CS - Data Validation - Financial Aid

Purpose: This document is to provide colleges instructions on how to perform the validation of data in the PeopleSoft environment.

Colleges are being asked to review data that was converted from the legacy environment to PeopleSoft.  The goal of data validation is to ensure legacy data was accurately converted into PeopleSoft.  College Subject Matter Experts (SMEs) are included in data validation as a learning experience in navigating the PeopleSoft application, selecting records to review, and reporting issues discovered.

College executives are asked to support the time and effort expended by college SMEs necessary to complete the following:

  • Develop a familiarity with navigating the relevant PeopleSoft menus and pages.
  • Review selected records, comparing legacy data to the records as converted into PeopleSoft.
  • Report issues discovered after careful review of converted data.
  • Monitor resolution of reported issues for review in the next conversion testing round.
  • Develop an approach for self-managing the data validation and issue reporting process in subsequent rounds of data conversion testing.

It is expected that College Data Validation SMEs will have already read the Data Validation Overview guides before beginning their validation activities:

Overview of Data Validation
Conversion Summary

This round of conversion testing includes the following areas:

  • Financial Aid Satisfactory Academic Progress Statuses
  • PS Checklists
Conversion Validation Due Date

The Validation Results and Feedback are due NO LATER THAN on the last  day of the Data Validation Period. It is strong recommended that issues  are reported EARLY in the validation period and are not held until the  end of the period. Validation Results and Feedback are for reporting  closure of the college's validation activities for the conversion cycle.  To view a list of the validation periods please refer to the timeline topic in the Data Validation Overview - Getting Started Guide.

Getting Help

Questions regarding the data validation activities can be directed to the ctcLink Financial Aid Functional Analyst for general questions or concerns about the data validation process.

FA Functional Analyst FA Functional Analyst
Rachelle Russell Stephanie Casino
rrussell@sbctc.edu scasino@sbctc.edu
360.704.3915 360.704.1054
Conversion Detail - Satisfactory Academic Progress
Conversion Background

For the purposes of Financial Aid conversion, we use SAP track codes from Legacy to convert to SAP status in PeopleSoft. Financial Aid has an integrated process called Dual Processing to finish out the Go Live aid year in Legacy. For this integrated process, SAP is one of the areas used in PeopleSoft. Having the most recent SAP track codes in Legacy is critical so that accurate data is captured for students who will have SAP calculated.

Common Conversion Issues
  1. If Search Match failed during Aid Year Activation due to name mismatch or missing bio demo information, FA Term will not build which subsequently will prohibit a SAP page from being created. If the SAP page is not created, the SAP tracking code will not convert.
  2. If a student has duplicate tracking codes, the incorrect SAP value may be converted due to fact that tracking dates are not being extracted from legacy. (Colleges should only be using one SAP value in legacy. If duplicates occur, colleges can manually clean them, post conversion.)
  3. If there is not an active program/plan in an FA eligible program FA term cannot build so no SAP page will exist.
Minimum Validation Requirements

College SMEs should review 25% or more of their conversion data.

  • Verify that the SAP status assigned in the Override SAP Status field equates to the appropriate Legacy track code

During data validation it is important to be aware of issues discovered by project team validation and expected data conditions that may appear as an issue, but in fact are known data conditions based on the conversion logic.

Data used for this validation activity was taken from a snapshot as of 9/18. Track code information may be different in the college Production environment compared to the time of the snapshot.

Conversion Validation Steps - Satisfactory Academic Progress

What to Validate for SAP Statuses

  1. Validate converted SAP statuses (Override SAP field in PS) are accurate based on the status mapped from the legacy tracking code.
  2. Validate the Packaging Status Summary SAP value is correct based on the crosswalk between Calc Status and SAP Status on the SAP configuration table.

Nav Bar > Set Up SACR > Product Related > Financial Aid > Satisfactory Academic Progress > Define Set Up Criteria > Setup Tab > Status Codes table

*Note - The table below  is an example of possible Override SAP Calc Status’ that could be displayed for students.  Colleges will want to navigate to their setup to review their configured values.

Colleges will use the following query to pull the converted SAP Statuses.  

Navigation Path: Nav Bar> Reporting Tools > Query > Query Viewer

  • Insert the query name  QCS_FA_VALIDATE_SAP
  • Click Search

Once the Search Results open click HTML

When the Edit Prompts appear insert the following values:

  • Institution
    • Seattle Central  WA062
    • North Seattle  WA063
    • South Seattle  WA064
    • Highline  WA090
    • Centralia  WA120
    • Wenatchee  WA150
    • Edmonds   WA230
  • Term  2207
  • Click View Results

Example:

Validate SAP Conversion Image

The results will include the following data:

  • Institution
  • Career
  • Empl ID
  • NID
  • Calc SAP
  • Override Status (this is what will be populated on the Maintain Student SAP Data page)
  • Term

Example:

Validate SAP Conversion View Results Image

The query outcome can be used to review student SAP statuses on the Maintain Student SAP Data page.

Navigation Path: Main Menu> Financial Aid> Satisfactory Academic Progress> Maintain Student SAP Data

Enter the following information

  • Empl ID
  • Institution (for example - Edmonds WA230)

Click Search

Maintain Student SAP Data Image

Screen shot comparing FAM data to PeopleSoft data:

Screen shot comparing FAM data to PeopleSoft data Image
  • Colleges identified which students in FAM needed a newly created SAP tracking code to represent the students’ most recent SAP exception status.
  • In preparation for SAP data conversion, Aid Year Activation is run and FA Term and SAP records were created for SSNs included in the conversion file where there was a successful Search Match between PS bio/demo and legacy data. The Search Match being used mimics the same rules for importing ISIRs (SSN, partial first & last names, and date of birth). SAP records were created with a default status of “Meets SAP”.
  • SAP conversion overrode the default SAP status in PS with exception statuses (i.e. other than “good standing”) that were recorded in FAM under the 2020-2021 award year and mapped to the existing PeopleSoft SAP status.
  • In addition, an update to the annual SAP status on the Packaging Status Summary page was applied to state:
    • “Not Meet” for any SAP override status that equates to a SAP status code in your set up that is equivalent to Not Meeting Satis Acad Prgrs (multiple SAP codes)
    • “Academic Plan” when SAP override status equals to Plan,
    • “Probation” when SAP override status equals to Probation
    • “Warning” when SAP override status equals to Warning
  • Duplicate/Multiple Records: When multiple legacy SAP tracking codes are included for a single student, the tracking code that is listed last in the extract file, thus loaded into PeopleSoft last (having the most recent converted date/time stamp) is the value that is being posted and saved. Other SAP tracking codes are then considered duplicates and removed.
  • To identify SAP records that were updated through conversion, the User ID field has been populated with “CTC_CONVERSION” and “Conversion Override” is populated in the Comments box.

The navigation below will take staff to the Packaging Status Summary page where the SAP value can be compared to the Calc Status in SAP setup.

Navigation Path: Main Menu> Financial Aid> View Packaging Status Summary

Enter the following information

  • Empl ID
  • Institution
    • Seattle Central  WA062
    • North Seattle  WA063
    • South Seattle  WA064
    • Highline  WA090
    • Centralia  WA120
    • Wenatchee  WA150
    • Edmonds   WA230
  • Aid Year - 2021

Click Search

Packaging Status Summary Search Image
Troubleshooting students without Maintain SAP Data page

In order for SAP to exist in PeopleSoft, a student must have FA Term built. In order for FA Term to build, a student must be Aid Year Activated. This query was created to discover students who are Aid Year Activated but FA Term did not build.  

CTC_VAL_FA_AYA_VS_FA_TERM

Why this query is necessary :   A student could be Aid Year Activated but not have FA term built because they are a converted person in the system but may not have a Program Plan stack built for them.

Navigation Path: Nav Bar> Reporting Tools > Query > Query Viewer

  • Insert the query name  CTC_VAL_FA_AYA_VS_FA_TERM
  • Click Search

Once the Search Results open click HTML

When the Edit Prompts appear insert the following values:

  • Institution
    • Seattle Central  WA062
    • North Seattle  WA063
    • South Seattle  WA064
    • Highline  WA090
    • Centralia  WA120
    • Wenatchee  WA150
    • Edmonds   WA230
  • Aid Year - 2021
  • Term  2207
  • Click View Results

Examples:

AYA but no FA term Image

The query outcome can be used to review the list of students via the Student Program Plan page.

Navigation Path: Nav Bar > Records and Enrollment > Career and Program Information > Student Program/ Plan

Enter the following information

  • Empl ID
  • Click Search
View Results Example Image

If there are multiple search results, select the row with the highest Student Career Number.  

  • Review to make sure student has an active FA elg Program/Plan stack.  FA elg programs are ACADM, PRFTC, BCHLR
  • If your search returns no results, the student does not have a program/plan stack.
  • If your search returns results with an active FA elg Progam/Plan stack but FA term did not build it could be because the term for the program/plan stack is for a term after 2197 Fall, example 2201 Winter term.
Student Program/Plan Search Image
Conversion Detail - PS Checklists

In addition to SAP, Financial Aid conversion uses Renewal track codes from Legacy to convert to checklists in PeopleSoft. Financial Aid has an integrated process called Dual Processing to finish out the Go Live aid year in Legacy. For this integrated process, checklists are another area used in PeopleSoft. Having the most recent renewal track codes in Legacy is critical so that accurate data is captured for students who will have checklists assigned.

Minimum Validation Requirements

College SMEs should review 25% or more of their conversion data.

  • Confirm that any checklist assigned to students appear in a Completed status

During data validation it is important to be aware of issues discovered by project team validation and expected data conditions that may appear as an issue, but in fact are known data conditions based on the conversion logic.

Data used for this validation activity was taken from a snapshot as of 9/18. Track code information may be different in the college Production environment compared to the time of the snapshot.

Conversion Validation Steps for PS Checklist

Colleges will use the following query to review the PS checklists that were coverted from the legacy renew track codes.  

Navigation Path: Nav Bar> Reporting Tools > Query > Query Viewer

  • Insert the query name  QCS_FA_VALIDATE_CHECKLISTS
  • Click Search

Once the Search Results open click HTML

When the Edit Prompts appear insert the following values:

  • Institution
    • Seattle Central  WA062
    • North Seattle  WA063
    • South Seattle  WA064
    • Highline  WA090
    • Centralia  WA120
    • Wenatchee  WA150
    • Edmonds   WA230
  • Click View Results

The results will include the following data:

  • Institution
  • Admin Function
  • Empl ID
  • NID
  • PS Checklist
  • Status
  • Dates

The query outcome can be used to review the list of students via the Checklist Management page.

Navigation Path: Nav Bar > Campus Community > Checklists > Person Checklists>Checklist Management-Person

Enter the following information

  • Empl ID
  • Click Search
Checlist Management Image
Submitting Data Validation Results

College Data Validation SMEs will communicate any conversion issues they encounter during their data validation via the Oracle Test Manager (OTM) application. The ctcLink Testing Team will provide OTM  orientation materials before the data validation period for any College Data Validation SMEs who are not familiar with the tool.  Please refer to the  Data Validation Overview - Reporting Issues guide for more information on using OTM.

When logging a new issue in OTM related to data being validated through this guide, remember to use the following values for these specific required fields in your issue entry under the project tied to this Deployment Group and CS Data Validation Cycle:

  • Summary: (Provide a title for the issue discovered)
  • Assigned To: Stephanie Casino or Rachelle Russell
  • Status: (Leave as NEW)
  • College or Location : (Specify the college or district)
  • Priority: (Leave blank - not used)

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