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

2. Ellucian Product Confidentiality
The information in this document is confidential and proprietary to Ellucian and neither the document nor its contents can be disclosed to anyone without a written obligation of confidentiality in place with Ellucian. The information in this document is not a commitment, promise or other obligation to deliver any material, code or functionality, and it should not be relied upon in making any purchase decision. The document and its contents are subject to change, without prior notice, at the sole discretion of Ellucian.

3. 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

4. MIS financial aid reports and the Banner names01
MIS financial aid reports and the Banner names

5. 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

6. 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 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)

7. 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.)

8. 02
Improvements from the old CALBSTU to the new CALBFA/CALBSTU MIS reports

9. 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

10. 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

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

12. 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).

13. 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

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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.

20. 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.

21. 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

22. 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.

23. Overview: Settings for CALBFA MIS FinAid reporting03
Overview: Settings for CALBFA MIS FinAid reporting
NOTE: Replacement images can be found on the Ellucian Brand Page on the intranet

24. 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.

25. 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)

26. RVAPROP new MIS fields

27. 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

28. 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.

29. 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)

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

31. 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)

32. RVRMISR Non-Disbursable Awards examples (college #2)

33. 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.

34. 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)

35. RVRMISR Other Resources examples (college #3)

36. 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

37. 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)

38. 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)