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.

You must have at least one of these local college managed security roles:

  • ZZ FA Pop Update - (to run the population updates processes)
  • ZC or ZC FA Local Configuration - (for running the Census JobSet)
  • ZZ Process Scheduler - (for Scheduling the JobSet in Process Scheduler)

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Set Budget Required Flag to "Y" - Assign Budget

Use with Enrollment-Based Budgeting only

Navigation:  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.
  3. On the Population Selection Update page, choose STDNT_FA_TERM Student FA Term from the Record (Table) Name drop-down menu.  
  4. Select the Report Error Messages.  
  5. Choose PS Query from the Selection Tool drop-down menu.  
  6. Query Name field = CTC_FA_SETBUDFLAG_Y
  7. Select the Edit Prompts link.  The Query Prompts window will display.  
  8. On the Query Prompts pagelet, enter Institution.  
  9. Enter Aid Year.
  10. Select the OK button.  The Population Selection Update page will display.
  11. On the Population Selection Update page, complete the following fields:
  12. In the Select Fields to Update section, Field Name drop-down menu choice = Budget Required.
  13. In the Select Fields to Update section, Field Value drop-down menu choice = Yes - Budget Assign Required.
  14. Select the Save button - DO NOT SELECT RUN.
  15. The process to set budget update flags is complete.  
  16. Continue on to Creating the Budget Jobset so that your budgets will run nightly.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Assign Budgets in Batch - Set Budget Flag to Y - Assign Budget. This link will open in a new tab/window.

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

Use with Enrollment-Based Budgeting only

Navigation:  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.
  3. On the Population Selection Update page, choose STDNT_FA_TERM Student FA Term from the Record (Table) Name drop-down menu.  
  4. Select the Report Error Messages.  
  5. Choose PS Query from the Selection Tool drop-down menu.  
  6. Query Name field = CTC_FA_BUDFLAG_ALLTERMS
  7. Select the Edit Prompts link.  The Query Prompts window will display.  
  8. On the Query Prompts pagelet, enter Institution.  
  9. Enter Aid Year.
  10. Select the OK button.  The Population Selection Update page will display.
  11. On the Population Selection Update page, complete the following fields:
  12. In the Select Fields to Update section, Field Name drop-down menu choice = Budget Required.
  13. In the Select Fields to Update section, Field Value drop-down menu choice = Yes - Budget Assign Required.
  14. Select the Save button - DO NOT SELECT RUN.
  15. The process to set budget update flags is complete.  
  16. Continue on to Creating the Budget Jobset so that your budgets will run nightly.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Assign Budgets in Batch - Set Budget Flag to Y - Assign Budgets for All Terms. This link will open in a new tab/window.

Create Budget JobSet

You must have at least one of these local college managed security roles:

  • ZC FA Local Configuration
  • ZD FA Local Configuration

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  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.
  4. From the Run An Equation page, complete the following fields.
  5. Equation = CTCFABUDYEAR (Assign Budget Process Aid Year).
  6. Global = AID_YEAR.
  7. Type = String (*Note - The Operand field will not appear until the Type field is populated).
  8. Operand = current aid year (example 2018).
  9. Insert a new row by selecting (+) icon.
  10. Enter the following data:
  11. Global = INSTITUTION.
  12. Type = String.
  13. Operand = Institution ID.
  14. Select the Save button. DO NOT SELECT RUN.
  15. The process to create the Budget JobSet is complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Assign Budgets in Batch - Create Budget JobSet. This link will open in a new tab/window.

Schedule Budget JobSet

You must have at least one of these local college managed security roles:

  • ZZ Process Scheduler

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  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_CTCFABUD_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.
  3. The Schedule JobSet Definition tab displays.
  4. Enter a Description = Should auto-populate with Schedule Name created in previous step.
  5. Enter a Run Control ID.
  6. Status = Inactive if running now, Active if scheduling.
  7. Priority = Medium.
  8. Verify Begin Date, Time and Time Zone reflects the current date and time.
  9. Verify your college's State Board assigned Recurrence Name for your institution and enter it., e.g., M - F @ 1:00 AM
  10. Server Run Option = Any Server.
  11. Primary Server = PSUNX.
  12. Operating System = UNIX.
  13. Select the Schedule JobSet Items tab.  
  14. From the Schedule JobSet Items tab, select the CTCFABUD link. The Process List page will display.
  15. When the Process List opens, complete the following Process Name fields for their Run Control IDs:
  16. SCC_POP_UPD = Run Controls from the Set Budget flag-ALL TERMS process.
  17. FAPPREQRN – FAPBDGTD = Run Control for Equation Engine (see Create Budget JobSet steps above).
  18. Select the Schedule JobSet Definition tab again.
  19. Select the Save button.
  20. Two process to assign budgets in batch is now complete.
  21. End of procedure.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Assign Budgets in Batch - Schedule Budget JobSet. This link will open in a new tab/window

2 Comments

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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