1. Understanding the Architecture of Colleague FA Bonnie Coffey Financial Aid Developer/Designer, Datatel, Inc Richard F. Lee Lead Systems Analyst, Vermont State Colleges

2. Types of Files in Financial Aid 3 Types of files for data about the student as a recipient of financial aid File Suites – year specific data Non file-suite year specific files Files not year specific

3. COD.PERSON Sequential COD.PERSON Sequential COD.MPN Sequential COD.MPN Sequential FIN.AID Colleague ID FIN.AID Colleague ID CS.ACYR Colleague ID CS.ACYR Colleague ID SAP.RESULTS Sequential SAP.RESULTS Sequential SAP.APPEALS Sequential SAP.APPEALS Sequential SA.ACYR Colleague ID SA.ACYR Colleague ID ISIR.FAFSA Sequential ISIR.FAFSA Sequential ISIR.DEMO Sequential ISIR.DEMO Sequential ISIR.RESULTS Sequential ISIR.RESULTS Sequential ISIR.CALC.RESULTS Sequential ISIR.CALC.RESULTS Sequential SL.ACYR Colleague ID* Award SL.ACYR Colleague ID* Award TC.ACYR Colleague ID*Award TC.ACYR Colleague ID*Award PELL.ACYR Colleague ID*Award PELL.ACYR Colleague ID*Award TA.ACYR Colleague ID*Award*Awd Period TA.ACYR Colleague ID*Award*Awd Period MRR.ACYR Sequential MRR.ACYR Sequential DATE.AWARD Sequential DATE.AWARD Sequential DATE.AWARD.DISB Sequential DATE.AWARD.DISB Sequential LA.ACYR Sequential LA.ACYR Sequential EL.APP EL App ID EL.APP EL App ID EL.LOAN EL App ID:seq EL.LOAN EL App ID:seq EL.DISBURSEMENT EL Loan ID*Disb # EL.DISBURSEMENT EL Loan ID*Disb # EL.ROSTER Sequential EL.ROSTER Sequential FA.TRANSMITTALS Sequential FA.TRANSMITTALS Sequential AR.PAYMENTS Sequential AR.PAYMENTS Sequential PELE.AWARD PELI.AWARD FA Year*Colleague ID*Routing ID - cofiles PELE.AWARD PELI.AWARD FA Year*Colleague ID*Routing ID - cofiles PELE.DISB PELI.DISB PELE.AWARD.ID*Disb #, cofiles PELE.DISB PELI.DISB PELE.AWARD.ID*Disb #, cofiles PELE.DISB.SEQ PELI.DISB.SEQ PELE.DISB.ID*Seq #, cofiles PELE.DISB.SEQ PELI.DISB.SEQ PELE.DISB.ID*Seq #, cofiles GRE.AWARD GRI.AWARD COD Award ID, cofiles GRE.AWARD GRI.AWARD COD Award ID, cofiles GRE.DISB GRI.DISB GRE.AWARD.ID*Disb #, cofiles GRE.DISB GRI.DISB GRE.AWARD.ID*Disb #, cofiles GRE.DISB.SEQ GRI.DISB.SEQ GRE.DISB.*Seq #, cofiles GRE.DISB.SEQ GRI.DISB.SEQ GRE.DISB.*Seq #, cofiles DLE.AWARD DLI.AWARD COD Award ID, cofiles DLE.AWARD DLI.AWARD COD Award ID, cofiles DLE.DISB DLI.DISB DLE.AWARD key*Disb # DLE.DISB DLI.DISB DLE.AWARD key*Disb # DLE.DISB.SEQ DLI.DISB.SEQ DLE.DISB*Seq # DLE.DISB.SEQ DLI.DISB.SEQ DLE.DISB*Seq # The Big Picture FA.ACG.RECON Sequential FA.ACG.RECON Sequential FA.SMART.RECON Sequential FA.SMART.RECON Sequential PELL.RECON.ACYR Sequential PELL.RECON.ACYR Sequential ISIR.NSLDS Sequential ISIR.NSLDS Sequential TM.STUDENTS Colleague ID TM.STUDENTS Colleague ID Co-files

4. Files Keyed by the Colleague ID STUDENTS FIN.AID CS.ACYR SA.ACYR YS.ACYR TM.STUDENTS

5. Files in Financial Aid – FIN.AID FIN.AID Created as soon as the student has FA data and maintained over the life of the student at the institution Keyed by Colleague Student ID Pointers to both year specific tables and other non-year specific tables

6. General Student Financial Aid Data FA.CS.YEARS – CS.ACYR FA.SA.YEARS – SA.ACYR FA.YS.YEARS – YS.ACYR FA.SAP.RESULTS.ID –> SAP.RESULTS FA.ISIR.NSLDS.IDS –> ISIR.NSLDS FA.COD.PERSON.ID –> COD.PERSON FIN.AID Colleague STUDENT ID FIN.AID Colleague STUDENT ID

7. FIN.AID elements of interest FA.ACG.REASON.CODE FA.ENTR.INT.DT FA.LENDERS.ID FA.START.DATE FA.ADMIT.STATUS FA.INTERVIEWS

8. File Suites – General Characteristics One file template with file description and element list is delivered, but no data is ever stored here. Financial Aid uses.ACYR naming convention for the template The FFSP process builds a file for each year –EX:.2010 Each FA year holds data in a separate file and this is the file used for queries and rules –EX: SA.2009, CS.2008

9. Files Keyed by the Colleague ID STUDENTS FIN.AID CS.ACYR SA.ACYR YS.ACYR TM.STUDENTS

10. CS.ISIR.TRANS.IDS –> ISIR.FAFSA CS.FED.ISIR.ID –> ISIR.FAFSA CS.INST.ISIR.ID –> ISIR.FAFSA CS.VERIFIED.TRANS.ID –> ISIR.FAFSA Summary Need Analysis Calcs, location, packaging, verification CS.ACYR Colleague STUDENT ID CS.ACYR Colleague STUDENT ID

11. Elements of interest in CS.ACYR CS.FC CS.FED.ISIR.OR.CORRECTION * CS.FED.DEPENDENCY * CS.ISIR.HOUSING.CODE * CS.IGNORE.ATS CS.HAS.ISIR *

12. More CS.ACYR elements CS.NEED CS.VERIF.STATUS CS.VERIF.DATE CS.STD.TOTAL.EXPENSES CS.COMP.ID CS.PKG.ATP.CODE

13. The ISIR files – all co-files ISIR.DEMO: Student demographic data from the FAFSA ISIR.FAFSA: The exact responses the student put on the FAFSA application ISIR.RESULTS: Match flags, comment codes, etc. ISIR.CALC.RESULTS: Reject codes and information that supports EFC

14. More ISIR files ISIR.CORRECT.FLAGS * ISIR.HIGHLIGHT.FLAGS * ISIR.VERIFY.FLAGS * ISIR.NSLDS –INSD.PELL.IDS -> ISIR.NSLDS.PELL –INSD.LOAN.IDS -> ISIR.NSLDS.LOAN –INSD.GRANT.IDS -> ISIR.NSLDS.GRANT (* - required for ISIR printing)

15. ISIR.FAFSA – Elements of interest IFAF.STUDENT.ID IFAF.NSLDS.ID IFAF.IMPORT.YEAR IFAF.READY.TO.SEND IFAF… (all the FAFSA answers)

16. ISIR.DEMO (no Student ID) IDEM.NAME.LAST IDEM.NAME.FIRST IDEM.CURR.SSN IDEM.ORIG.SSN

17. ISIR.RESULTS (no student ID) IRES.TRANS.NBR IRES.RECEIPT.DT IRES.COMMENT.CODES IRES.SAR.C.FLAG IRES.CPS.PELL.ELIG IRES.DOD.MATCH.FLAG (and DATE)

18. ISIR.CALC.RESULTS (no student ID) ICRES.REJECT.CODES ICRES.AZE.IND ICRES.PRI.EFC (9 month)

19. Files Keyed by the Colleague ID STUDENTS FIN.AID CS.ACYR SA.ACYR YS.ACYR TM.STUDENTS

20. Summary information about - awards and award details Pell entitlement amount term-specific attendance pattern and packaging data Summary information about - awards and award details Pell entitlement amount term-specific attendance pattern and packaging data SA.ACG.RECON.IDS –> FA.ACG.RECON SA.SMART.RECON.IDS –> FA.SMART.RECON SA.GMRR.IDS –> GRANT.MRR SA.ACYR Colleague STUDENT ID SA.ACYR Colleague STUDENT ID

21. SA.ACYR elements of interest SA.AWARD SA.AMOUNT SA.ACTION SA.DATE SA.XMIT.AMT SA.PELL.ENTITLEMENT SA.AWARDED SA.ACCEPTED

22. Files Keyed by the Colleague ID STUDENTS FIN.AID CS.ACYR SA.ACYR YS.ACYR TM.STUDENTS

23. Year-specific data that is not award specific Comments for Need Analysis, Tracking and Verification Info on forms requested from and sent to the student No pointers to other tables Elements of interest YS.FILE.COMPLETE.DT YS.DECISION YS.MISC1 – YS.MISC5 Year-specific data that is not award specific Comments for Need Analysis, Tracking and Verification Info on forms requested from and sent to the student No pointers to other tables Elements of interest YS.FILE.COMPLETE.DT YS.DECISION YS.MISC1 – YS.MISC5 YS.ACYR Colleague STUDENT ID YS.ACYR Colleague STUDENT ID

24. TM.STUDENTS Colleague Student ID TM.STUDENTS Colleague Student ID Stores FA Transfer monitoring student data, such as; the dates for enrollment, the monitor start date, import and export dates for the student, as well as a listing of TMS.ERROR.CODES

25. TC.TA.TERMS – TA.ACYR TC.DATE.AWARD.ID – DATE.AWARD Table for data specific to one student/award TC.ACYR STUDENT ID*AWARD ID TC.ACYR STUDENT ID*AWARD ID

26. TA.FA.TRANSMITTALS –> FA.TRANSMITTALS Table for data specific to one student’s award for one term. Transmitted amount, Location, Payout Rules, Limits, AR Codes. This table has more computed columns than elements. Table for data specific to one student’s award for one term. Transmitted amount, Location, Payout Rules, Limits, AR Codes. This table has more computed columns than elements. TA.ACYR STUDENT ID*AWARD ID*TERM ID TA.ACYR STUDENT ID*AWARD ID*TERM ID

27. TA.ACYR elements of interest TA.TERM.ID TA.AW.ID TA.STUDENT.ID TA.TERM.ACTION TA.TERM.ACTION.DATE TA.TERM.AMOUNT TA.TERM.XMIT.AMT TA.TERM.XMIT.DT TA.REG.CREDITS * TA.QUERY.REG.CREDITS *

28. Student Award Files Relationship AW.ID AWARDS Awards offered by your institution AWARDS Awards offered by your institution AWARD.PERIODS The segments of a financial aid year for which awards may be made. For some institutions these may be directly related to academic terms. For others, the award periods may be subsets or supersets of academic terms. AWARD.PERIODS The segments of a financial aid year for which awards may be made. For some institutions these may be directly related to academic terms. For others, the award periods may be subsets or supersets of academic terms. SA.ACYR Summary award information. This file contains summary information about the awards a student has received for the current academic year SA.ACYR Summary award information. This file contains summary information about the awards a student has received for the current academic year TA.ACYR Term oriented information. This file contains term oriented information about one student award. Key to file TA.STUDENT.ID * TA.AW.ID * TA.TERM.ID TA.ACYR Term oriented information. This file contains term oriented information about one student award. Key to file TA.STUDENT.ID * TA.AW.ID * TA.TERM.ID SA.STUDENT.IDAW.ID AWARD.PERIODS.ID SA.TERMS SA.AWARD

29. Example Relationship 2 Terms 2 Awards 1 Year SA.ACYR Student ID TC.ACYR Student ID*Award code 1 TA.ACYR Student ID*Award code 1*Award Period 1 TA.ACYR Student ID*Award code 1*Award Period 2 TC.ACYR Student ID*Award code 2 TA.ACYR Student ID*Award code 2*Award Period 1 TA.ACYR Student ID*Award code 2*Award Period 2

30. SA.ACYR Student TC.ACYR Pell Student*PELL TA.ACYR Pell Fall Student*PELL*09FA TA.ACYR Pell Spring Student*PELL*10SP TC.ACYR SEOG Student*SEOG TA.ACYR SEOG Fall Student*SEOG*09FA TA.ACYR SEOG Spring Student*SEOG*10SP

31. ISIR.DEMO Relationships – Need Analysis and SAP ISIR.FAFSA CS.ACYR (CS.STUDENT.ID) CS.ACYR (CS.STUDENT.ID) FIN.AID (FA.STUDENT.ID) FIN.AID (FA.STUDENT.ID) ISIR.RESULTS SAP.RESULTS (Sequential Key) SAPR.STUDENT.ID SAP.RESULTS (Sequential Key) SAPR.STUDENT.ID FA.SAP.RESULTS.ID CS.FED.ISIR.ID CS.INST.ISIR.ID CS.ISIR.TRANS.IDS CS.VERIFIED.TRANS.ID SAPR.APPEALS.ID SAP.APPEALS Sequential (not the same as SAP.RESULTS) SAP.APPEALS Sequential (not the same as SAP.RESULTS) FA.CS.YEARS Same Sequential Key

32. Relationships– Awarding PELL.ACYR Student*Award PELL.ACYR Student*Award MRR.ACYR Sequential MRR.ACYR Sequential DATE.AWARD Sequential DATE.AWARD Sequential DATE.AWARD. DISB Sequential DATE.AWARD. DISB Sequential SA.ACYR Student SA.ACYR Student TC.ACYR Student*Award TC.ACYR Student*Award TA.ACYR Student*Award*Term TA.ACYR Student*Award*Term FA.TRANSMITTALS Sequential FA.TRANSMITTALS Sequential AR.PAYMENTS Sequential AR.PAYMENTS Sequential SL.ACYR Student*Award SL.ACYR Student*Award EL.APP LA.ACYR App Seq No LA.ACYR App Seq No EL.LOAN EL.DISBURSEMENT EL.ROSTER SA.MRR.ID Value from SA.AWARD list Value from SA.AWARD list SL.APP.SEQ.NO SL.LOAN.ID LA.APP.ID ELLN.APP.ID ELLN.DISBURSEMENT.IDS ELDI.ROSTER.IDS ELAP.LOAN.ID TC.TA.TERMSTC.DATE.AWARD.ID TA.FA.TRANSMITTALS FAX.AR.PAYMENTS DAW.DATE.AWARD.DISB.IDS

33. Direct Lending Files (smaller picture) The Direct Loan Award ID 21 characters 123456789S11G99999001 Social Security Number Direct Loan School Code Loan Type Sub, Unsub, Plus Award year Sequence # of loan at this school for this borrower during award year SL.ACYR Colleague ID* Award This file contains information specific to one student's loan. SL.ACYR Colleague ID* Award This file contains information specific to one student's loan. DLE.AWARD Direct Loan Export One record per loan per year DLE.AWARD Direct Loan Export One record per loan per year DLI.AWARD Direct Loan Import One record per loan per year DLIA.DLID.IDS DLI.AWARD Direct Loan Import One record per loan per year DLIA.DLID.IDS DLE.DISB Points to DLE.DISB.SEQ This file contains history of the DL loan information that is imported via the XML COD processes. DLE.DISB Points to DLE.DISB.SEQ This file contains history of the DL loan information that is imported via the XML COD processes. DLE.DISB Points to DLE.DISB.SEQ This file contains history of the DL loan information that is imported via the XML COD processes. DLE.DISB Points to DLE.DISB.SEQ This file contains history of the DL loan information that is imported via the XML COD processes. SL.DL.LOAN.ID DLIA.DLID.IDSDLEA.DLID.IDS

34. COD Reporting Files - Export DLE.AWARD COD Award ID DLE.AWARD COD Award ID DLE.DISB.SEQ COD Award ID* Disb#*Seq# DLE.DISB.SEQ COD Award ID* Disb#*Seq# DLE.DISB COD Award ID* Disb# DLE.DISB COD Award ID* Disb# DLEA.DLED.IDS DLED.LOAN.ID DLED.DLEDS.IDS DLEDS.DLED.ID PELE.AWARD Year*Student*Campus PELE.AWARD Year*Student*Campus PELE.DISB Year*Student*Campus* Disb# PELE.DISB Year*Student*Campus* Disb# PELE.DISB.SEQ Year*Student*Campus* Disb#*Seq# PELE.DISB.SEQ Year*Student*Campus* Disb#*Seq# PEA.PELE.DISB.IDS PED.PELE.DISB.SEQ.IDS PED.PELE.AWARD.ID PEDS.PELE.DISB.ID GREA.GRE.DISB.IDS GRE.AWARD COD Award ID GRE.AWARD COD Award ID GRE.DISB COD Award ID* Disb# GRE.DISB COD Award ID* Disb# GRED.GRE.AWARD.ID GRED.GRE.DISB.SEQ.IDS GRE.DISB.SEQ COD Award ID* Disb#*Seq# GRE.DISB.SEQ COD Award ID* Disb#*Seq# GREDS.GRE.DISB.ID

35. COD Reporting Files - Import PELI.AWARD Year*Student*Campus PELI.AWARD Year*Student*Campus PELI.DISB Year*Student*Campus* Disb# PELI.DISB Year*Student*Campus* Disb# PELI.DISB.SEQ Year*Student*Campus* Disb#*Seq# PELI.DISB.SEQ Year*Student*Campus* Disb#*Seq# PIA.PELI.DISB.IDS PID.PELI.DISB.SEQ.IDS PID.PELI.AWARD.ID PIDS.PELI.DISB.ID DLI.AWARD COD Award ID DLI.AWARD COD Award ID DLI.DISB.SEQ COD Award ID* Disb#*Seq# DLI.DISB.SEQ COD Award ID* Disb#*Seq# DLI.DISB COD Award ID* Disb# DLI.DISB COD Award ID* Disb# DLIA.DLID.IDS DLID.LOAN.ID DLID.DLIDS.IDS DLIDS.DLID.ID GRIA.GRI.DISB.IDS GRI.AWARD COD Award ID GRI.AWARD COD Award ID GRI.DISB COD Award ID* Disb# GRI.DISB COD Award ID* Disb# GRID.GRI.AWARD.ID GRID.GRI.DISB.SEQ.IDS GRI.DISB.SEQ COD Award ID* Disb#*Seq# GRI.DISB.SEQ COD Award ID* Disb#*Seq# GRIDS.GRI.DISB.ID

36. COD Pre-award files COD.PERSON PERSON CODP.COLLEAGUE.ID COD.MPN CODP.COD.MPN.IDS COD.PERSON CODP.COD.PERSON.IDS COD.AGREEMT.TO.SERVE CODP.ATS.IDS

37. Confusion with what year it is.

38. File Suites in Rules

39. Reporting from File Suites

40. Academic Year Lookup Sets the File Suites for this Screen

41. Where can I find this information? Envision Run time –RFEI –RDEL –RDEP –RDVF Envision Toolkit –FIQ –DEL –DEP –DCC Add colleague studio

42. Tech Doc Online

43. RFEI – File Element Inquiry MV Pointer to FA.SMART.RECON

44. RDEL – Database Element Linkages File Pointed to

45. RDEP – Database Element Presentation

46. RDVF – Computed Columns Inquiry

47. Entity Editor in Colleague Studio

48. Studio Entity Editor, continued Computed Columns Sub-files/ Associations SV Elements Alpha order Field Numbers MV Elements Alpha order

49. Custom Computed Columns

50. Writing a Custom Computed Column Accessing fields across File Suites

51. Writing a Custom Computed Column to the ISIR data

52. And now for something completely different…

53. All databases are not the same Oracle and SQL are not like Unidata In Envision and in Colleague, the internal file structure is just what you see on RFEI/FIQ/Studio Entity Editor In the native Oracle and SQL databases, as seen from the database manager application, the internal file structure is different

54. How Oracle/SQL databases are formed SV data fields, Text and Comment fields are in the table –Example: CS_2009 Unassociated MV fields (L and Q types) are placed in a separate table with an ‘_LS’ extension –Example: CS_2009_LS Associations are in a new table given the association name –Example: F09_CS_BGT_ADJ

55. How to get the details?

56. EOFM Output Report April 23 2010 Envision File to SQL Table Mapping for CS.ACYR Page 1 11:44 Envision Envision SQL SQL SQL SQL POS Field Name Format Column Name Size Data Type Table --- ---------------------------- -------- -------------------------- ----- -------------- ------------ 0 CS.STUDENT.ID 10L CS_STUDENT_ID 10 VARCHAR(10) CS_ACYR 1 CS.ACYR.ADD.OPERATOR 20L CS_ACYR_ADD_OPERATOR 20 VARCHAR(20) CS_ACYR 2 CS.ACYR.ADD.DATE 6R CS_ACYR_ADD_DATE 6 DATE CS_ACYR 3 CS.ACYR.CHANGE.OPERATOR 20L CS_ACYR_CHANGE_OPERATOR 20 VARCHAR(20) CS_ACYR 4 CS.ACYR.CHANGE.DATE 6R CS_ACYR_CHANGE_DATE 6 DATE CS_ACYR 5 CS.DEPENDENCY.STATUS 1L CS_DEPENDENCY_STATUS 1 VARCHAR(1) CS_ACYR 59 CS.COMP.PELL.OVR.AMT 5R CS_COMP_PELL_OVR_AMT 5 NUMBER(5) CS_COMP 60 CS.COMP.STATUS 1L CS_COMP_STATUS 1 VARCHAR(1) CS_COMP 61 CS.COMP.HISTORY.ID 7L CS_COMP_HISTORY_ID 7 VARCHAR(7) CS_ACYR_LS 62 CS.BGT.ADJ.CODE 10L CS_BGT_ADJ_CODE 10 VARCHAR(10) CS_BGT_ADJ 63 CS.BGT.ADJ.CB.AMT 5R CS_BGT_ADJ_CB_AMT 5 NUMBER(5) CS_BGT_ADJ 64 CS.BGT.ADJ.INST.AMT 5R CS_BGT_ADJ_INST_AMT 5 NUMBER(5) CS_BGT_ADJ 65 CS.BGT.ADJ.PELL.AMT 5R CS_BGT_ADJ_PELL_AMT 5 NUMBER(5) CS_BGT_ADJ 66 CS.BGT.ADJ.HISTORY.ID 7L CS_BGT_ADJ_HISTORY_ID 7 VARCHAR(7) CS_ACYR_LS 67 CS.FC.ADJ.CODE 10L CS_FC_ADJ_CODE 10 VARCHAR(10) CS_FC_ADJ 68 CS.FC.ADJ.CB.AMT 5R CS_FC_ADJ_CB_AMT 5 NUMBER(5) CS_FC_ADJ 69 CS.FC.ADJ.INST.AMT 5R CS_FC_ADJ_INST_AMT 5 NUMBER(5) CS_FC_ADJ 71 CS.FC.ADJ.HISTORY.ID 7L CS_FC_ADJ_HISTORY_ID 7 VARCHAR(7) CS_ACYR_LS

57. Questions? Bonnie Coffey Financial Aid Developer/Designer Datatel, Inc. Richard F. Lee Lead Systems Analyst Vermont State Colleges 802-241-2548 email leer@vsc.eduleer@vsc.edu Bonnie Coffey Financial Aid Developer/Designer Datatel, Inc. Bonnie Coffey Financial Aid Developer/Designer Datatel, Inc.