9.2 Assigning Budgets in Batch

Purpose:  Set up for Assign budgets in batch in ctcLink.

Audience:  Financial Aid staff.

This QRG combines two processes for assigning budgets in batch:

  1. Creating Budget JobSet - Processing the rules and equations built to construct student budgets.
  2. Schedule Budget JobSet - Run the Event Replay Schedule load job to set the process recurrence.

Assign Budgets in Batch

Set Budget Flag to "Y" - Assign Budget for All Terms

Use with Enrollment-Based Budgeting only

Navigation:  NavBar > Navigator > Set Up SACR > System Administration > Utilities > Population Update > Population Update Process

  1. On the Population Update Process search page, enter a New or use an existing value Run Control ID.
  2. Select Add button if new; otherwise, select the Search button.  The Population Selection Update will display.
  1. On the Population Selection Update page, choose STDNT_FA_TERM Student FA Term from the Record (Table) Name drop-down menu.  
  2. Select the Report Error Messages.  
  3. Choose PS Query from the Selection Tool drop-down menu.  
  4. Query Name field = CTC_FA_BUDFLAG_ALLTERMS
  5. Select the Edit Prompts link.  The Query Prompts window will display.  
  1. On the Query Prompts pagelet, enter Institution.  
  2. Enter Aid Year.
  3. Select the OK button.  The Population Selection Update page will display.
edit prompts
  1. On the Population Selection Update page, complete the following fields:
  2. In the Select Fields to Update section, Field Name drop-down menu choice = Budget Required.
  3. In the Select Fields to Update section, Field Value drop-down menu choice = Yes - Budget Assign Required.
  4. Select the Save button - DO NOT SELECT RUN.
select fields to update section highlighted
  1. The process to set budget update flags is complete.  
  2. Continue on to Creating the Budget Jobset so that your budgets will run nightly.
Create Budget JobSet

Navigation:  NavBar > Navigator > Set up SACR > Common Definitions > Equation Engine > Run Equation

  1. The Run Equation search page displays.  
  2. Enter a New or use existing Run Control ID.
  3. Select Add button for new value, or Search button if using existing ID.
Run Equation run control id
  1. From the Run An Equation page, complete the following fields.
    1. Equation = CTCFABUDYEAR (Assign Budget Process Aid Year).
    2. Global = AID_YEAR.
    3. Type = String (*Note - The Operand field will not appear until the Type field is populated).
    4. Operand = current aid year (example 2018).
  2. Insert a new row by selecting (+) icon.
  3. Enter the following data:
    1. Global = INSTITUTION.
    2. Type = String.
    3. Operand = Institution ID.
  4. Select the Save button. DO NOT SELECT RUN.
Run An Equation page
  1. The process to create the Budget JobSet is complete.
Schedule Budget JobSet

Navigation:  NavBar > Navigator > PeopleTools > Process Scheduler > Schedule JobSet Definitions

  1. The Schedule JobSet Definitions search page displays. On this page, enter the following information:
    1. Select the Add a New Value tab.
    2. Enter the new Schedule Name - select a 'unique to your institution' Schedule Name, i.e. WAXXX_CTCFABUDGETS_KF (WAXXX = Your institution code, i.e., WA280), and your initials at the end of the Schedule Name.  If your Schedule Name is not unique, you may run the risk of running the same process name as someone else in the CTC System.
    3. Enter the Job Name CTCFABUD.
  2. Select the Add button. The Schedule JobSet Definition tab will display.
Schedule JobSet Definition add a new value
  1. The Schedule JobSet Definition tab displays.
  2. Enter a Description = Should auto-populate with Schedule Name created in previous step.
  3. Enter a Run Control ID.
  4. Status = Inactive if running now, Active if scheduling.
  5. Priority = Medium.
  6. Verify Begin Date, Time and Time Zone reflects the current date and time.
  7. Verify Recurrence Name is blank.
  8. Server Run Option = Any Server.
  9. Primary Server = PSUNX.
  10. Operating System = UNIX.
Schedule JobSet Definition tab
  1. Select the Schedule JobSet Items tab.  
  2. From the Schedule JobSet Items tab, select the CTCFABUD link. The Process List page will display.
  3. When the Process List opens, complete the following Process Name fields for their Run Control IDs:
    1. SCC_POP_UPD = Run Controls from the Set Budget flag-ALL TERMS process.
    2. FAPPREQRN – FAPBDGTD = Run Control for Equation Engine (see Create Budget JobSet steps above).
schedule job set items tab
  1. Select the Schedule JobSet Definition tab again.
  2. Select the Save button.
Schedule JobSet Definition
  1. Two process to assign budgets in batch is now complete.
  2. End of procedure.


Sandy Larson

Got as far as Population Selection Update for 'budget batch' job but no "EDIT PROMPTS" available to choose institution or year. Screenshot available

Kelly Forsberg

Hello Sandy -- the "Edit Prompts" hyperlink should appear after you add the query name. If you are not able to view Edit Prompts after selecting the appropriate query name, please open a ticket with the Support Help Desk. -Kelly Forsberg, ctcLink Functional Trainer (Financial Aid)

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