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FA: Self-Service, FISAP, Budgeting Listen & Learn

Purpose: Remediation WebEx Listen & Learn session for FA: Self-Service, FISAP, Budgeting

Audience: All College Staff

FA: Self Service, FISAP, Budgeting Meeting Information

Gap Analysis (Listen & Learn)

Topic: FA: Self-Service, FISAP, Budgeting

Meeting Date/Time: March 21, 2017 2:30 - 3:30pm

Meeting Facilitator: Kim Wasierski, Jerry Perez

Meeting Information: FA: Self Service, FISAP, Budgeting WebEx Recording

Meeting Attendees:

  • WA171 - Ronda Reineke, Tammy Zibell
  • WA172 - Robert Krause, Ashley Johns, Danielle Lee
  • WA220 - Kim Matison                                                    

Meeting Objectives

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap.  

Key CS Modules Involved

  • Financial Aid

Meeting Notes/Decisions

  1. Budgeting
    1. WA171 - Budgets are causing the Pell COA to be inflated and that is what gets reported to COD. This is caused by having a less than full time budget for one term. Issues around students who get dropped for non-payment for a term and budgets automatically adjust to zero due to FA term updating to non-enrollment. Student won’t package for that term until they re-enroll for classes and FA term is rebuilt which triggers the budget to rebuild.
    2. WA172 - Budgets are causing the Pell COA to be inflated and that is what gets reported to COD. This is caused by having a less than full time budget for one term. Issue with Summer awarding (header college).  They want to package summer upfront and are using the override date on FA term.  Once this date passes and the student is no longer enrolled FA term should update to a N on FA load.  The issue is that if a student never enrolled for classes during Summer term the override date does not trigger FA load to rebuild and update FA load.  Requesting a query be developed to find student who have an active FA term with a FA load other than N who never enrolled in Summer term. Would like an automated process to automatically update budgets when adjusting awards to less than full time.
    3. WA220 - Would like more information on enrollment based budgeting and training on how to use it.
  2. FISAP
    1. Centralized vs Decentralized Processing, Annual Systems Maintenance, Copy Fund Records from One Fiscal Year to the Next
      1. WA171 - No issues with any requirements
      2. WA172 - No issues with any requirements
      3. WA220 - Would like more information on how the process pulls the information from PS.  Would like more information on errors and how to resolve them.
  3. Job Sets
    1. WA220 - Would like to add communications for award letters, mass packaging, and authorizing and disbursement processing to a job set.
  4. Self-Service
    1. WA171 - Would like to be able to view Self Service from the student’s perspective.  This would be a security issues and may not be able to do this in production.  Possible training for the front counter staff on what information a student can access in self service would be beneficial so they can assist students better.  Security and set up is missing for the ability to upload documents.  Training materials needs to be provided.  The currently is no functionality for the ability to esign except for Perkins loans.  If the documents are in a PDF form can the students sign and upload?  Or would the students have to print, sign, and then scan and upload?
    2. WA172 - Would like the same training on set up and security on the upload/download process as SCC. Would like the capability of automatically completing a student’s checklist when the student uploads the document.  Would like the SAP status to display on the first tab of self service like the checklists do on the students To Do list.  Would like to have all of their forms be esigned by students. There is a form that students have to sign to be able to use prior year funds to pay current charges and once the form is submitted by the student it cannot be rescinded.  They have a requirement to notify each students about the ability to use this function.  SFCC emailed their current business process around this topic.
    3. WA220 - No problems with accept/decline aid on self service.  Would like more information and training around the upload/download and esign functionality.

Meeting Action Items and Follow Up

  • None

Related Concerns or Issues not in Critical Issues Lists or Remediation Tickets

  • None

Topics and Associated Remediation Tickets

Self-Service, FISAP, Budgeting Listen & Learn

Ticket # Requirement ID Requirement Description Assoc. Topic
21294
FA83-Self-service
Provide students with a user-configurable view of financial aid information such as refunds, payments pending aid, incomplete financial aid requirements and financial aid status.
Self Service
21522
FA84-Self-service
Provide ability for student to upload/ download documents.
Self Service
21403
FA82-Self-service
Support electronic signatures, including student or parent sign-off on financial aid applications, as well as acceptance/decline of aid.
Self Service
21314
FA73-FISAP Support
Support generation of FISAP (Fiscal Operations Report and Application to Participate), including calculation of enrollment credits;  calculation of income grid;   unduplicated head count; and total tuition/fees.
Federal Reporting
21219
FA18-Budgeting
Override automated budget components and add or adjust individual budget on an ad hoc basis.
Budgeting
21118
FA17-Budgeting
Automate budgeting for students based on pre-defined user-configurable parameters.
Budgeting
21015
FA15-Budgeting
Perform multiple complex budgeting and cost of attendance (COA) calculations.
Budgeting
21097
FA19-Budgeting
Automatically adjust budgets to account for additional user-defined items (e.g., loan fees). Budgeting

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