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SOP Title: Pell COA Setup

Document #:

{}

Revision #:

1.0

Effective Date:

MM/DD/YYYY

Author:

{NAME}

Reviewer:

{NAME}

Approver:

{NAME}

1

...

Purpose

These procedures will guide {INSERT TEAM NAME} through list process(es)

2

...

Scope

The {INSERT TEAM NAME} will be impacted by this procedure.

3

...

Roles and Responsibility

{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for list action

{INSERT ROLE or DEPT NAME} will be responsible for list action share.

4

...

Definitions

TERM

Definition

Term

Definition

5

...

Procedure

5.

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1 Adding Pell COA

Actors

  • User with appropriate permissions

  • Regent Award

Pre-condition (The planning process when adding a new or updating existing Pell COA and documenting other configuration areas that need to be updated)

  • Pell COA does not exist in Regent Award.

  • Pell COA is added to the Pell COA_Setup_Template (when applicable)

  • Identify Program configuration variables added to Program_Terms_Setup_Template (when applicable) that apply.

Basic Flow

  1. The user creates a Customer Zone (CZ) ticket requesting Regent to copy the Production data to the QA environment.

  2. Regent Account Manager updates CZ ticket once the restore is completed.

  3. The user adds the Pell COA in the QA environment:

    1. Navigates to the Pell COA Setup

      1. Clicks on Administration

      2. Clicks on Enterprise Setup

      3. Clicks on Institution Setup 

      4. Clicks on Campus Setup

      5. Clicks on the Pell COA

      6. Clicks on the 'Add Pell COA' button

      7. Enters 'Name', 'External Pell COA ID', and 'Description'

      8. Checks 'Active' box

      9. Clicks the 'Add Federal Award Year' button

      10. Selects the federal award year

      11. Adds the Full Time and Less than half time amounts for On Campus, With Parents and Off Campus

      12. Clicks “Save”

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                         xiii. Repeats the steps approve for all appropriate federal award years

  • Note: If federal award years are not entered in advance for academic years in the future Pell will not package.

                   b. Navigates to the Program tab

                              i. Selects either all program or adds appropriate programs

                             ii. Clicks “Save”

                  c. After all the Pell COA data has been added, the user performs the following steps:

                             i. Clicks on Administration

                            ii. Clicks on Enterprise

                           iii. Clicks on the Reload RNA Setup button

                           iv. The user validates the updated information in QA.

                            v . Once the user validates the configuration and ensures accuracy, the user will make the same changes in Production.

NOTE: After making changes to ANY section of the configuration setup, clicking on the Reload RNA Setup button will apply and activate the changes in the system. 

Post-conditions

  • The Pell COA is added to Regent Award

Alternative Flow

  • User updates existing Pell COA

  • Follows Navigation steps above

  • Chooses existing Pell COA and clicks “Edit”

Note: When editing a Pell COA ensure the correct programs are associated. 

Administrator Guide: Regent Award