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.

Lead FA Functional Analyst FA Functional Analyst FA Functional Analyst
Rachelle Russell Stephanie Casino Connie Burrow
[email protected] [email protected] [email protected]
360.704.3915 360.704.1054 360.704.4314
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 10/15. 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

*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. Enter your institution and click search. There will be three lines that show up. Choose the UGRD Undergraduate row. You will be reviewing the Status Codes on the Setup tab.

Override SAP Calc Example Image

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

Query Viewer Image

When the Edit Prompts appear insert the following values:

  • Institution
    • Bates Technical College WA280
    • Clover Park Technical College WA 290
    • Columbia Basin College WA190
    • Lake Washington Institute of Technology WA260
    • Renton Technical College WA270
    • Shoreline Community College WA070
    • South Puget Sound Community College WA240
    • Walla Walla Community College WA200
    • Yakima Valley College WA160
  • Term  2217
  • Click View Results

Example:

VIew Results 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 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 - Walla Walla WA200)

Click Search

Maintain Student SAP Data Image

Screen shot comparing FAM data to PeopleSoft data:

Tracking Data Maintenance 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 2021-2022 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
    • Bates Technical College WA280
    • Clover Park Technical College WA 290
    • Columbia Basin College WA190
    • Lake Washington Institute of Technology WA260
    • Renton Technical College WA270
    • Shoreline Community College WA070
    • South Puget Sound Community College WA240
    • Walla Walla Community College WA200
    • Yakima Valley College WA160
  • Aid Year - 2022

Click Search

Packaging Status Summary Search Image
Packaging Status Summary 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

Query Viewer Image

When the Edit Prompts appear insert the following values:

  • Institution
    • Bates Technical College WA280
    • Clover Park Technical College WA 290
    • Columbia Basin College WA190
    • Lake Washington Institute of Technology WA260
    • Renton Technical College WA270
    • Shoreline Community College WA070
    • South Puget Sound Community College WA240
    • Walla Walla Community College WA200
    • Yakima Valley College WA160
  • Aid Year - 2022
  • Term  2217
  • Click View Results

Examples:

Selecting View Results
Viewing Results

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
Student Program / Plan Conducting Search

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 2217 Fall, example 2211 Winter term.
Student Program Tab View
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 10/15. 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

Query Example Image

When the Edit Prompts appear insert the following values:

  • Institution
    • Bates Technical College WA280
    • Clover Park Technical College WA 290
    • Columbia Basin College WA190
    • Lake Washington Institute of Technology WA260
    • Renton Technical College WA270
    • Shoreline Community College WA070
    • South Puget Sound Community College WA240
    • Walla Walla Community College WA200
    • Yakima Valley College WA160
  • Click View Results
Selecting 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
Checklist Management 1 Tab View
Conversion Detail – Service Indicators
Conversion Background

Service Indicators are not used for Financial Aid conversion. While Financial Aid has the option to convert Unusual Action codes to Service Indicators, Financial Aid may find that converting UAs is not necessary.

Common Conversion Issues

Only punitive Unusual Action codes are considered in the conversion process. Any non-punitive UAs will not be converted to Service Indicators.

If a punitive Unusual Action code is mapped to an empty value or not present in the crosswalk, it will be excluded from conversion.

Minimum Validation Requirements

Your validation process should confirm that the unusual action codes converted are mapped to the appropriate service indicator based on the values in the crosswalk.

Conversion Validation Steps for Service Indicators

The mapping information is listed below for colleges that chose to convert UAs to service indicators. You can validate indicators using the steps below. Conversion results should be compared to the legacy screen SM5003

Institution Unusual Action Code Service Indicator Code Service Indicator Reason
WA070 12 F05 FOWES
WA070 10 F06 EXIT
WA160 No UAs Converted N/A N/A
WA160 No UAs Converted
N/A
N/A
WA190 FI F05 FOWES
WA190 FX F06 EXIT
WA200 No UAs Converted
N/A
N/A
WA240 No UAs Converted
N/A
N/A
WA260 No UAs Converted
N/A
N/A
WA270 No UAs Converted
N/A
N/A
WA280 No UAs Converted
N/A
N/A
WA290 No UAs Converted
N/A
N/A
Step 1 - Audit Service Indicators to Identify Students Assigned a Service Indicator

Navigate to Audit Service Indicators: Navigator > Campus Community > Service Indicators (Student) > Audit Service Indicators

  • Enter Service Indicator Code-Example F05
  • Enter Reason or leave blank to return all results for the indicator
  • Enter your Institution
  • Select Search to pull a list of Service Indicators by Student
Audit Service Indicators Page - Enter Service Indicator Code and Enter Your Institution
Audit Service Indicators page
Step 2 – Review Individual Student’s Service Indicator

Navigate to Manage Service Indicators: Navigator > Campus Community > Service Indicators (Student) > Manage Service Indicators

  • Enter the Empl ID from the list generated in previous step
  • Click Search
Manage Service Indicators page - Enter Empl
Manage Service Indicators page - Validate Service Indicator Code and Reason correctly converted
SAP Crosswalks

WA070 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

ZX

2SUS

47

MAXT

MX

MAXT

48

MAXW

4Z

PLAN

4M

PLAN

45

PROB

SP

SUSP

4W

WARN

WA160 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

DX

2SUS

GT

PLAN

TF

PLAN

QE

PLAN

PO

PROB

SX

SUSP

WN

WARN

WA190 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

12

PLAN

PC

PLAN

PB

PROB

CL

SUSP

W1

WARN

WA200 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

1S

2SUS

ED

PLAN

RE

PLAN

RX

PLAN

PB

PROB

SU

SUSP

WN

WARN

WA240 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

8S

MAXT

4S

PLAN

LS

PRB2

3S

PROB

5S

SUSP

7S

SUSP

6S

SUSP

1S

WARN

WA260 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

ZB

2SUS

36

EXHS

38

EXHS

LP

EXHS

ES

EXHS

S8

EXHS

ZE

FLOV

MT

MAXT

ZA

PLAN

ZP

PROB

ZX

SUSP

ZW

WARN

Z0

ZERO

WA270 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

SB

2SUS

MT

MAXT

ED

PLAN

PB

PROB

SA

SUSP

BW

WARN

WA280 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

2P

2SUS

TM

EXHS

MX

MAXT

PB

PROB

SP

SUSP

WR

WARN

WA290 SAP Crosswalk Values

Legacy Value

PeopleSoft Value

P2

PROB

SS

SUSP

SU

SUSP

SW

WARN

WN

WARN

Checklist Crosswalks

WA070 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

HS

ESL006

07

ESL009

27

ESL015

08

ESL018

SS

ESL019

13

ESL021

T7

ESL024

H1

ESL042

T3

ESL060

WA160 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

H1

EYV042

RM

EYV073

GD

EYV081

IP

EYV150

WA190 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

H1

ECB042

NR

ECB073

WA200 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

HS

EWW006

T1

EWW019

LG

EWW018

T2

EWW020

T5

EWW021

T3

EWW024

H1

EWW042

06

EWW350

WA240 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

60

ESO005

ND

ESO006

25

ESO014

24

ESO015

HD

ESO016

61

ESO019

05

ESO021

BM

ESO042

21

ESO060

DA

ESO350

WA260 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

74

ELW006

71

ELW020

N1

ELW020

H1

ELW042

2P

ELW083

WA270 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

81

ERE006

ZZ

ERE008

HY

ERE016

T1

ERE019

14

ERE020

VA

ERE021

21

ERE060

ID

ERE072

NC

ERE094

WA280 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

Z5

EBA019

H1

EBA042

WA290 Checklist Crosswalk Values

Legacy Value

PeopleSoft Value

24

ECP006

T0

ECP019

H1

ECP042

C9

ECP060

RA

ECP100

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 Connie Burrow
  • Status: (Leave as NEW)
  • College or Location : (Specify the college or district)
  • Priority: (Leave blank - not used)

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.