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ILASFAA 2010 Fall Workshop

Sherry Cwirko Assistant Director of Financial Aid DePaul University. Your Presenter. To present a template for managing Direct Loan Processing at your home institution.. Objective. Daily/Weekly Processing. Weekday Processes

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ILASFAA 2010 Fall Workshop

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    1. ILASFAA 2010 Fall Workshop Direct Loan Processing

    2. Sherry Cwirko Assistant Director of Financial Aid DePaul University

    3. To present a template for managing Direct Loan Processing at your home institution.

    4. Daily/Weekly Processing Weekday Processes – 23:00 – Loan Origination * 06:30 – Create DL PLUS PNote processes 07:00 – Generate Direct Loan Data * 08:00 – Transmit Files 15:00 – Download Files 16:20 – Import COD Data 17:00 – Create DL Sub/Unsub PNote processes * Review Log files daily or on a regular basis 4

    5. Loan Origination Runs Weekdays11:00pm – Review Log file Why? When an anomaly appears here, the loan origination record is not being created or updated within PeopleSoft. How? Set up an email notification for yourself. * * See notes attached to this slide. 5 How to have an email notification sent to yourself whenever Loan Origination runs. Enter your UserID on the “Notifications” of the Processes component. You can also have an email sent to yourself when the process errors. Navigation: PeopleTools > Process Scheduler > Processes > (Process Name = FAPLBOG1) > Notifications Enter your UserID and check the boxes to indicate when you’d like to receive the log file. When the process completes, an email will be sent to the email address attached to your UserID. In order to access the log file you must first be signed in to PeopleSoft. You can also access the log file through the process monitor if that is easier…we have emails sent automatically so that we remember to look at the log file on a regular basis. How to have an email notification sent to yourself whenever Loan Origination runs. Enter your UserID on the “Notifications” of the Processes component. You can also have an email sent to yourself when the process errors. Navigation: PeopleTools > Process Scheduler > Processes > (Process Name = FAPLBOG1) > Notifications Enter your UserID and check the boxes to indicate when you’d like to receive the log file. When the process completes, an email will be sent to the email address attached to your UserID. In order to access the log file you must first be signed in to PeopleSoft. You can also access the log file through the process monitor if that is easier…we have emails sent automatically so that we remember to look at the log file on a regular basis.

    6. Loan Origination Process Runs Weekdays 11:00pm – Emailed link to Log file arrives when process has completed. If everything falls “within the margins” close the email and move on. If anything falls “outside the margins” investigate further. 6

    7. Loan Origination 7

    8. Loan Origination 8

    9. Loan Origination “Zero dollar disbursement amount” Cause: All of the disbursement buckets in one term have $0.00. Loans abhor a vacuum… Solution: Cancel the loan and re-award it by inserting a new row and using the SAME item type. When you post the award, the two rows will collapse together. Note: This will only work when the initial loan origination record has not been created. 9

    10. Loan Origination “Award Net Disb Bal not equal Accept Bal minus Fees” Cause: A loan is reduced using a custom split and the loan fees have not recalculated properly. Solution: Enter a “B” in the action field for the loan item type, click the Disbursement link, re-check the Custom Split box, and click OK. When you Validate the award, the loan fees should calculate correctly. Post the award. Prevention: Validate after setting up the custom split. 10

    11. Generate Direct Loan Data Process Runs Weekdays 7:00am – Why? When an anomaly appears here, the record is being excluded from the file generated. How? Set up an email notification for yourself. * * See notes attached to this slide. 11 Navigation: PeopleTools > Process Scheduler > Processes > (Process Name = FAPDLOUT) > Notifications This is the same page (but a different process) where you set up your notification to receive the Loan Origination log file. Navigation: PeopleTools > Process Scheduler > Processes > (Process Name = FAPDLOUT) > Notifications This is the same page (but a different process) where you set up your notification to receive the Loan Origination log file.

    12. Generate Direct Loan Data Process Runs Weekdays 7:00am – This is a “JobStream” containing two processes. The log file from the COBOL (FAPDLOUT) is the one to review. There will seldom, if ever, be a day when there are no anomalies in this log file. Open the file and do a “search” for particular phrases. 12

    13. Generate Direct Loan Data 13 This one is more challenging to decipher because some error messages appear “within the margins” while others do fall “outside the margins.” Some “definitions”: FAPDLOOR – Financial Aid Process Direct Loan Outbound Origination Request FAPDLOCH – Financial Aid Process Direct Loan Outbound Changes FAPDLODB – Financial Aid Process Direct Loan Outbound Disbursements This one is more challenging to decipher because some error messages appear “within the margins” while others do fall “outside the margins.” Some “definitions”: FAPDLOOR – Financial Aid Process Direct Loan Outbound Origination Request FAPDLOCH – Financial Aid Process Direct Loan Outbound Changes FAPDLODB – Financial Aid Process Direct Loan Outbound Disbursements

    14. Generate Direct Loan Data 14

    15. Generate Direct Loan Data 15

    16. Generate Direct Loan Data 16

    17. Generate Direct Loan Data 17

    18. Generate Direct Loan Data 18

    19. Generate Direct Loan Data 19

    20. Generate Direct Loan Data 20

    21. Generate Direct Loan Data 21

    22. Generate Direct Loan Data 22

    23. Daily/Weekly Reports Daily Report– FA857-Origination Export Weekly Reports- Mondays– FA860-Validation Errors FA856-Rejected Originations FA855-PLUS Credit Decisions FA866-Disbursement Errors Tuesdays- FA854-Loans on Hold FAORIGRJ-Rejected Changes 23

    24. FA854 Origination Export Report Runs Weekdays – Why? To make certain there are no “stuck” batches at COD. How? Set up the Crystal Report so that an emailed link to the report is emailed. * * See notes attached to this slide. 24 To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Origination Export Report Enter the aid year and click Run For Type, select Web For formal, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Origination Export 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Origination Export Report Enter the aid year and click Run For Type, select Web For formal, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Origination Export 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.

    25. FA854 Origination Export 25

    26. FA854 Origination Export 26

    27. FA854 Origination Export 27

    28. FA854 Origination Export 28

    29. FA854 Origination Export 29

    30. FA854 Origination Export 30

    31. FA854 Origination Export 31

    32. FA854 Origination Export 32

    33. FA854 Origination Export 33

    34. FA854 Origination Export 34

    35. FA854 Origination Export 35

    36. FA854 Origination Export 36

    37. FA860 Validation Errors Report Runs Weekly– Why? To find the students whose loans have not transmitted. How? Set up the Crystal Report so that an emailed link to the report is emailed. * * See notes attached to this slide. 37 To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Validation Error Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Validation Errors 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Validation Error Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Validation Errors 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.

    38. FA860 Validation Errors 38

    39. FA860 Validation Errors 39

    40. FA860 Validation Errors 40

    41. FA860 Validation Errors 41

    42. FA860 Validation Errors 42

    43. FA860 Validation Errors 43 Addresses used for Loan processing are defined at: Set Up SACR > Product Related > Financial Aid > Define Demographic Use See the row where Loan Processing has been selected To see which address types are utilized by the values listed under the Perm Addr Usage and Mail Addr Usage fields, go to: Set Up SACR > Product Related > Campus Community > Establish People Processing > Address Usage TableAddresses used for Loan processing are defined at: Set Up SACR > Product Related > Financial Aid > Define Demographic Use See the row where Loan Processing has been selected To see which address types are utilized by the values listed under the Perm Addr Usage and Mail Addr Usage fields, go to: Set Up SACR > Product Related > Campus Community > Establish People Processing > Address Usage Table

    44. FA860 Validation Errors 44

    45. FA860 Validation Errors 45

    46. FA860 Validation Errors 46

    47. FA860 Validation Errors 47

    48. FA860 Validation Errors 48

    49. FA860 Validation Errors 49

    50. FA860 Validation Errors 50

    51. FA856 Rejected Originations Report Runs Weekly– Why? To find the students whose loans have been rejected at COD. How? Set up the Crystal Report so that an emailed link to the report is emailed. * * See notes attached to this slide. 51 To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Rejected Originations Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Validation Errors 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Rejected Originations Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Validation Errors 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.

    52. FA856 Rejected Originations 52

    53. FA856 Rejected Originations 53

    54. FA856 Rejected Originations 54

    55. FA856 Rejected Originations 55

    56. FA856 Rejected Originations 56

    57. FA856 Rejected Originations 57

    58. FA856 Rejected Originations 58

    59. FA856 Rejected Originations 59

    60. FA856 Rejected Originations 60 The ISIR Transaction number does not appear on any of the pages in Direct Lending Management, but you can be confident that the Loan Origination process will pick up the most recent ISIR row when it runs.The ISIR Transaction number does not appear on any of the pages in Direct Lending Management, but you can be confident that the Loan Origination process will pick up the most recent ISIR row when it runs.

    61. FA856 Rejected Originations 61

    62. FA856 Rejected Originations 62

    63. FA856 Rejected Originations 63

    64. FA856 Rejected Originations 64

    65. FA856 Rejected Originations 65

    66. FA856 Rejected Originations 66

    67. FA856 Rejected Originations 67

    68. FA856 Rejected Originations 68

    69. FA856 Rejected Originations 69

    70. FA856 Rejected Originations 70

    71. FA856 Rejected Originations 71

    72. FA866 Rejected Disbursements Report Runs Weekly– Why? To find the students whose disbursements have been rejected at COD. How? Set up the Crystal Report so that an emailed link to the report is emailed. * * See notes attached to this slide. 72 To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Disbursement Errors Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Validation Errors 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Disbursement Errors Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Validation Errors 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.

    73. FA866 Rejected Disbursements 73

    74. FA866 Rejected Disbursements 74

    75. FA866 Rejected Disbursements 75

    76. FA866 Rejected Disbursements 76

    77. FA866 Rejected Disbursements 77

    78. FA866 Rejected Disburements 78

    79. FAORIGRJ Rejected Changes Report Runs Weekly– Why? To find the students whose changes have been rejected at COD. How? Set up the Crystal Report so that an emailed link to the report is emailed. * * See notes attached to this slide. 79 To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Rejected Changes Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Rejected Changes 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.To run as a Crystal Report to PDF Format: Loans > Direct Lending Reconciliation > Rejected Changes Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Rejected Changes 2011) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.

    80. FAORIGRJ Rejected Changes 80

    81. FAORIGRJ Rejected Changes 81 Set up SACR > Product Related > Financial Aid > Loans > Direct Loan Change RulesSet up SACR > Product Related > Financial Aid > Loans > Direct Loan Change Rules

    82. FAORIGRJ Rejected Changes 82 Set up SACR > Product Related > Financial Aid > Loans > Direct Loan Change RulesSet up SACR > Product Related > Financial Aid > Loans > Direct Loan Change Rules

    83. FAORIGRJ Rejected Changes 83 Set up SACR > Product Related > Financial Aid > Loans > Direct Loan Change RulesSet up SACR > Product Related > Financial Aid > Loans > Direct Loan Change Rules

    84. FAORIGRJ Rejected Changes 84

    85. FAORIGRJ Rejected Changes 85

    86. FAORIGRJ Rejected Changes 86

    87. FAORIGRJ Rejected Changes 87

    88. FAORIGRJ Rejected Changes 88

    89. 89 Loading the Monthly Reconciliation Files Two message classes are generated by Direct Loan Servicing, you must subscribe to these reports every aid year. DSDF – SAS Disbursement Detail, Fixed Length DSLF – SAS Load Level Detail, Fixed Length These files are generated on the first Saturday of each month and are delivered to your SAIG mailbox two days later, on Monday. As with all other flat format files, these are loaded using the Import Federal Data Files process

    90. Loading the Monthly Reconciliation Files 90

    91. Loading the Monthly Reconciliation Files 91

    92. Reconciliation 92 Reports Run Monthly– Why? To find the reporting discrepancies between PeopleSoft and COD. (And because it is a federal requirement!) How? Develop your report or set up the Crystal Report so that an emailed link to the report is emailed. * * See notes attached to this slide. To run as a Crystal Report to PDF Format: Loans > DL School Account Summary > Generate Reconciliation Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Reconciliation Report May, 2010) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role. To run as a Crystal Report to PDF Format: Loans > DL School Account Summary > Generate Reconciliation Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DL Reconciliation Report May, 2010) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.

    93. Reconciliation 93

    94. Reconciliation 94

    95. Delivered Reconciliation Reports 95

    96. Delivered Reconciliation Reports 96

    97. Delivered Reconciliation Reports 97

    98. Delivered Reconciliation Reports 98

    99. Delivered Reconciliation Reports 99

    100. Delivered Reconciliation Reports 100

    101. Delivered Reconciliation Reports 101

    102. Delivered Reconciliation Reports 102

    103. Delivered Reconciliation Reports 103

    104. Delivered Reconciliation Reports 104

    105. Delivered Reconciliation Reports 105

    106. Delivered Reconciliation Reports 106

    107. Delivered Reconciliation Reports 107

    108. Delivered Reconciliation Reports 108

    109. Delivered Reconciliation Reports 109

    110. Delivered Reconciliation Reports 110

    111. Delivered Reconciliation Reports 111

    112. Delivered Reconciliation Reports 112

    113. Delivered Reconciliation Reports 113

    114. Delivered Reconciliation Reports 114

    115. Generating the DLSAS Report 115 Report Runs Monthly– Why? To see how your ending cash compares with your draw down totals at COD. (And then there’s that federal requirement…) How? Develop your own report or set up the Crystal Report so that an emailed link to the report is emailed. * * See notes attached to this slide. To run as a Crystal Report to PDF Format: Loans > DL School Account Summary> Generate DLSAS Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DLSAS Report May, 2010) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role. To run as a Crystal Report to PDF Format: Loans > DL School Account Summary> Generate DLSAS Report Enter the aid year and click Run For Type, select Web For format, select PDF Click the Distribution link Check ON the Email Web Report box Enter a subject line for the report (e.g. – DLSAS Report May, 2010) Optional: You can enter text that will appear in the body of the email message. Make certain your UserID appears in the Distribute To area Optional: Insert rows to have the output sent to additional UserIDs or all users who have a particular security Role.

    116. Reconciliation – Account Summary 116

    117. Delivered DLSAS Report 117

    118. Delivered DLSAS Report 118 The drawdown information contained in both file types DSDF (Detail level) and DSLF (Loan level) are exactly the same. If you run the report using the DSDF file, there will be additional information. Experiment to see which works better for you.The drawdown information contained in both file types DSDF (Detail level) and DSLF (Loan level) are exactly the same. If you run the report using the DSDF file, there will be additional information. Experiment to see which works better for you.

    119. Delivered DLSAS Report 119

    120. Delivered DLSAS Report 120 ONLY use the FADLSAS4 version of this report!!ONLY use the FADLSAS4 version of this report!!

    121. Delivered DLSAS Report 121

    122. Delivered DLSAS Report 122

    123. Delivered DLSAS Report 123

    124. Delivered DLSAS Report 124

    125. Delivered DLSAS Report 125

    126. Delivered DLSAS Report 126

    127. Delivered DLSAS Report 127

    128. Questions ? 128

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