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Heather Smith

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Introduction

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A Refresh button above the grid functions to update the grid with newly created data. Clicking the ‘Add' button above the grid causes fields on the Awarding Tool: Selections subpage to be enabled for new entry.

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Awarding Tool: Selections Subpage

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There are three functional buttons on the Selections subpage: Execute, Cancel, and Save Selected Parameters.

  1. Execute: Initiates the Selections Process. Compiles and saves/stores the selected data and calculates award amounts based on that data, to be presented on the Results page, for the period selected.

    1. Process creates a list of students based on a run of the selected query plus the Period Start Date range entered and sort the list based on Ranking score and sorting priority, including renewal prioritization, as determined by Ranking and Priority selection, if present. (If no Ranking and Priority is selected, students will be sorted in alphabetic order only, by last name then first name.)

      1. Process determine Existing Award value for students based on amounts already awarded to an eligible student from the selected fund, for the selected period. 

      2. Process calculates Eligible Amount of awards for the students, from the selected fund, for the selected period, based on Packaging Philosophy/Fund rules, without consideration of Fund Budgets, and including any amounts already awarded.

      3. Process calculates Award Amount values for each student for the period selected:

        1. Awards will be calculated only for open periods (FAYs, Academic Years, or Payment Periods.)

        2. In the instance of multiple open periods for a student, amounts will only be calculated for the first open period chronologically.

        3. Amount will include any existing award amounts for the selected period (not the difference.)

        4. Award Amount value will match the Eligible Amount value unless:

          1. A budget exists for the selected fund and, based on a running total of Award Amount values assigned to students in priority/sort order, the fund budget has been exhausted.

            1. When fund budgets have been exhausted, remaining Award Amount values for students, based on priority/sort order, should be $0.

          2. Award Amount could not be calculated because of a packaging blocker for the student.

        5. When the Period Type selected is ‘Payment Period,’ the FAY or AY award (depending on Fund Scope) will be adjusted to reflect an amount to be awarded for a single Payment Period. Awards for any future Payment Periods within the FAY/AY will be created as $0 awards.

    2. A row is created in the process grid when the process is initiated, with data from the Selections page and including a Selections Process Date and Selections Process ID, and a Selections Process User.

      1. Process grid record Status:

        1. While process is running, the status will be ‘Processing’ and all fields/buttons on the Selections page will be disabled for editing.

        2. If Selections Process completes successfully, the Status will update to ‘In Review’ and all fields/buttons on the Selection page will remain disabled for editing.

        3. If Selections Process fails, the Status will update to ‘Error’ and fields/buttons on the page will be re-enabled for editing/selection.

  2. Cancel: Clears all selected/entered values without saving and closes the page.

  3. Save Selected Parameters: Appends the entered ‘Awarding Selections Name' value to a 'Process Type' of 'Awarding Selections’ as the parameter set name and saves the selected/entered data with the name to Saved Parameter Sets.

    1. After saving, the set must be retrieved from Saved Parameter Sets in order to Execute.

    2. If the Awarding Tool: Selections process has been run for the parameter set, selecting to Execute again from the Saved Parameter Set will initiate a new process for the same parameters.  

    3. Saved Parameter Sets are available in Scheduled Processes options.

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Awarding Tool: Results Subpage

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Info

Editing/Approving the Award Amount

Users with 'Edit Awarding Tool: Results' permission are able to edit the Award Amount value for each student record and approve the Award Amount for packaging (when the Results process is executed.)

Editing

To edit an Award Amount, select the “Pencil Icon” at the end of the row in the Student and Awarding Information grid. The Award Amount field will be opened for editing and the pencil icon replaced with two other icons: a green checkmark and a red “X.” Use the checkmark to save the entered Award Amount or the “X” to cancel editing.

If an Award Amount is changed, a 'Manual' icon will display next to the Award Amount on the page. 

To undo an edited Award Amount and revert the value to the originally displayed amount, select the green ‘Reset’ button for the row.

Approving 

Positive Award Amounts can be approved by selecting the checkbox in the Approve column. Selecting the ‘Approve’ checkbox in the column header will result in the ‘Approve’ checkbox being selected for each row in the table. (Unselecting the checkbox in the header will unselect the ‘Approve’ checkbox for each row in the table.) The ‘Approve’ checkbox will be disabled for rows with an Award Amount of $0, unless the value was edited from a positive amount to $0.

As described in the Fund Budget Information Grid section, if the selected fund has a budget, the ‘Remaining Balance After Award Approval’ field will be updated in real-time as the ‘Approve’ checkboxes are selected. The total of approved ‘Award Amount’ values cannot exceed budget.

Button Options/Executing the Results Process (Step 2 of the Awarding Tool)

  1. Execute: Initiates the Results Process.

    1. Should only be enabled for users with 'Edit Awarding Tool: Results' permission.

    2. Should be disabled until at least one record in the Student and Awarding Information table has an 'Approved' checkbox selected.

    3. Should launch confirmation pop-up with buttons OK and Cancel.

      1. Message: Executing this process will apply positive Award Amounts to the students' Academic Plans. If the system is unable to award a student, that student will be skipped in the awarding process. Please review the Process Log and output file to confirm awarding, after the process has completed.

      2. Cancel button should return the user to the Results page.

      3. OK button should kick off the Results Process: Awarding (or attempting to award) the Award  Amount value greater than zero to each student for the selected fund. (See FR 4.3.1)

        1. When the Results process starts:

          1. Launch a toast message: "Process Executed" and disable all buttons on the page. 

          2. Update Status in the Awarding Tool process grid to 'Processing'.

          3. Assign and populate 'Results Process Date' value, 'Results Process ID' value, and 'Results Process User' value in the process grid.

        2. If the process completes successfully:

          1. Update the Status in the process grid to 'Complete'

          2. Re-enable the Download Report button for the selection

        3. If the Process fails:

          1. Update the Status in the process grid to 'Error'

          2. Re-enable all buttons/fields on the page for that selection.

  2. Terminate

    1. Should only be enabled for users with 'Edit Awarding Tool: Results' permission.

    2. Should launch pop-up message with button options OK and Cancel.

      1. Message: You have selected to terminate this process. Options to Edit/Approve amounts and execute awarding will no longer be available. 

      2. Cancel button should close the pop-up.

      3. OK button should:

        1. Disable Execute button, Edit icon, and Approved column checkboxes. 

        2. Update the Status for the record in the process grid to 'Terminated'.

  3. Download Report

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Output

Process Log

Reports

option for ALL AT awards to be Manual- explain configuration option

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