gap/Implement
To be included in general discussions
regarding letters
Peralta Fit/Gap Analysis
page 9
Awarding/Mass Packaging
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
10
Create item-type specific award messages that
will appear on every award letter if the student
has been awarded that fund
Gap/
Implement in
Future
Electronic award letter – mouse over of item.
Maybe through student portal.
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.
Gap/
Implement
This is desired.
13
Print an award letter for a single student or easily
print award letters in batch
Fit/ Implement
For general discussion on letters
14
Label letters as either original or revised with the
revision number included
Fit/ Improve
Either have 2nd award letter or be able to
mark revision more clearly
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
Gap/
Implement in
the Future
Portal view is desired at a later date to allow
students to look at FA Awards and document
info via their PeopleSoft portal. However,
portal should be view only
Peralta Fit/Gap Analysis
page 10
Awarding/Mass Packaging
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
18
Automate summer financial aid packaging,
particularly Pell Grants
Gap/
For Future
Implementation
Not sure how year round Pell will go. At this
time the colleges award Summer Pell
manually. Checkbox for year round Pell only
to be extracted in run (for summer 2011)
19
Track VA Benefits from ISIR and include as a
resource for awarding
Gap / More
Research
Needed
These fields have been removed and are no
longer being tracked per regulation and
specification changes from the DOE.
For Cal Grants needed to factor into COA.
Huge gap between state and fed funding.
Small number of students. Needs state
legislative change – more research needed.
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
Gap/Implement
In Regents, FAO logged on was recorded as
performing any kind of action.
In SC13, we record initials. It would be nice
to have person who issues award or send
letter recorded.
Peralta Fit/Gap Analysis
page 11
Awarding/Mass Packaging
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
21
Integrate sources of aid that are not awarded by
the financial aid offices (such as EOPS)
Fit Thru PD
Screens/Incorpo
rate
Functionality
into SAFE?
This is a manual process and is entered on
SC15. Chafee grants, private scholarships come
in separately. ONLY FAO ENTERS AWARDS.
Other departments may have limited view
only access.
Need to be able to view outside awards – done
through PD screens. They hand check to
student but want it to show in history. Load
from PS?
Peralta Fit/Gap Analysis
page 12
Status Summary Pages
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
2
Place disbursement holds
Fit/Implement
When they get warrant registers to hold check. SC25 –
place them in 00 so check won’t run. ‘T’ for tentative, ‘F’
for final – for disbursement to happen. Not in Paid status.
SC15 and Sc25 – change status
It would be nice to have info on the warrant register that
indicates that the check should be held.
3
Set a review flag indicating the student’s
file is complete
Gap/Implement
Currently have to do line by line. Would be really nice to
do in one click. For verification – need to set flag to ‘y’.
For origination screen SA21, if you don’t set on SC25, it
doesn’t get set on SA21. When you finish SC13, have flags
on SC55. Set automatically. If verification fields on SC55
were on SC13, you could populate them and it would auto
populate SC55 and SA21 as well.
5
Track loan entrance and loan exit
interview completion on the Packaging
Status Summary page
Gap/ For
Further
Discussion
Will there be a separate loan section or should loans be
kept together with Packaging? Needs further discussion.
Any notes for loan entrance or exit can be in notes (not
separate screen). Should common loan screen (modify for
direct loans) include entrance and exit dates? Loan notes
could be on Sc23.
Peralta Fit/Gap Analysis
page 13
Assigning and Tracking Holds
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
1
Place holds
Gap/Implem
ent Update
Sometimes, students are close to being
completed and FOAs will order check but
place on hold (mark in pen) on check to
bursar. It would be nice to have warrant
register right on screen. There is still a need
to print warrant register because students
still come in person. Warrant register is
printed as part of check writing process.
Satisfactory Academic Progress
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
2
Communicate with students via letters,
notifying them of SAP status and requirements
for reconciling SAP
Fit/
Implement
Update
Peralta does have letters and they are
different for each college. These are sent
after SAP is run and grades are posted. If
grade comes in late, after posting, it needs to
be updated manually on SC57. It would be
nice to have automatic rerun of SAP (SAP is
currently only run 1x/term). There may be
programming needed on PeopleSoft side. If
we could only extract from students who
have late grades entered for updates.
Peralta Fit/Gap Analysis
page 14
Authorization/Disbursement
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
7
Compare the amount of financial aid disbursed to
the amount of financial aid applied via the SF Group
Post process
Gap/
Implement in
Future
INTERFACE TO PS STUDENT ACCOUNTS:
Peralta programming necessary
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
When we run checks in SAFE, we will need to tie
into General Ledger. We wouldn’t put data
directly into student account until we have
interface.
* Very important for audit issues
9
Automatically post non-federal aid to a student’s
account without using SF Group Post
Fit Thru PD
Screens/Impl
ement in
SAFE
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.
Gap/ For
Further
Discussion
Needs to be provided by District within the
PeopleSoft disbursement processing
The Board of Trustees wants FAOs to do this.
Students have to agree to have fees deducted.
Universities currently do this but community
colleges don’t. PS check delay is problem Lots of
extra fees these days; health, Easy Pass, etc.
Peralta Fit/Gap Analysis
page 15
Student Employment
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
1
Track Federal College Work Study earnings
based on payroll information
Gap/ Implement
Dual systems; parallel loads; FWS uploaded to
SAFE from payroll
Peralta built program to extract from payroll
but want to do automatically – query from
payroll at college level and upload to Safe
3
Identify students as Community Service
employees
Gap/ Implement
SAFE’s work study programs have not been
updated in a few years. Great for FISAP if
student can be flagged. It will be categorized on
FISAP.
4
Develop report to track earnings, and identify
students who are close to, or already have,
exceeded their work study award
Gap/
Implement
This would be nice. A Flag to indicate that a
student is close to exceeding award is desirable.
5
Package work study based on ISIR question
Gap/Implement
Would like this as an optional parameter for
packaging rules.
6
Continue to maintain Access database of all
student employment management at Laney
College
Fit/ Implement
Implement at all colleges until PeopleSoft
becomes reliable.
Peralta Fit/Gap Analysis
page 16
CommonLine Loan Processing
#
Topic/
Functionality
Fit/Gap/
Implement
Description/Comments/
Solution
1
Process loans using FFELP CommonLine standards
Gap/
Implement?
Peralta doesn’t use this. Move by Fed Gov’t
to direct loans – may not need for anybody.
Revisit.
3
Track paper loan checks
Gap/
Implement?
4
Process PLUS loans
Gap/
Implement?
5
Track Entrance Interview
Gap/
Implement?
6
Track Exit Interview
Gap/
Implement
Peralta Fit/Gap Analysis
page 17
Pell Payment Processing
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
3
Reconcile PS disbursements to COD disbursements
Gap/ Do Not
Implement?
Not a financial aid disbursement action;
this is a student finance processing action
Needs to be provided by District within
the PeopleSoft disbursement processing
We reconcile SAFE disbursements with
COD disbursements. Tom runs separate
report. Ability to run on-demand report
between SAFE and COD.
Peralta Fit/Gap Analysis
page 18
Return of Title IV Aid
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
2
Determine who requires a R2T4
calculations
Gap/
Implement??
Currently R2T4 is not calculated in SAFE.
Can this be done in SAFE?
Post to COD
3
Calculate R2T4 in SAFE for multiple
students based on SR withdrawal and
notify FA regarding refunds
Gap/
Implement?
Peralta does have to post money after it has been returned to
COD. To post immediately to student disbursement screen would
be quite a step saver. Today this is a manual process. Need to
research. Money has not been reconciled between college and
district. How do other schools do this?
Self Service
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
1
Students can review award information
via Self Service
Gap/ For
Discussion
Board of Trustees wants this. For discussion with Minh and
Teresa. Very desirable. Data mart requirements
2
Students can accept or decline awards
via Self Service
Gap/ For
Discussion
3
Students can view any outstanding
documents they must still turn in to the
financial aid offices
Gap/ For
Discussion
Peralta Fit/Gap Analysis
page 19
Reporting
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
1
Create FISAP report for each
individual college
Fit/Update
Cross enrollment needs to be made easier. Need a page or
fields that show a student’s enrollment in all colleges
2
Create ad hoc reports
Fit/ Update
Yes. To see students enrolled less than ½ time, students that
are on honor roll, etc. Don’t want to lose existing reports but
want to be able to do these on demand.
3
Produce Fund Management reports
Fit?/ Implement
Does PCCD have the capability to produce the reports they
currently need?
Talk to Judy L to see if there are additional fund management
reports she wants
4
Download Query results in Excel
Fit/ Update
SAFE provides data export capability; it is PCCD choice if Excel
is used for spreadsheet import
A lot of PeopleSoft reports can be downloaded and imported
into Excel. It would be nice to add more automation here.
Peralta Fit/Gap Analysis
page 20
Non-Federal Aid Programs
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
1
Track awards from the EOPS office and include
in the student’s aid package
Fit/ Update
FAO uses EOP Department lists; enters awards and orders checks
manually; SAP is same
Don’t want to let EOP edit reports. They provide report and FAO
manually enters info. Can we upload spreadsheet into SAFE?
There are not many of these now.
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
Gap/
Implement
FAOs manually enter these. CalGrants is on chopping block for
community colleges. It would be nice to upload these
automatically. Standalone systems. They need ability to always
add student manually into SAFE system for MIS reporting. FA
elements (status, income, need) need to be merged into a
transmission file to send to State. We currently have this but it
was missing in Regents. BOG requirements for dependent status
are different than Fed requirements. ** Need separate page for
student BOG and send page to Recalc
3
Process BOG Tuition Waivers – consider using
CC Apply
Gap/
Implement
See #2. Not considering CC Apply
4
Process CAL Grants
Gap/
Implement
Actual CAL Grant eligibility must be separately determined or set
up within SAFE packaging criteria.
Judy has provided Web Site links. ESI to review. See #2
5
Process any and all other forms of state and
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
Fit/Update
Ability to add any outside funding is a fit. Peralta uses PD screens
to record check no, etc. *Move PD data into SAFE
Peralta Fit/Gap Analysis
page 21
Miscellaneous
#
Topic/
Functionality
Fit/Gap
Description/Comments/
Solution
2
Determine Ability to Benefit (ATB)
Gap/
Implement
ATB determination is to occur outside of SAFE
Need field on screen to check box. Universal place to
confirm. Type of Test – 1-English, 2-Spanish; Scores? –
Pass/fail is fine; Date (important)
Is this used by other colleges/universities? If not, make
college-defined fields. Would be nice to have on SC13
4
Track a student’s residency for COA and
awarding purposes
Gap/
Implement
with PS
Problems
Fixed
CC Apply System (Peralta’s enrollment system). To
import admissions app and what they use to import
residency problems – there are PS problems (name
problems) and these need to be fixed first. Problems with
updating student residency in PS