Introduction

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There are three functional buttons on the Selections subpage, for users with ‘Edit Awarding Tool: Selections’ permission: 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 sorts 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 calculates Calculated Eligibility values for 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.

      2. Process determines Existing Award Amount values for students based on amounts already awarded to an eligible student from the selected fund, for the selected period.  

      3. Process determines Change to Existing Award values for students based on the difference between a Existing Award Amount value and a New Award Amount value.

      4. Process calculates New 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.)

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

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

         3. 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.

         4. 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 Selections Process is initiated, with data from the Selections page and including a Selections Process Date, a 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, and ‘Auto-approve and package all new awards and any changes to existing awards’ was not selected, the Status will update to ‘In Review’ and all fields/buttons on the Selection page will remain disabled for editing.

            1. If ‘Auto-approve and package all new awards and any changes to existing awards’ was selected, the Awarding Tool: Results process will be automatically executed after the Awarding Tool: Selections process completes. If the Awarding Tool: Results process completes successfully, the Status will update to ‘Complete’ and all fields/buttons on the Selection page will remain disabled for editing.

         3. If Selections Process fails, the Status will update to ‘Error’. In this case, the process must be started over by selecting the ‘Add’ button at the top of the page.

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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Header Details

The following “view only” data is presented in the header of the subpage, based on data selected/entered on the Selections page:

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There are three functional buttons on the Selections subpage, for users with ‘Edit Awarding Tool: Results’ permission: Execute, Terminate, and Download Report.

1. Execute: Initiates the Results Process. Button will be disabled until at least one record in the Student and Awarding Information table has an 'Approve' checkbox selected. Clicking the button will launch a confirmation pop-up with buttons OK and Cancel. Message of the pop-up reads: “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.” Clicking ‘Cancel’ will close the pop-up and the Results process is not kicked off. Clicking ‘OK’ will kick off the Results Process:

   1. System will attempt to package all approved Award Amounts for students. If there is an Existing Award amount, the existing award will be updated to reflect the new approved amount. Awards created through the Awarding Tool process will have an ‘AT’ icon on the Academic Plan.

   2. Record in Process Grid will be updated with a Results Process Date, a Results Process ID, and a Results Process User value, and the Status in the record will be updated.

   3. While the Results Process is running, status will be 'Processing' and all buttons/fields on the page will be disabled for editing/selection.

   4. If the process completes successfully, status will updated to ‘Complete' and 'Download Report’ button will be re-enabled

   5. If the process fails, status will be updated to ‘Error’. In this case, the processes must be started over by selecting the ‘Add’ button at the top of the page.

2. Terminate: Disables the Results Process from ever being run for the selections. Clicking the button willlaunch a pop-up message with button options OK and Cancel. Message of the pop-up reads: “You have selected to terminate this process. Options to Edit/Approve amounts and execute awarding will no longer be available.” Clicking ‘Cancel’ will close the pop-up. Clicking ‘OK’ will disable the Execute button as well as the Pencil Icon and Approve column checkboxes, and the Status for the record in the process grid will be updated to 'Terminated'.

3. Download Report: Downloads .csv file report for the Selections and Results processes. After the Selections Process has run successfully, but before the Results Process has been executed, the spreadsheet report contains all data displayed on the Results page plus student-level data values for each data element that was part of the selected Query and the selected Ranking and Priority (if applicable.) The same spreadsheet report is available after the Results Process completes successfully, except it will include a column that displays the amount of award actually applied to the student’s Academic Plan. A comparison of the Award Amount (value approved for the Results Process) and Amount Awarded (amount actually packaged for the student) will confirm if the student received the same amount approved within the Awarding Tool. Reports are also available within the Process Log (see sections below) and, after the Results Process has completed, as a link in the Awarding Tool process grid.

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