Peralta Fit/Gap Analysis
ISIR Processing
1
# Topic/
Functionality
Load all ISIR file types, including initial applications, corrections & CPS system-generated files
2 Establish load parameters that allow for filtering which records get loaded and which stay in a suspense mode for further review
3 Load ISIRs for a new aid year beginning in April/May of calendar year
4 Continue using EDExpress or CPS
Online to process ISIR Corrections
5 Review ISIR record regardless of which school received the record
Fit/Gap/
Implement
Fit
Gap/ Do
Not
Implement
Fit
Fit
Fit?/
Implement
Description/Comments/
Solution
SAFE already has capability
Not required for SAFE system
Verify with Peralta that this is not required and we can take off list
SAFE for new FA years to be delivered for loading in April/May timeframe
Correction functionality activated again in 2010-11 mainframe and will be carried over into SAFE-Web.
Think this is a fit. ISIRS can all be reviewed. Check with FAOs to see if something else is needed/required.
6 Ability to use the ISIR Load Date as
‘effective’ date of the ISIR record
7 Search Match capability
Gap?/
Implement?
Need to understand Peralta requirements for this feature
Fit

Peralta Fit/Gap Analysis
ISIR Processing
# Topic/
Functionality
Fit/Gap/
Implement
Description/Comments/
Solution
PS update discontinued. Is this data exchange of information needed? If so, need to understand requirements.
8 Bio/Demo update options
9 Designate a home campus when
ISIR is loaded
Gap?/
Implement?
Fit/
Implement
Additional?
Load to first college on ISIR record. Use universal welcome letter (this was added by PCCD programmers to ISIR load for
Transaction 01’s). Is this the best way to continue implementation of this feature?
Print ISIRs when needed Fit 10
11 Sort/order ISIRs by student choice
Fit?/Implem ent?
Is sorting required? What choices are being referred to with this item? Previously noted on this item that sorting could be done outside of SAFE prior to loading.
No suspense files in SAFE – PeopleSoft item.
12 Create reports to manage suspended ISIR records
Gap/Do Not
Implement
13 Option to create a Prospect
(potential student not yet officially applied for Admission but could be recruited by
PCCD) record in Admissions module
Fit
Verify there is no SAFE requirement here
Student records can be manually added in the current mainframe system. This functionality will be carried over into the web system.
Are there any additional requirements here other than what the current system does?

Peralta Fit/Gap Analysis
ISIR Processing
# Topic/
Functionality
14 Schedule processes to run overnight or run at individual desktop
15 Create ISIR Load report to identify students eligible for the
BOG A, B, or C fee waiver
Fit/Gap/
Implement?
Gap/
Implement
Gap/
Implement
16 Create report to manage ISIR records that are in an EFC status of ‘Rejected’
17 Access to a screen that displays detailed information for the student’s Expected Family
Contribution (EFC)
Fit
Fit
18 Audit trail of ISIR Corrections Fit?/
Implement
Description/Comments/
Solution
Not all batch/scheduled jobs can be run at individual desktops in the mainframe system (CICS). It is intended that in the Web system both scheduling and running on demand will be included in the functionality.
According to Peralta, need report to identify BOG C eligibility only. Note: BOG C is packaged on award letter.
We need a better understanding of these requirements.
There is an audit trail but not specifically anaudit trail for
Corrections. Is storing all ISIR transactions the answer?
Are there specific requirements?

Peralta Fit/Gap Analysis
ISIR Processing
# Topic/
Functionality
19 Simulate income and asset data for either parent or student for
Professional Judgment decisions
20 Track all ISIR transactions in chronological order
21
Fit/Gap/
Implement?
Fit
Gap/Implement
View text detail associated with ISIR
Comment Codes, ISIR Reject
Reasons, and SAR C Flags
Gap/Implement
Description/Comments/
Solution
SAFE mainframe doesn’t currently do this because not all ISIRs are stored. For SAFE-Web, we can implement this.
Mouse over on comment code numbers to view entire text.
Currently the FAOs need to do a PF9 to view the comment code text from one of the FAFSA screens.
22 Load ISIRs into SAFE daily Fit

Peralta Fit/Gap Analysis
Verification
1
# Topic/
Functionality
Home campus completes verification
2 Perform an automated comparison of tax data to
ISIR data and an INAS need analysis recalculation of the Expected Family Contribution (EFC)
3 Process verification within SAFE FA module
4 Track all required verification documents
5
6
Track data verification was completed and by whom
Prevent disbursement if verification incomplete Fit
Fit
Fit
Fit
Fit/Gap/
Implement?
Fit
Gap?/
Implement?
Description/Comments/
Solution
Verify that everything Peralta needs can be handled by ReCalc. I don’t believe
ReCalc handles INAS calculations.

Peralta Fit/Gap Analysis
Verification
7
8
9
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
Fit?/Implement Correction (ECAR) will be re-activated in the
2010-11 mainframe and this will be carried over into the Web application
SA55 has the ECAR field so one can create a correction on SA55

Peralta Fit/Gap Analysis
1
Checklists, Communications, & Comments
#
2
Topic/
Functionality
Track documents, log each document as it is received, and include the date the document was received
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
Fit/Gap
Implemen t?
Fit
Gap?/
Implement
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/Imple ment
Description/Comments/
Solution
Document database; assign paragraphs related to comment and reject codes. We already have a number of letters assigned related to certain
ISIR comments.
Notes: Would like to see verification worksheet assigned automatically when appropriate.
Request some items be assigned during the ISIR
Load process. Consider the Student Type.
Would like to discuss this requirement further
Discuss look and feel of SC13. Discuss having a way to check off multiple fields at once when all documents are received.
Side bar about SC57 being only 2 pages and not being able to add further information. The
FAOs would like this functionality to have more pages for data input. SC57 is used for recording Satisfactory Academic Progress.

Peralta Fit/Gap Analysis
Checklists, Communications, & Comments
#
4
Topic/
Functionality
Setup and create as many different types of letters as needed by the 4 separate community colleges within the district
Fit/Gap/
Implement?
Gap/Implement
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.
Gap/Implement
Description/Comments/
Solution
Currently in Mainframe SAFE there are only 99 documents available. That is not 99 for each college but 99 in all that the colleges must share.
Further discussion should be had with regard to letters and expectations.
Email Documents: What happens if attachments are needed?
In SARA, there are three letters sent at desired intervals however, that being said, a date sent can be removed in order to resend a tracking letter.
Perhaps 3 are enough or are too few. Discuss with
FAOs further

Peralta Fit/Gap Analysis
Checklists, Communications, & Comments
# Topic/
Functionality
6
7
8
Record specific comments related to documents being mailed to studentsthese comments are specific to an individual student
Create comments or notes about a student’s financial aid application, professional judgment decisions regarding a student, or assign pre-defined comment text to students.
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
Fit/Gap/
Implement?
Fit
Fit?
Fit?/Implement
Description/Comments/
Solution
Is there something else needed that is not currently provided in SAFE Mainframe?
Same Universal Screen view by college code

Peralta Fit/Gap Analysis
Financial Aid Terms
1
# Topic/
Functionality
Track A&R data about a particular student at the term level, including academic career, program, plan, GPA, enrollment data & FA load
Fit/Gap/
Implement?
Description/Comments/
Solution
Gap/ Implement A&R is PeopleSoft language
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. A major field is needed as mentioned by Judy.
Verify requirements here
Fit 2 Override and freeze data on the FA Term record for financial aid purposes only
3 Use a census, or ‘freeze’ date, that is different from Student Records – this is not required
Fit?/Implement?
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 1/2-.
4 Track course enrollment and view a student’s class schedule
5 Establish standard weeks of instruction for each term within the aid year
Gap/Do Not
Implement?
Gap/Do Not
Implement?
Are there requirements for SAFE here or good as is?
This is done in PeopleSoft.
Is there a need for this in SAFE?
This is done in PeopleSoft.
Is there a need for this in SAFE?

Peralta Fit/Gap Analysis
Student Budgets
# Topic/
Functionality
Fit/Gap/
Implement?
Description/Comme nts/
Solution
1
2
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
Include professional judgment allowances in student budgets
Recalculate student budgets based on actual enrollment 3
4 Include loan fees (whether actual or averaged) if a student borrows a FFELP loan
5 Lock a student’s budget
Fit
Fit
Fit
Fit
Fit

Peralta Fit/Gap Analysis
Item Types/Fund Management
# Topic/
Functionality
1 Each college within the district can maintain an unlimited, separate list of item types
(award fund numbers)
2 Monitor the amounts within a given fund; offered, accepted, and disbursed
3 Develop detail, summary, and matrix reports by fund and aid year
4 Create ‘estimated’ numbers that act as placeholder awards that can be auto-canceled by awarding a related item type
5 Track a student’s award history by fund across multiple aid years
Fit/Gap/
Implement
?
Fit
Fit
Fit
Fit?/Impleme nt?
Fit
Description/Comments/
Solution
Note from Judy: “TENTATIVE AWARD”
We need additional information on this feature.

Peralta Fit/Gap Analysis
Awarding/Mass Packaging
# Topic/
Functionality
Manually package a student 1
2 Mass Package a group of students
3 Create an unlimited number of packaging scenarios
(plans)
4 Create equations that will select students as well as perform calculations to determine specific amounts
5 Repackage students based on enrollment changes throughout the aid year
Fit/Gap/
Implement?
Fit
Description/Comments/
Solution
Fit
Fit
Fit
6 Prevent awarding an item type if funding is zero
7 Cancel offers that have not been accepted and notify the student of cancellation
Fit?/Implement
?
Note from Judy “We have been using a
100% enrollment award. Discussed researching MLMT”
Pell is the one award that needs to be adjusted according to enrollment.
Fit
Fit

Peralta Fit/Gap Analysis
Awarding/Mass Packaging
#
8
Topic/
Functionality
Auto-package state grant funds according to delivered eligibility table
Fit/Gap/
Implement?
Description/Comments/
Solution
Fit?/
Implement?
Note: state grant eligibility rules need to become part of the packaging criteria for state grants
Research needs to be done regarding this item. Earlier notes say this can be done in packaging criteria however during our 2/5 visit there was talk about loading a State provided file.
Fit?/Implement To be included in general discussions regarding letters
Fit?/Implement To be included in general discussions regarding letters
9 Create multiple versions of the financial aid award letter
10 Create item-type specific award messages that will appear on every award letter if the student has been awarded that fund
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.
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
Gap/
Implement?
Verify that this is desired.
Fit?/Implement Are there any additional requirements to the way SAFE currently does this?

Peralta Fit/Gap Analysis
Awarding/Mass Packaging
13 Print an award letter for a single student or to easily print award letters in batch
14 Label letters as either original or revised with the revision number included
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
16
17
18
Automate summer financial aid packaging, particularly Pell Grants
19
Fit?/
Implement
Fit?/
Implement
Gap/
Implement in the Future
For general discussion on letters
For general discussion on letters
Portal view is desired at a later date to allow students to look at FA Awards and document info via their PeopleSoft portal.
Gap?/
Implement
With changes to the Pell Grant e.g. Year
Round Pell further research needs to be completed. At this time the colleges award
Summer Pell manually.
These fields have been removed and are no longer being tracked per regulation and specification changes from the DOE.

Peralta Fit/Gap Analysis
Awarding/Mass Packaging
#
20
Topic/
Functionality
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
21 Integrate sources of aid that are not awarded by the financial aid offices (such as EOPS)
Fit/Gap/
Implement?
Description/Comments/
Solution
Gap/Implement Verify exact list of details
Fit/Do Not
Implement
Note from Peralta: ONLY FAO ENTERS
AWARDS.
Other departments may have limited view only access.
22 Maintain max limits for each item type and academic level, particularly for FFELP loans
Fit

Peralta Fit/Gap Analysis
1
2
3
Status Summary Pages
# Topic/
Functionality
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
Place disbursement holds
Fit/Gap/
Implement
?
Fit?/
Implement
Fit
Description/Comments/
Solution
UNIVERSAL VIEW
Verify requirement details
4
5
Set a review flag indicating the student’s file is complete
View 3Cs aid year summary data
Fit
Track loan entrance and loan exit interview completion on the Packaging Status Summary page
Fit?/
Implement?
Fit?/
Implement?
PeopleSoft language
Verify Requirements
Verify Requirements

Peralta Fit/Gap Analysis
Assigning and Tracking Holds
1
# Topic/
Functionality
Place holds
Fit/Gap/
Implement?
Fit
Description/Comments/
Solution
Satisfactory Academic Progress
1
# Topic/
Functionality
Track Satisfactory Academic Progress
2 Communicate with students via letters, notifying them of SAP status and requirements for reconciling SAP
Fit/Gap/
Implement?
Fit
Yes?/
Implement
Description/Comments/
Solution
Verify any letter requirements

Peralta Fit/Gap Analysis
Authorization/Disbursement
1
# Topic/
Functionality
Run trial disbursements
2 Award students using multiple disbursement IDs for every award/term combination
3
4
5
Prevent disbursement based on various rules either at a global level or at the item type level
Prorate a disbursement based on various enrollment levels
Prevent a disbursed award from being reduced based on enrollment changes after a specific point in time
6 Determine why an award will not disburse to a student
Fit/Gap/
Implement?
Fit
Fit?
Fit
Fit
Fit
Fit
Description/Comments/
Solution
Verify Requirement

Peralta Fit/Gap Analysis
Authorization/Disbursement
#
7
Topic/
Functionality
Compare the amount of financial aid disbursed to the amount of financial aid applied via the SF Group
Post process
Fit/Gap/
Implement?
Gap/
Implement?
Description/Comments/
Solution
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
(verify SAFE requirements)
Fit 8 Control disbursements by date
9 Automatically post non-federal aid to a student’s account without using SF Group Post
Fit Needs to be provided by District within the
PeopleSoft disbursement processing.
(Verify SAFE Requirements)
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/
Implement?
Needs to be provided by District within the
PeopleSoft disbursement processing
(Verify SAFE Requirements)

Peralta Fit/Gap Analysis
1
Student Employment
# Topic/
Functionality
Track Federal College Work Study earnings based on payroll information
Fit/Gap/
Implement?
Gap?/
Implement
2 Track Work Study earnings in terms of placement, department, supervisor
Gap/ Do Not
Implement
3 Identify students as Community Service employees
4 Develop report to track earnings, and identify students who are close to, or already have, exceeded their work study award
5 Package work study based on ISIR question
6 Continue to maintain Access database of all student employment management at Laney
College
Fit?/
Implement?
Gap/
Implement?
Fit
Fit?/
Implement?
Description/Comments/
Solution
Dual systems; parallel loads; FWS uploaded to
SAFE from payroll
(Verify SAFE Requirements)
SAFE doesn’t replace the separate payroll processing and reports
Verify that this is not needed
SAFE’s work study programs have not been updated in a few years. If this is desired, we need to understand requirements.
Verify SAFE requirements if necessary
Work Study (shadow entries) useful for crosschecking payroll accuracy. Used at Laney.
Verify SAFE requirements

Peralta Fit/Gap Analysis
1
CommonLine Loan Processing
# Topic/
Functionality
Process loans using FFELP CommonLine standards
2 Maintain use of WhizKid EDFUND NET software
3 Track paper loan checks
4 Process PLUS loans
5 Track Entrance Interview
6 Track Exit Interview
Fit/Gap/
Implement
Fit?/
Implement?
Gap/Do Not
Implement
Fit
Fit
Fit
Fit
Description/Comments/
Solution
Will need to transmit DL origination and disbursements
Legislation will dictate requirements?
Disregard

Peralta Fit/Gap Analysis
Pell Payment Processing
1
# Topic/
Functionality
Process Pell Payment reporting via COD requirements, allowing each college to report funding separately
Fit/Gap/
Implement?
Fit
2 Run various Pell Payment reports
3
Fit
Reconcile PS disbursements to COD disbursements Gap/ Do Not
Implement?
4 Use Formula 1 for Fall and Spring terms and use
Formula 3 for Summer term Pell Grant processing
Gap/
Implement?
Description/Comments/
Solution
Not a financial aid disbursement action; this is a student finance processing action
Needs to be provided by District within the PeopleSoft disbursement processing
Verify there are no SAFE requirements
SAFE presently uses one single Pell formula
From Judy: Will USE FORMULA 1; Year
Round Pell
Verify SAFE Requirements

1
Peralta Fit/Gap Analysis
Return of Title IV Aid
# Topic/
Functionality
Fit/Gap/
Implement?
Description/Comments/
Solution
Calculate Return of Title IV (R2T4) refunds when a student withdraws
2 Determine who requires a R2T4 calculations
Gap/
Implement?
Gap/
Implement?
GP 432 Report
Will generate reports for withdrawals. Use Federal calculator.
Verify SAFE requirements
Needs further discussion e.g. what is expected. Currently R2T4 is not calculated in SAFE.
Is this a SAFE requirement?
3 Calculate R2T4 in SAFE for multiple students based on SR withdrawal and notify FA regarding refunds
Gap/
Implement?
Self Service
# Topic/
Functionality
1 Students can review award information via Self Service
2 Students can accept or decline awards via Self Service
3 Students can view any outstanding documents they must still turn in to the financial aid offices
Fit/Gap/
Implement?
Description/Comments/
Solution
Gap/ Not now Not a current requirement for SAFE
Gap/ Not now Not a current requirement for SAFE
Gap/Not Now Not a current requirement for SAFE

Peralta Fit/Gap Analysis
1
Reporting
#
2
Topic/
Functionality
Create FISAP report for each individual college
Create ad hoc reports
3 Produce Fund Management reports
4 Download Query results in Excel
Fit/Gap/
Implement?
Fit
Description/Comments/
Solution
Gap/
Implement
Verify which additional reporting is required
Fit?/ Implement Does PCCD have the capability to produce the reports they currently need?
Gap?/
Implement
Are there additional SAFE requirements?
SAFE provides data export capability; it is PCCD choice if Excel is used for spreadsheet import
Does PCCD want more automation here?

Peralta Fit/Gap Analysis
Non-Federal Aid Programs
# Topic/
Functionality
1 Track awards from the EOPS office and include in the student’s aid package
Fit/Gap/
Implement?
Fit?/
Implement?
Description/Comments/
Solution
FAO uses EOP Department lists; enters awards and orders checks; SAP is same
Does this need to be more automated?
Does this need to be more automated?
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
3 Process BOG Tuition Waivers – consider using CC
Apply
4 Process CAL Grants
Fit?/
Implement?
Fit?/
Implement?
Gap/
Implement
BOG entry is external in PS. Need to manually enter all SF –
MIS elements for State reporting if data is not there from
ISIR.
Does this need further automation?
Actual CAL Grant eligibility must be separately determined or set up within SAFE packaging criteria.
Judy has provided Web Site links. ESI to review
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
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.
Fit
Gap/
Implement?
Actual AmeriCorps eligibility must be separately determined or set up within SAFE packaging criteria
Is this a Peralta requirement?

#
Peralta Fit/Gap Analysis
Miscellaneous
Topic/
Functionality
Fit/Gap/
Implement?
Description/Comments/
Solution
3
4
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
2 Determine Ability to Benefit (ATB)
Fit
Gap/ Do Not
Implement
ATB determination is to occur outside of SAFE
Verify that PCCD does not require any additions to SAFE
Convert legacy FA holds and SAP flags Fit
Track a student’s residency for COA and awarding purposes Fit/
Implement
Convert legacy SAFE SAP; legacy SAFE history to Web-SAFE