Presentation on theme: "Automate your Financial Aid Processing Flow with TD Client and UC4 Scheduler Trina Snyder William Renn."— Presentation transcript:
1 Automate your Financial Aid Processing Flow with TD Client and UC4 Scheduler Trina SnyderWilliam Renn
2 General Announcements: Please turn off all cell phonesIf you must leave the session early, please do so as discreetly as possiblePlease avoid side conversations during the sessionQuestions will be answered at the end of the sessionThank you for your cooperation
3 CPE Credits - We’ve gone electronic! To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference websiteor via the PABUG conference app.For additional questions please contactKim Fremont CPE - Coordinator
4 Your Institution Information Here Info item 1Info item 2Info item 3South-Central PennsylvaniaPublic University within PASSHEComprehensive Master’s ProgramDoctoral Program in Education Leadership8,300 Students325 Faculty / 400 Staff12 Banner IT Staff8 Financial Aid StaffProcess over $76 million dollars of aid last year ( )Estimated $80 million for
5 Agenda Student Aid Information Gateway (SAIG) Overview SAIG Mailbox EDConnect and TDClient – SAIG ToolsAutomating Financial Aid Processing Flow with TDClientUtilizing UC4 Job SchedulerTDClient and UC4 working togetherImplementing TDClient for Windows or Linux
6 Department of Education’s Student Aid Information Gateway (SAIG) Student Aid Information Gateway allows Federal Student Aid trading partners to securely exchange data with Federal Student Aid Application SystemsHelps Manage Title IV Federal Student Aid (FSA) information efficiently.Allows you to link to resources of various Title IV Application Systems and processing servicesCPS, COD and NSLDSBy using SAIG, we can link…CPS- (ISIR batch data, FAA Access to CPS Online services)COD-(Exchange Direct Loan or Grant Services (which includes Federal Pell Grant (Pell Grant), Iraq and Afghanistan Service Grant, and the Teacher Education Assistance for College and Higher Education (TEACH) Grant data), COD Online services)NSLDS -(Enrollment Reporting, Transfer Student Monitoring and/or Financial Aid History, Federal Perkins Loan, Gainful Employment Reporting, GA Account Maintenance Fee, GA Annual Reasonability, Exit Counseling Reports, electronic Cohort Default Rate (eCDR), Notification Package, electronic Gainful Employment Notification Package (eGE) and NSLDS Online services)
7 Department of Education’s Student Aid Information Gateway (SAIG) Establish a SAIG Mailbox (TG Number) and assign batch data services to be exchangedSAIG uses message classes (File Types) to send and receive dataThe incoming files are generally named in this formatsyntax: <msg_class><year>op ex. Idsa16opFile Types include ISIRs, Loan Files, Grant Files, Common Record Files, etc.
8 Department of Education’s Student Aid Information Gateway (SAIG) You may receive all message classes but not all message classes will be loaded into BannerWe only load supported XML Files and supported Fixed Length Flat Files – crwb (Web Response) or sndcpf (SSN/DOB/Name change report) can’t load in BannerSupported Message Classes (XML and Fixed Length Flat File) can be found in the Banner Financial Aid COD HandbookFull Message Class table can be viewed at fsadownload.ed.gov under Software and Associated Documents
9 EDConnect and TDClient What’s the Difference?EDConnect and TDClient are SAIG toolsBoth used to send and receive data transmissions securely over the Internet (message classes or file types)EDConnect is PC softwareTDClient is a Server software
10 EDConnect and TDClient TDClient is available for the following operating systems
11 EDConnect and TDClient EDConnect is time consumingIndividual log in requiredSAIG Mailbox password needs reset every 90 days – manual processUsers log in to EDConnect and manually download and upload message classesIT to move file to Banner ServerLose valuable “working” hoursDownload files at the beginning of each work day (8am)Possible delay if staff member is out of officeVacations, sick leave, conferences, turnoverIncrease possibility of errorsWhat’s the Difference????
12 EDConnect and TDClient TDClient saves timeEliminates manual intervention required to download or upload files to SAIG MailboxReduces chance of errors by eliminating manual interventionIncreases workday efficiencyNo individual log in requiredPrevents processing delays due to vacations, sick leave, conferences, turnover, etc.Staff start processing aid at 8am
13 EDConnect and TDClient TDClient can be scheduled to send and receive files overnightTDClient can be scheduled for multiple downloads and/or uploads during peak processing timesTDClient can be scheduled to reset the SAIG Mailbox password every 90 days
14 Financial Aid Processing with TDClient Our transition from EDConnect to TDClientKept EDConnect on some computersNot recommended to use TDClient and EDConnect together100% transition to TDClient was smooth and easy for the functional users
15 Financial Aid Processing with TDClient All data files are downloaded regardless of aid year if availableOur schedule is 1am and 5amAfter files are downloaded, IT created script runs to rename, concatenate and move ISIR Files to Banner ServerScript also moves files to a Shared Drive with specific sub folders based on our processingOutput is ed to staff in the Financial Aid OfficeYou set up who gets the s. We send all s to most staff for their review.
16 Financial Aid Processing with TDClient Files are moved to a Windows Shared DriveTDClient and scripts require??? - No spaces in the naming convention
17 Financial Aid Processing with TDClient TD Client s are generatedSubject Line: “TDClient 1415 Files Received” (Name only)All files are downloaded regardless of aid yearalso indicates TDClient process ran successfullyYou set up who gets the s.Example: ISIR file type downloaded to the Folder
18 Financial Aid Processing with TDClient 1415 DL file received and moved to the folder LoanFiles and then the subfolder CRDL-DirectLoanfiles.
19 Financial Aid Processing with TDClient As mentioned earlier, this is an example of a file type (pgsnpfop) which is received through TDClient but not loaded into Banner. It’s not aid year specific.It’s downloaded to FederalGrantFiles and subfolder MISCfiles because we turned off 1415 processing on 9/30/15 and this was downloaded 10/12/15.We do not process this file.
20 Financial Aid Processing with TDClient Script s are generatedindicating ISIR Files found, concatenated, renamed and moved to Banner serverEsar.tapfor Correction files (if found)Corr.tapMultiple s generated for loan, grant and common record files found and moved to serverWe categorize files by ISIR Type, Loan Type, Grant Type and Common Type.
21 Financial Aid Processing with TDClient Quick snapshot of generation from the TDClient process and subsequent script s through 1516Example of multiple aid year processing before we turned off 1415 aid year processes at the end of September.
22 Financial Aid Processing with TDClient ISIR Files MovedISIR files found./home/scriptadmin/TDAccess3.2/SAIGIN/idsa16op dat/home/scriptadmin/TDAccess3.2/SAIGIN/igsa16op dat/home/scriptadmin/TDAccess3.2/SAIGIN/igsg16op datmv idsa16op dat home/scriptadmin/TDAccess3.2/SAIGPROCESSED/idsa16op txtmv igsg16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/igsg16op txtmv igsa16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/igsa16op txtmoved to /u01/app/sghe/banner/PROD/dataload/finaid/1516esar.tapSubsequent script s – ISIR files found, concatenated and renamed esar.tap and moved to server for processing.
23 Financial Aid Processing with TDClient ISIR Files Moved…NO ISIR files found. CompleteFound, moved and renamed
24 Financial Aid Processing with TDClient Correction Files MovedCorrection files found./home/scriptadmin/TDAccess3.2/SAIGIN/igco16op datmv igco16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/igco16op txtmoved to /u01/app/sghe/banner/PROD/dataload/finaid/1516corr.tapFound, renamed to corr.tap file and moved to server for processing.
25 Financial Aid Processing with TDClient Loan Files Moved...mv crbn16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/crbn16op txtmoved to /u01/app/sghe/banner/PROD/dataload/finaid/crbn16op datmv crpn16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/crpn16op txtmoved to /u01/app/sghe/banner/PROD/dataload/finaid/crpn16op dat
26 Financial Aid Processing with TDClient Grant Files Moved...mv pgas16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/pgas16op txtmoved to /u01/app/sghe/banner/PROD/dataload/finaid/pgas16op datmv pgmr16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/pgmr16op txtmoved to /u01/app/sghe/banner/PROD/dataload/finaid/pgmr16op dat
27 Financial Aid Processing with TDClient Common Record Files Moved… mv craa16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/craa16op txtmoved to /u01/app/sghe/banner/PROD/dataload/finaid/craa16op datmv crrc16op dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/crrc16op txtmoved to /u01/app/sghe/banner/PROD/dataload/finaid/crrc16op dat
28 Financial Aid Processing with TDClient Miscellaneous Files Moved… mv pmessage dat /home/scriptadmin/TDAccess3.2/SAIGPROCESSED/pmessage txtDoes not get moved
29 Financial Aid Processing with TDClient All files are downloaded (regardless of aid year)Concatenated and renamed (ISIR)Moved files to appropriate folders or subfolders on the shared drives generated to appropriate staffFiles are ready for processing in BannerWhat’s Next?
30 Utilizing UC4 Processing UC4 Job SchedulerService that enables us to schedule and monitor batch jobsUC4 is able to initiate and manage jobs automaticallyImproves current data processes through automationProvides reporting capabilitiesIncreases productivity and efficiencyFunctional users can be granted access for their application in the UC4 scheduling system to monitor job status and progress
31 Utilizing UC4 Processing Our Data load Process OverviewUC4 schedulerUC4 is scheduled after the TDClient job is completed.Our first Data load process begins for one aid year at 1:30 AMLoad ISIRs, Corrections, assign Tracking and Budget Groups, Post Documents for Verification and Send Tracking sOur Next aid year through this process at 3:15 AM
32 Utilizing UC4 Processing s generated for ALL Banner jobsLis and log files attached to output for staff reviewJob RCPTP16 with run_id has finished on agent PROD with a status of FINISHEDData load Part 1 ProcessLoads concatenated ISIR files (esar.tap)RCPTPxx, RCPMTCH and RCRTPxxData load Part 2 ProcessLoads Correction File (corr.tap) through Need Analysis Process (RNPFMxx)Part 2 = UC4 runs Popsel (GLBDATA) which identifies Locked Record (Students with aid Packaged) and Unlocks them using RORPOST (ROPPCAT UC4) and RORBPSTThen UC4 loads Correction Files in Banner (RCPTPxx, RCPMTCH and RCRTPxx)Then the records are Locked again and Need Analysis (RNPFMxx) is run.NOTE: BE SURE TO RUN RNPFM16 once ISIRs are loaded to PROD. You should not have any output UNTIL corrections have been made.So, if you get an err.lis report from Data Load Part 3, and correct the issue, you will generate a correction and should have output on RNPFMxx.
33 Utilizing UC4 Processing Part 3 – After Corrections ProcessUC4 Assign Tracking and Budget GroupsRuns Popsel (GLBDATA) and RORGRPSHave not implemented Period Based Budgeting yetChange the Banner jobs in UC4UC4 Runs GLBDATA for multiple PopselsC Flags, Dependency Documentation, Dep Docs Waived, W2s required (parent and/or student), Federal Tax Transcripts (02), Child Support Paid on FAFSA, Food Stamp Recipient, V4, V5 or V6 Group, Selective Service documents no longer needed, etc.UC4 Updates RRAAREQRuns RORPOST (ROPPCAT) and RORBPSTPBB will change Banner jobs slightly and we’ll need to make changes to UC4-students who answered yes to any question on the FAFSA regarding dependents, legal guardianship, emancipation, etc. AND were already selected for verification.-This identifies students who ORIGINALLY answered YES to any question on the FAFSA regarding dependents, legal guardianship, emancipation, etc. and had a dependency document (DD1516) posted as Required but have now updated the FAFSA so all dependency questions are NO. This will waive the DD1516 document.-DEPENDENT student records selected for verification with parent indicating they will not file or left the question blank.-This identifies parents who linked their Federal Tax Return to the FAFSA and did not make any changes to the tax information (code 02).-Identifies everyone that entered a figure in the child support paid question on the FAFSA.
34 Utilizing UC4 Processing Part 3 – ContinuedUC4 Sends Tracking sRuns GLBDATA and ROREMALTrack 1st RequestInitial request for documentsTrack 2nd RequestSent 30 days later unless a new document has been added prior to 2nd request being generatedTrack 3rd RequestSent 30 days from 2nd Request.Once the 3rd Request is generated, the student is in a Suspended Status unless a new document has been added.
35 TDClient and UC4 working together 8am “Work” beginsUC4 output reviewedGrant, Loan and Common Record Files not run through UC4 yet!Staff run Banner jobs manually to load filesDay to day processing continuesPackaging, Awarding, Loan Origination, etc.Staff run Banner jobs that need ExportedGenerate FilesCraa, crdl, corrStaff run ScriptCalls TD Client to upload file to SAIGAll Banner jobs go to the Job out folderScript could be scheduled with UC4 to look at folder and call TDClient to upload files to SAIG
36 TDClient and UC4 working together Next steps…Almost anything can be scheduledUC4 for Packaging and Awarding AidCould be scheduled to run nightlyUC4 for Disbursement ProcessUC4 to run Banner jobs for Grants, Loans and Common Record FilesGenerate s to staff for their reviewIncludes lis and log filesUC4 to run Script that calls TDClient to Upload files to SAIG
37 TDClient Implementation How did we accomplish the transition from EDConnect to TDClient?Set up and Testing with DOESAIG Data Transmission SitesNetworks (SAIGPORTAL, SAIGPORTALTEST)Network Username and PasswordUsername – TG Number- Example: TG11111Password - Initial password set up by DOE and then school is responsible to reset every 90 daysSame Password Policy for Live site and Test siteBoth User ID and Password are set with TDClient CommandFinancial Aid Staff kept EDConnect on PCs but did not use them once TDClient process was thoroughly tested.DOE maintains 2 sites, one for testing uploading and downloading files and a production site that is a live site.
38 TDClient – Windows Implementation TDClient v3.2.2 Software Download for WindowsDownload tda3.21_windows.zip fromInstall on Windows 2013 server at C:\Program Files (x86)\TDAccess 3.2Follow SAIG Host Communication GuideTDClient default FoldersTDClient v3.2 Software Download for WindowsWindows download file name: tda3.21_windows.zipZip file contains TDAccess_v321_FSA_windows.exe which can be run to start the install.Follow the installation instructions in the SAIG (Student Aid Internet Gateway) Host Communications Guide (Section 2.5 Installation on Windows)Default install to C:\Program Files (x86)\TDAccess 3.2Subfolders installedincoming – directory for incoming filesoutgoing – directory for outgoing filesmaint - directory for receiving maintenance releasestemp - directory for temp files and several optional log filesAdditional subfolders created for Ship processingTDBatchFiles – directory for processing scripts.SerialFiles – directory to track serialization numbers of message class typesTrailersHeaders – directory for created header and trailer records for send process.
39 TDClient – Windows Implementation Script to receive files from SAIG MailboxReceiveFilesProd.batCalls TDClient program to download and save files to incoming folderFiles serialized if more than one of same message classEx. IDSA16OP.mmddyy.datIDSA16OP.mmddyy.0.datIDSA16OP.mmddyy.1.datMoves the files from incoming folder to a Windows shared drive using a mapping documentErrors saved to eastatus.txt fileReceiveFiles featuresCalls tdclient program and connects to SAIG site to download available files. Files downloaded to Download folder in TDAccess3.2 folder.Files uniquely named by message classes or types - ex. IDSA14OP.mmddyy.datFiles also serialized, if more than one of same type. - ex. IDSA14OP.mmddyy.0.dat, IDSA14OP.mmddyy.1.dat…TDClient status file checked for errors on downloads. eastatus.txt text file lists errors.Shippensburg developed a mapping file to copy files to a directory structure to manage files by message classes or types. Ex. Loan files, ISIR files, Federal Grant files, etc.s is required to receive status of script.
40 TDClient – Windows Implementation Custom scripts to move files to Banner job server
41 TDClient – Windows Implementation Script to send files to SAIG MailboxSendFilesProd.batFiles are placed in Upload folder in TDAccess3.2 from Banner jobs serverHeader.bat creates a file with header recordTrailer.bat creates a file with trailer recordAttachTrailersHeaders.bat joins header and trailer records to the file to be uploadedSendFilesProd.bat executes the tdclientc.exe command to upload file to SAIG mailbox* Reference Message class and TG number slide in additional informationThe SendFiles script is noted below.SendFilesProd.bat – receives files from live systemSendFilesTest.bat – receives files from test systemSendFiles featuresFiles to be uploaded are manually placed in the Upload folder in TDAccess3.2 from the Banner jobs folder. Example message types (CRPG, CRAA, CRDL, CORR, TRNI)Dept. of Education required Header and Trailer Upload Records are attached to the files for upload purposes via supporting scripts.Calls tdclientc.exe to perform upload of file to SAIG (Dept. of Education) mailbox for processing.header.bat – creates header file with record to attach to upload filetrailer.bat – creates trailer file with record to attach to upload fileAttachTrailersHeaders.bat – copies header and trailer records into upload file
42 TDClient – Linux Implementation TDClient v3.2.2 Software Download for LinuxDownload tdaccess_c32_FSA_linux.SFX fromInstall to default folder /TDAccess 3.2/Follow SAIG Host Communication GuideTDClient v3.2 Software Download for LinuxLinux download file tdaccess_v32_FSA_linux.SFXCreate TDC folder on LINUX serverCopy the tdaccess_v32_FSA_linux.SFX to the TDC folderRun the tdaccess_v32_FSA_linux.SFX file from the command line to expand its componentsYou will be prompted with a default directory location of TDAccess3.2 to install TDClient
43 TDClient – Linux Implementation TDClient Folders
44 TDClient – Linux Implementation Scripts to receive files from SAIG Mailboxdl_all script uses tdclient program to connect to SAIG site and download all available files.isir_load and corr_load move the ISIR and ISIR correction files to the Banner folder for processing in Banner.isir_load and corr_load copies file to SAIGPROCESSED folder to preserve file uploaded.
45 TDClient – Linux Implementation NON ISIR (Loan, Grant and Common Record) files to the Banner folder for processing in Banner.receive.sh calls subsequent script to download and process ISIR and NON-ISIR files.See SAIG Mailbox: Message Classes slide for files that are grouped into ISIR, Loan, Grant and Common Record groups
46 TDClient – Linux Implementation Scripts to send files from Banner to SAIG Mailboxsend.sh: script that takes a file from *Banner Jobout folderadds header and footer records to the transmitted fileaccepts message class and Banner job sequence number as parametersa copy of the file is saved to SAIGPROCESSED folderEx: ./send.sh <aidyear> <message class> <Banner seq #>* Banner jobout folder: /u01/banjobs/jobout/PROD/* See Message class and TG numbers slide for sending to SAIG