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 SBL File Failures

Actors

• User with appropriate permissions

• IT Team

• Regent Award

• SBL

Pre-conditions

• SBL fails to import into Regent Award

Basic Flow

1. The SBL fails to properly import into Regent Award because of XML file issues.

2. Regent sends an auto-generated e-mail to the school to indicate that the SBL file failed to load and what the possible issue is.  This is also located on the Process Log.

   1. The user accesses the Runbook to determine frequency of the file and process log review.

      1. If a SBL full file failure occurs (0 of 0 records processed) the IT Team:

         1. Sends a communication to end users not to enter data in Regent Award.

         2. Disables additional file loads of the SBL until file issues are resolved.

         3. Resolves the file failure.

         4. Generates a new SBL file.

      2. If code changes are needed to create a new SBL file, it should be tested first before it is imported into Production.

         1. A restore of Production to the QA environment needs to be completed:

            1. The user creates a Customer Zone (CZ) ticket requesting the restore of Production data to QA.

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

      3. The user:

         1. Loads the SBL new file to the QA environment.

         2. Confirms a successful load.

         3. Loads the new SBL file in Production.

         4. Enables the SBL file load according to established Runbook procedures.

         5. If Batch Packaging ran before the updated SBL file was successfully loaded, the user manually runs the Batch Packaging process. NOTE: The Batch Packaging process should not be executed during peak hours unless all users are out of the system.

         6. Sends out a communication to all users that Regent Award is now available.

 Post-conditions

• SBL is successfully imported into Regent Award

Alternative Flow

1. The SBL imports with Logic Failures due to student specific reasons.

   1. The IT Team/User:

      1. Navigates to the Process Log and reviews validation errors under Student Tab- Student Message, or

      2. Navigates to the Process Log/Error tab and runs the ‘SBL Validation Errors Report’ that provides a report of all errors.

      3. Researches and adds corrections in a subsequent SBL.

5.2 Import Student Documents

Actors

• User with appropriate permissions

• IT Team

• Regent Award

• Import Student Documents File

Pre-condition

• The Import Student Document file fails to import into Regent Award

Basic Flow

1. The Import Student Document file fails to properly import into Regent Award.

   1. The IT Team/user accesses the Runbook to determine the frequency of the file and process log review.

      1. If a full file failure occurs (0 of 0 records processed), the user

         1. Reviews process log or data view report

         2. Notifies the IT Team.

   2. The IT Team:

      1. Turns off the scheduled process to load of the Import Student Document file until file issues are resolved.

      2. Resolves the file failure.

         1. If code changes are needed to create a new Import Student Documents file, it should be tested in QA first before it is imported into Production.

      3. Generates a new Import Student Documents file

         1. A restore of Production to the QA environment needs to be completed:

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

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

      4. The user:

         1. Loads the Import Student Documents file in the QA environment.

         2. Confirms the file is successfully loaded.

         3. Loads the new Import Awards file in Production.

   3. The IT Team/user:

      1. Reviews process log for confirmation.

      2. Sends out a communication to all users that Regent Award is now available.

Post-condition

• The Import Student Documents file is successfully imported into Regent Award.

Alternative Flow

1. The Import Student Documents file imports with Logic Failures due to student specific reasons.

   1. The user:

      1. Navigates to the process log and review validation error under Student Tab- Student Message.

      2. Researches validation errors.

      3. Contacts the IT Team to add corrections in a subsequent file.

      4. If changes are needed to create a new Import Student Documents file, it should always be tested in QA first before data is imported into Production.

5.3 ISIR Import Failures

Actors

• IT Team

• User with appropriate permissions

• Regent Award

Pre-condition

• ISIR file fails to import into Regent Award

Basic Flow

1. The ISIR file is in either sFTP FW folder or SAIG mailbox and imports according to the pre-determined time outlined in the Runbook.

   1. Files may fail because Regent Award detects that the file has been previously imported. Regent Award will produce the following messages:

      1. Error while processing the data file: Failed to complete post-process procedure. No ISIR's in this import were matched to an Institution (via the Federal School Codes) because they would duplicate existing ISIR's already loaded. The import was cancelled.

      2. Error while processing the data file: Failed to insert transaction record. The contents of the file [..\School_PROD\ISIRLoad\ISIRLoad_0b3bacb16d96462ba88402aeadb9ce7d (idsa20op.dat)] were previously loaded. This import process has been cancelled to prevent loading duplicate data in the system.

2. The user confirms that the ISIRs has been previously loaded.

Post-condition

• ISIR File is imported as expected or has been previously imported.

5.4 Communication Failures

Actors

• IT Team

• User with appropriate permissions

• Regent Award

Pre-condition

• Communications do not execute as expected.

Basic Flow

1. The Communications process runs according to the pre-determined time outlined in the Runbook.

2. The IT Team/user will research and resolve the error.

3. Once the error has been resolved, the user will either manually execute the process in batch by navigating to the Processes Tab or will allow the communications process to run as scheduled according the Runbook.

   1. NOTE: This process can be manually executed, HOWEVER manually executing a Communications process is not recommended in Production during peak hours.

Post-condition

• Communications are executed as expected.

Alternative Flow

1. The user will execute a communication on a student-by-student basis under the Communication Tab.

5.5 Batch Packaging Failures

Actors

• User with appropriate permissions

• Regent Award

Pre-condition

• The Batch Packaging process fails for multiple students.

Basic Flow

1. The Batch Packaging process runs according to the pre-determined time outlined in the Runbook.

2. The Batch Packing Report from data views will be analyzed by the user or Administrator.

3. The user will provide the information to the FA Processor for research and review.

4. Once the error has been resolved, the FA Processor will either MAP the student or allow the Batch Packing process to run according to the Runbook.

   1. This process can be manually executed; HOWEVER, this is not recommended in Production during peak hours.

Post-condition

• The student is packaged accordingly.

Alternative Flow

• The user runs the "System - Batch Packaging Errors" report which will list the associated error for each student or the processing log.[DH1] 

5.6 Import Awards

Actors

• User with appropriate permissions

• IT Team

• Regent Award

• Import Award File

Pre-condition

• The Import Award file fails to import into Regent Award

Basic Flow

1. The Import Award file fails to properly import into Regent Award.

   1. The IT Team/user accesses the Runbook to determine the frequency of the file and process log review.

      1. If a full file failure occurs (0 of 0 records processed), the user:

         1. Reviews process log or data view report.

         2. Notifies the IT Team.

   2. The IT Team:

      1. Sends a communication to end users not to enter data in Regent Award.

      2. Turns off the load of the Import Award file until file issues are resolved.

      3. Resolves the file failure.

         1. If code changes are needed to create a new Import Awards file, it should be tested first before it is imported into Production.

      4. Generates a new Import Award file.

         1. A restore of Production to the QA environment needs to be completed:

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

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

   3. The user:

      1. Loads the Import Award file in the QA environment.

      2. Confirms the file is successfully loaded.

      3. Loads the new Import Awards file in Production.

   4. The IT Team/user:

      1. Reviews process log for confirmation.

      2. Sends out a communication to all users that Regent Award is now available.

Post-condition

• The Import Awards file is successfully imported into Regent Award.

Alternative Flow

1. The Import Awards file imports with Logic Failures due to student specific reasons.

   1. The user:

      1. Navigates to the process log and review validation error under Student Tab- Student Message.

      2. Research validation errors.

      3. Contacts the IT Team to add corrections in a subsequent file.

      4. If code changes are needed to create a new Import Awards file, it should be tested first before it is imported into Production.

         1. A restore of Production to the QA environment needs to be completed:

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

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

      5. Loads the Import Award file in the QA environment.

      6. Confirms the file is successfully loaded.

      7. Loads the new Import Awards file in Production.

Change Log