This round of conversion validation includes the following areas:

• Customer Account
• Service Indicators

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.

Questions regarding the data validation activities can be directed to the Functional Analyst or Student Financials Lead.

Charles Velasquez-  Student Financials Functional Analyst

• [email protected]
• 360-704-3995

Spencer Egbert- Student Financials Functional Analyst

• [email protected]
• 360-704-3960

Charles Sapien- Student Financials Functional Analyst

• [email protected]

All student charges, payments (including Financial Aid), and waivers detail showing on BM1625 for Summer term C121 to Spring C124 are converted to PeopleSoft. Student customer account data was extracted from CUST-ACTV-D table.

In PeopleSoft, An EMPLID must exist in order for conversion transactions to post to a student’s customer account.  Excluded transactions include the following:

• If customer type does not equal ‘S’
• Payment method is ‘Void’
• Charge amount is equal to 0 (zero)

Customer Account Activity

Student account transaction details are converted based on deployment group go live dates. Students will have account information for balance forward transactions, rolled up summary of outstanding balances outside of detail window, and/or detail transactions. This information is populated using the following logic:

Figure 1  BM1625 Customer Account Activity

Using the full list of extracted Fee Codes and FAPCs, college SMEs then work with ctcLink project staff to configure equivalent Item Types. This setup is required in order to apply charges, payments (including Financial Aid) & waivers. Once the necessary item types are configured, ctcLink Project Functional Analysts log into PeopleSoft to populate the data crosswalks. The data crosswalk used for this conversion maps Legacy Fee Codes and FAPCs to item types.

Figure 2  Example of Fee Code and FAPCs to Item Type Crosswalk

When conversion is run, this crosswalk transforms a student’s Fee Codes & FAPCs into Item Types. The following scenarios result:

• Tuition  
  • Conv: Resident Tuition
  • Conv: Non-Resident Tuition
• Term Fees, Class Fees or Miscellaneous Fees  
  • Most cases will be a one for one match.
    • Technology Fee = Conv: Technology Fee
    • Biology Class Fee = Conv: Biology Class Fee
    • Parking Citation = Conv: Parking Citation
• Outstanding Charges Outside of Detail Timeline
  • Conv: Bal Frwd 1098T Elig
  • Conv: Bal Frwd 1098T NonElig

Figure 3  Converted Customer Account

 The following conditions were identified for this round of conversion:

• Missing Crosswalk data (Fee Codes & FAPCs) these are not included and will have fallen out of the data load
  • There were some Delta’s that were filled with a temporary value so the account as a hole can be validated. (Crosswalks utilized attached below for your reference. Columns B & C demonstrate the Legacy to Item type relationship. Other columns are some item type attributes and notes. (no harm in sharing with you, but not the focus).
• Cross-pillar (SF/AR) transactions
  • Ensure reliability of data and to reduce duplication, if any, that may occur.
  • Careful attention to the type of data within the Legacy extract files for AR is needed to ensure the appropriate data is not duplicated in both SF and Finance in PS.

 See Canvas for your College Item Type Crosswalks.

The accuracy of student accounts is critical to a successful go-live. This data impacts post go live activities such as Dual Processing, 1098Ts, and payment of outstanding charges. Data validators should complete a thorough review of converted student account data and are recommended to validate the following areas:

• For Cycle 2 we are requiring a 1% validation of all accounts. We are encouraging a ¾ effort emphasis on the accounts that say “Match” in column I. This is so you see and understand what a matching conversion will look like, and there may still be meaningful updates to be made there.  You can still validate the other accounts, however we know there is an issue there as we explained.
  • The minimum validation percentage needs to cover the following transaction types
    • Charges
    • Payments (including Financial Aid)
    • Refunds
    • Waivers
    • Student overall balance
    • Balance Forward 1098T Eligible & 1098T Ineligible
    • Financial Aid refunds as reflected in FAEXP data

Excel workbooks have been created for your respective college.  Which contain the total number of converted students. These workbooks also have the converted dollar amount, converted balance, and legacy balance for each student.  The Legacy balance is based  on a BM1625 extract from C121 and greater. So older open charges would not show in the Legacy balance column, however there is a column that is Peoplesoft balance less older transactions (less than C121).  That way we can compare the two fields.  There is an indication of “Match” or “Over/Under” in column “I”.  With this workbook, you could jump right into comparing Legacy Screens to Peoplesoft screens, but there are some queries at your disposal as well.

See Canvas for your college Comparison Workbook

**Run the queries listed below as to aid in validation. The first query will provide you name and Legacy to Peoplesoft ID. The second query will show you detailed transactions.

Navigate to Query Viewer:

Main Menu > Reporting Tools > Query > Query Viewer

• Steps to Using Query Viewer
  1. *Make sure your pop-up blocker is off for this page*
  2. Enter the query name (see list below)
  3. Click Search
  4. Select the “HTML” hyperlink to run the query in your browser. You can download the results directly from this page.
  5. Select prompts
  6. Click “View Results”
  7. Make note of student IDs for validation

Query #1 - CTC_VAL_SF_CONV_ACCTS

• Use this query to identify students who successfully converted for your college. This query includes student name.

Query #2 CTC_VAL_SF_CNV_VALIDATION

• Use this query for a quick view of all students full account history, with the option to narrow it to one student and/or one term. Also use this query to identify students who successfully converted for your college. Depending on the prompts you select, the results may be very large. If you receive the “Query Result Set too Large” message, simply click OK and select records from the list of students that was produced. The last check box if in reference to the optional checkbox to isolate to FA Refund and Fin Aid item types. (used in validating FAEXP)  

Navigate to Query Viewer:

Main Menu >Reporting Tools >Query >Query Scheduler or you can select Schedule from the said query in query viewer:

This will ask you to create a run control. This can be named what you would like. Suggestion use your Business Unit (example WA062). Ensure you have the query selected and enter the Business Unit Prompt. Then hit Run or OK (depending on path you took).

Select OK

When the process finishes, which should just take a minute. You can locate the results by going to the Report manager.

Main Menu >Reporting Tools >Report Manager.

It should stick out as the only report available:

Once you click the link there should be .CSV file available for download.

Use this query to identify students who successfully converted for your college. This query includes student name.

Using the IDs you gathered in Step 1, you can review an individual student’s Customer Account directly on the page. Navigation and tips on using the Student Customer Account page are included in the sections below.

PeopleSoft service indicators (also referred to as holds in student self-service) can be used to restrict or enable services to students. For example, a service indicator could be assigned to prevent a student from enrolling in classes. A service indicator could also be placed to indicate expected third-party funding to cover tuition and fees (considered to be a positive or descriptive service indicator).

In legacy, holds or descriptors are assigned to students with an Unusual Action code (UA) and an associated Year Quarter code (YRQ) on the SM5003 screen. Unusual Action codes that are punitive will be converted to a PeopleSoft service indicator code and reason based on crosswalks maintained by the Project Team. Data for this conversion is extracted from the legacy records UNUSUAL-ACTN-D. Use the SM5021 screen to view Unusual Action code descriptions and determine if the UA is punitive.

In PeopleSoft, when a service indicator is assigned to a student it can be effective for a specific term, date range, or both. The legacy YRQ Z999 will convert to the PeopleSoft term “9999” along with a start date. The first day available from your legacy YRQ setup table will be selected. For example, Clark College had used Z999 for some punitive unusual actions and it converted to the 9999 term with a start date of 1/2/1968.

When assigning a service indicator, staff will first select the code, then they will select one of the available reasons. For example, an admissions hold with a code of A01 can have multiple reasons such as INFO (student missing information) or UAGE (student under 18). It is possible to map multiple legacy unusual action codes to a single service indicator code and reason combination.

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. A list of college-specific excluded UAs will be provided for review.

For this Student Financials specific validation, we ask that you take a look at the list for each of your Student Financials related Unusual Action codes.

Questions to ask while performing validation:

• Does the number of students look correct?
• Are the UAs mapped to the correct service indicators?
• Are the indicators assigned for the correct terms?

Remember that these indicators and their mapping will impact your office’s business processes. This validation, in addition to COREs service indicator validation, is to help you take a more targeted look at SF indicators.

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

• Steps to view individual students indicator status:
  1. Enter the student’s ID
  2. Click search

Navigate to Audit Service Indicators:

• Navigator  Campus Community  Service Indicators (Student)  Audit Service Indicators
  • Steps to generate a list of students with a specific Service Indicator. *This is the best method to validate your college data.
    1. Enter Service Indicator Code
    2. Enter Reason or leave blank to return all results for the Indicator
    3. Enter Institution
    4. Click Search

Audit Service Indicators Screen

Legacy Unusual Action Screen