Data Conversion
SOP Title: Data Conversion | ||
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
5.1. Run Execute Rebuild Processes after an Updated SBL or Import Award File has been loaded to Processes rebuild data for a batch of students at one time
Actors
User with appropriate permissions
Regent Award
SBL
Import Award file
Pre-condition
Updated SBL and or Import Award file has been loaded and could possibly allow several students stuck in the Conversion Processes: Review Queue to be Processes
Basic Flow
The user:
Navigates to the COD Rebuild Processes under Processes on the left tool bar
Clicks on Execute COD Rebuild Processes
Clicks on Refresh until the Progress column updates 100%
Post-condition
Student who can be Processed is successfully converted and is no longer in the Conversion Processes: Review Queue
5.2 No Course Data
Actors
Student
User with appropriate permissions
Regent Award
SBL
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “No Course Data”
Basic Flow
The user:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “No Course Data”
Scrolls to the bottom of the Conversion Wizard screen and confirm that there are no non-transfer current courses for the student
In the SIS, registers the student for current courses
Generates an updated SBL from the SIS
If student has a program with no course data, follow alternative Processes flow
Depending on the urgency of the situation an SBL can be generated manually, or it can be generated at the scheduled nightly run
Uploads the SBL to REGENT AWARD
Clicks the “Refresh” button in the Conversion Wizard
Clicks “Save” in the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Alternative Flow
Clicks on Add Academic Year
@Academic Year Number – Select Academic Year 1
Select terms associated to the program to create an AY
@ Federal Award Year – Select appropriate FAY (2020-2021)
Clicks “Save” on Modify Student Academic Year
Clicks override if presented on the Academic Year
Clicks “Save” on REGENT AWARD Conversion Processes: Review Student
Clicks “Execute Rebuild Processes”
Clicks “Check Rebuild Status”
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
If student record did not Processes, review error message and Processes via OGB for the error message presented
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.3 Failed to match payment period for import award disbursement
Actors
Student
User with appropriate permissions
Regent Award
Import Award Disbursement File
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “Failed to match payment period for import award disbursement”
Basic Flow
The user:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “Failed to match payment period for import award disbursement”
Navigates to the portion of the Conversion Wizard that displays the “All Imported Awards”
Find the imported award that has an error in the “Award Message” column
Clicks the carrot to Opens the details of the imported award
Examine the disbursement dates of the imported award to determine which disbursement(s) may fall outside of the Award Period
Make the necessary adjustments to the award and disbursements to ensure that all disbursements fall within the designated Award Period
For COD originated awards when appropriate, make any required changes to the awards and disbursements at COD on the web. This will also require that the web response file be imported into Regent Award
When making updates to awards in the SIS, care should be taken that if disbursements are moved to another award, that the gross and net award amounts will need to be updated appropriately
Once the changes have been made in the SIS, a new Import Award file for the student will need to be generated and imported into REGENT AWARD
Confirms in the Processes Log that the Import Award file imported properly.
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for the student in question
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
If student record did not Processes, review error message and Processes via OGB for the error message presented
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.4 All AY modification records must be in the 'Ready to Package' status or COD Rebuild Award can not be processed as the related BBAY Modification record is in a pending review status
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “All AY modification records must be in the 'Ready to Package' status”
Basic Flow
The user:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “All AY modification records must be in the 'Ready to Package' status” or “COD Rebuild Award can not be processed as the related BBAY Modification record is in a pending review status”: In the Adjust Academic Years and $0 Disbursement section, if the message in the “Issues” column of the Academic Year is:
“At least one import disbursement had a validation error. At least one import award disbursement failed to Process” in the “All Imported Awards” section of the Conversion Wizard
Finds the imported award that has an error in the “Award Message” column
Clicks the carrot to Opens the details of the imported award
Examines the disbursement dates of the imported award to determine which disbursement(s) may fall outside of the Award Period
Makes the necessary adjustments to the award and disbursements to ensure that all disbursements fall within the designated Award Period
If necessary, make any required changes to the awards and disbursements at COD on the web. This will also require that the web response file be imported into Regent Award
“Overlapping Academic Year”
Identifies which Academic Years overlap
Identifies which of the overlapping Academic Years are correct based on the loan information provided
For the incorrect Academic Year, Clicks the “Edit” button on the right of that Academic Year
Adds or removes terms to adjust the Academic Year appropriately. Once you are satisfied with the selected terms, Clicks the “Save” button
“Shortened BBAY” and/or “Load Period Term Mismatch”
Clicks Edit
Adds terms in the Academic Year
Clicks on Advance Edit for Academic Loan Periods
Adds terms
Clicks save
Note: If the Program Start Date is incorrect, course data transfer flags need to be updated appropriately. (Transfer for courses prior to the open Academic Year and enrolled (not flagged transfer for courses in the open Academic Year.)
“Overlapping Program Start Date” the Program start date matches the open Academic Year start date: If the Program start date is incorrect, the correct Program start date must be updated via the SBL file or the user can update the course data to match the Program Start by changing the transfer flag on the course from non-transfer to transfer or from transfer to non-transfer. (Courses that are part of the academic year should not be flagged as transfer and courses that are not part of the academic year should be flagged as transfer).
If they get the following message: Term Based Programs require at least 1 Term to be specified in each Loan Period
Clicks on “Advanced Edit” in the Loan Period section
Selects the terms in the Academic Year
Clicks “Save”
In the scenario where An Academic Plan does not exist for this student – Regent Award could not create an academic year based on the program and the terms on the import award data
Identifies if the terms on the import award data are configured to apply to the student’s program
If not, updates the terms on the import award data
Imports updated Import Award file
Clicks “Save”
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.5 One or more Payment Periods could not be resolved for a COD Rebuild award
Actors
Student
User with appropriate permissions
Regent Award
COD Rebuild File
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “One or more Payment Periods could not be resolved for a COD Rebuild award”
Basic Flow
The user:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “One or more Payment Periods could not be resolved for a COD Rebuild award”
Clicks on Student
Clicks on the Academic Year
Clicks on Loan Period Begin Date to determine which disbursement has the error message if it is not open.
Clicks on COD Rebuild Award (DLSubsidized or DLUnsubsidized if it is not open.
Identifies the disbursement with error “The disbursement date of XX/XX/XXXX could not be matched to a Payment Period” in the Message column.
Please note that there may be more than one award/disbursement with the error message. This will require you to follow the procedures to update the payment period for all disbursements
Clicks the “Edit” button to the right of the award to expand the disbursement details
In the column labeled “Payment Period Override” selects the payment period that the disbursement should be assigned to
Clicks the “Update” button to the right of the award
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
If they get the following message: COD data has been imported, but not Processed yet – check the Processes log for error, (if there are multiple loans with this message, it may help to Processes one loan at a time)
Clicks refresh
Repeats steps g through n
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.6 At least one disbursement for this award has a $0 amount that may not actually be $0 and needs to be reviewed
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “At least one disbursement for this award has a $0 amount that may not actually be $0 and needs to be reviewed”
Basic Flow
The user:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “At least one disbursement for this award has a $0 amount that may not actually be $0 and needs to be reviewed”
Clicks on the “Data Conversion Wizard” button on the far right. A new tab will Opens with the student information
Scroll down and use the drop-down arrows to find the $0 transaction
Confirm what the amount of the transaction should be
Clicks the edit button to the right of the $0 transaction
Adjust the “Current Amount” to the proper amount
Clicks the “Update” button to the far right of the $0 transaction
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.7 Error Processing batch data for Student. Error Msg: BBAY Modification Loan Period for Year #1 has a FAY that is not possible for the date range.
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “Error Processing batch data for Student [xxxx]. Error Msg: BBAY Modification Loan Period [xxxx – xx/xx/xxxx – xx/xx/xxxx] for Year #1 has an FAY (XXXX) that is not possible for the date range.”
Basic Flow
The user:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “Error Processing batch data for Student [xxxx]. Error Msg: BBAY Modification Loan Period [xxxx – xx/xx/xxxx – xx/xx/xxxx] for Year #1 has an FAY (XXXX) that is not possible for the date range.”
Carefully examine the Loan Period Begin and End dates compares to the Federal Award Year for the awards in the top section of the Conversion Wizard titled “Adjust Academic Years and $0 Disbursements”
If their Federal Award Year does not coincide with the Loan Period start and end dates, change the Federal Award Year of the award to the correct Federal Award Year in the SIS.
Once the changes have been made in the SIS, a new Import Award file for the student will need to be generated and imported into REGENT AWARD
Confirm in the Processes Log that the Import Award file imported properly.
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for the student in question
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.8 AY Modification for Academic Year is invalid. A Term should be contained in this modification and is not included or AY Modification is invalid. A Term that should anchor the AY is not included or Import award disbursement's payment period is not contained by the award period or the award period was not found
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “AY Modification for Academic Year is invalid. A Term should be contained in this modification and is not included”
Basic Flow
The user:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “AY Modification for Academic Year is invalid. A Term should be contained in this modification and is not included”
In the scenario where a student has the message “Shortened BBAY” in the “Adjust Academic Years and $0 Disbursements” section of the Conversion Wizard, Clicks the “Edit” button to the right of the Academic Year
Add or remove terms to adjust the Academic Year to match the Begin Date and End Date of the Loan Academic Year. Once the user is satisfied with the selected terms, Clicks the “Save” button
In the scenario where a student has the message “Unable to package student (RNA.PackageStudent) ….. or Error Processing batch data for Student….
Review term on the Import Award data and confirm terms on the import award data are configured to apply to the student’s program
If not update the terms on the import award data
Import updated Import Award file
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.9 Import award amount doesn't equal the sum of its disbursements
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “Import award amount doesn't equal the sum of its disbursements.” And,
Student is in the Import Award Queue
Basic Flow
The FA User:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “Import award amount doesn't equal the sum of its disbursements.”
Navigates to the portion of the Conversion Wizard that displays the “All Imported Awards”
Find the imported award that has an error in the “Award Message” column
Clicks the carrot to Opens the details of the imported award
Examine the data in the “Award Amount” column for the award and compare that with the combined total of all supporting disbursements in the “Gross Amount” column
If there is a difference in the values of the “Award Amount” and the total of the “Gross Amount” for all disbursements, changes to the award will need to be made in the SIS. Depending on the situation, a disbursement may be missing, or the award amount may be too high.
Once the changes have been made in the SIS, a new Import Award file for the student will need to be generated and imported into Regent Award
Confirm in the Processes Log that the Import Award file imported properly.
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for the student in question
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.10 AY modification has an invalid Federal Award Year assigned to it
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with the Status of “AY modification has an invalid Federal Award Year assigned to it”
Basic Flow
The FA User:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with the Status of “AY modification has an invalid Federal Award Year assigned to it”
Locate the Academic year with the error and Clicks the “Edit” button to the right of the Academic Year
Update associated Federal Award Year appropriately. Once you are satisfied with the selected Federal Award Year, Clicks the “Save” button
If the FAY is incorrect on the IA data, an updated IA file must be imported to resolve the issue
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.11 Term's start/end dates outside of the BBAY Modification effective date range – The AY dates on the COD data or created based on the IA data does not match the configured terms that make up the AY.
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with an error message “Term's start/end dates outside of the BBAY Modification effective date range”
Basic Flow
The FA User:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with an error message “Term’s start/end dates outside of the BBAY Modification effective date range”
Locate the Academic Year where the AY dates do not match the term configure dates and Clicks the Edit button to the right of the Academic Year
Update the AY begin and end dates on the left by selecting the appropriate terms and adding them to the right
If the term already exists on the right, remove it and re-add it.
Clicks the “Save” button on the Modify Student Academic Year page
Clicks “Override” box to the left of the edit button
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.12 AY modification skips a term that should exist - Import award data does not have a disbursement for each term in the IA start date and end date.
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with an error message “AY modification skips a term that should exist”
Basic Flow
The FA User:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with an error message “AY modification skips a term that should exist”
At the academic year Clicks on edit, the Modify Student Academic Year will populate
Review the terms on the right to determine if there is a gap between terms
Select the missing term on the left and Clicks the plus button to add the term that is missing in the AY on the right
Clicks the “Save” button on the Modify Student Academic Year page
Clicks “Override” box to the left of the edit button for the Academic Year
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.13 Remaining plan cannot be anticipated – Student’s cumulative units exceed the number of units required to complete their program
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with an error message “Remaining plan cannot be anticipated”
Basic Flow
The FA User:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with an error message “Remaining plan cannot be anticipated”
Determine how many units the student is over the required units to complete the program
Processes a course adjust using the Course Adjustment OGB
Navigates back to the data conversion wizard for the student
Clicks the “Save” button at the top of the Conversion Wizard
Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard
Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
5.14 Import Award Validation Issue – Student’s record could not Processes via the automation Processes
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student is stuck in the Conversion Processes: Review Queue with an error message “Import Award Validation Issue”
Basic Flow
The FA User:
Navigates to the Conversion Processes: Review Queue
Opens the Conversion Wizard for a student with an error message “Import Award Validation Issue”
Clicks the “Save” button at the top of the Conversion Wizard
Clicks “Finalize Student Conversion”
If there are no other data issues, a box will pop up that says “Student Conversion Successful”
Alternative Processes Flow
Other Data Conversion Error message that can only be resolve via updated IA, SBL and/or COD data files
At least one disbursement for this award is missing supporting Import Award Disbursement data - COD data is missing Import Award data
The student has paid COD Rebuild Disbursements but does not have course enrollments defined for their active program- enrolled course data is missing for award period
AY Modification contains terms from multiple tracks -Student has Import Award data in multiple term tracks IDs
AY modification skips a term that should exist - Import award data does not have a disbursement for each term in the IA start date and end date.
For example
AY includes terms Fall, Winter, Spring and Summer optional
Student has an IA with Award Year Start and End dates as 8/31/2020 - 8/21/2021
Student only attended Fall, Spring Summer so the IA data does not include a disbursement amount for Winter
IA data should include a disbursement for the Winter term for $0
Resolution is to add the missing term via the Data Conversion Wizard or provide the missing term with the $0 amount on the IA file
No program -A program must be provided for Regent Award to build an Academic Plan and Processes the rebuild data
Term was not found in the Academic Plan program or institution - Import Award data includes terms that are not associated to the student's program
Per Institutional settings Import Award data is required to support this Rebuild Award - IA file must include awards for COD Data that is being rebuild in Academic Year and later
AY Modification contains terms from multiple tracks - Import Award data contains terms from multiple track or terms from BBAY and SAY programs. School must resolve via updates to the IA file
A Track Change has been detected in BBAY Modification - Import Award data contains terms for a SAY program and a BBAY program which indicates a possibility of a track change. School must resolve via updates to the IA file
Import Award requires a fund budget, but no fund budget was found for Import Award Disbursement – School must update the fund budget via the Fund Setup OGB to Processes this student's record.
Unable to create award for "Fund Name", fund requires ISIR and valid ISIR not available or does not match grade level. At least one import award disbursement failed to Process. - Student's record must have a valid ISIR for the Import Award fund to Processes. Once received Navigates to the student's conversion wizard and Processes the student's record by Clicking on the button (Save etc.) at the top of the page.
Import award disbursement's payment period is not contained by the award period or the award period was not found - Make sure the Award start and end dates on the IA file matches the term start and end dates.
Value cannot be null or At least one Import Award disbursement failed to Process - This error could mean one of the following:
Import Award, Award Start and End dates do not match the term start and end dates.
Import Award should not include an award for a term that is not anticipated
Import Award Payment Period start, and end dates must match a configured term in Regent
Internal RNA Error - issue with non-COD import Award
Post-condition
Student is successfully converted and is no longer in the Conversion Processes: Review Queue
Change Log