Automate your Financial Aid Processing Flow with TD Client and UC4 Scheduler Trina Snyder William Renn

General Announcements: Please turn off all cell phones 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 the session Thank you for your cooperation

CPE Credits - We’ve gone electronic! To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website http://pabug.org/pennsylvania-banner-users-group-annual-conference/cpe-credits/ or via the PABUG conference app. For additional questions please contact Kim Fremont CPE - Coordinator http://pabug.org/contact-us/

Your Institution Information Here Info item 1 Info item 2 Info item 3 South-Central Pennsylvania Public University within PASSHE Comprehensive Master’s Program Doctoral Program in Education Leadership 8,300 Students 325 Faculty / 400 Staff 12 Banner IT Staff 8 Financial Aid Staff Process over $76 million dollars of aid last year (2014-2015) Estimated $80 million for 2015-2016

Agenda Student Aid Information Gateway (SAIG) Overview SAIG Mailbox EDConnect and TDClient – SAIG Tools Automating Financial Aid Processing Flow with TDClient Utilizing UC4 Job Scheduler TDClient and UC4 working together Implementing TDClient for Windows or Linux

Department of Education’s Student Aid Information Gateway (SAIG) Student Aid Information Gateway allows Federal Student Aid trading partners to securely exchange data with Federal Student Aid Application Systems Helps Manage Title IV Federal Student Aid (FSA) information efficiently. Allows you to link to resources of various Title IV Application Systems and processing services CPS, COD and NSLDS By using SAIG, we can link… CPS- (ISIR batch data, FAA Access to CPS Online services) COD-(Exchange Direct Loan or Grant Services (which includes Federal Pell Grant (Pell Grant), Iraq and Afghanistan Service Grant, and the Teacher Education Assistance for College and Higher Education (TEACH) Grant data), COD Online services) NSLDS -(Enrollment Reporting, Transfer Student Monitoring and/or Financial Aid History, Federal Perkins Loan, Gainful Employment Reporting, GA Account Maintenance Fee, GA Annual Reasonability, Exit Counseling Reports, electronic Cohort Default Rate (eCDR), Notification Package, electronic Gainful Employment Notification Package (eGE) and NSLDS Online services)

Department of Education’s Student Aid Information Gateway (SAIG) Establish a SAIG Mailbox (TG Number) and assign batch data services to be exchanged SAIG uses message classes (File Types) to send and receive data The incoming files are generally named in this format syntax: <msg_class><year>op ex. Idsa16op File Types include ISIRs, Loan Files, Grant Files, Common Record Files, etc.

Department of Education’s Student Aid Information Gateway (SAIG) You may receive all message classes but not all message classes will be loaded into Banner We only load supported XML Files and supported Fixed Length Flat Files – crwb (Web Response) or sndcpf (SSN/DOB/Name change report) can’t load in Banner Supported Message Classes (XML and Fixed Length Flat File) can be found in the Banner Financial Aid COD Handbook Full Message Class table can be viewed at fsadownload.ed.gov under Software and Associated Documents

EDConnect and TDClient What’s the Difference? EDConnect and TDClient are SAIG tools Both used to send and receive data transmissions securely over the Internet (message classes or file types) EDConnect is PC software TDClient is a Server software

EDConnect and TDClient TDClient is available for the following operating systems

EDConnect and TDClient EDConnect is time consuming Individual log in required SAIG Mailbox password needs reset every 90 days – manual process Users log in to EDConnect and manually download and upload message classes Email IT to move file to Banner Server Lose valuable “working” hours Download files at the beginning of each work day (8am) Possible delay if staff member is out of office Vacations, sick leave, conferences, turnover Increase possibility of errors What’s the Difference????

EDConnect and TDClient TDClient saves time Eliminates manual intervention required to download or upload files to SAIG Mailbox Reduces chance of errors by eliminating manual intervention Increases workday efficiency No individual log in required Prevents processing delays due to vacations, sick leave, conferences, turnover, etc. Staff start processing aid at 8am

EDConnect and TDClient TDClient can be scheduled to send and receive files overnight TDClient can be scheduled for multiple downloads and/or uploads during peak processing times TDClient can be scheduled to reset the SAIG Mailbox password every 90 days

Financial Aid Processing with TDClient Our transition from EDConnect to TDClient Kept EDConnect on some computers Not recommended to use TDClient and EDConnect together 100% transition to TDClient was smooth and easy for the functional users

Financial Aid Processing with TDClient All data files are downloaded regardless of aid year if available Our schedule is 1am and 5am After files are downloaded, IT created script runs to rename, concatenate and move ISIR Files to Banner Server Script also moves files to a Shared Drive with specific sub folders based on our processing Output is emailed to staff in the Financial Aid Office You set up who gets the emails. We send all emails to most staff for their review.

Financial Aid Processing with TDClient Files are moved to a Windows Shared Drive TDClient and scripts require??? - No spaces in the naming convention

Financial Aid Processing with TDClient TD Client emails are generated Subject Line: “TDClient 1415 Files Received” (Name only) All files are downloaded regardless of aid year Email also indicates TDClient process ran successfully You set up who gets the emails. Example: 1516 ISIR file type downloaded to the 2015-2016 Folder

Financial Aid Processing with TDClient 1415 DL file received and moved to the folder 2014-2015LoanFiles and then the subfolder CRDL-DirectLoanfiles.

Financial Aid Processing with TDClient As mentioned earlier, this is an example of a file type (pgsnpfop) which is received through TDClient but not loaded into Banner. It’s not aid year specific. It’s downloaded to 2015-2016FederalGrantFiles and subfolder MISCfiles because we turned off 1415 processing on 9/30/15 and this was downloaded 10/12/15. We do not process this file.

Financial Aid Processing with TDClient Script emails are generated Email indicating ISIR Files found, concatenated, renamed and moved to Banner server Esar.tap Email for Correction files (if found) Corr.tap Multiple emails generated for loan, grant and common record files found and moved to server We categorize files by ISIR Type, Loan Type, Grant Type and Common Type.

Financial Aid Processing with TDClient Quick snapshot of email generation from the TDClient process and subsequent script emails. 1415 through 1516 Example of multiple aid year processing before we turned off 1415 aid year processes at the end of September.

Financial Aid Processing with TDClient ISIR Files Moved ISIR files found. /home/scriptadmin/TDAccess3.2/SAIGIN/idsa16op.093015-011004.dat   /home/scriptadmin/TDAccess3.2/SAIGIN/igsa16op.093015-011009.dat /home/scriptadmin/TDAccess3.2/SAIGIN/igsg16op.093015-011013.dat mv idsa16op.093015-011004.dat home/scriptadmin/TDAccess3.2/SAIGPROCESSED/idsa16op.093015-011004.093015-011045.txt mv igsg16op.093015-011013.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/igsg16op.093015-011013.093015-011045.txt mv igsa16op.093015-011009.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/igsa16op.093015-011009.093015-011045.txt moved to /u01/app/sghe/banner/PROD/dataload/finaid/1516esar.tap Subsequent script emails – ISIR files found, concatenated and renamed esar.tap and moved to server for processing.

Financial Aid Processing with TDClient ISIR Files Moved… NO ISIR files found. Complete   Found, moved and renamed

Financial Aid Processing with TDClient Correction Files Moved Correction files found. /home/scriptadmin/TDAccess3.2/SAIGIN/igco16op.092415-010011.dat mv igco16op.092415-010011.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/igco16op.092415-010011.092415-011010.txt moved to /u01/app/sghe/banner/PROD/dataload/finaid/1516corr.tap   Found, renamed to corr.tap file and moved to server for processing.

Financial Aid Processing with TDClient Loan Files Moved... mv crbn16op.092915-050022.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/crbn16op.092915-010022.092915-011049.txt moved to /u01/app/sghe/banner/PROD/dataload/finaid/crbn16op.092915-050022.dat mv crpn16op.092915-050017.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/crpn16op.092915-010017.092915-011049.txt moved to /u01/app/sghe/banner/PROD/dataload/finaid/crpn16op.092915-050017.dat

Financial Aid Processing with TDClient Grant Files Moved... mv pgas16op.093015-051012.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/pgas16op.093015-051012.093015-051043.txt moved to /u01/app/sghe/banner/PROD/dataload/finaid/pgas16op.093015-051012.dat mv pgmr16op.093015-051021.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/pgmr16op.093015-051021.093015-051043.txt moved to /u01/app/sghe/banner/PROD/dataload/finaid/pgmr16op.093015-051021.dat

Financial Aid Processing with TDClient Common Record Files Moved…  mv craa16op.093015-011032.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/craa16op.093015-011032.093015-011054.txt moved to /u01/app/sghe/banner/PROD/dataload/finaid/craa16op.093015-011032.dat   mv crrc16op.093015-011036.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/crrc16op.093015-011036.093015-011054.txt moved to /u01/app/sghe/banner/PROD/dataload/finaid/crrc16op.093015-011036.dat

Financial Aid Processing with TDClient Miscellaneous Files Moved…  mv pmessage.093015-011023.dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/pmessage.093015-011023.093015-011056.txt Does not get moved

Financial Aid Processing with TDClient All files are downloaded (regardless of aid year) Concatenated and renamed (ISIR) Moved files to appropriate folders or subfolders on the shared drive Emails generated to appropriate staff Files are ready for processing in Banner What’s Next?

Utilizing UC4 Processing UC4 Job Scheduler Service that enables us to schedule and monitor batch jobs UC4 is able to initiate and manage jobs automatically Improves current data processes through automation Provides reporting capabilities Increases productivity and efficiency Functional users can be granted access for their application in the UC4 scheduling system to monitor job status and progress

Utilizing UC4 Processing Our Data load Process Overview UC4 scheduler UC4 is scheduled after the TDClient job is completed. Our first Data load process begins for one aid year at 1:30 AM Load ISIRs, Corrections, assign Tracking and Budget Groups, Post Documents for Verification and Send Tracking Emails Our Next aid year through this process at 3:15 AM

Utilizing UC4 Processing Emails generated for ALL Banner jobs Lis and log files attached to email output for staff review Job RCPTP16 with run_id 340087.00 has finished on agent PROD with a status of FINISHED Data load Part 1 Process Loads concatenated ISIR files (esar.tap) RCPTPxx, RCPMTCH and RCRTPxx Data load Part 2 Process Loads Correction File (corr.tap) through Need Analysis Process (RNPFMxx) Part 2 = UC4 runs Popsel (GLBDATA) which identifies Locked Record (Students with aid Packaged) and Unlocks them using RORPOST (ROPPCAT UC4) and RORBPST Then UC4 loads Correction Files in Banner (RCPTPxx, RCPMTCH and RCRTPxx) Then the records are Locked again and Need Analysis (RNPFMxx) is run. NOTE: BE SURE TO RUN RNPFM16 once ISIRs are loaded to PROD. You should not have any output UNTIL corrections have been made. So, if you get an err.lis report from Data Load Part 3, and correct the issue, you will generate a correction and should have output on RNPFMxx.  

Utilizing UC4 Processing Part 3 – After Corrections Process UC4 Assign Tracking and Budget Groups Runs Popsel (GLBDATA) and RORGRPS Have not implemented Period Based Budgeting yet Change the Banner jobs in UC4 UC4 Runs GLBDATA for multiple Popsels C Flags, Dependency Documentation, Dep Docs Waived, W2s required (parent and/or student), Federal Tax Transcripts (02), Child Support Paid on FAFSA, Food Stamp Recipient, V4, V5 or V6 Group, Selective Service documents no longer needed, etc. UC4 Updates RRAAREQ Runs RORPOST (ROPPCAT) and RORBPST PBB will change Banner jobs slightly and we’ll need to make changes to UC4 -students who answered yes to any question on the FAFSA regarding dependents, legal guardianship, emancipation, etc. AND were already selected for verification. -This identifies students who ORIGINALLY answered YES to any question on the FAFSA regarding dependents, legal guardianship, emancipation, etc. and had a dependency document (DD1516) posted as Required but have now updated the FAFSA so all dependency questions are NO. This will waive the DD1516 document. -DEPENDENT student records selected for verification with parent indicating they will not file or left the question blank. -This identifies parents who linked their Federal Tax Return to the FAFSA and did not make any changes to the tax information (code 02). -Identifies everyone that entered a figure in the child support paid question on the FAFSA.

Utilizing UC4 Processing Part 3 – Continued UC4 Sends Tracking Emails Runs GLBDATA and ROREMAL Track 1st Request Initial request for documents Track 2nd Request Sent 30 days later unless a new document has been added prior to 2nd request email being generated Track 3rd Request Sent 30 days from 2nd Request. Once the 3rd Request is generated, the student is in a Suspended Status unless a new document has been added.

TDClient and UC4 working together 8am “Work” begins UC4 output reviewed Grant, Loan and Common Record Files not run through UC4 yet! Staff run Banner jobs manually to load files Day to day processing continues Packaging, Awarding, Loan Origination, etc. Staff run Banner jobs that need Exported Generate Files Craa, crdl, corr Staff run Script Calls TD Client to upload file to SAIG All Banner jobs go to the Job out folder Script could be scheduled with UC4 to look at folder and call TDClient to upload files to SAIG

TDClient and UC4 working together Next steps… Almost anything can be scheduled UC4 for Packaging and Awarding Aid Could be scheduled to run nightly UC4 for Disbursement Process UC4 to run Banner jobs for Grants, Loans and Common Record Files Generate emails to staff for their review Includes lis and log files UC4 to run Script that calls TDClient to Upload files to SAIG

TDClient Implementation How did we accomplish the transition from EDConnect to TDClient? Set up and Testing with DOE SAIG Data Transmission Sites Networks (SAIGPORTAL, SAIGPORTALTEST) Network Username and Password Username – TG Number- Example: TG11111 Password - Initial password set up by DOE and then school is responsible to reset every 90 days Same Password Policy for Live site and Test site Both User ID and Password are set with TDClient Command Financial Aid Staff kept EDConnect on PCs but did not use them once TDClient process was thoroughly tested. DOE maintains 2 sites, one for testing uploading and downloading files and a production site that is a live site.

TDClient – Windows Implementation TDClient v3.2.2 Software Download for Windows Download tda3.21_windows.zip from www.fsadownload.ed.gov Install on Windows 2013 server at C:\Program Files (x86)\TDAccess 3.2 Follow SAIG Host Communication Guide TDClient default Folders TDClient v3.2 Software Download for Windows https://www.fsadownload.ed.gov/softedconnect.htm Windows download file name: tda3.21_windows.zip Zip file contains TDAccess_v321_FSA_windows.exe which can be run to start the install. Follow the installation instructions in the SAIG (Student Aid Internet Gateway) Host Communications Guide (Section 2.5 Installation on Windows) Default install to C:\Program Files (x86)\TDAccess 3.2 Subfolders installed incoming – directory for incoming files outgoing – directory for outgoing files maint - directory for receiving maintenance releases temp - directory for temp files and several optional log files Additional subfolders created for Ship processing TDBatchFiles – directory for processing scripts. SerialFiles – directory to track serialization numbers of message class types TrailersHeaders – directory for created header and trailer records for send process.

TDClient – Windows Implementation Script to receive files from SAIG Mailbox ReceiveFilesProd.bat Calls TDClient program to download and save files to incoming folder Files serialized if more than one of same message class Ex. IDSA16OP.mmddyy.dat IDSA16OP.mmddyy.0.dat IDSA16OP.mmddyy.1.dat Moves the files from incoming folder to a Windows shared drive using a mapping document Errors saved to eastatus.txt file ReceiveFiles features Calls tdclient program and connects to SAIG site to download available files. Files downloaded to Download folder in TDAccess3.2 folder. Files uniquely named by message classes or types - ex. IDSA14OP.mmddyy.dat Files also serialized, if more than one of same type. - ex. IDSA14OP.mmddyy.0.dat, IDSA14OP.mmddyy.1.dat… TDClient status file checked for errors on downloads. eastatus.txt text file lists errors. Shippensburg developed a mapping file to copy files to a directory structure to manage files by message classes or types. Ex. Loan files, ISIR files, Federal Grant files, etc. Emails is required to receive status of script.

TDClient – Windows Implementation Custom scripts to move files to Banner job server

TDClient – Windows Implementation Script to send files to SAIG Mailbox SendFilesProd.bat Files are placed in Upload folder in TDAccess3.2 from Banner jobs server Header.bat creates a file with header record Trailer.bat creates a file with trailer record AttachTrailersHeaders.bat joins header and trailer records to the file to be uploaded SendFilesProd.bat executes the tdclientc.exe command to upload file to SAIG mailbox * Reference Message class and TG number slide in additional information The SendFiles script is noted below. SendFilesProd.bat – receives files from live system SendFilesTest.bat – receives files from test system SendFiles features Files to be uploaded are manually placed in the Upload folder in TDAccess3.2 from the Banner jobs folder. Example message types (CRPG, CRAA, CRDL, CORR, TRNI) Dept. of Education required Header and Trailer Upload Records are attached to the files for upload purposes via supporting scripts. Calls tdclientc.exe to perform upload of file to SAIG (Dept. of Education) mailbox for processing. header.bat – creates header file with record to attach to upload file trailer.bat – creates trailer file with record to attach to upload file AttachTrailersHeaders.bat – copies header and trailer records into upload file

TDClient – Linux Implementation TDClient v3.2.2 Software Download for Linux Download tdaccess_c32_FSA_linux.SFX from www.fsadownload.ed.gov Install to default folder /TDAccess 3.2/ Follow SAIG Host Communication Guide TDClient v3.2 Software Download for Linux https://www.fsadownload.ed.gov/softedconnect.htm Linux download file tdaccess_v32_FSA_linux.SFX Create TDC folder on LINUX server Copy the tdaccess_v32_FSA_linux.SFX to the TDC folder Run the tdaccess_v32_FSA_linux.SFX file from the command line to expand its components You will be prompted with a default directory location of TDAccess3.2 to install TDClient

TDClient – Linux Implementation TDClient Folders

TDClient – Linux Implementation Scripts to receive files from SAIG Mailbox dl_all script uses tdclient program to connect to SAIG site and download all available files. isir_load and corr_load move the ISIR and ISIR correction files to the Banner folder for processing in Banner. isir_load and corr_load copies file to SAIGPROCESSED folder to preserve file uploaded.

TDClient – Linux Implementation NON ISIR (Loan, Grant and Common Record) files to the Banner folder for processing in Banner. receive.sh calls subsequent script to download and process ISIR and NON-ISIR files. See SAIG Mailbox: Message Classes slide for files that are grouped into ISIR, Loan, Grant and Common Record groups

TDClient – Linux Implementation Scripts to send files from Banner to SAIG Mailbox send.sh: script that takes a file from *Banner Jobout folder adds header and footer records to the transmitted file accepts message class and Banner job sequence number as parameters a copy of the file is saved to SAIGPROCESSED folder Ex: ./send.sh <aidyear> <message class> <Banner seq #> * Banner jobout folder: /u01/banjobs/jobout/PROD/ * See Message class and TG numbers slide for sending to SAIG

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