4.1.1.0 Product Brief


Product Release4.1.1.0
Release GA Date8/2/17
Point of ContactAnastasia Kline
Keywords

CCM

Additional Documents/wiki/spaces/regent/pages/7029697


Release Summary

  • Customer specific work:                                                                   
  • Project CCM: Client Configuration Management - Phase 1
    1. Programs Set-up                             
    2. Terms Set-up              
  • Compliance
    1. FISAP Reporting
    2. R2T4 Stabilization Phase
    3. SAY AY Length (SULA)

Product Release Description

Regent Release 4.1.1.0 is Generally Available as of 08/02/2017 and comprised of several critical bodies of work:

  • Customer specific work geared towards supporting new and ongoing client implementation efforts.
  • Compliance themed enhancements focusing on the functional areas of the R8 product such as FISAP reporting, R2T4 stabilization and SULA related Scheduled Academic Year length features.
  • Client Configuration Management or CCM initiative phase 1 roll out.
  • Scheduled ongoing maintenance and customer support items.

    What is CCM Project? Project CCM is an initiative that is led by the Regent Product Management unit and supported by the entire organization that has been put in place as a response to an large number of customer requests to expose an increased and more visible amount of configuration control and self-management. The current release introduces the first set of configuration  management tools, which is Programs Setup and Terms Setup, that will be exposed to clients via the R8 UI to make ongoing updates in a self-service like manner. Currently, Phase 1 functionality of the project is being beta tested by a limited set of customers.

Release Notes

Release Notes were made available internally on 7/25/2017 date via /wiki/spaces/regent/pages/7029697. On 7/26/2017 the Release Notes were made available externally via Customer Zone.

Other Documentation

In addition to the Product Brief, the following documentation is also be available:

  • Release Notes
  • Project CCM User Guide for Programs and terms (including instructional write up, screen shots, data dictionary and demo videos for the Import and Export processes)
  • Release FAQs

Perfective Enhancements Overview

Unfunded and Offered awards options added to the Expected EST:

The Expected EST process in R8 has been enhanced to allow schools to choose to include awards in an unfunded or offered status on the output file. This optional fields are expected to be used mostly by schools with Active award acceptance to ensure that appropriate funds are included in the expected funds export file. Either one or both of these new options can be selected for a given Expected EST export process, and both are optional.  Awards in the selected status(es) will be added to the Expected EST output file if they meet all other stipulated requirements for the Expected EST export. These options are also available as selection criteria for the scheduled BP_EST process.


Active/inactive parameters added to User and Role Information Report:

An additional parameter and output column was added to the User and Role Information report that will allow the report to be filtered on whether or not the user is currently an active R8 user, or not.  The "Active" status has also been added as an output column on the report.

Inclusion of applicant's dependency status in the smart form questionnaire export file:

Regent has enhanced the smart forms questionnaire export file process to include the student's dependency status in the file (when the dependency status is available. NB: Schools should contact their Regent representative to enable this feature.

UI option to run Ready to Package (RTP) process:

This enhancement is only relevant to customers using Regent Review. Regent8 (R8) is now enhanced to provide users the ability to run the Ready to Package (RTP) process from the user interface (UI). Regent added a new selection, "Export Ready to Package File (CSV)," to the Processes>Export Process>Process Type menu. The output file is in a CSV format. Prior to this enhancement, schools had to request this process to run with a Regent representative.

FISAP Report enhancement:

Regent8 is enhanced to accommodate 2016-2017 FISAP reporting. There have been no changes to data collected on the FISAP form.  However, award year, date references, acronyms, hyperlinks, and the public reporting burden estimate have been updated.

R2T4: Include SEOG/Perkins Offered on Date of Withdrawal:

Regent modified the logic that checks SEOG/Perkins offer dates to determine whether the funds should be included in an R2T4. The logic now ensures the award was made “on or before” the Withdrawal Date, rather than just “before” the Withdrawal Date as required by the FSA R2T4 compliance regulations.

R2T4 Wizard Enhancement Loan Period Override Date:

The R2T4 Wizard was enhanced by adding a loan period optional end date override field ("LP End Date Override") in Step 2 of the Wizard. This enhancement allows the user to override the loan period end date exported to COD in cases when the R2T4 period end date is manually manipulated in the R2T4 Wizard.

Updated Dataviews to include Non Standard Term Type:

Non Standard Term Type has been added to the following 2 dataviews:

  • Extract_R2T4_View
  • Extract_AwardPackagingStatus_View

The possible values for these fields have changed as follows:

  • "NonStandard Term" - indicating the student is a non-standard-term student
  • "Termbased" - indicating the student is a term student
  • "NonTerm" - indicating the student is a non-term student

Project CCM: Client Configuration management:

Starting with release 4.1.1 R8 will accommodate import and export of Programs, Program Groups and Terms setup data using two file formats: XML and CSV*. At the time of the 4.1.1 release only XML import and export is available.  

Associated User Interface changes:

  • Added Import Setup Configuration Process
  • Added Export Setup Configuration Process
  • Added External ID to Enrollment Level Setup screen

Setups covered:

  • Program
  • ProgramGroup
  • Term
  • ProgramGroupProgram
  • ProgramTerm
  • ProgramSite

Import Setup Process overview:

A process type, “Import Setup Configuration (XML)”, was added to the Processes à Import Process à Process Type menu in the UI. Users can utilize this process to import configuration via XML files.  Upon completion of the import, R8 will update setup tables and the respective setup screens. If there are any issues while processing the data during an import for the respective Enterprise record, then that entire Enterprise will not be processed. Users will see an error in the Process Log. The user must have appropriate permissions to the Import Setup Configuration Process

Export Setup Process overview:

New process type, “Export Setup Configuration,” was added to the "Processes" menu in the UI. Users can use this process to export setup configuration in XML format.  Users can narrow the output through filtering by Enterprise, Institution, Campus, Site, and Setup Template.  The output will consist of a single file even when multiple setup templates are selected. The user must have appropriate permissions to the Export Setup Configuration Process.

New externalId field in the Enrollment Setup screen:

In order for the batch program and terms update import and export processes to work properly, a program must be have an external ID. The new field called "externalId" field has been added to EnrollmentLevelSetup screen. This is now a required field and it needs to be pre-populated with a unique value across the R8 database. As a part of 4.1.1 Release Regent has run a script  to pre-populates this field with a temporary value. Customers must update the values for this field for their currently existing and new enrollment level setup to ensure that program and terms update import and export processes work correctly. The value for this field must conform to the following standards:

  • cannot be null
  • can be letters or numbers
  • 60 characters maximum
  • the value must be unique across the database

R2T4 Task Setup options enhancement:

R8 is now updated with two new Task Type names: "Review Return from LOA or CORE" and "Review LOAs exceed 180 Days in a 12-Month Period."  With this enhancement, users will now see the "Review R2T4" task type only for SBL triggered items, the "Review LOAs exceed 180 Days in a 12-Month Period" task type only for the LOAs exceed 180 Days in a 12-Month Period triggered items, and the "Review Return from LOA or CORE" task type only for the Failure to Return from LOA or CORE triggered items. Users will need to setup the new task types via Task Setup ("Review Return from LOA or CORE" and "Review LOAs exceed 180 Days in a 12-Month Period"). NB: None of the tasks' triggering logic was altered; this enhancement only created new Task Type names for existing triggering events.  Therefore, users are advised to perform a holistic review on their needs in terms of an R2T4 trigger.  For example, prior to this enhancement, the "Review R2T4" task type triggered on break logic, but now, this task only triggers on the R2T4 node data imported via the SBL file.   

New Features Overview 

Email Activity Logging:

A student activity log entry is created in REM whenever an email is sent to a student or parent from the Student Portal. The activity log entry contains the email subject and indicates if the email was related to the student or parent.

Configuration Updates and System Requirements

System Requirements

Any client currently on the R8 4.1 branch may take R4.1.1.0. for UAT and ultimately production upgrade.

Release Updates and Known Issues

IssueDetailsWorkaround exists

Commas in CSV file values cause the import to fail

For a CSV process, import fields that contain a comma in the value.

File is parsed incorrectly and fails or data is truncated (for the last field in the data row in some cases)

No; DEX update is required to resolve this. Scheduled for 4.2