Process SAP in Batch

Purpose: Use this document as a reference on how to Process Standard SAP in batch using ctcLink.  This process is a two-step process, one process run right after the other.

Audience:  Financial Aid Staff

Step 1 - Process SAP in Batch

Navigation:   Financial Aid > Satisfactory Academic Progress > Process SAP

The Process SAP search page displays.

  1. In the search page, enter the desired new or existing Run Control ID.
  2. Select the Add or Search button.  The Process SAP will display.
  3. In the Input Parameters, enter Academic Institution.
  4. Enter the Academic Career = UGRD.
  5. Enter the desired Term.
  6. In the Selection Criteria, select Standard SAP Selection from the drop down list.
  7. Use the Processing Option drop-down menu to select Update and Report.
  8. Select the Update using most recent evaluation term (Pass 2) check-box.
  9. Select the Don't Run if SAP Status Exists check-box.
  10. Select the Run button.
  11. The Process Scheduler Request page displays.
  12. Select the SFA_SAP_BDRV checkbox -- this is step 1 of Processing Standard SAP in Batch.  
  13. Select OK.
  14. Note the Process Instance number, and use it to track the status of this SAP run on the Process List page - Select the Process Monitor hyperlink.
  15. At the Process List page, select the Refresh button until the process achieves Success and Posted status.
  16. Select the Details link.
  17. At the Process Detail page, in the Actions group box, select Message Log.
  18. At the Message Log, note the number of FA Term Records Read.

End of procedure.

Step 2 - Process SAP in Batch (Non-Consecutive Enrollment Processing)

Navigation:  Financial Aid > Satisfactory Academic Progress > Process SAP

  1. In the search page, enter the desired existing Run Control ID you used to run Step 1.
  2. Select the Add or Search button.  The Process SAP will display.
  3. In the Input Parameters, enter Academic Institution.
  4. Enter the Academic Career = UGRD.
  5. Enter the desired Term.
  6. In the Selection Criteria, select Standard SAP Selection from the drop down list.
  7. Use the Processing Option drop-down menu to select Update and Report.
  8. Select the Update using most recent evaluation term (Pass 2) check-box.
  9. Leave the Don't Run if SAP Status Exists check-box unchecked.  

Note, in Step 1, you created a new SAP Status for student's with continuous enrollment.  In Step 2, you are creating a new SAP Status for students with non-consecutive enrollment that need a SAP Status assigned in a prior term that will then be carried forward to the term on which you are running this SAP process.

  1. In the Update Options group box, select the Any Calculation Value Change radio button.
  2. Select the Run button.
  3. The Process Scheduler Request page displays.
  4. Select the Carry SAP Status to Latest Row checkbox -- this is step 2 of Processing Standard SAP in Batch.  
  5. Select OK.

Note, selecting the Carry SAP Status to Latest Row checkbox moves the SAP status from non-consecutive term to the current term on which you are running SAP.  For example, if you are running SAP for Winter 2019 term (2201) and you have a student who has not attended since Fall 2017, and is now enrolled for Fall 2019, this process brings forward the SAP status from Fall 2017, carried forward to Winter 2019.  This step otherwise automates the need to do a manual override on students with non-consecutive enrollment.

  1. Note the Process Instance number, and use it to track the status of this SAP run on the Process List page - Select the Process Monitor hyperlink.
  2. At the Process List page, select the Refresh button until the process achieves Success and Posted status.
  3. Select the Details link.
  4. At the Process Details page, in the Actions group box, select Message Log.
  5. At the Message Log page, review how many records were updated and how many records were added to the Audit Record.

End of procedure.

(Optional) View Carry SAP Status to Latest Row Results Using Query Viewer

Reporting Tools > Query > Query Viewer

  1. At the Query Viewer page, enter the Query Name:  CTC_FA_SAP_CARY_AUDIT into the Begins with field.
  2. Select the Search button.
  3. Next, when the results to your desired query appear, select the HTML link -- a new tab or window prompt will open.

If you cannot remember the name of the full query, you can use wildcards and a key word from the query to get results.  i.e., Enter %CARY% in the Begins With field. (example below)

  1. At the query prompts, enter the Institution.
  2. Select the View Results button.
  3. The results contain the ID of the student, the SAP Status, and the last term in which SAP was run.  You can choose to download these results to Excel Spreadsheet to review the results in a sortable detail, to validate your results in the Maintain Student SAP Data page.  

End of procedure.

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