Peralta Fit/Gap Analysis #Topic/ Functionality Fit/Gap/ Implement Description/Comments/ Solution 1 Load all ISIR file types, including initial applications,

Peralta Fit/Gap Analysis# Topic/

FunctionalityFit/Gap/ Implement

Description/Comments/Solution

1 Load all ISIR file types, including initial applications, corrections & CPS system-generated files

Fit SAFE already has capability

2 Establish load parameters that allow for filtering which records get loaded and which stay in a suspense mode for further review

Gap/ Do Not Implement

Not required for SAFE system

Verify with Peralta that this is not required and we can take off list

3 Load ISIRs for a new aid year beginning in April/May of calendar year

Fit SAFE for new FA years to be delivered for loading in April/May timeframe

4 Continue using EDExpress or CPS Online to process ISIR Corrections

Fit Correction functionality activated again in 2010-11 mainframe and will be carried over into SAFE-Web.

5 Review ISIR record regardless of which school received the record

Fit?/Implement

Think this is a fit. ISIRS can all be reviewed. Check with FAOs to see if something else is needed/required.

6 Ability to use the ISIR Load Date as ‘effective’ date of the ISIR record

Gap?/Implement?

Need to understand Peralta requirements for this feature

7 Search Match capability Fit

ISIR Processing

Peralta Fit/Gap Analysis page 2

# Topic/Functionality

Fit/Gap/ Implement


8 Bio/Demo update options Gap?/Implement?

PS update discontinued. Is this data exchange of information needed? If so, need to understand requirements.

9 Designate a home campus when ISIR is loaded

Fit/Implement Additional?

Load to first college on ISIR record. Use universal welcome letter (this was added by PCCD programmers to ISIR load for Transaction 01’s). Is this the best way to continue implementation of this feature?

10

Print ISIRs when needed Fit

11

Sort/order ISIRs by student choice

Fit?/Implement?

Is sorting required? What choices are being referred to with this item? Previously noted on this item that sorting could be done outside of SAFE prior to loading.

12

Create reports to manage suspended ISIR records

Gap/Do Not Implement

No suspense files in SAFE – PeopleSoft item.

Verify there is no SAFE requirement here

13

Option to create a Prospect (potential student not yet officially applied for Admission but could be recruited by PCCD) record in Admissions module

Fit Student records can be manually added in the current mainframe system. This functionality will be carried over into the web system.

Are there any additional requirements here other than what the current system does?

ISIR Processing



Fit/Gap/Implement?


14

Schedule processes to run overnight or run at individual desktop

Gap/Implement

Not all batch/scheduled jobs can be run at individual desktops in the mainframe system (CICS). It is intended that in the Web system both scheduling and running on demand will be included in the functionality.

15

Create ISIR Load report to identify students eligible for the BOG A, B, or C fee waiver

Gap/Implement

According to Peralta, need report to identify BOG C eligibility only. Note: BOG C is packaged on award letter.

We need a better understanding of these requirements.

16

Create report to manage ISIR records that are in an EFC status of ‘Rejected’

Fit

17

Access to a screen that displays detailed information for the student’s Expected Family Contribution (EFC)

Fit

18

Audit trail of ISIR Corrections

Fit?/Implement

There is an audit trail but not specifically anaudit trail for Corrections. Is storing all ISIR transactions the answer? Are there specific requirements?

ISIR Processing



Fit/Gap/ Implement?


19

Simulate income and asset data for either parent or student for Professional Judgment decisions

Fit

20

Track all ISIR transactions in chronological order

Gap/Implement SAFE mainframe doesn’t currently do this because not all ISIRs are stored. For SAFE-Web, we can implement this.

21

View text detail associated with ISIR Comment Codes, ISIR Reject Reasons, and SAR C Flags

Gap/Implement Mouse over on comment code numbers to view entire text.

Currently the FAOs need to do a PF9 to view the comment code text from one of the FAFSA screens.

22

Load ISIRs into SAFE daily Fit

ISIR Processing



Fit/Gap/Implement?


1 Home campus completes verification Fit

2 Perform an automated comparison of tax data to ISIR data and an INAS need analysis recalculation of the Expected Family Contribution (EFC)

Gap?/ Implement?

Verify that everything Peralta needs can be handled by ReCalc. I don’t believe ReCalc handles INAS calculations.

3 Process verification within SAFE FA module

Fit

4 Track all required verification documents Fit

5 Track data verification was completed and by whom

Fit

6 Prevent disbursement if verification incomplete

Fit

Verification



Fit/GapImplement?


7 Set up tolerance levels Fit

8 Request additional information from students after verification process is complete

Fit

9 Auto-load tax data into verification component directly from ISIR record

Fit

10

Submit verified data elements resulting in an EFC change electronically to the Central Processing System so that the CPS can return a corrected ISIR record

Fit?/Implement Correction (ECAR) will be re-activated in the 2010-11 mainframe and this will be carried over into the Web application

SA55 has the ECAR field so one can create a correction on SA55

Verification



Fit/Gap Implement?


1 Track documents, log each document as it is received, and include the date the document was received

Fit

2 Automatically assign required documents based on a student’s ISIR Comment and/or Reject Codes as well as other additional documents required for PCCD-specific processing- the requirement is to assign documents in an automated process to a group of students, preferably following an ISIR load

Gap?/Implement

Document database; assign paragraphs related to comment and reject codes. We already have a number of letters assigned related to certain ISIR comments.

Notes: Would like to see verification worksheet assigned automatically when appropriate. Request some items be assigned during the ISIR Load process. Consider the Student Type.

Would like to discuss this requirement further

3 Record the same document (checklist item) for a group of students. For example, 20 dependent verification worksheets are received for 20 different students, and rather than accessing each individual student record to record receipt of the document, running a process to automatically complete these documents in batch. Note that recording a document for just one student is also an option.

Gap/Implement

Discuss look and feel of SC13. Discuss having a way to check off multiple fields at once when all documents are received.

Side bar about SC57 being only 2 pages and not being able to add further information. The FAOs would like this functionality to have more pages for data input. SC57 is used for recording Satisfactory Academic Progress.

Checklists, Communications, & Comments



Fit/Gap/ Implement?


4 Setup and create as many different types of letters as needed by the 4 separate community colleges within the district

Gap/Implement

Currently in Mainframe SAFE there are only 99 documents available. That is not 99 for each college but 99 in all that the colleges must share.

Further discussion should be had with regard to letters and expectations.

Email Documents: What happens if attachments are needed?

5 Generate unlimited Tracking Letters and follow-up letters to inform students of required documents needed in order to complete the processing of the financial aid application. Letters should be produced either on demand for individual students or for groups of students.

Gap/Implement

In SARA, there are three letters sent at desired intervals however, that being said, a date sent can be removed in order to resend a tracking letter. Perhaps 3 are enough or are too few. Discuss with FAOs further




Fit/Gap/ Implement?


6 Record specific comments related to documents being mailed to students-these comments are specific to an individual student

Fit

7 Create comments or notes about a student’s financial aid application, professional judgment decisions regarding a student, or assign pre-defined comment text to students.

Fit? Is there something else needed that is not currently provided in SAFE Mainframe?

8 Ability for the front counter staff at each separate college to easily view a summary of any checklist items (documents), communications (letters), and comments for individual students

Fit?/Implement Same Universal Screen view by college code




Fit/Gap/ Implement?


1 Track A&R data about a particular student at the term level, including academic career, program, plan, GPA, enrollment data & FA load

Gap/ Implement

A&R is PeopleSoft languageNeed to see enrolled units; possibly by college, must see SAP; field to enter majorGPA, combined units and when units are taken e.g. 4 at 0002, 4 at 0005, 4 at 0008 = 12 units. A major field is needed as mentioned by Judy.

Verify requirements here

2 Override and freeze data on the FA Term record for financial aid purposes only

Fit

3 Use a census, or ‘freeze’ date, that is different from Student Records – this is not required

Fit?/Implement?

Financial Aid Offices will use report generated to identify students affected by FA census date. NO FREEZING of dates will usually affect students who drop below 1/2-.

Are there requirements for SAFE here or good as is?

4 Track course enrollment and view a student’s class schedule

Gap/Do Not Implement?

This is done in PeopleSoft. Is there a need for this in SAFE?

5 Establish standard weeks of instruction for each term within the aid year

Gap/Do Not Implement?

This is done in PeopleSoft. Is there a need for this in SAFE?

Financial Aid Terms



Fit/Gap/Implement?


1 Calculate a student’s Cost of Attendance based on various parameters such as student level, school, term, residency, ISIR housing data, etc. The 6 primary categories used in establishing a student’s budget are: tuition, fees, room & board, books & supplies, miscellaneous and transportation

Fit

2 Include professional judgment allowances in student budgets

Fit

3 Recalculate student budgets based on actual enrollment

Fit

4 Include loan fees (whether actual or averaged) if a student borrows a FFELP loan

Fit

5 Lock a student’s budget Fit

Student Budgets



Fit/Gap/ Implement?


1 Each college within the district can maintain an unlimited, separate list of item types (award fund numbers)

Fit

2 Monitor the amounts within a given fund; offered, accepted, and disbursed

Fit

3 Develop detail, summary, and matrix reports by fund and aid year

Fit

4 Create ‘estimated’ numbers that act as place-holder awards that can be auto-canceled by awarding a related item type

Fit?/Implement?

Note from Judy: “TENTATIVE AWARD”

We need additional information on this feature.

5 Track a student’s award history by fund across multiple aid years

Fit

Item Types/Fund Management



Fit/Gap/ Implement?


1 Manually package a student Fit

2 Mass Package a group of students Fit

3 Create an unlimited number of packaging scenarios (plans)

Fit

4 Create equations that will select students as well as perform calculations to determine specific amounts

Fit

5 Repackage students based on enrollment changes throughout the aid year

Fit?/Implement?

Note from Judy “We have been using a 100% enrollment award. Discussed researching MLMT”

Pell is the one award that needs to be adjusted according to enrollment.

6 Prevent awarding an item type if funding is zero Fit

7 Cancel offers that have not been accepted and notify the student of cancellation

Fit

Awarding/Mass Packaging



Fit/Gap/ Implement?


8 Auto-package state grant funds according to delivered eligibility table

Fit?/ Implement?

Note: state grant eligibility rules need to become part of the packaging criteria for state grantsResearch needs to be done regarding this item. Earlier notes say this can be done in packaging criteria however during our 2/5 visit there was talk about loading a State provided file.

9 Create multiple versions of the financial aid award letter

Fit?/Implement

To be included in general discussions regarding letters

10

Create item-type specific award messages that will appear on every award letter if the student has been awarded that fund

Fit?/Implement

To be included in general discussions regarding letters

11

In addition to reflecting a student’s awards, ability to include Cost of Attendance and EFC information on any version of the award letter.

Gap/Implement?

Verify that this is desired.

12

Ability for front counter staff at all colleges to easily view a summary of the student’s award data, including a summary of award letters mailed

Fit?/Implement

Are there any additional requirements to the way SAFE currently does this?




Fit/Gap/ Implement?


13

Print an award letter for a single student or to easily print award letters in batch

Fit?/ Implement

For general discussion on letters

14

Label letters as either original or revised with the revision number included

Fit?/ Implement

For general discussion on letters

15

Provide self-service options to the students so they may view their award info online via the portal, as well as make changes to their award information

Gap/Implement in the Future

Portal view is desired at a later date to allow students to look at FA Awards and document info via their PeopleSoft portal.

16

Award a student without an ISIR record – for example, award a WalMart scholarship or EOPS

Fit

17

Incorporate the Pell Payment schedules into the online and automated packaging process

Fit

18

Automate summer financial aid packaging, particularly Pell Grants

Gap?/Implement

With changes to the Pell Grant e.g. Year Round Pell further research needs to be completed. At this time the colleges award Summer Pell manually.

19

Track VA Benefits from ISIR and include as a resource for awarding


These fields have been removed and are no longer being tracked per regulation and specification changes from the DOE.




Fit/Gap/ Implement?


20 Retain historical information on award letters including, but not limited to the following: processing date, identifiers of the counselors who made the award, type of assistance offered, amount of award and any special comments

Gap/Implement

Verify exact list of details

21 Integrate sources of aid that are not awarded by the financial aid offices (such as EOPS)

Fit/Do Not Implement

Note from Peralta: ONLY FAO ENTERS AWARDS. Other departments may have limited view only access.

22 Maintain max limits for each item type and academic level, particularly for FFELP loans

Fit




Fit/Gap/ Implement?


1 Easily view a quick snapshot of where the student stands in terms of financial aid application processing – particularly for the front-counter staff at all 4 colleges – note that the student will have one financial aid record that will be shared by the 4 schools

Fit?/ Implement

UNIVERSAL VIEW

Verify requirement details

2 Place disbursement holds Fit

3 Set a review flag indicating the student’s file is complete

Fit

4 View 3Cs aid year summary data Fit?/ Implement?

PeopleSoft languageVerify Requirements

5 Track loan entrance and loan exit interview completion on the Packaging Status Summary page

Fit?/ Implement?

Verify Requirements

Status Summary Pages



Fit/Gap/ Implement?


1 Place holds Fit

Assigning and Tracking Holds


Fit/Gap/ Implement?


1 Track Satisfactory Academic Progress Fit

2 Communicate with students via letters, notifying them of SAP status and requirements for reconciling SAP

Yes?/ Implement

Verify any letter requirements

Satisfactory Academic Progress



Fit/Gap/ Implement?


1 Run trial disbursements Fit

2 Award students using multiple disbursement IDs for every award/term combination

Fit? Verify Requirement

3 Prevent disbursement based on various rules either at a global level or at the item type level

Fit

4 Prorate a disbursement based on various enrollment levels

Fit

5 Prevent a disbursed award from being reduced based on enrollment changes after a specific point in time

Fit

6 Determine why an award will not disburse to a student

Fit

Authorization/Disbursement



Fit/Gap/ Implement?


7 Compare the amount of financial aid disbursed to the amount of financial aid applied via the SF Group Post process

Gap/ Implement?

INTERFACE TO PS STUDENT ACCOUNTS: Peralta programming necessaryNeeds to be added by District to PeopleSoft disbursement batch summary so that SF Group Post process can process asynchronously and prepare an automated comparison of expected disbursements to actual SF Group Post results (verify SAFE requirements)

8 Control disbursements by date Fit

9 Automatically post non-federal aid to a student’s account without using SF Group Post

Fit Needs to be provided by District within the PeopleSoft disbursement processing.(Verify SAFE Requirements)

10 Apply any and all financial aid to any and all charges on a student’s account, including but not limited to parking fines, late fees, etc.

Gap/ Implement?

Needs to be provided by District within the PeopleSoft disbursement processing(Verify SAFE Requirements)

Authorization/Disbursement



Fit/Gap/ Implement?


1 Track Federal College Work Study earnings based on payroll information

Gap?/ Implement

Dual systems; parallel loads; FWS uploaded to SAFE from payroll(Verify SAFE Requirements)

2 Track Work Study earnings in terms of placement, department, supervisor

Gap/ Do Not Implement

SAFE doesn’t replace the separate payroll processing and reports

Verify that this is not needed

3 Identify students as Community Service employees

Fit?/ Implement?

SAFE’s work study programs have not been updated in a few years. If this is desired, we need to understand requirements.

4 Develop report to track earnings, and identify students who are close to, or already have, exceeded their work study award

Gap/Implement?

Verify SAFE requirements if necessary

5 Package work study based on ISIR question

Fit

6 Continue to maintain Access database of all student employment management at Laney College

Fit?/ Implement?

Work Study (shadow entries) useful for cross-checking payroll accuracy. Used at Laney.

Verify SAFE requirements

Student Employment



Fit/Gap/ Implement


1 Process loans using FFELP CommonLine standards

Fit?/ Implement?

Will need to transmit DL origination and disbursements

Legislation will dictate requirements?

2 Maintain use of WhizKid EDFUND NET software


Disregard

3 Track paper loan checks Fit

4 Process PLUS loans Fit

5 Track Entrance Interview Fit

6 Track Exit Interview Fit

CommonLine Loan Processing



Fit/Gap/ Implement?


1 Process Pell Payment reporting via COD requirements, allowing each college to report funding separately

Fit

2 Run various Pell Payment reports Fit

3 Reconcile PS disbursements to COD disbursements

Gap/ Do Not Implement?

Not a financial aid disbursement action; this is a student finance processing actionNeeds to be provided by District within the PeopleSoft disbursement processing

Verify there are no SAFE requirements

4 Use Formula 1 for Fall and Spring terms and use Formula 3 for Summer term Pell Grant processing

Gap/ Implement?

SAFE presently uses one single Pell formula

From Judy: Will USE FORMULA 1; Year Round Pell

Verify SAFE Requirements

Pell Payment Processing



Fit/Gap/ Implement?


1 Calculate Return of Title IV (R2T4) refunds when a student withdraws

Gap/ Implement?

GP 432 ReportWill generate reports for withdrawals. Use Federal calculator.Verify SAFE requirements

2 Determine who requires a R2T4 calculations

Gap/ Implement?

Needs further discussion e.g. what is expected. Currently R2T4 is not calculated in SAFE.

3 Calculate R2T4 in SAFE for multiple students based on SR withdrawal and notify FA regarding refunds

Gap/ Implement?

Is this a SAFE requirement?

Return of Title IV Aid

Self Service# Topic/

FunctionalityFit/Gap/ Implement?


1 Students can review award information via Self Service

Gap/ Not now

Not a current requirement for SAFE

2 Students can accept or decline awards via Self Service

Gap/ Not now


3 Students can view any outstanding documents they must still turn in to the financial aid offices

Gap/Not Now




Fit/Gap/ Implement?


1 Create FISAP report for each individual college

Fit

2 Create ad hoc reports Gap/ Implement

Verify which additional reporting is required

3 Produce Fund Management reports

Fit?/ Implement

Does PCCD have the capability to produce the reports they currently need?

Are there additional SAFE requirements?

4 Download Query results in Excel Gap?/ Implement

SAFE provides data export capability; it is PCCD choice if Excel is used for spreadsheet import

Does PCCD want more automation here?

Reporting



Fit/Gap/ Implement?


1 Track awards from the EOPS office and include in the student’s aid package

Fit?/ Implement?

FAO uses EOP Department lists; enters awards and orders checks; SAP is same Does this need to be more automated?

2 Process aid for students who don’t apply for federal aid, but qualify for district or state aid such as Chaffee Grant, BOG, CAL Grant, outside scholarships, Americorps, etc

Fit?/ Implement?

Does this need to be more automated?

3 Process BOG Tuition Waivers – consider using CC Apply

Fit?/ Implement?

BOG entry is external in PS. Need to manually enter all SF – MIS elements for State reporting if data is not there from ISIR. Does this need further automation?

4 Process CAL Grants Gap/ Implement

Actual CAL Grant eligibility must be separately determined or set up within SAFE packaging criteria. Judy has provided Web Site links. ESI to review

5 Process any and all other forms of state and district aid programs – the financial aid offices are required to consider all sources of state and institutional aid when determining a student’s eligibility for federal funds

Fit

6 Any outside funding checks (i.e., AmeriCorps) that are payable to the institution can be disbursed via FA using disbursement rules that are specific to that particular fund.

Gap/ Implement?

Actual AmeriCorps eligibility must be separately determined or set up within SAFE packaging criteria

Is this a Peralta requirement?

Non-Federal Aid Programs



Fit/Gap/ Implement?


1 Update all FA process pages, excluding setup pages, to reflect a Home Campus code that is based on an agreed-upon source for the campus code determinant

Fit

2 Determine Ability to Benefit (ATB) Gap/ Do Not Implement

ATB determination is to occur outside of SAFEVerify that PCCD does not require any additions to SAFE

3 Convert legacy FA holds and SAP flags Fit

4 Track a student’s residency for COA and awarding purposes

Fit/ Implement

Convert legacy SAFE SAP; legacy SAFE history to Web-SAFE

Miscellaneous