1 Purpose

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

2 Scope

The {INSERT CLIENT 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

5 Procedure

5.1 Adding New Document to Regent Award

Actors

• User with appropriate permissions

• Regent Award

• Regent Account Manager

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

• Document does not exist in Regent Award

• Document configuration variables added to the Document_Setup_Template

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 document to the Document Setup in the QA environment.

   1. Navigates to the Document Setup.

      1. Clicks on Administration

      2. Clicks on Enterprise Setup

      3. Clicks on Institution Setup

      4. Clicks on Campus Setup

      5. Clicks on the Document Setup

      6. Clicks on the Add Document button

         1. From the Add Document tab, performs the following:

            1. Adds all general document data from the Document_Setup_Template

               1. The general document data in the template starts with the Name field and ends with the Federal AYs field.

               2. If a document should have an attached file, the Attachment field towards the end of the template should contain the file name to be attached. The file should be stored the SharePoint site.

                  

               3. The list of fields in the “Auto Process During” section cannot be updated on the StandardDocuments_Config tab. These fields will display which processes are enabled based on the information in the associated document tabs and informational only. 

      7. Clicks on the Save button to save the document. The Add Document tab will no longer display once the new document is saved.

   2. From the Document Setup tab, locates the new document by filtering the Name column.

      

   3. Clicks on the new document.

   4. If the “Enable Restrictions” field is set to “Yes” in the template, clicks on the Restriction tab.

      1. From the Restriction tab performs the following:

         1. Clicks the Edit button

         2. Clicks on the checkbox next to the “Enable Restrictions” field.

            1. Clicks on the Add button for the associated processes that should be restricted or,

            2. If all processes should be restricted, click on the “Add All” option.

         3. Checks “Cancel Funds" if document is in unsatisfied status”

         4. If all funds are to be restricted, clicks on the checkbox next to “Select all funds” (including ones that may be setup in the future) field or,

         5. If specific funds are to be restricted, clicks on the Add button next to each fund that should be restricted.

            1. To search for a specific fund, locate the fund by filtering the Available Funds column.

         6. Clicks on the Save button

            1. The Doc Restrict column in the Document Setup grid will display the list of restrictions saved for the document when the “Enable Restrictions” is checked.

   5. If the “Assigned By ISIR Import” field is set to “Yes” in the template, clicks on the ISIR Assignment tab.

      1. From the ISIR Assignment tab performs the following:

         1. Clicks the Edit button

         2. Clicks on the checkbox next to the “Enable ISIR Process” field.

         3. Adds all ISIR data from the Document_Setup_Template onto the ISIR Assignment tab.

            1. Make certain to configure all “ISIR” related fields in the template that have been populated.

            2. For each section of the ISIR Assignment tab that have multiple options, clicks on the Add button next to each option in that section that are identified on the template. To search for specific options, clicks on filter icon at the top of the associated grid.

               1. If the template contains the word “Blank”, then the “Blank” option should be added for that section.

                  

         4. Clicks on the Save button

            1. The Assign During column in the Document Setup grid will display “ISIR Import” when the “Enable ISIR Process” is checked

   6. If the “Assigned by Packaging” field is set to Yes in the template, clicks on the Packaging Assignment tab.

      1. From the Packaging Assignment tab performs the following:

         1. Clicks the Edit button

         2. Clicks on the checkbox next to the “Enable Packaging Process” field.

         3. If the “Packaging Assignment Funds” field in the template is set to All, clicks on the checkbox next to “Select all funds” (including ones that may be setup in the future).

         4. If the “Packaging Assignment Funds” field in the template is set to specific funds, clicks the Add button next to each fund that should be restricted.

            1. To search for specific fund, locate the fund by filtering the Available Funds column.

         5. Clicks on the Save button

            1. The Assign During column in the Document Setup grid will display “Packaging” when the “Enable Packaging Process” is checked.

               

   7. If the “UDF” field is populated in the template, click on the SBL Assignment tab.

      

      1. From the SBL Assignment tab performs the following:

         1. Clicks the Edit button

         2. Clicks on the checkbox next to the “Assign by SBL” field.

         3. If only one UDF field will be used where any value will set the document to a Needed status, clicks the checkbox next to the “Map UDF values to document statuses” field

            1. This option is very seldom used because the document status is usually based on a specific UDF value.

         4. If more than one UDF field will be used and/or the document status is based on a specific UDF value, performs the following for each UDF Field Name/UDF Value/Status combination:

            1. Clicks on the Add UDF button to add a new UDF record

            2. Selects the UDF field from the UDF Field drop down

            3. Selects the specific value option from the Value Match Type drop down

            4. Enters the UDF Value.

               1. The UDF value is case sensitive so the must be entered as it is displayed in the template

            5. Selects the status associated to the UDF value from the Status drop down

         5. Clicks on the Save button

            1. The Assign During column in the Document Setup grid will display “SBL Import” when the “Assign by SBL” is checked.

            2. There is currently an issue where the “Assign by SBL” field becomes unchecked if the Documents General tab is edited. If the General tab is edited, then the “Assign by SBL” field will need to be checked in the SBL Assignment tab.

   8. If the “Signature” field is populated in the template, click on the Electronic Signature tab

      1. From the Electronic Signature tab performs the following:

         1. Clicks the Edit button

         2. Clicks on the checkbox next to the “Inherit from Campus” field to not select this option.

            1. The Inherit from Campus field does not set all of the electronic signature fields so this option should not be selected.

         3. Select the student/parent option from the Require Electronic Signature drop down.

            1. The Campus Setup contains Electronic Signature settings that should be set at the document level

               

            2. Selects one of the following options from the “Requires Electronic Signature” field:

               1. Not Required

               2. Only Parent signature required

               3. Only Student signature required

               4. Both student and parent signatures required

            3. Clicks on each checkbox option for the “Sources of parent data” field

            4. Selects “3, 4 or 5” in the “Parent Identity Verification Attempts Allowed” field

            5. Selects “24, 48 or 72” in the “Portal Access Request Link Expires in” field

               

            6. Clicks on the Save button

         4. After all updates are made to the document’s General, Restriction, ISIR Assignment, Packaging Assignment, SBL Assignment and Electronic Signature tabs in the QA environment, the User performs the following steps.

            1. Clicks on Administration

            2. Clicks on the Enterprise level

            3. Clicks on the Reload RNA Setup button

               1. 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. 

                  

         5. The user validates the updated information in QA.

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

NOTE: The document setup should be completed for all entities before ISIR and SBL files are loaded at the end of the day.

Post-conditions

• The Document Setup will be updated to include the new document

5.2 Modifying Existing Document in Regent Award

Note: Clients using Regent Review should never modify any of the Regent Review pre-configured documents/ questionnaires.  The annual maintenance of these documents/ questionnaires is updated annually by Regent Award. 

Actors

• User with appropriate permissions

• Regent Award

• Regent Account Manager

Pre-conditions

• Document has data that needs to be updated in Regent Award Basic Flow

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 document to the Document Setup in the QA environment

   1. Navigates to the Document Setup

      1. Clicks on Administration>Enterprise Setup>Institution Setup>Campus Setup>Document Setup

   2. From the Document Setup tab, locates the document by filtering the Name column

      

   3. To update the Document, performs the following:

      1. Clicks on the tab that needs to be updated (General, Restriction, ISIR Assignment, Packaging Assignment, SBL Assignment and Electronic Signature)

      2. Clicks the Edit button

      3. Updates the appropriate fields

      4. Clicks on the Save button to save the updates

         • NOTE: There is currently an issue where the “Assign by SBL” field becomes unchecked if the documents General tab is edited.  If the General tab is edited and the “Assign by SBL” should be enabled, click on the SBL Assignment tab; click on the Edit button; click on the checkbox next to the “Assign by SBL” field; and then click on the Save button.

4. After all updates are made to the documents General, Restriction, ISIR Assignment, Packaging Assignment, SBL Assignment and Electronic Signature tabs in the QA environment, the User performs the following steps:

   1. Clicks on Administration

   2. Clicks on [Client] (the Enterprise level)

   3. Clicks on the Reload RNA Setup button

      1. 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. 

         

5. The user validates the updated information in QA.

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

Post-conditions

• Document will be updated with new information