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

  1. The Process SAP search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.

NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).

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

End of procedure.

Video Tutorial

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

View Tutorial Via Panopto

View the external link to Process SAP in Batch - No Audio. This link will open in a new tab/window.

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

Navigation:  Financial Aid > Satisfactory Academic Progress > Process SAP

  1. The Process SAP search page will display.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.

NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).

  1. The Process SAP page will display.
  2. In the Input Parameters, enter Academic Institution.
  3. Enter the Academic Career = UGRD.
  4. Enter the desired Term.
  5. In the Selection Criteria, select Standard SAP Selection from the drop down list.
  6. Use the Processing Option drop-down menu to select Update and Report.
  7. Select the Update using most recent evaluation term (Pass 2) check-box.
  8. 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.

Video Tutorial

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

View Tutorial Via Panopto

View the external link to Process SAP in Batch (Non-Consecutive Processing). This link will open in a new tab/window.

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