North Dakota University System Campus Solutions Financial Aid 3C Engine for Financial Aid
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- Allyson Osborne
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1 3C Engine can be used to mass assign a comment, a checklist or a communication. It can also be used to change the status of an already assigned checklist (to complete it, for example). A list of EmplIDs can generally be used for one of these actions if an Event Definition has been created by Campus Solutions. Currently, the following Event Definitions exist: FA_PERK_CK Complete Checklist FAPERK FAPERK Assign FAPERK checklist If you require an Event Definition, please coordinate with other schools on the ERP-CAMPUSES-FIN-AID listserv or at an FA User Group meeting. Our intent is to make sure that all schools have the same capabilities, even if a school does not intend to use it at the current time, and to make sure that we have feedback from various view points. Getting List (Sample Using NDU_FA_0206) You will need a list of students in a.csv file. Depending on the Admin Function associated with the communications or checklist; your list will need some specific columns for mapping purposes. For this example, we re going to assume we need to complete FAPERK checklists for students who have completed their Perkins MPN. We can obtain a list of EmplIDs from NDU_FA_0206, Perkins MPN Recvd, Checklist Open. First however, we need to identify what other information is needed. Campus Community > Checklists > Person Checklists > Checklist Management - Person Selecting a sample student, you can see checklist FAPERK uses Administrative Function LOAN, which has the following Variable Data fields: Institution Aid Year Academic Career Loan Type Cd Appl Seq Loan Application ID 29 Jun 2015 Page 1
2 Other Administrative Functions will have varying other Variable Data fields. Run the query NDU_FA_0206, choosing the Run to Excel option. Reporting Tools > Query > Query Viewer Save your result, then Open the file, and label the following new columns: AID_YEAR INSTITUTION ACAD_CAREER LOAN_TYPE LN_APPL_SEQ Add data to the student on row 3: AID_YEAR (Current) INSTITUTION (Yours) ACAD_CAREER (UGRD, unless you know differently) LOAN_TYPE (As appropriate, probably PER1) LN_APPL_SEQ (Enter 1 ) Select the row of cells you have just filled in, then click on the Fill Handle (box in lower right corner) and drag down until there are values in all the rows that need to be If the values in the cells start to incrementwhen you drag (2014 becomes 2015, for example), hold the CONTROL button while dragging to change the mode. (As an aside, this sample failed because the insititution was in error. That was easily corrected, however, and it succeeded on the second attempt!) 29 Jun 2015 Page 2
3 completed. 29 Jun 2015 Page 3
4 Save your results, then save again as a.csv file. Do not re-open your.csv file at this point in Excel, or you will lose the leading zeroes on the EmplIDs. If you need to make corrections, go back to the.xls file you saved. Running the Process Campus Community > 3C Engine > Run 3C Engine Select Population Selection, and complete Academic Institution, Administrative Function and Event ID at the top of the form. Choose External File in the Selection Tool box. If a file is already attached, the Delete File button will be yellow. Click it to delete the file. Click Upload File 29 Jun 2015 Page 4
5 Browse to the.csv file then click Upload. Select NDU_FA_0206 from the File Mapping look up. The File Mapping for NDU_FA_0206 is looking for a header on the second row, and is looking for the appropriate columns as indicated. LN_APPL_ID re-uses the EmplID field. If you click the Preview Selection Results link, it should display your data in the correct columns. 29 Jun 2015 Page 5
6 Click the Run button, and select 3C ENGINE from the Process Scheduler Request page. Rerun the query to ensure that all the students were processed. You may need to run the process again using a different Career or to manually deal with outliers. Set up Campus Community > 3C Engine > Set Up 3C Engine > Event Definition To create an Event Definition, Campus Solutions will need to know the Administrative Function, Checklist Code and Checklist item(s) to be updated. Campus Community > 3C Engine > Set Up 3C Engine > Event 3C Groups For an institution to be able to use the Event Definition, it needs to be added by Campus Solutions to an Event 3C Group. 29 Jun 2015 Page 6
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