Financial Aid Data Submission (FADS) for SIRIS Preview

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SICAS – What’s Goin’ On?
Completed:
• Year Round Pell Training
• TAP
• $75 reduction, NYS Board of Regents emergency definition of remedial,
TAP limits, good cause, $75 reinstatement, TAP Estimator changes,
SAP charts (Introduced in 2010)
• SICAS Changes for Enrollment Period Enhancement (EPE)
• APTS and Student Outcome Tracking
In the works:
• SUNY System Administration Financial Aid Data Submission (FADS)
• New Student Status Listing Layout From HESC (Comprehensive)
Coming up:
• New SAP charts (Introduced in 2011)
• State Award Certification Process for EPE
• TAP Estimator Re-Write Awarding Portion to Use APIs (2 become 1)
• Direct Loans and Advance Pay (Just like PELL)
SICAS – What’s Goin’ On?
Coming up:
•TAP Estimator Re-Write Awarding Portion to Use APIs (2 become 1) • The SICAS TAP Estimator when originally designed by SICAS was written by using
Two Separate processes:
• A SQR, RPEYETAPxxxx, performed the grouping and TAP estimate calculations;
• Then if run in Update mode, stored this information in the RPRYTAP table
• A COBOL. RPEYETAP, was developed in order to utilize all the Validation routines in
Banner, which at that time were in COBOL Include Copybooks, to move the estimate
in the RPRYTAP table to the Banner Tables (RPRAWRD, RPRATRM);
• These COBOL Copybooks are now obsolete and have been for some time;
• By using APIs we can merge the 2 process into just the one SQR,
RPEYETAPxxxx, so SICAS will re-Write the RPEYETAP process into the
RPEYETAPxxxx using Sungard APIs.
• Direct Loans and Advance Pay (Just Like PELL)
• In the new SG Banner Advance Pay feature, DL will work like PELL does
now (re: vouchering):
• Disbursements sent to COD;
• DLs will be approved or not approved prior to disbursement;
• DLs will voucher directly after reporting a file;
• Should eliminate most, if not all, of Disbursing before Vouchering
SICAS Summit 2011 - “Collective Power – Meeting the Challenge”
September 12 – 13, 2011 Syracuse, NY
CALL FOR PRESENTATIONS
Deadline for proposals is April 29th
Please consider sharing your expertise and presenting at SICAS Summit 2011
Areas of Interest:
Admissions, Alumni, Business Intelligence (includes ODS and EDW), Financial Aid, Finance, Human Resources
Housing, Institutional Research, Luminis, Registrar, Student Accounts, and Technical
Presentations should be 45 minutes in length and focus on any of the following areas:
•
Banner Usage
•
Using SICAS modifications
•
Using Campus Modifications
•
Using Vanilla Banner
The Call for Presentations Form can be found on the Documentation Tab of the SICAS Center website –
Search: SICAS Summit. Please complete and return the form via email to [email protected]
Please email any questions regarding SICAS Summit 2011 to: [email protected]
SICAS Summit will only be successful if presentations are given by SICAS Members.
Thank you for your interest and participation!
The SICAS Summit Program Committee
Use ‘Inquiry’ (kinda new) under Severity to submit questions
Financial Aid Data Submission
(FADS) for SIRIS
Follow-Up Training (Production)
Audio Recording of FADS webex available:
• Go to: www.tinyurl.com/finaidsicas
• On Elluminate Live Manager…
• Click on recordings
• March 28, 2011 on the calendar
• Select SICAS Financial Aid Session
FADS – General Overview
When and How Often is FADS Reporting Required?
INITIALLY - SIRIS reporting of Financial Aid Data Submission must be reported for
the following years and in the following order: :
• AY 2009-2010;
• AY 2008-2009;
• AY 2007-2008; and
• AY 2006-2007
NOTE After the initial reporting of FADS (see above); FADS will be reported one AY at
a time and be reported in the Fall for the prior Aid Year that has just concluded (i.e.
report in Fall 2011 for the Aid Year 2010-2011).
Overview of FADS Set-Up and Process
Dependencies
• FADS is in the SICAS Financial Aid 8.10S2 Release (which also contains APTS with EPE)
and this release is dependent on the following releases/patches:
Java version 1.5 or greater;
SICAS Financial Aid 8.10S1;
Patches:
RF #6239 (SIRIS), RF #6243 (SIRIS), RF #6562(SIRIS), RF#7522 (SIRIS),
RF#7416(SIRIS), RF#7956 (FADS), and RF#8019 (FADS) is replaced by
RF#8086 (FADS)
• Release Notes are available on the SICAS website under the Documentation Tab/ Release
Notes/ Finaid
FADS – Cost of Attendance Components
For the AY 2011-2012 and going forward, the cost of attendance components must be
broken out in Banner in at least the 7 components required by SUNY System (see
below) for FADS reporting:
1. Tuition
2. Student Fees
3. Room and Board
4. Books and Supplies
5. Personal Expenses
6. Transportation
7. Other Expenses
• If an institution cannot provide all 7 COA data elements broken out as shown above for
any of the AYs 2006-2010 (the past 4 AYs), – then you will not report COA for those years.
This is done by not cross walking any COA codes (until fall, 2012 when you are reporting
2011-12 data).
• For example, if a school used one budget code on RBAABUD for all summer COA elements,
(the COA components were not broken out in at least the 7 components listed above and
required by SUNY System), then do not report any COA data elements for the AY 2006-07.
• The other FADS Data Elements (other than COA) must still be reported.
FADS – Initial Set Up Overview
1. Set up the required Fund Categories on the SICAS Fund Category Validation Form RTVFCAT;
2. Link the Fund Categories set up on RTVFCAT to appropriate Associate Fund Codes on the
Banner Fund Base Data From – RFRBASE;
3. If a school utilizes (but doesn’t disburse for) a Winter Term in an Aid Period, add that Winter
Term to the SICAS State Award Validation Form – STVYTTY;
4. Crosswalk all appropriate Financial Aid Data Elements on The SICAS Data Transfer Interface
Control Form ROAYDTI.
FADS – Set Up Overview – Step 1/ RTVFCAT
Step 1 – RTVFCAT :
The following Fund Categories must be set up on the Banner Fund Category Validation
Form – RTVFCAT:
•EOP
•ESDHP
•NAGA
•SUSTA
•SUNY
•OTSTAT
•UNREST
EOP Category
Empire State Diversity Honors Program
Native American Grant Aid (Note: Only federal NAGA, not NYS Indian
Aid Program or other non-federal Native American aid)
SUSTA Category
State University of New York
State Other Than New York State
College or College Foundation – Unrestricted
(These categories are needed to allow the FADS to properly extract data for these funds.)
NOTE: If a school did not have any awards in a category, then the category
does not need to be set up.
FADS – Set Up Overview – Step 1/RTVFCAT (cont’d.)
To Set Up a Fund Category on RTVFCAT:
1.Type in the Code for the Fund Category
2.Type in a Description of the Fund Category
3.Save
FADS – Set Up Overview – Step 2/RFRBASE
• The relevant Fund Category (from RTVFCAT) must subsequently be linked to a
Fund Code on RFRBASE:
1. Place the cursor on the Fund Code that you want to add a Fund Category for;
2. Next Block
FADS – Set Up Overview – Step 2/RFRBASE (cont’d.)
3. Click on Fund Category drop-down box
4. Select a Fund Category
5. The Description will populate based on the Fund Category selected
(see previous step)
6. Save
FADS – Set Up Overview – Step 3/STVYTTY
• If a school has a Winter Term the student registers for or aid was given for in an Aid
Period, then that Winter Term must be added on STVYTTY (going back to Winter 2006).
FADS – Crosswalks Overview Step 4/ROAYDTI
• ROAYDTI - the SICAS Data Transfer Interface Control Form… (same as SOAYDTI –
modified for Financial Aid
• Student Data, Family Demographic and Financial Data, Cost of Attendance Data
and Financial Aid Award Data SIRIS Submissions are configured and reviewed using
the SICAS Data Transfer Interface Control Form ROAYDTI.
ROAYDTI is used to:
• Review and configure the columns being extracted (Columns Definitions Tab);
• Maintain a ‘virtual validation table’ for each column (Validation Codes Tab);
• Provide a place to enter all required crosswalks (Code Crosswalk Tab);
• Hold primary and secondary contact information for the person or persons responsible
for the data submission (Contact Information Tab);
• Review data collected during processing (Data Review Tab); and
• Display errors and warnings returned during data transmission (Processing Errors Tab)
FADS – Crosswalks Overview Step 4/ROAYDTI
ROAYDTI - the SICAS Data Transfer Interface Control Form
FADS – Crosswalks Overview Step 4/ROAYDTI
Crosswalk FADS Elements - Example: FC130 – FC190 – Cost of Attendance Components
1. On ROAYDTI select the Code Crosswalk tab;
2. To access the Interface Elements and Validation Tables – do not click on the drop down
boxes first. Use the rollback function and then click on the drop down box to select an
Interface Element;
3. Click on the Validation Table drop down box (STVYVTL Table appears);
2
1
3
FADS – Crosswalks Overview Step 4/ROAYDTI
Crosswalk FADS Elements - Example: FC130 – FC190 – Cost of Attendance Components
4. Select an Interface Element from the Interface Element/Validation Mapping Table
(STVYVTL)
5. Click OK
6. Select Next Bock to populate
6
4
5
FADS – Crosswalks Overview Step 4/ROAYDTI
Crosswalk FADS Elements - Example: FC130 – FC190 – Cost of Attendance Components
7.
8.
9.
10.
Highlight the item to be crosswalked, by clicking in the Interface code column;
Click on the Interface Code drop down box (GTVYVAL appears)
Select an Interface Code from the SICAS Extraction Validation GTVYVAL
Click OK
9
8
10
7
FADS – Crosswalks Overview Step 4/ROAYDTI
Crosswalk FADS Elements - Example: FC130 – FC190 – Cost of Attendance Components
• In this example: Fees have been successfully cross walked for this data element;
• If a data element has not been crosswalked, there is an ‘*’ in the Interface Code field
11. Either select another award or resource to be cross walked or click Save
FADS – Crosswalks Overview Step 4/ROAYDTI
FADS Data elements from the FADS Data Dictionary that need to be cross walked
Question:
A school doesn’t distinguish between on-campus and off-campus – therefore for FADS data element FC122, therefore
it is unclear re: how to crosswalk these data elements (1 On-Campus; 2 Off-Campus with family; 3 Off-Campus without
family; 4 Off-Campus unknown)?
Answer:
Data element FC122, Housing Plans for Budget, was added so that campuses could report a value that may be different
from element FD120, Housing Plans, from the student's ISIR record. This is an optional element that should be reported
if available. If a campus currently doesn't have separate budget amounts for campus vs. off-campus students, none of
the values 1-4 are applicable. Therefore, this element doesn’t need to be reported.
Blog post comment added by Hilda Hardy (SUNY System IR)
FADS – Crosswalks Overview Step 4/ROAYDTI
FADS Data elements from the FADS Data Dictionary that need to be cross walked
FADS – Crosswalks Overview (cont’d.)
FADS Data elements from the FADS Data Dictionary that need to be cross walked
FADS – Crosswalks Overview
FADS Data elements from the FADS Data Dictionary that need to be cross walked
FADS – Crosswalks Overview
FADS Data elements from the FADS Data Dictionary that need to be cross walked
FADS – Crosswalks Overview
FADS Data elements from the FADS Data Dictionary that need to be cross walked
FADS – Run SICAS FADS Process RORYFAD
Audit and Transmit Modes
Only 2 parameters
FADS – Run SICAS FADS Process RORYFAD
Audit and Transmit Modes
RORYFAD - SICAS Financial Aid Data Submission Process Parameters
Name
Required
Aid Year Code
Yes
Description
Enter the Aid Year being processed in Banner format.
Values
Ex. 1011
(Command Line Only)
AR,AU ,TU,TR,DB, or PO
Default is AU
Run Type
Batch ID – DO NOT
USE?
Yes
Process can be run in either:
AR = Audit run to Replace Batch
AU = Audit run to Add Updates to Batch
TU = Add Updates to Batch and Transmit
TR = Replace Batch and Transmit
PO = Post Unposted Batch
DB = Delete Unposted Batch
Always run process in AU, AR, TU, TR or DB until ready to run in
PO mode. Once run in PO mode the batch is locked and posted.
(See more detailed instructions on Run Types.)
FADS – Running RORYFAD in Audit Modes
• When using RORYFAD only submit ONE AID YEAR AT A TIME and ONE AID YEAR PER
BATCH;
• Schools will be reporting the prior Aid Year that has concluded (i.e. Fall of 2011 – schools
will be reporting the Aid Year 2010-2011).
Two AUDIT Modes - Audit Replace (AR) and Audit Update (AU) Modes:
1. Use AR mode for the initial run of RORYFAD:
o Check for obvious errors on ROAYDTI under the Processing Errors tab (i.e.;only a few
records appear or conversely too many records appear - perhaps selects set ups are not
correct,error in entire data columns, etc.);
o NOTE: Only Banner errors will appear and NOT SUNY System errors since no data is
being transmitted;
o Appropriate action should be taken to correct any issues before re-running RORYFAD;
o Make all corrections in Banner.
Optional (thereafter):
2. Use the Audit Update Mode (AU) to Add Updates to Batch:
o Use AU mode to make corrections and add additional records to the batch;
o AU mode will run faster than AR since it is not replacing the entire batch
3. Use the Audit Replace Mode (AR) to Replace/Remove Batch:
o Used to replace entire batch
NOTE: No data is transmitted in either AU or AR modes
FADS – Running RORYFAD in Transmit Modes
•
•
•
•
Used to TRANSMIT data to SUNY System;
Returns SUNY System Fatal Errors and Warnings ;
School can review data and make corrections, additions, etc.;
CAN BE RUN REPEATEDLY - THIS IS NOT THE FINAL RUN MODE.
Two TRANSMIT Modes - Transmit Replace (TR) and Transmit Update (TU) Modes:
1. Run RORYFAD in Transmit Replace (TR) Mode for INITIAL TRANSMISSION OF DATA to the
SUNY Data Warehouse staging area;
Optional (thereafter):
2. Use the Transmit Update Mode (TU) to Add Updates to Batch:
o Review Fatal Errors and Warnings on ROAYDTI (Processing Errors tab);
o Use TU mode to make corrections and add additional records to the batch;
o Make all corrections on Banner – NOT ON SUNY SYSTEM DTS
o TU mode will run faster than TR since it is not replacing the entire batch
o Repeat running TU mode until all Fatal Errors are resolved.
3. Use the Transmit Replace Mode (TR) to Replace/Remove Batch:
o Used to replace entire batch
FADS - Review Data and Processing Errors
ROAYDTI:
• Display errors and warnings returned during data transmission (Processing Errors Tab); and
• Review data collected during processing (Data Review Tab)
FADS - Review Data and Processing Errors (cont’d.)
2 Other Places to Look At Transmitted FADS Data:
• NOTE: ONLY USE THESE LOCATIONS FOR REVIEW – MAKE ALL CORRECTIONS
(if needed) ON BANNER
• SUNY Data Transfer System (DTS):
• www.suny.edu
• Log in under faculty and staff
• Click on link: Data Transfer System (DTS) – Financial Aid
• SUNY Business Intelligence Initiative (to see the FINAID Dashboards):
• www.suny.edu
• Log in under faculty and staff
• Click on Reports tab and then Business Intelligence tab
• Click on Student Enrollment Dashboard Page
• Click on SIRIS Submissions tab and select Financial Aid
FADS – Review Data and Processing Errors (cont’d.)
ROAYDTI - the SICAS Data Transfer Interface Control Form
FADS – Review Data and Processing Errors (cont’d.)
ROAYDTI - the SICAS Data Transfer Interface Control Form
FADS – Review Data and Processing Errors (cont’d.)
ROAYDTI - the SICAS Data Transfer Interface Control Form
FADS – Review Data and Processing Errors (cont’d.)
ROAYDTI - the SICAS Data Transfer Interface Control Form
• Hit F7 (enter query)
• Type RORYFAD in Process field
• Tab down to Code field and type in SA:Err (system admin errors)
• Hit F8 (execute query)
• Review all Fatal Errors – these MUST be corrected (on Banner) to post the batch
• Can be used to query any items
FADS – Review Data and Processing Errors (cont’d.)
ROAYDTI - the SICAS Data Transfer Interface Control Form
• Select a Data View from the drop down box (description of views is in the SIRIS Manual)
• Use the Extract Data button
FADS – Review Data and Processing Errors (cont’d.)
ROAYDTI - the SICAS Data Transfer Interface Control Form
• Customize Data Views – Click on Change Query
• Customize Column order, name, description, width, heading, conditions for including column
in listing, conditions by clicking on fields
• Save different versions of extracted data (Load Extract tab)
• Refer to SIRIS manual for more detail
FADS – Run SICAS FADS Process RORYFAD
LOCK and TRANSMIT FADS Submission
1. After FADS data has been reviewed and all Fatal Errors have been resolved (on campus) - the
batch is locked on DTS by campus staff designated (usually by the local campus administrator)
2. This triggers to SUNY System that the campus has locked the batch and is ready for approval and
SUNY System reviews the batch;
3. If SUNY System staff approve the FADS submission:
o Campus staff that locked the batch will be notified;
o The batch is exported; and
o Campus staff can run RORYFAD in Post Unposted Batch (PO) mode
4. School can then begin to submit another batch:
o NOTE: For FINAID/ FADS only this is an issue for the initial posting because of going back
and capturing FADS data for 0910, 0809, 0708, and 0607; - thereafter will FINAID/FADS will
only report once a year for AY that has concluded
5. If SUNY System staff DOES NOT approve the FADS submission:
o Campus staff that locked the batch will be notified that it’s been unlocked;
o Corrections will have to be made in Banner and batch resubmitted using TU or TR;
o Then repeat steps 1and 2 (see above);
o If approved (see Step 3)
6. NOTE: Post Update Mode (PO) is the transmit mode to be used to TRANSMIT the FINAL
POSTING for a batch. ONCE this TRANSMITTED, it is the FINAL REPORTING
Overview of FADS Set-Up and Process
TECHNICAL SET UP
Important TECHNICAL Note REGARDING FADS Transmission of DATA:
Please determine that your school is running both the Banner Data Base and the Job
Submission on the same machine (IP address); if so, you are already set up to transmit
FADS data to SUNY System.
If your school is does not run both the Banner Data Base AND the Job Submission on the
same machine (IP address); then schools will need to reconfigure the client restriction for the
proxy client so that it handles MULTIPLE IP addresses.
The new syntax need in handler.xml is (This is just an example – school IP addresses will be
different):
<!-- Restrict connecting IP to the local machine. -->
<param name="restrictClient.allow"
value="^127\.111\.((15.138)|(28\.((187)|(184))))$" />
<!-- This would allow 127.111.15.138, 127.111.28.187 & 127.111.28.184 -->
<!-- Uses a “Regular Expression” – note ^ and $ characters used to force exact
matches where “like” matches would otherwise work as well -->
If you have any problems or issues regarding this, please submit an RF on the SICAS Helpdesk.
Overview of FADS Set-Up and Process
TECHNICAL SET UP
NOTE: FADS is executing in a completely NEW way for SIRIS Submissions so the fact that other
SIRIS interfaces are working has no bearing on this.
All future SIRIS submissions will use the FADS mechanism rather than the original one and as the
second versions of CDS, TSDS and SDS are released they too will adopt the new method of
transmitting.
CDS, SDS and TSDS generate all XML within the DB and then use HTTP facilities in the Database to
transmit the XML and process the results. Due to limitations of Oracle XML and HTTP libraries we have
moved that task to JAVA (but not the Java built into Oracle as it too is limited). The utility calls for checking
status of submissions and Initializing and Finalizing batches continue to work the OLD way in the DB as
Status Calls happen whether or not transmission is requested and why rewrite working INIT and FINALIZE
routines that don’t suffer from the limitation Oracle presents?
The submission transaction calls now happen in a Java process running on the server that hosts Job
Submission—XML generation and HTTP transmission. Therefore, if a campus doesn’t host Job Submission
on the DB server then calls will come from TWO sources and TWO IP addresses must be configured—the
Proxy Client only accepts ONE configuration for this Client Restriction parameter as a regular expression so
a somewhat complicated config string is required.
This only impacts FADS today but within a few months FADS, SRDS and DADS will all use this
method. SDS has already been altered to work this way as an OPTION at SICAS but we have decided to
release that change later. TSDS would greatly benefit from this change and will likely be the next interface
to move to the Java transmission method.
If you have any problems or issues regarding this, please submit an RF on the SICAS Helpdesk.
Financial Aid Data Submission
(FADS) for SIRIS
Follow-Up Training (Production)
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