SICAS – What’s Goin’ On? Completed: Year Round Pell Training Year Round Pell Training TAP TAP $75 reduction, NYS Board of Regents emergency definition.

SICAS – What’s Goin’ On? CompletedCompleted::• Year Round Pell TrainingYear Round Pell Training• TAPTAP

• $75 reduction, NYS Board of Regents emergency definition of remedial,$75 reduction, NYS Board of Regents emergency definition of remedial, TAP limits, good cause, $75 reinstatement, TAP Estimator changes, TAP limits, good cause, $75 reinstatement, TAP Estimator changes, SAP charts (Introduced in 2010) SAP charts (Introduced in 2010)

• SICAS Changes for Enrollment Period Enhancement (EPE)SICAS Changes for Enrollment Period Enhancement (EPE)• APTS and Student Outcome Tracking APTS and Student Outcome Tracking

In the worksIn the works::• SUNY System Administration Financial Aid Data Submission (FADS)SUNY System Administration Financial Aid Data Submission (FADS)• New Student Status Listing Layout From HESC (Comprehensive)New Student Status Listing Layout From HESC (Comprehensive)

Coming upComing up::• New SAP charts (Introduced in 2011)New SAP charts (Introduced in 2011)• State Award Certification Process for EPEState Award Certification Process for EPE• TAP Estimator Re-Write Awarding Portion to Use APIs (2 become 1)TAP Estimator Re-Write Awarding Portion to Use APIs (2 become 1)• Direct Loans and Advance Pay (Just like PELL)Direct Loans and Advance Pay (Just like PELL)

SICAS – What’s Goin’ On? Coming upComing up::•TAP Estimator Re-Write Awarding Portion to Use APIs (2 become 1) -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)Direct Loans and Advance Pay (Just Like PELL)• In the new SG Banner Advance Pay feature, DL will work like PELL In the new SG Banner Advance Pay feature, DL will work like PELL doesdoes now (re: vouchering): now (re: vouchering):

• Disbursements sent to COD;Disbursements sent to COD;• DLs will be approved or not approved prior to disbursement;DLs will be approved or not approved prior to disbursement;• DLs will voucher directly after reporting a file;DLs will voucher directly after reporting a file;• Should eliminate most, if not all, of Disbursing before VoucheringShould 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 PRESENTATIONSDeadline for proposals is April 29th

Please consider sharing your expertise and presenting at SICAS Summit 2011Areas 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 Financial Aid Data Submission (FADS) for SIRIS(FADS) for SIRIS

Follow-Up Training (Production)Follow-Up Training (Production)

Audio Recording of FADS webex available:Audio Recording of FADS webex available:

• Go to: www.tinyurl.com/finaidsicasGo to: www.tinyurl.com/finaidsicas• On Elluminate Live Manager… On Elluminate Live Manager…

• Click on recordingsClick on recordings• March 28, 2011 on the calendarMarch 28, 2011 on the calendar• Select SICAS Financial Aid SessionSelect SICAS Financial Aid Session

FADS – General OverviewWhen and How Often is FADS Reporting Required?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 ata 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

FADS – Cost of Attendance Components

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.

Step 1 – RTVFCAT :The following Fund Categories must be set up on the Banner Fund Category Validation Form – RTVFCAT:

•EOP EOP Category•ESDHP Empire State Diversity Honors Program•NAGA Native American Grant Aid (Note: Only federal NAGA, not NYS Indian

Aid Program or other non-federal Native American aid)•SUSTA SUSTA Category•SUNY State University of New York•OTSTAT State Other Than New York State•UNREST College or College Foundation – Unrestricted

(These categories are needed to allow the FADS to properly extract data for these funds.)

FADS – Set Up Overview – Step 1/ RTVFCAT

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 Category2.Type in a Description of the Fund Category3.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 box4. Select a Fund Category5. 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/ROAYDTIROAYDTI - 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);

21

3

FADS – Crosswalks OverviewCrosswalk FADS Elements -

4. Select an Interface Element from the Interface Element/Validation Mapping Table (STVYVTL)

5. Click OK6. Select Next Bock to populate


6

4

5

7. Highlight the item to be crosswalked, by clicking in the Interface code column;8. Click on the Interface Code drop down box (GTVYVAL appears)9. Select an Interface Code from the SICAS Extraction Validation GTVYVAL10. Click OK


7

8

9

10

• 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, thereforeit 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 differentfrom 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 ofthe 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 OverviewFADS Data elements from the FADS Data Dictionary that need to be cross walked



FADS – Run SICAS FADS Process RORYFADAudit and Transmit Modes

Only 2 parametersOnly 2 parameters

FADS – Run SICAS FADS Process RORYFADAudit and Transmit Modes

RORYFAD - SICAS Financial Aid Data Submission Process Parameters

Name Required Description Values

Aid Year Code Yes Enter the Aid Year being processed in Banner format.Ex. 1011 (Command Line Only)

Run Type Yes

Process can be run in either:AR = Audit run to Replace BatchAU = Audit run to Add Updates to Batch TU = Add Updates to Batch and TransmitTR = Replace Batch and TransmitPO = Post Unposted BatchDB = Delete Unposted BatchAlways 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.)

AR,AU ,TU,TR,DB, or PODefault is AU

Batch ID – DO NOT USE?

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:

oCheck 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;

oAppropriate action should be taken to correct any issues before re-running RORYFAD;oMake all corrections in Banner.

Optional (thereafter):2.Use the Audit Update Mode (AU) to Add Updates to Batch:

oUse AU mode to make corrections and add additional records to the batch;oAU 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:oUsed 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:

oReview Fatal Errors and Warnings on ROAYDTI (Processing Errors tab);oUse TU mode to make corrections and add additional records to the batch;oMake all corrections on Banner – NOT ON SUNY SYSTEM DTS oTU mode will run faster than TR since it is not replacing the entire batchoRepeat running TU mode until all Fatal Errors are resolved.

3. Use the Transmit Replace Mode (TR) to Replace/Remove Batch:oUsed to replace entire batch

FADS - Review Data and Processing ErrorsROAYDTI:

• 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




• 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


• Select a Data View from the drop down box (description of views is in the SIRIS Manual)• Use the Extract Data button


• 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 RORYFADLOCK and TRANSMIT FADS SubmissionLOCK 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 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):  <param name="restrictClient.allow" value="^127\.111\.((15.138)|(28\.((187)|(184))))$" /> 

If you have any problems or issues regarding this, please submit an RF on the SICAS Helpdesk.

Overview of FADS Set-Up and ProcessTECHNICAL SET UPTECHNICAL SET UP NOTE: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 Financial Aid Data Submission (FADS) for SIRIS(FADS) for SIRIS

Follow-Up Training (Production)Follow-Up Training (Production)

Questions ?

SICAS – What’s Goin’ On? Completed: Year Round Pell Training Year Round Pell Training TAP TAP $75 reduction, NYS Board of Regents emergency definition.

Documents