CALBFA MIS Reporting and the CALBSTU MIS Relationship TJ BAUGUS BUSINESS ANALYST, SENIOR, CAL CC SOLUTION CENTER, ELLUCIAN FEBRUARY 2014

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Agenda TABLE OF CONTENT SECTION 01 MIS financial aid reports and the Banner names Products and releases involved Original names and new names SECTION 02 Improvements from the old CALBSTU to the new CALBFA/CALBSTU MIS reports Improvements in the new reports Compare how these changes impact the old and new reports SECTION 03 Overview: Settings for CALBFA MIS FinAid reporting

MIS financial aid reports and the Banner names 01 MIS financial aid reports and the Banner names

Notations in this presentation Gray-font means the CCCCO’s MIS report or concept SB (student basic data), SF (student FinAid data), and FA (“awards”) Purple-font means a Banner report name, or what you enter to submit the report CALBSTU Old SB Old SF Old FA New SB_STU CALBFA New SF_FINAID New FA_FINAID

Original CALBSTU vs. CALBFA 8.1 and (CALB) CALBSTU 8.7.1/8.8 Installed into REPT SB (student basic data), SF (student FinAid data), and FA (“awards”) Domain: SF and FA to SB All released in CALBSTU (CALB) years ago using Banner Student or term/campus related methods; they will be obsolete soon (after 1213) CALBSTU 8.7.1 or 8.8 installs into REPT SB_STU (student basic data) CALBFA 8.1 installs into REPT SF_FINAID (student FinAid data) and FA_FINAID (awards) Domain: SF_FINAID and FA_FINAID to SB_STU SF_FINAID and FA_FINAID match with SB_STU, use Banner FinAid (period/fed-school-choice methods), and must be used soon (1314; at least 1415)

Why change the Banner report names? The CCCCO report requirements: SB is term-based, submitted at the end of every term. SF and FA are annual aid year reports submitted in October. Every student ID that lists on SF (and FA) must list on at least one of the SB reports submitted for the aid year’s terms. Original CALBSTU SF, FA, and SB reports had record selection relationship (term/campus). With many improvements, the CALBFA SF_FINAID and FA_FINAID reports record selection drastically changed, and CALBSTU SB_STU matches, listing the same IDs. You need to control installing vs. implementing. (Install in December  Finish aid year with original reports.)

02 Improvements from the old CALBSTU to the new CALBFA/CALBSTU MIS reports

CALBFA MIS SF and FA reporting improvements Proper reporting of all BOGW awards as “leading summer”  domain Added Other Resource data (RPAARSC) to FA awards  domain Better data-to-college relationships for multi-college districts  domain Numerous miscellaneous improvements  domain and elements

Element content improvements Improvements for data accuracy of some elements Each element was reviewed Improved where appropriate SF_FINAID: Prints BOGW application data when no FinAid data exists Student with no FinAid RNANAxx/RCRAPP% data: SF listed with “unknowns” (space, 0, or X filled) SF_FINAID uses RVASFND manual/paper application (RVRSAAP table) data

Changes impacting record selection (domain) Changes in code Changes in setup methods Changes in data queried and printed

The domain relationships An ID on the annual FA report… …must list on the annual SF report… … and must list on the SB report (one or more terms).

The changes are intense, and the old and new reports for the same aid year or term will most likely not match. This is similar to a migration. The new reports are more accurate. NOTE: Replacement images can be found on the Ellucian Brand Page on the intranet

Record selection (domain) For any term related to finaid-only students: SB will not match SB_STU For any aid year: SF will not match SF_FINAID For any aid year: FA will not match FA_FINAID You are asking, “Why?” The answer: There are several reasons.

Record selection: Addition of Other Resources as FA awards RPAARSC (RPRARSC) other resources were not included on FA report FA_FINAID lists other resources (new RVRMISR setup form) FA 1415 cannot list an award for a Boys Club scholarship listed on RPAARSC. FA_FINAID 1415 will list it. If the student has no other data, this impacts the SF/SF_FINAID and SB/SB_STU reports, too.

Record selection: SGASTDN Campus vs. RNANAxx Federal School Choices Non-FA award students, or SF-only students (denied aid, applied but dropped out, etc.) Mostly a multi-college district issue Only impacts single college with setup issues SF lists non-award students by the SGASTDN campus: GTVDICD linked to STVCAMP  SGASTDN campus SF_FINAID lists non-award students by the RNANAxx Federal School Choice(s): GTVDICD federal school code  RNANAxx has the same Federal School Choice Codes (RCRAPP%_FED_COLL_CHOICE_%) SF 1415 will list a student with a campus linked to the report’s DICD. SF_FINAID 1415 will list that same student only if one of the RNANAxx Federal School Choice Codes matches the DICD’s federal school code. If the student has no other data, this impacts SB/SB_STU report, too.

Record selection: BOGW award attendance mandate FA report applies the attendance mandate only for the $0 BOGW awards. FA_FINAID report applies the attendance mandate to all BOGW awards. FA 1415 could list a $500 BOGW award where the student did not meet the attendance requirements. FA_FINAID 1415 will not list it. If the student has no other data, this impacts the SF/SF_FINAID and SB/SB_STU reports, too.

Record selection: BOGW award leading summer implemented FA report : BOGW awards reported where they happened. FA_FINAID report matches the regulation (RVAPROP new MIS field) FA under a trailing summer setup: 1213 will list a summer 2013 BOGW award 1314 will not list it FA_FINAID under a trailing summer setup with proper RVAPROP setups: 1213 will not list a summer 2013 BOGW award 1314 will list it If the student has no other data, this impacts the SF/SF_FINAID and SB/SB_STU reports, too.

Record selection: Setups GVATRMP vs. RVRMISR FA report uses GVATRMP (FA/SF21) to select RPAAWRD awards and GVATRMP/GTVSDAX to select “BOGW AR” awards FA_FINAID report uses only new RVRMISR, defined by college to select: “Awards” paid by payment detail code on TSAAREV “Awards” for non-disbursable funds on RPAAWRD “Awards” listed as other resources on RPAARSC FA will list data it finds that match the GVATRMP and GTVSDAX setups for FA/SF21 (above) FA_FINAID will list data it finds that matches the setups on RVRMISR (above). These changes impact the SF/SF_FINAID and SB/SB_STU reports, too.

Record selection: Summary As the prior slides noted, there can be a number of different reasons a record prints on the old reports but not the new, or vice versa. The Release Guide has some comments regarding the relationship. It is impossible to explain or predict all of the ways the reports can be different. The elements (data) for a student may change, too, but the new reports should have the better data. It is the record selection that causes the “migration” issues.

Record selection: Summary list of changes Element content improvements Record selection: Addition of Other Resources as FA awards SGASTDN Campus vs. RNANAxx Federal School Choices BOGW award attendance mandate BOGW award leading summer implemented GVATRMP/GTVSDAX vs. RVRMISR

Running the new vs. the old reports All user documents note that they are a matched set. If you are running the old SB report for the terms in aid year 1213, you need to run the old SF and FA reports for aid year 1213. You must switch to the new reports (SB_STU, SF_FINAID, and FA_FINAID) by 1415.

Overview: Settings for CALBFA MIS FinAid reporting 03 Overview: Settings for CALBFA MIS FinAid reporting NOTE: Replacement images can be found on the Ellucian Brand Page on the intranet

CALBSTU: GTVDICD and STVRSTS Required for all clients, but critical to multi-college districts Federal School Code = RNANAxx choices  domain or record selection revision STVRSTS: BOGW MIS indicator (new) Only used with the new FinAid MIS reports Registrations records with this checked will be considered when analyzing the BOGW attendance requirements for a FA award. It is your institution’s policy and procedure.

RVAPROP MIS BOGW leading summer controls New fields for MIS reporting for BOGW leading summer awards All term or period blocks: MIS Reporting Aid Year Use this if you have by default a trailing summer setup in FinAid (aid year: Fall-Spring-Summer) If you have by default a leading summer setup in FinAid, leave null. (aid year: Summer-Fall-Spring)

RVAPROP new MIS fields

Sources for FA_FINAID award data FA awards (net) AR detail codes (disbursed awards and exemptions) Non-disbursable fund awards (Ex: work study) Other resources

RVRMISR Financial Aid MIS Reporting Rules New form to control what data can be reported as an FA_FINAID report award Defined by aid year and college Three tabs for the three different award data sources. Online Help Print screens to explain the summers Validations on Term for BOGW data related to the RVAPROP setups Anything that should list on FA_FINAID must be defined.

RVRMISR Detail Codes tab (AR data from disbursed awards and exemptions) Match detail codes to SF21 codes. FA_FINAID data from AR, TSAAREV (TBRACCD table) Most data should be queried from AR detail codes Most of the SF21 setups will be on this tab Leave the Exemption Code and Term null Only needed if you do not have a one-to-one relationship for detail codes to SF21 award codes Handbook strongly advises: Only enter if necessary Online Help has important comments and examples regarding erroneous setups that can cause double reporting (Examples of good and bad)

RVRMISR Detail Codes examples (college #1) PM03 is not one-to-one: SF21 code GA or GN by exemption code (best to avoid this)

RVRMISR Non-Disbursable Awards tab (some RPAAWRD data; work study) Match non-disbursable funds codes to SF21 codes FA_FINAID data from RPAAWRD for non-disbursable funds Work study programs Non-disbursable funds only Report Unpaid If you use an interface that updates the paid amount, you will probably uncheck this. Impacts record selection and the amount reported Paid records always report with the paid amount Unpaid records only report if this is checked, using the Accepted amount. (checked = more records)

RVRMISR Non-Disbursable Awards examples (college #2)

RVRMISR Other Resources tab Match other resource codes to SF21 codes FA_FINAID data from other resources, RPAARSC (RPRARSC) Most likely used for external scholarships, etc. – things not found in AR or on RPAAWRD If you process BOGW as other resources, list your BOGW codes.

RVRMISR Other Resources vs. RPAARSC data RPAARSC form allows a null resource code and a null term. Resource code cannot be null if the record is to be reported. Cannot be identified for SF21. Read about these in the Handbook or Online Help. Default Term: Allows null-term records to print (updated = more records) Report Null Actuals: Impacts record selection and the amount reported (checked = more records)

RVRMISR Other Resources examples (college #3)

If you load the same SF21 code on more than one RVRMISR tab for the same aid year and college, you can create double reporting, doubling the amounts. Plan and be careful! NOTE: Replacement images can be found on the Ellucian Brand Page on the intranet

RVRMISR: SF21 data across all tabs (examples) If you process BOGW with the Exemption and Award setup, BOGW creates: An exemption record, which creates an AR detail code entry on TSAAREV A non-disbursable fund entry in RPAAWRD Do not list both the related BOGW detail code and non-disbursable fund on RVRMISR. List the detail code only You might have legitimate reasons to put SF21 codes on multiple tabs because of distinctly different uses and sources. (“other” types, like SV Scholarship: non-institutional source)

Miscellaneous setups and information CALBFA Handbook New RVVFAAC form and table with seed data (installed) BOGW setting that impacts the regulations GTVSDAX entries to include BOGW $0 awards (default “no”) SF_FINAID SF03 GVATRMP data – load your codes SF_FINAID SF07 GVATRMP data – has current codes at install Copying a report to modify it REPT Handbook Report security (standard Banner security)