EDExpress Training for Intermediate Users Presented by Doug Baldwin – Test Engineer - General Dynamics Information Technology (GDIT)

Agenda Packaging Module Document Tracking Multiple Entry File Formats External Export Export Grid to File Financial Aid Shopping Sheet Getting Help Questions

Packaging Setup From the main menu, click Tools, Setup, Packaging.

System Setup From the main menu, click Tools, Setup, Packaging and click the System button.

Academic Year Profile From the main menu, click Tools, Setup, Packaging and click the Academic Year Profile button. Academic Year Profile This is a profile you create that defines your school's academic year: terms, enrollment status, and fund percentages. You are required to provide a code and title for each academic year profile. The code is the key to the profile and appears in the packaging record. For each academic year profile, you can specify up to five terms. One Pell Grant formula must be defined for the academic year profile. For each of the terms within the profile, you can indicate enrollment status and aid source percentages. If you have several classes starting each year, you can create an academic year profile for each one. Or, if you have programs of various lengths, you can create separate academic year profiles for each program. The academic year profile is designed to provide maximum flexibility. You can designate one of the academic year profiles as the default profile that is assigned to all packaging records. You cannot delete or edit an academic year profile that is assigned to at least one student.

Fund Maintenance From the main menu, click Tools, Setup, Packaging and click the Fund Maintenance button. Fund Maintenance Before you make your first financial aid award, determine what funds you will be using and how much money you have available to award. Define your sources of funding within Packaging setup using the Fund Maintenance function. This function enables you to add and maintain as many aid sources as you need for packaging students. Fund Maintenance also gives you the total amounts awarded. Aid type codes E, F, K, P, S, W, D, and U can be used only once. You can adjust funds in the Fund Maintenance dialog box by entering an amount in the Adjustment to Beginning Balance field. EDExpress enables you to enter nine-digit fund amounts for Beginning Balance (000000000-999999999) and Adjustment to Beginning Balance (-999999999-999999999). Funds Awarded and Current Balance display nine-digit amounts (000000000-999999999).

Award Methodology From the main menu, click Tools, Setup, Packaging and click the Award Methodology button. Award Methodology The award methodology profile determines how financial aid funds are awarded to students. A methodology dictates which funds and what amounts are allocated to a student. Each methodology has a unique code and priority, where 1 is the highest and 999 the lowest. You can create up to 999 methodologies to package select groups of students. The packaging process reads the award methodology database to determine which methodology to use for packaging a given student. If the student meets the criteria of a given methodology, that methodology is used to package the student, and packaging status changes to P (Packaged). If a student meets the criteria for a methodology but is not awarded funds by that methodology in addition to Pell, the reasons are noted in the Funds Not Awarded table in the student record. The Package process uses each methodology for which the student meets the qualification criteria until the student is awarded funds by a methodology in addition to their Pell eligibility. If the packaging process uses every methodology for which the student meets the criteria, yet the student still does not receive any awards, then the last methodology used in the process is stored as the award methodology for the student. Also, if the student in this case is not eligible for Pell, then the student is considered a packaged student without any funds. The packaging process uses the methodologies that the student meets according to the criteria in highest priority order. Duplicate fund codes are allowed within an award methodology. If you need to base your award methodology on EFC ranges, such as for a state grant that uses EFC ranges as criteria, and have too many ranges to define in one award methodology code and still include other funds, you can define Packaging queries for each EFC range. Add the EFC queries as primary query criteria to an equal number of award methodologies, then add the state grant to each methodology by using the Award Min and Award Max fields to control the exact award amount for that EFC range. You cannot delete or edit an award methodology if that methodology has been used to package students in your database. However, you can delete or edit a methodology that has not been used to package a student.

Budgets From the main menu, click Tools, Setup, Packaging and click the Budgets button. Budgets An integral part of defining the award process at your school begins with assigning a budget for an applicant. Generally, budgets can vary by the grade classification (graduate or undergraduate), residency, housing status, or combinations of variables that distinguish one group of students from another. By using queries, Packaging enables you to define student budgets using combinations of several variables or to establish a single budget for your entire applicant population. When a record is created in the Packaging database as the result of an import, and Add Budgets? was selected, EDExpress calculates the budget on the basis of the criteria used. If the student meets the criteria of more than one budget, the import process assigns the budget with the highest priority code (where 1 is the highest priority and 999 is the lowest). If only one budget is created in the database, that budget becomes the default for all records you create. To add a budget after a record has been added to the Packaging database, you can manually add the budget on the Awards tab by clicking the Budget button, or globally using Process, Multiple Entry.

User-Defined Formulas From the main menu, click Tools, Setup, Packaging and click the User-Defined Formulas button. User-Defined Formulas This Setup function enables you to create your own Packaging formulas with numeric fields from the Student, User-Defined, and Fund database tables. You create a formula by selecting numeric fields and operands. EDExpress calculates (when you select Process, Calculate User-Defined Formulas from the menu bar) and displays the result on the Awards tab when you click the User Formulas button.

SAP Values From the main menu, click Tools, Setup, Packaging and click the SAP Values button. SAP Values You can create an unlimited number of Satisfactory Academic Progress (SAP) values to use in the awarding process. If you select the No Packaging Flag option, student records are not packaged as long as this SAP code is assigned to the record on the Awards tab.

Document Tracking EDExpress can track the request and receipt of required documents For example: Parent and student tax returns for verification and school’s internal documents You can define as many tracking documents as may be required of your applicants

Document Tracking You can mark each document as: Required for Verification Use this option if you want this document assigned to students selected for verification Automatic Request EDExpress assigns documents according to the criteria you have specified Required for Packaging Document must be recorded as received before the student's aid can be packaged

Document Tracking Tools, Setup, Global, click the Document Tracking button.

Document Tracking Tools, Setup, Global, click the Document Tracking button. From Document Tracking setup dialog box, click the Global tab Click the Add button. Enter a Code Enter a Description If you want to attach a query, click the Criteria ellipsis button. Select the Automatic Request checkbox if you want to assign the document automatically during the Add Documents process. Select the Required for Verification checkbox if you want the document assigned to students selected for verification during the Add Documents process. Click Save

Document Tracking Tools, Setup, Global, click the User-Defined Doc Tracking Letter Text button.

Document Tracking Students record prior to adding documents Doc tab Currently no documents are assigned for this student

Document Tracking To assign documents click Process, Add Documents and select Global

Document Tracking Select Transaction Preference: Active Highest Blank Enter Date Range (not required) Click OK

Document Tracking Doc Tab of student record after Add Document Process

Document Tracking To print document tracking letter: File, Print and click Global tab Select Document Tracking Letter as Report type You can print a letter for a single student or multiple students by selecting the Single or Multiple radio buttons Select the desired options Click OK

Document Tracking This student has four required documents that are missing (status M).

Document Tracking When the document is received by the student, enter the date in the Document Received Date field on the Docs tab. The next time that document tracking letters are generated, the received document will not be listed.

Query Click Global App Express Packaging Direct Loan Pell TEACH

Query Pre-Defined Queries Queries created for software users that come pre-packaged when installed User-Defined Queries Queries created by the software user Show examples: Using pre-defined query Using user-defined query

Multiple Entry Using the Multiple Entry function, you can update various fields in Global, Packaging, Direct Loan, Pell Payments and TEACH for multiple students at one time. Select Process, Multiple Entry, then select the module that contains the type of records you want to update

Multiple Entry Direct Loan Multiple Entry demonstration: Update the second disbursement for the Sub, Unsub and PLUS loans for 0001, 0002 and 0003 (Note change the Credit decision for the PLUS for 0003 to blnank to show that the records does not update.

Multiple Entry Select Disbursement Number Select check box Click in the Disbursement Number Value field Select the disbursement number you want to update from the drop-down menu Select Disbursement Release Indicator Select checkbox Select Disbursement Release Indicator Value checkbox Click the Selection Criteria button to select the records that you want to update.

Multiple Entry Select Disbursement Number Select check box Click in the Disbursement Number Value field Select the disbursement number you want to update from the drop-down menu Select Disbursement Release Indicator Select checkbox Select Disbursement Release Indicator Value checkbox Click the Selection Criteria button to select the records that you want to update.

Multiple Entry Select the records to update Switch to software to demonstrate

File Formats Note: Check with attendees to see if there are any Combo schools. If not, recommend skipping File Formats section. This utility enables you to set up user-defined file formats to use when exporting data to external systems. Each file format is identified by a code that you define. File formats are limited to a maximum of 255 fields. From the main menu, click Tools, File Formats Select Global App Express Packaging Direct Loan Pell TEACH

Export Grid to File Use this function to save the data in the grid to a file in the format you select You can separate the fields with tabs, commas, or a keyboard character that you select Open the file in another software application such as Microsoft Exce

Export Grid to File From the Export Grid to File dialog box, click the down arrow for Export Type and select from the list. I prefer Comma-Delimited. Click OK

Export Grid to File In the Save As dialog box, select a location to save the file in the Save In field. Enter a name for the file in the File Name field. Click Save

Export Grid to File Open MS-Excel File, Open From Open dialog box, click the down arrow in the “Look in” field and select the location where the file was saved

Export Grid to File When the Text Import Wizard appears, (Step 1 of 3) click the “Delimited” radio button. Click the “Next” button.

Export Grid to File In the Text Import Wizard (Step 2 of 3), click the Delimiter checkbox that you used. Click the “Next” button.

Export Grid to File In the Text Import Wizard (Step 2 of 3), click the Delimiter checkbox that you used. Click the “Next” button.

Export Grid to File Voilà!

Financial Aid Shopping Sheet Tools, Setup Global. Click on the Financial Aid Shopping Sheet button.

Financial Aid Shopping Sheet On the Financial Aid Shopping Sheet Profiles dialog box, click the Add button.

Financial Aid Shopping Sheet Enter OPE ID and Profile Name (typically your school name) and Enter Costs. As you enter Tuition and Fees, Housing and meals, Books and supplies, transportation and other costs, the total calculates in the Estimated Cost of Attendance field. Enter any Comments that you choose. Click Save.

Financial Aid Shopping Sheet Enter OPE ID and Profile Name (typically your school name) and Enter Costs. As you enter Tuition and Fees, Housing and meals, Books and supplies, transportation and other costs, the total calculates in the Estimated Cost of Attendance field. Enter any Comments that you choose. Click Save.

Financial Aid Shopping Sheet To create FA Shopping Sheet. Select Tools, Financial Aid Shopping Sheet from the main menu.

Financial Aid Shopping Sheet To create a new FA Shopping Sheet or open an existing one, select Tools, Financial Aid Shopping Sheet from the main menu.

Financial Aid Shopping Sheet Here is an existing shopping sheet that is opened. Demo how to create a new one. Show a printed FA shopping sheet.

Questions?

Getting Help with EDExpress CPS/SAIG Technical Support Phone: 800/330-5947 (TDD/TTY 800/511-5806) Hours: Monday, 8 a.m. – 8 p.m. (ET) to Friday, 8 a.m. to 8 p.m. (ET) E-mail: CPSSAIG@ed.gov FSATECH List Serv Subscribe: http://www2.ed.gov/offices/OSFAP/services/fsatechsubscribe.html Opportunities for user feedback and input: Mention the EDExpress Focus Group sessions planned for FSA Conference. Also talk about Product Registration in 2015-2016.