CC.013.2 Receive and Process FA Applications

User Acceptance Test Overview

To use this UAT guide first review the business process flow diagram below, which outlines the various steps to complete the test activities.  Note that the business process flow diagram has distinct places where one can start testing this process, noted by a green 'Start' circle.  Use the diagram, following the arrows to each step that must be executed.  Use the Quick Reference Guide (QRGs) links, also below, to find the instructions on how to execute each step.  The Quick Reference Guides are numbered to match each box on the flow diagram to assist testers with following the flow of the business process.  Once testing is complete for each box on the flow diagram, click the link in the Next Step (Tier 2) in the High Level UAT Framework section to access the next UAT Guide.

The Receive & Process FA Applications testing is the foundation the Financial Aid Department builds on to prepare a student for awarding.  During testing users will start by loading ISIR files into PeopleSoft.  Subsequent testing gives users the chance to correct ISIRs, run FA 3Cs processing to generate checklist requirements and create a communication for a student.  The run FA Term process pulls in live enrollment data and prepares the way to build budgets.  The WCG processing allows a user to create and review initial eligibility for a student.  The final test for this sprint is the running of the Satisfactory Academic Progress (SAP) for this student population.   All areas of this testing prepares a student population to be ready for the Award and Package testing in the next sprint.  

Self-Pace Training Materials (Advanced Prep)

To prepare yourself in advance for the richest testing experience below are required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.

  • FA100 ISIR Processing
  • FA101 Managing 3Cs, Processing FA Applications

To register for these required courses visit the ctcLink Training Registration Page.

Instructor-Led Training Materials and Recordings

Instructor-Led Training Materials

Training Session Recordings

Keep in mind all Financial Aid applicants that existed in SMS as of the date of the Cycle #4 conversion snapshot (9/18/2020 for DG4) have been converted into PeopleSoft.  Selecting a 20/21 ISIR file (IDSA) that was loaded into FAM prior to September 18, 2020 will ensure that those applicants connect to existing Bio/Demo records within PeopleSoft and avoid going into suspense.  

Do not load an ISIR correction file unless the initial IDSA file for that applicant has been loaded so the record can correlate to the initially loaded ISIR.

Once ISIRs are loaded, testers can run the ISIR Suspense Query CTC_FA_SUSPEND_ISIR_DETAIL to display the students who have suspended for various reasons. Note the the "Queue Instance" number in the Query results. Next, to generate a list of students that were loaded in the ISIR load process run the Query CTC_FA_ISIR_TRANS_SRCE. Use the noted "Queue Instance" number when prompted. The list will also give the type of transaction source, (such as "IDSA" or "IGCO"), by displaying the actual description of the source like Web Student Application or Web Renewal for the files that were loaded in the ISIR load process.

RECOMMENDATION: Use the query lists of Financial Aid applicants as the basis for communicating to the enrollment services staff which students will need to be either 'admitted' (if not in yet matriculated in the system) or 'enrolled' (for testing Winter Term disbursements) to ensure downstream tests have the needed FA applicant population.

Another set of beneficial Queries that can be run:

  • CTC_FA_CHECKLIST_LIST allows testers to find students that have checklists in an initiated status, thus assisting testers by providing a list so they can complete them. The Query contains a prompt for Checklist Code. It will be important to note the Checklist  they assigned during testing.
  • CTC_FA_READY_FOR_REVIEW allows testers to find students do not have any required checklists in an initiated status, have an official EFC, processing status is Applied or Ready for Counselor Review, FA load is not equal to N, and do not have a canceled application.

It is critical to coordinate the TERM being used in testing activities happening with the enrollment services staff.  Fall Term enrollment was converted for those Financial Aid applicants enrolled as of September 18, 2020.  Financial Aid payments made for Fall will have been converted into Student Financials.  

To test students enrolled for Winter Term, coordination will be required with the testers who are:

  • Scheduling Winter Term classes in PeopleSoft, no Winter Term (2021) classes are converted from legacy
  • Enrolling students for Winter Term - Financial Aid will need to provide the enrollment staff a list of students!
  • Processing Tuition Calculation for Winter Term

This is because the Go Live Term (Winter 2021) and beyond must have the classes built in PeopleSoft Production, from a properly configured Course in PeopleSoft.  At Go Live, enrollment will be converted from legacy, but classes will not, they are hand scheduled in PS Production.

Minimum Test Case (Data) Scenarios:

Scenarios for CC.013.2.1 - ISIR Load

  • Load ISIRs
  • Search/Match

Scenarios for CC.013.2.2 - ISIR Corrections

  • Making ISIR Corrections to the Correct ISIR 20XX - 20XX page

Scenarios for CC.013.2.5 - Ability to Benefit Processing

  • Adding ATB Values to a student ATB page

Scenarios for CC.013.2.6 - Aggregate Push

  • Adding Aggregate values using NSLDS Push

Scenarios for CC.013.2.7 - Run FA Term

  • Building FA Term Tables

Scenarios for CC.013.2.8 - Weeks of Instruction Processing

  • Update FA Term with Weeks of Instruction

Scenarios for CC.013.2.9 - Update FA Progress Units

  • Updating FA Progress units

Scenarios for CC.013.2.10 - Build Budgets

  • Building Budgets in Batch Using the CTCFABUD job

Scenarios for CC.013.2.11 - WCG Processing

  • WCG Eligiblity Processing

Scenarios for CC.013.2.12 - CBS Processing

  • College Bound Scholarship Outbound process

Scenarios for CC.013.2.13 - Run SAP

  • SAP Batch Process

CC.013.2.1 - ISIR Load

  • Error Condition: ISIR's not loaded due to no Search/Match
    • Expected Behavior:

CC.013.2.2 - ISIR Corrections

  • Error Condition: Adjustment to Family Size
  • Error Condition: Adjustment to Number in College
  • Error Condition: Adjustment to Adjusted Gross Income
    • Expected Behavior:

CC.013.2.5 - Ability to Benefit Processing

  • Error Condition: Process using Institution ID only
    • Expected Behavior:

CC.013.2.6 - Aggregate Push

  • Error Condition: Review Students Aggregate page for recent load data
    • Expected Behavior:

CC.013.2.7 - Run FA Term

  • Error Condition: Review Students FA Term page
  • Error Condition: Review Enrollment Level
  • Error Condition: Review Program Plan
    • Expected Behavior:

CC.013.2.8 - Weeks of Instruction Processing

  • Error Condition: Review the Records/Term Info tab to ensure values in the Weeks of instruction field were updated to desired value
    • Expected Behavior:

CC.013.2.9 - Update FA Progress Units

  • Error Condition: Review Student Enrollment page to ensure FA Progress Unit values were changed to a zero value
    • Expected Behavior:

CC.013.2.10 - Build Budgets

  • Error Condition: Review Student Budgets
  • Error Condition: Review COA
  • Error Condition: Review Budget Categories listed
  • Error Condition:Review number of terms budgets built for (multiple rows)
    • Expected Behavior:

CC.013.2.11 - WCG Processing

  • Error Condition: WCG Population Update
  • Error Condition: Verify WCG Eligibility View
    • Expected Behavior:

CC.013.2.12 - CBS Processing

  • Error Condition: Verify CBS page creation
    • Expected Behavior:

CC.013.2.13 - Run SAP

  • Error Condition: Review SAP Status for Student Population
  • Error Condition: Review test values for all 8 tests to ensure desired tests were executed
  • Error Condition: Review SAP testing for Pass 1 or Pass 2
    • Expected Behavior:

Return to the High Level (Tier 1) UAT Framework:

Links to User Acceptance Test 'How To' Information:

Overview of User Acceptance Testing

Security Matrix Mapping Information

The information below provides those completing the Security Matrix Mapping templates with the Menus, Pages and Role names needed to execute the User Acceptance Testing relevant to this UAT guide.

CC.013.2.1 - ISIR Load:

MENU: People Tools > CTC Custom > Extensions > Upload/Download Files
ROLE NAME:
ZZ_FA_UPLOAD_DOWNLOAD (corrected format of role name)

MENU: Financial Aid > File Management > Import Federal Data Files
MENU: Financial Aid > File Management > ISIR Import > Process ISIRs
ROLE NAME: ZZ FA ISIR Processor

CC.013.2.2 - ISIR Corrections:

MENU: Financial Aid > Federal Application Data > Correct 2017-2018 ISIR Records
ROLE NAME: ZZ FA ISIR Corrections

CC.013.2.3 - Process ISIR's:

MENU: People Tools > CTC Custom > Extensions > Upload/Download Files
ROLE NAME:
ZZ_FA_UPLOAD_DOWNLOAD (corrected format of role name)

CC.013.2.4 - FA 3C's:

MENU: Campus Community > Checklists > Person Checklists > Checklist Management - Person
ROLENAME: ZZ CC 3Cs User*

MENU: Financial Aid> View Financial Aid Status
ROLE NAME: ZZ FA Student Aid Info*

CC.013.2.5 - Ability to Benefit Processing:

MENU: Financial Aid > Ability to Benefit > Create Ability to Benefit
MENU: Financial Aid > Ability to Benefit > Manage Ability to Benefit
ROLE NAME: ZZ FA ATB

CC.013.2.6 - Aggregate Push:

MENU: Financial Aid > File Management > NSLDS > Update Aggregates with NSLDS
MENU: Financial Aid > Awards > Aggregates > Update Incoming Aggregates
MENU: Financial Aid > Awards > Aggregates > View Aggregate Aid
ROLE NAME: ZZ FA Award Aggregates and ZZ FA NSLDS Prcs

CC.013.2.7 - Run FA Term:

MENU: Financial Aid > Financial Aid Term > Create FA Term Driver Records
ROLE NAME: ZZ FA Term Prcs

CC.013.2.8 - Weeks of Instruction Processing:

MENU: Set up SACR>System Administration> Utilities>Population Update>Population Update Process
ROLE NAME: ZZ FA Pop Update

CC.013.2.9 - Update FA Progress Units:

MENU: Financial Aid> Financial Aid Term> Update FA Progress Units
ROLE NAME: ZZ FA Term Prcs

CC.013.2.10 - Build Budgets:

MENU: Set Up SACR> System Administration> Utilities> Population Update> Population Update Process
ROLE NAME: ZZ FA pop Update

MENU: Set up SACR> Common Definitions> Equation Engine> Run Equation
MENU: Financial Aid> Budgets> Create Student Budget
ROLE NAME: ZZ FA Budgets

CC.013.2.11 - SNG (WCG) Processing:

MENU: Financial Aid> CTC Custom> CTC Interfaces> Washington College Grant> WCG Population/Update
MENU: Financial Aid> CTC Custom> CTC Interfaces> Washington College Grant> Calculate WCG Eligibility
ROLE NAME: ZZ FA WCG Eligibility

CC.013.2.12 - CBS Processing:

MENU: Financial Aid> CTC Custom> CTC Interfaces> College Bound Scholarship> College Bound Outbound Process
MENU: Financial Aid> CTC Custom> CTC Interfaces> College Bound Scholarship> College Bound Inbound Process
MENU: Financial Aid> CTC Custom> CTC Interfaces> College Bound Scholarship> College Bound Eligibility View
ROLE NAME: ZZ FA College Bound Schlrshp

CC.013.2.13 - Run SAP:

MENU: Financial Aid> Satisfactory Academic Progress> Process SAP
MENU: Satisfactory Academic Progress> Review Report Data
MENU: Financial Aid> Satisfactory Academic Progress> Maintain Student SAP Data
ROLE NAME: ZZ FA SAP Prcs

*Requires additional SACR Security.

PDF Version of Flow Diagram for Printing

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