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Electronic Process Series - Day 1
Perkins eProms and
Files
What is an Award File
How to create an Award File
How to transfer an Award File
What happens when an Award File is received at ECSI
Goals for today‟s training
What are Electronic Entrances and eSig MPN’s and how do they work
How to manage the product
How to pick up and use a signed response file
Goals for today‟s training
What is an Award File?
Perkins Award Files
The information in an Award File will allow ECSI to create an Online Entrance and electronic Perkins Master Promissory Note.
Perkins Award File Layout
ECSI‟s Standard Award File Information • SSN • SID#, • Loan Fund, • Campus • First Name, Middle Initial, Last Name • Address • City, State, Zip • Date of Birth • Phone • Email
Perkins Award File Format
• ECSI is willing to take the File in any format and layout • The layout can be in whatever order
• The format can be txt or excel
• The format must be consistent - THE SAME – every time it is sent
• The first time it is sent as a ‘test’ file ECSI will program to process this specific file format and file layout
provided by the school
If a different format and layout are received once the programming is live, IT WILL NOT WORK
Some Sample Files
Lets look at some sample files:
• Text File • „Flat‟ file. Can be processed automatically at ECSI
• Normally you will need a programmer at the school to help you create this file
• Excel File • Delimited file. Needs manual intervention in order to be processed
• Can be put together manually at school or easily extracted from school system
How can Files not work?
• Once ECSI has programmed for a certain file format it is imperative that subsequent files ALWAYS be the same
• If the SSN and SID fields are reversed, they will load to the Prom Notes in the wrong fields
• If the last name is in the fund code field, they will load as a corrupted file.
• ECSI cannot fix the files for you – we will send them back to be corrected
How to FTP an Award File
Manually:
Do the Drag and Drop!
How to FTP an Award File
The FTP will start and a menu will open:
How to FTP
Select # 2 – Award File (or IncomingProm) (Do not close the black box – let it disappear on its own!)
How to FTP an Award File
File Sent!
ECSI Processes the Award File
How Does ECSI Know the Award File was sent?
• There is no guarantee
• Please send an email to [email protected] whenever you send a file
• Text Files are processed automatically at 2am every morning. If you don‟t send an email, we will probably process it, but
an email will tell us to look for it.
• Excel Files are processed when we are notified they are here
Excel file is picked up by an Operator and changed to tilde delimited file so that it can be processed through a program
What Happens After the File is Processed?
• The Online Entrance and / or eSig Perkins Master Prom note is created
• The student is notified to complete the Prom Note • ECSI sends an eMail
• ECSI sends a letter
• ECSI creates a merge document for the school and the school sends the letter
• All students are sent to www.ecsi.net/promXX
Prom Note Process For Students
Prom Note Process for Students
Prom Note Process For Students
Prom Note Process For Students
Prom Note Process For Students
Prom Note Process For Students
Prom Note Process For Students
Prom Note Process For Students
Prom Note Process For Students
Prom Note Process For Students
Prom Note Process For Students
Prom Note Process For Schools
The Client Can access the Prom Notes through WebX
Prom Notes by Account
Prom Notes by Date Range
Prom Note Process For Schools
Prom Notes By Account Allow the School to manage an individual Student‟s Prom Note(s)
Prom Note Process For Schools
Click in the radial button next to the Prom Note in question.
Choose the action from the drop down menu.
Click on GO to change the status
Prom Note Process For Schools
Prom Notes By Date Range will Allow the School
to manage all prom notes and to create reports
Prom Note Process For Schools
EXPORT TO EXCEL FUNCTION
• Only works with Internet Explorer
Internet Explorer fix for Export to Excel
In IE7, Select Tools – Options from the menu (if the menu bar is not shown, press Alt to show it).
Select the Security Tab, then Trusted sites, then click on Sites
Internet Explorer fix for Export to Excel
If https://www.ecsi.net is not shown in the Websites box, type it into the Add box, then click on Add.
Click Close.
Click on the Custom Level button in the options window.
Internet Explorer fix for Export to Excel
Scroll down to the ActiveX
Controls and plug-ins section. Select the Enable or Prompt radio button under “Initialize and script ActiveX controls not marked as safe for scripting” (if you set it to prompt, you will have to give your permission every time you export prom note or exit listings to Excel).
Click Ok, then Yes for “Are you sure?”
Click Ok to close the Internet Options window.
Signed Perkins Prom Notes
Once the Perkins Prom Note is signed by the borrower, the school can disburse the funds to the student‟s account.
Manually – By using the Export to Excel function, the School can create ad hoc reports by date range and signed status and release the funds manually in the Student Information System
Automatically – with the Signed Response File
Signed Response File
• Every night around 2 am a file is automatically created with all of the borrowers who signed a prom note that day
• The file is placed in the eSigned Prom Note File • A school’s IT staff can write a program to use the file to
automatically disburse the funds in the school’s student information system
• A school can manually pick up the file and ask for it to be processed.
• A school’s IT staff can schedule a task to automatically pick up the file and process it.
How to Pick Up the Signed Response File
To manually pick up the Signed Response file, double click on the ECSI File Transfer icon on your desktop
How to Pick Up the Signed Response File
A Dialogue Box will appear with a menu
Enter the folder number for the eSigned Prom Note File
How to Pick Up the Signed Response File
Enter the appropriate number in the text box and click OK. The file will be retrieved and placed in the C:\SAL-TEMP folder on your hard drive. A Windows Explorer window will open with the file highlighted.
My FTP Menus are Different
• The File Transfer Windows have changed, depending on when you were installed, your menus could be different.
• When Sending Files TO ECSI - What was: Is now:
My FTP Menus are Different
• When Picking Up Files FROM ECSI- What was: Could be either:
What happens next?
• After the loans are disbursed in the school‟s Student Information System, the school needs to update the SAL Net system with the disbursements
• Thursday‟s training will cover this process!
• The Advance File
• eDisclosures
Regulation Z Disclosures
• Today we only discussed the Award File and eSig Prom
Process for Perkins Loans
• With the Advent of Reg Z the process for all other kinds of loans has changed
• Health Profession Loans
• Institutional Loans
Please join us on Wednesday at 4 pm est for additional training on the Reg Z Process!
