Campus Solutions. Student Financials Training. *Waivers and Pop Select/ Update

Transcription

1 Campus Solutions Student Financials Training *Waivers and Pop Select/ Update March 25 and 26, 2013

2 How YOU will feel after SF Training! P a g e 1

3 P a g e 2 Table of Contents Enhancements.3 Waiver setup..4 Assign Student Waiver..5 Mass Assign Student Waivers.6 Pop Update to flip T Calc flag..8 Mass Select Charges/Payments...10 Mass Contract Select..12 Assign using student group 13 Mass Assign Service Indicators.15 Mass Release Service Indicators..16

4 P a g e 3 Enhancements: Fees After Calculation- expanded page Prioritize Waivers on the Tuition Groups page term fee tab click on waivers link Waivers can be the same priority number, if so, then will go in alphabetical order

5 P a g e 4 Waiver Setup When updating existing waivers, you will need to insert a new row and check the Enable Student Override box. Or create a new waiver with this functionality and remember to assign to the appropriate tuition groups. WHY would you want to use this functionality? For students that may not fit into a scenario or criteria that has been already set up, for those unique situations. (exceptions) Navigation: Set Up SACR, Product Related, Student Financials, Tuition and Fees, Waivers Enable Student Override field: Select to allow the default values in this waiver to be manually overridden. When you select this check box, it indicates that: This waiver code can be used in the Assign Student Waiver page and Mass Assign Student Waivers page. The waiver calculation process uses the values in the Assign Student Waiver table to override the waiver code values. Waiver Type field: Net: This option refers to the remaining balance to be paid and is associated with a Waiver Offset or Waive Percentage value. The Tuition Calculation process uses only the Net waiver type when it calculates term fees and course/class fees. Gross: This option refers to the original amount to be paid. This option is selected by default.

6 P a g e 5 Criteria Options: Select the criteria to use to determine the student s eligibility for a waiver. If the criteria option is selected as: Use Criteria or Use Equation, the Tuition Calculation process uses the selected criteria to check the student s eligibility for the waiver. No Criteria, you must manually verify the student s eligibility. NOTE* The NO Criteria option becomes available ONLY if you select Enable Student Override box Prorate Dropped Units: Select to allow the proration of fees for dropped classes or term withdrawals. The check box is deselected by default. This option is for term fee waivers only. You can select the check box only if you have entered a value in the Amount/Unit field. To allow waiver proration, you must select Track Class Pricing in the Term Fees page. The FEE_CLASS_PRICE table is used to determine the class refund percent. NOTE* If you are going to utilize these new fields you will need to insert a new effective dated row and keep in mind the edit checks that go with the new functionality. ASSIGN STUDENT WAIVER Navigation: Student Financials>Tuition and Fees>Assign Student Waiver 1. When adding a student for the very first time, need to Add a New Value and enter the data on the parameters a. The only values that will appear in the Waiver Code field are those that are set to Student Override- in this example I only had one waiver code checked as student override 2. Enter the effective date for the waiver 3. Status should be active when placing the waiver 4. Additional Details field is optional 5. Hit the Save button a. When the record is saved, the Override Waiver Code Values information box is populated with the oprid and date/time stamp

7 P a g e 6 BUGS to NOTE: 1. When waivers are assigned through this functionality, the T- Calc Required flag is NOT set to Y. You will need to manually T-Calc the students for the waiver to apply. A case is open with Oracle to get the flag automatically set to Y. 2. Cannot cancel student from a waiver (ask if you would test this) MASS ASSIGN STUDENT WAIVERS Navigation: Student Financials>Tuition and Fees>Calculate Batch Tuition>Mass Assign Student Waivers If you have to override multiple student waivers, the mass assign student waiver functionality could be an option and used via Pop-Select Feature

8 P a g e 7 A. Create a new run control to mass assign waivers B. Tool Selection that can be used as of now is External File. We can create a query using a Bind Variable down the road. We are not using Equation Engine at this time C. CLICK Upload File and select the file that has your students listed. The file can be a CSV delimited or Text File. In this example I have chosen to use a delimited CSV file. D. File Mapping- you can use the look up glass to choose the file mapping. This will be created for you and will have only one mapping to select. E. ALWAYS best business practice to Preview Selection Results before running the process F. Business Unit- Should be defaulted in for you G. Term- Select the term you are assigning the waivers to H. Waiver Code- use the look up glass to choose the waiver code you are assigning. Note* Codes that are configured and flagged as student override are only available in this list. I. Status- Would be active J. Effective Date- it is recommended to use a date that is = or < the beginning of the term K. Description- You could enter up to 30 characters L. Override Waiver Code Values- all should come in from the waiver setup page. You have an opportunity to change any values at this time on this page. M. Now that all prompts are entered you can now run the process. You also can schedule the process to run at any time using a recurrence

9 P a g e 8 Pop Update to flip Tuition Calculation flag Why run this process? Need to T-Calc a group of students in a program Need to T-Calc the students that were mass assigned waivers Need to remove the flag from students that were not enrolled Omit the necessary to T-Calc all students when only a particular group needs to run Increase performance on the system Let s Get Started! SECURITY A. Security needs to be established for userid. WHO B. Identify students that need to be updated a. Run a query and download to a delimited CSV file or.txt file i. Only need to have the emplid (7 digits) in first column (no header needed)

10 P a g e 9 PROCESS C. Security is in place, students have been identified and file has been created, you are ready to run the Pop Update process 1. Enter your run control (create a new one) 2. Using the drop down menu select the record to be updated (only those you have security to will be displayed) 3. Institution should default in 4. Enter the term that needs to be updated 5. Enter the academic career 6. Enter the Business Unit 7. Select the type of reporting you want to view on the log trace 8. Selection Tool- Use the External File until PS Query can be developed 9. Attach the file (needs to be delimited CSV or flat file.txt) 10. Use the look up glass to select the file mapping. The mapping will only include the emplid (7 digits) in the first column 11. Field Name- using the drop down menu select Tuition Calc Required (only field you will have security to) 12. Field Value- choose Y or N 13. You can click save and hit the RUN button

11 P a g e 10 MASS SELECT CHARGES/PAYMENTS for TYPE of GROUP = STUDENT GROUP New functionality to have the ability to create Group Post entries using Population Selection- External File load process will soon be extinct! Navigation: Student Financials>Charges and Payments>Group Processing>Mass Select Transactions

12 P a g e This page is very similar to that of the create group data entry 2. Parameters section- enter all necessary prompts- Balance the Group is optional 3. Population Selection section- Select External File tool, PS query will be available down the road 4. Upload your file (CSV or.txt) I used a txt file in this example 5. File Mapping- Select EMP_AMT_TRM_DUEDT_REF1_ITMTYP (this is used for charges) a. NOTE** There is a separate document posted to the ConnectND website with instructions on the layout of the different file mappings 6. Click on Preview Selection Results 7. Line Detail section- enter all necessary prompt information that may not be listed on the file mapping a. Example: if you did not include item type in your file mapping then you will want to enter in the line details 8. Click on save and hit the Run button 9. Once the process has posted to success, you can view the log trace and see the group id that was created 10. Now you are ready to post the group

13 P a g e 12 You can do the same exact process for transaction type of Person Payments but need to use a different file mapping called EMP_AMT_TRM_REF1_ITEMTYP and again the file mapping instructions are listed on the ConnectND website at: MASS CONTRACT SELECT You can now use PS Query or External File to assign students to a Third Party or Payment Plan contract. Deferral contract functionality will soon be available from Oracle. 1. Selection Tool- Currently use External File until PS query is available 2. Browse for your file (CSV or.txt) Emplid (7 digits) in first column 3. PREVIEW SELECTION RESULTS before moving on to ensure all students have been selected 4. Business Unit should default in 5. Select the Contract number to be assigned

14 P a g e Enter Reference Nbr ** Optional 7. Click Save and Run button a. Once process has gone to success, you can view the log file to see how many rows were inserted 8. NOTE DONE YET! Need to Click on Review Results by Contract to actually assign and calculate the student (s) in the contract Here you have the option to select particular records or ALL. You also have the opportunity to make changes to the student max for each record before actually assigning the contract.

15 You can also identify student that are listed in a student group by querying: P a g e 14

16 P a g e 15 MASS ASSIGN SERVICE INDICATORS You can assign and release service indicators to students and orgs via Pop Select Make sure the data is in a text format and save to CSV or.txt file. The file mapping s SERVICEINDICATOR for students and SF EXTERNAL ORG ONLY for orgs DOES require a header row. Don t forget to Preview your Selection Results

17 P a g e 16 MASS RELEASE SERVICE INDICATORS You can mass release service indicators via Pop Selection process Both Mass Assign and Mass Release can be used on External Orgs as well.