Pennsylvania Banner Users Group 2008 Fall Conference PHEAA and Attending Hours Presented by: Akiyah Baugh & Dennis Lyons Co-Presenter: Elizabeth Giampietro.

Pennsylvania Banner Users Group 2008 Fall Conference

PHEAA and Attending Hours Presented by: Akiyah Baugh & Dennis Lyons

Co-Presenter: Elizabeth GiampietroCommunity College of Philadelphia

Monday, November 24, 2008

General Announcements:

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Questions will be answered at the end of

session after the Attending Hours Presentation

Thank you for your cooperation

Banner PHEAA Enhancement

Project Overview Project Objective Multi-Phase Project Approach RWAPHED (PHEAA Grant Eligibility Form) Project Summary

Banner PHEAA EnhancementOverview

The Community College of Philadelphia needed to create a process for more automated processing of PHEAA State Grant awards The College had purchased the Banner PHEAA module but

that was no longer supported Our Financial Aid Office needed a solution to address their

needs for: Estimated awards - using the Status Roster Pre-disbursement roster processing - certifying

enrollment Actual Award posting - using the Disbursement Roster

After many discussions the Financial Aid Office decided that they would continue certifying awards using the PHEAA system so that process has not been automated but could easily be adapted to this enhancement

Banner PHEAA EnhancementProject Objective

Provide automated processing capabilities to meet business process needs of Financial Aid office Certain functions FA office wanted to continue as manual

Use the SungardHE provided APIs to populate the award tables Design the functionality to work within Banner

The processes should be executable through job submission

Banner PHEAA EnhancementMulti- Phase Approach

1. Phase 1 - Populate an estimated Award (STATUS ROSTER)

2. Phase 2 – Certify enrollment for records on pre-disbursement roster (PRE-DISBURSEMENT ROSTER & CERTIFICATION file)

3. Phase 3 – Create PHEAA awards based on disbursement roster (DISBURSEMENT ROSTER)

Banner PHEAA Enhancement Phase 1 – Status Roster

RWPPHES is the process created for Phase 1

This process was created as a job submission process in Banner A space-delimited Grant status file is received from PHEAA and ftp’ed

into the appropriate Unix directory (SG08DISB.****08.txt) The RWPPHES process is run and the data is loaded using

SQLLOADER into a local Oracle table (RWRPHES) The procedure performs a matching process using the ssn from

the data file and comparing it to the ssn on the RCRAPP1 table Estimated PHEAA awards are posted to the Award (RPRAWRD) &

Award schedule (RPRATRM) Financial Aid tables for the appropriate students To load the awards to the award tables we used the

RB_AWARD.P_CREATE & RB_AWARD_SCHEDULE.P_CREATE APIs

Financial Aid runs a process (RPRCNCL) to cancel EPHEAA awards before the actual award is loaded from the disbursement file

Banner PHEAA Enhancement RPRAWRD – EPHEAA Fund

Banner PHEAA Enhancement Phase 2 – Predisbursement & CertificationRWPPHED & RWPPHEC are the processes created for Phase 2

This process loads the PHEAA pre-disbursement or disbursement roster to a local Oracle table This phase will also complete the enrollment certification if the file

loaded is a pre-disbursement file The RWPPHED process is run and the data is inserted via

SQLLOADER into a local Oracle table (RWRPHED) Since the file was loaded as a pre-disbursement file the records

have been marked with a ‘P’ in the RWRPHED table The RWPPHEC process is then run which evaluates the enrollment for

the records on the RWRPHED table A certification file is then created with enrollment level for each

record on the RWRPHED table The certification file is sent to PHEAA with the student enrollment

information

Banner PHEAA Enhancement PHASE 3 – PHEAA Disbursement file

RWPPHED (Same process as in Phase 2) is the process created for Phase 3

After receiving the certification file from CCP – PHEAA sends the actual grant disbursement file

RWPPHED process is run to upload student award information from the disbursement roster into the RWRPHED table Edits are performed on the records in the RWRPHED table:

Student’s Aid period Any existing awards No pidms & Duplicate pidms Rcrapp1 record exists (this indicates that the student

applied for financial aid for the aid year)

Banner PHEAA Enhancement PHASE 3 – PHEAA Disbursement file - Continued

The fund award amounts are inserted in the award (RPRAWRD) & award schedule (RPRATRM) tables (API’s are used for error control) We only populate the RPRAWRD and RPRATRM tables as a result

of the Financial Aid Office business process –The Financial Aid Office accepts the awards as part of their certification process which populates the RPRADSB table

We post term specific awards – a Fall PHEAA award and a Spring PHEAA award are posted to each record (If they are in a Fall/Spring Aid Period)

The RWPPHED process has the capability to load multiple disbursement rosters for the same aid period The new records are loaded to the RWRPHED table and assigned a

one-up sequence number based of the number of records for that student

If PHEAA awards already exist for a student and the amounts on the maximum RWRPHED record differ from the amounts on the award table the RWRPHED record is assigned a status of ‘U’ as an indicator to the users that this record needs to be reviewed and updated

Banner PHEAA Enhancement RPAAWRD Offered Award

Banner PHEAA Enhancement RPAAWRD Scheduled Award

Banner PHEAA Enhancement PHEAA Grant Eligibility Form- (Custom INB Form)

This form provides a high level of data display for the Financial Aid Office to perform a more effective PHEAA Grant certification

This form is used to display information from the PHEAA Grant Disbursement table (RWRPHED) and other information from within Banner, such as total enrolled credit hours, total remedial hours, certificate program, and students attending all distance education courses

This form eliminated the need for the Financial Aid Office to use several Banner forms/ sessions to certify a student

Banner PHEAA Enhancement PHEAA Grant Eligibility Form – Continued (Custom INB Form)

The data will be displayed on two tabs: Tab One- Eligibility and Demographics

This tab will contain a section for eligibility indicators and a section for the demographic information

Eligibility Indicators block will provide information for the Financial Aid staff to determine the student’s award eligibility

The eligibility section is used to display information such as: Total enrolled credit hours Total remedial credit hours If the student is enrolled in a Certificate program An indicator if all enrollment is Distance Education

Tab Two – Award Data This tab will include the PHEAA Award information, updatable

fields to indicate when a grant has been certified

Banner PHEAA EnhancementPHEAA Grant Form (RWAPHED) –Tab One

Banner PHEAA Enhancement PHEAA Grant Form –Tab Two (Award Data)

Banner PHEAA ProcessingEnhancement Summary

PHEAA Project Summary This enhancement facilitates PHEAA Grant processing for the

Financial Aid Office: Gives them the ability to own and run the process Without such a enhancement all PHEAA awards would need

to be manually posted Ensuring clean data by use of the APIs Easier certification process

Banner Attending HoursHistory

CCP wanted to leverage the “Use Attending Hours” functionality available in Banner Financial Aid within current Business processes

Attendance reporting is required at CCP

In the past Financial Aid was not paid until all attendance had been reported for a student for the semester

This resulted in delayed payments to students and a lot of record manipulation by Financial Aid staff to prohibit aid from paying until all enrollment had been reported for a student

Requirements were assigned to records where all attendance had not yet been reported to prohibit aid from paying

There was also a substantial amount of record clean-up required at the end of a semester to cancel/waive requirements for students who did not attend

CCP could not use the baseline processes related to Attending Hours since we do not pay when the classes start but rather when the attendance has been reported

A custom process was requested that would mimic the baseline attending hours functionality but that would work with the College’s requirement for attendance reporting

This process should use the baseline tables to minimize maintenance issues with upgrades

The process should allow for multiple runs within a semester due to multiple parts of term with various start dates and late reporting of attendance

Banner Attending HoursOverview

Use course attendance to control disbursement of aid RFRMGMT – Use Attending Hours indicator is

checked for all disbursable funds Course attendance will be determined by the

students satisfactory/unsatisfactory attendance reported at the 20% census period

Allow for partial disbursement Remaining aid would be available to possibly be

disbursed if attendance changes at a later time

Banner Attending Hours Project Objective

Create Banner job similar to RSRENRL, the Banner enrollment freeze process, incorporating the 20% census reporting check. Job is called RWPENRL

Create PL\SQL package, RWKENRL, to perform insert and update records in RORATND and RORENRL

2 reports created for review and verification RWPENRL_XXXXX.txt RWPENRL_ADJ_HR_RPT_XXXXX.txt

Banner Attending Hours RWPENRL

Banner job submission process Parameters include

Aid Year Term Code Sorting Sequence Selection ID Application ID Creator ID User ID Load Term Enrollment Option Load Attend Enrollment Option

RWPENRL.shl calls PL\SQL package RWKENRL

Banner Attending Hours RWKENRL

PL\SQL Package Specifications of main cursor

RORSTAT_AIDY_CODE = job parameter entered Population selection must exist Student must be registered in SFRSTCR for the term parameter entered or

student exists in RORENRL for the term parameter

Skips students who are identified in RORENRL with a manual record for the run term.

Perform inserts or update to RORENRL and RORATND as needed 1 record per term in RORENRL

After 1st run the Financial Aid Adjusted hours are updated to the total hours reported for the 20% census period at that point in time.

Multiple records per term in RORATND based on the run date and the latest reported 20% census period reporting date.

New records are create if 20% census data had been reported since the last run of the job

Banner Attending Hours RWKENRL

Screen shot of ROAENRL – RORENRL section

Banner Attending Hours RWKENRL

Screen shot of ROAENRL – RORATND section

Banner Attending Hours RWKENRL

RWPENRL_XXXXX.txt screenshot

Banner Attending Hours Conclusion Leverage “Use Attending Hours” functionality New process incorporating students satisfying 20% attendance a the college Populate ROAENRL with attendance with total hours of positive attendance Disbursement run after attendance has been reported and RWPENRL has been run Allow for partial aid Multiple runs to allow for disbursement of future aid within the same semester

Thank You

Any Questions / Comments?

Feel Free to contact us later if you any code specific detailed questions. Contact Information

PHEAA EnhancementsAkiyah [email protected]

Attending Hours ProcessingDennis [email protected]