migration to 6.x fee assessment for everyone€¦ · · 2010-03-10fee assessment for everyone....

• Introduction• Migration to 6.x• SFARGFE• Fee

Assessment Processing

• Batch Fee Assessment

• Audit History• Refunding

Fee Assessment For Everyone

What is new in Fee Assessment ?• Introduction

Introductions

What’s new in FeeAssessment?

• Migration to 6.x• SFARGFE• Fee

Please note that all of the following information pertains to both BANNER 5.6 and 6.x but we will cover 6.x for the purposes of this presentation.

What is new in Fee Assessment ?• Introduction

Introductions

What’s new in FeeAssessment?

• Migration to 6.x• SFARGFE• Fee

Migration to BANNER 6.xSFARGFE EnhancementsEnhanced Rules for Fee Assessment ProcessingBatch Fee Assessment Changes (SFRFASC)New Registration Fee Audit History (SFAFAUD)Changes in Refunding Using Combined Per Credit and Flat (Plateau) Refunds

• Introduction • Migration to 6.x• SFARGFE• Fee

Migration to BANNER 6.x for Fee

Assessment

Migration to BANNER 6.x for Fee Assessment• Introduction• Migration to 6.x

OverviewGuides & FAQsCloningBatch ProcessingInstalling 6.xReview RulesBatch ProcessingCompare ResultsPerform Assessment

• SFARGFE• Fee

Review the Student 6.x Release Guide, the 6.x User Guide, and the SCT FAQs for Fee Assessment Enhancements before migrating Clone production database to create TEST environmentRun Batch Processing to update all students for the current term in Production environmentInstall 6.x in TEST environmentReview Assessment Rules (Plateau/ Flat fee Rules)Run SFRFASC in test instance for creating audit history recordsCompare results with newly created Batch ProcessingPerform actual assessment in Audit mode

• SFARGFE• Fee

Guides and FAQs

The Student 6.x Release Guide

Section VI deals with the Fee Assessment Enhancements

The Student Release 6.0 User Guide

Chapter 13 deals with Fee Assessment

The SCT FAQs for Fee Assessment Enhancements

FAQs 11504,11507,11508, and 11625 are most relevant

• SFARGFE• Fee

Test Database

• SFARGFE• Fee

Cloning for Testing

Clone your production database into a test environment. You will need to apply the upgrade first to the test database in order to prevent problems that might occur with corruption of your production database.

• SFARGFE• Fee

Test Database

• SFARGFE• Fee

Batch Processing to update all Students

SFRFASM and SFRFAS1 are obsolete as of BANNER 5.6. If you are upgrading from BANNER 5.5, please run Batch Processing using whichever of these two processes are valid for your institution. This is important because you will not have the option after you upgrade and you will need this to compare data to be sure your new Fee Assessment rules are calculating correctly for BANNER 6.x.

• SFARGFE• Fee

Test Database

• SFARGFE• Fee

Install 6.x

Be sure to install BANNER 6.x in the test database only so that you can perform testing without corruption of your actual student data.

• SFARGFE• Fee

Test Database

• SFARGFE• Fee

Review Assessment Rules

Plateau Hours have been replaced by the new Flat Hours. You will need to examine all your rules that contained Plateau Hours and change them.

Negative rules are no longer needed when using Plateau/Flat fee rules. Because of Board of Regents policy, no one in the University System of Georgia should have negative rules in conjunction with Flat fees.

However, if you wish, you can identify negative rules with the srefrgfe.sql script.

• SFARGFE• Fee

Test Database

• SFARGFE• Fee

Update all Students in Test Instance

Once you have rules set up in your test database in which you haveinstalled Banner 6.x, you will need to run batch processing via SFRFASC.Please run this in Audit Mode to create Audit History Records in your test database.

• SFARGFE• Fee

Test Database

• SFARGFE• Fee

Compare Results in Batch Processing

Compare the results from your previous Batch Processing with your actual records that you updated in the test database. This should show any anomalies that are a result of rules that still need to be examined or changed under the new Fee Assessment Enhancements.

Also, as a further measure, you can run Batch Processing in Audit mode a second time. Anything that appears on this second report should be treated as an anomaly.

• SFARGFE• Fee

Test Database

• SFARGFE• Fee

Perform actual assessment in Audit mode

Only after you have tested and certified that all of the rules are working properly, can you install BANNER 6.x on your actual production database and run Batch Processing (SFRFASC). Only run the Batch Processing in Audit Mode for the current term and any terms with pre-registration data. This will insure that you create Audit History Records for all your students without applying charges twice.

• SFARGFE• Fee

Production Database

Then perform all of these steps again on your production database.

SFARGFE Enhancements

SFARGFE Enhancements• Introduction• Migration to 6.x• SFARGFE

Key Block AdditionsRegistration Charges and Fees Additions

• Fee Assessment Processing

Key Block AdditionsRule Type Field

Use this pull-down Menu to select valid rule types such as ATTR, CAMPUS, LEVEL, and STUDENT. Only the selected Rule Type will be displayed below.

Key Block AdditionsRegistration Charges and Fees Additions

Key Block AdditionsRule Types

This is used to associate Student attributes from the student record (SGASTDN and SAAADMS).

Key Block AdditionsRegistration Charges

and Fees Additions

CAMPUS

This is used for setting academic fees per campus.

This was formerly page three in SFARGFE.

and Fees Additions

LEVELThis is used for any rule involving student level, such as Undergraduate Semester (US) or Graduate Semester (GS).

This was formerly page two in SFARGFE.

and Fees Additions

STUDENT

This Rule Type is used to associate fees specific to the student.

This was formerly page one in SFARGFE.

and Fees Additions

This allows you to build pre-billing and regular rules in one place. You can use this to select PREBILL or REGULAR as the value. The majority of the USG institutions will use regular rules.

Key Block AdditionsEntry Type Field

and Fees Additions

This button has been added to allow you to copy existing rules to a new term. This Button opens a window where you can enter the rule information and then select the Process Rule Copy button to insert the copied rules into a new term and save the changes.

Key Block AdditionsCopy Rules To New Form

and Fees Additions

This check box is used to set the Set Cpy (Indicator) for each rule on SFARGFE to copy (checked) or do not copy (unchecked). You must be in the Registration Charges and Fees block to use this.

Key Block AdditionsSet Copy Ind(icator)

and Fees Additions

The Process Copy IndSetting button is used to default each Cpy(Indicator) in the form for that rule type to the setting chosen (checked or unchecked) by the Set Copy Ind(icator) check box.

Key Block AdditionsProcess Copy Ind(icator) Setting

and Fees Additions

Registration Charges and Fees Block AdditionsType (Indicator)

This displays the rule as pre-billing or regular as selected from the Entry Type Field in the Key Block.

and Fees Additions

Registration Charges and Fees Block AdditionsCpy (Indicator)

Cpy (Indicator) displays the chosen setting, checked (copy) or unchecked (do not copy), by the Set Copy Ind(icator) check box from the key block above. This only displays the rules for the Rule Type selected from the Rule Type Field in the Key Block.

and Fees Additions

Registration Charges and Fees Block AdditionsSeq(uence Number) Field

This field automatically assigns a number to each rule within a term code when the rule is created. In the new Registration Fee Assessment Audit Form (SFAFAUD), you can identify which rule was used to process that assessment by referring to the sequence number and then viewing the registration fee assessment rules for that term and rule type.

and Fees Additions

Registration Charges and Fees Block AdditionsAssess by Course check box

The Assess by Course check box is used to apply charges to a specific CRN when rules exist based upon part-of-term, grade mode, instructional method, and schedule type.

and Fees Additions

Registration Charges and Fees Block AdditionsCrse Camp, Crse Levl, and Crse Attr

Crse Camp, Crse Levl, and Crse Attr fields have data entry restrictions, so the data can only be maintained when you are working on rules of that type. None of these three fields can be maintained from the STUDENT Rule Type.

Field Rule TypeCrse Camp CAMPUS

Crse Levl LEVEL

Crse Attr ATTR

and Fees Additions

Registration Charges and Fees Block AdditionsDept Field

The Dept field is for creating rules that only apply to a certain department.

and Fees Additions

Registration Charges and Fees Block AdditionsStyp Field

The Styp field has been added so that you can single out a specific Student Type for any rules that you might create.

and Fees Additions

Registration Charges and Fees Block AdditionsStud(ent) Attr(ibute) Field

The Stud Attr field can be used to designate rules for students you have marked with a certain attribute.

and Fees Additions

Registration Charges and Fees Block AdditionsGrade Mode Field

The Grade Mode field allows you to create rules for every student taking a course with a particular grade mode.

and Fees Additions

Registration Charges and Fees Block AdditionsInsm Field

The Instructional Method field has been added so that a rule can be built to single out classes taught in a certain manner.

and Fees Additions

Registration Charges and Fees Block AdditionsSchd Type Field

The Schedule Type field has been added to develop rules that apply only to students registered in a course of a particular schedule type.

and Fees Additions

Registration Charges and Fees Block AdditionsAdmit Term Field

The Admit Term field has been added to apply rules to students who have been admitted in a designated term.

and Fees Additions

Registration Charges and Fees Block AdditionsProgram Field

The Program field allows the user to develop a rule that singles out students in a particular program of study.

and Fees Additions

Registration Charges and Fees Block AdditionsDegree Field

The Degree field allows the user to create rules that affect students that are seeking a particular degree or that fall under a certain degree type.

and Fees Additions

Registration Charges and Fees Block AdditionsLiable Billing Hours Fields

The Liable Billing Hours fields can be utilized to specify a range of hours in which a rule may apply. This range applies to the total number of hours that a student registers for in a given term. This was formerly the credit hours.

and Fees Additions

Registration Charges and Fees Block AdditionsTotal Student Liable Hours Fields

The Total Student Liable Hours fields have been added to specify the student’s liable billing hours. This range applies to the actual hours that a student is currently enrolled for in a term. This was formerly the student hours.

and Fees Additions

Registration Charges and Fees Block AdditionsRegistration Dates Fields

The Registration Dates fields are used to create rules that affect any student who has initially registered in a certain date range.

and Fees Additions

Registration Charges and Fees Block AdditionsFlat Charge Hours Range Fields

The Flat Charge Hours Range fields define a range in which a flat charge is applied. This replaces the previous Plateau check box that was used to define a maximum charge.

and Fees Additions

Registration Charges and Fees Block AdditionsFlat Charge Amount Field

This field defines the amount that is charged for a range defined by the Flat Charge Hours Range fields.

and Fees Additions

Registration Charges and Fees Block AdditionsCrse Overload Start Hours Fields

The Crse Overload Start Hours field designates a point in a student’s total Registered hours in which a hourly rate will again apply as an Overload charge beyond the Flat Charge Amount. This is a function that will likely not apply to institutions within the University System of Georgia.

and Fees Additions

Registration Charges and Fees Block AdditionsUser Field

The User field has been added to identify the BANNER user that has created or last updated a rule.

and Fees Additions

Registration Charges and Fees Block AdditionsActivity Date Field

The Activity Date field shows the last date that a rule was updated. This changes along with the User field every time that a rule is updated or changed.

Fee Assessment Processing

Fee Assessment Processing• Introduction• Migration to 6.x• SFARGFE• Fee

OverviewPer Credit & Flat

Fee ProcessingNew Fee Assessment

Per Credit and Flat Fee Processing

New Fee Assessment Processing steps

Per Credit and Flat Fee ProcessingOld Per Credit system

In this example, we take a look at a regular per credit rule setup with a definite cap (e.g. a rule that charges a fee of $80 per credit up to a grand total, such as $1000).

Per Credit and Flat Fee ProcessingOld Per Credit system

For the rule described, we would only need to create one rule that had a maximum charge of $1000, using the values below.

Detl Per Credit

Min Max Levl Hours Fr(om)

Hours To

1008 80.00 0.00 1000.00 US 1.00 99.00

Per Credit and Flat Fee ProcessingNew Per Credit system

For the new flat fee processing, two rules will need to be made: One to define the hourly charge, and one to define the flat fee charge.

Seq Detl Per Credit

Min Max Levl From Liable Billing Hours

To Liable Billing Hours

From Flat Hours

To Flat Hours

Flat Charge

1 1008 80.00 0.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0

Notice that on the old rule if a student were to register for 12 hours they would be charged $960. Once they registered for anything 13 hours or over they would hit the $1000 limit.

12 X $80.00 = $960.00

Detl Per Credit

Min Max Levl Hours Fr(om)

Hours To

1008 80.00 0.00 1000.00 US 1.00 99.00

On the new set of rules, any student who is enrolled for 12 hours or more is charged the flat rate of $1000.

Seq Detl Per Credit

From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 0.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0

In looking at the way that Fee Assessment now processes rules, let's pick the two rules that we created for flat fee processing.

Seq Detl Per Credit

From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 0.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0

Let's say a student registers for three classes. Notice these three classes as a whole fall under the first rule and charged $80 per hour.

Seq Detl Per Credit

From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 0.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0

Fee assessment checks the following settings in STVRSTS.

The Count in Enrl and the Count in Asmt(Indicators) are checked. Also, the W/D Ind(icator) is not checked.

Because the W/D Ind(icator) is not checked this sets the Liability Multiplier to 100%.

Then the following calculation is used. The Liability Multiplier, being 100%, is expressed here in decimal format as 1.0.

CRN (Liable Hours X Liability Multiplier) X Per Credit Charge

80444 ( 3.000 X 1.0 ) X 80.00

80424 ( 3.000 X 1.0 ) X 80.00

80991 ( 3.000 X 1.0 ) X 80.00

= 240.00

720.00

Batch Fee Assessment

Batch Fee Assessment• Introduction• Migration to 6.x• SFARGFE• Fee

New Functionality in SFRFASC

Processing assessments using a population selection Choosing your output format (audit and/or accounting records)Creating the last audit records for migration purposesProcessing in collector mode and with an enrollment status

Audit History (SFAFAUD)

Audit History (SFAFAUD)• Introduction• Migration to 6.x• SFARGFE• Fee

Using SFAFAUD, you can see every change in the history beyond what is seen by TSAAREV.

Let's return to our student, who is registered for three courses under the rules that we had set up for $80 per hour and a $1000 flat fee after 12 hours.

Seq Detl Per Credit

From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 80.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0

Looking at the Audit History Record, we notice that the student was charged the $720 tuition fee as would be computed for 9 hours at $80 per hour. There is also a $75 Flat fee set up as a technology fee.

Notice this is doubled. The fees were actually assessed twice as you can see by the time. Once at 2:33:50 and again three seconds later. You should also notice that the most recent assessment remains at the top and the assessment steps appear in descending order.

As you’ll notice, even though the fee assessment is doubled in SFAFAUD (at the bottom), it is only charged once, as you’ll see in TSAAREV (in the middle of the screen).

Now adding the following course (at the top), you’ll notice that the charge appears in TSAAREV (in the middle) as one fee, while in SFAFAUD (at the bottom) it appears as a total reassessment of all fees.

Notice also, in these two screen shots of SFAFAUD that the sequence number restarts with each date in which the fees were assessed.

As you can see, the Audit History form can quickly become filled with several layers of audit records. This creates a need to purge the form and empty out the audit history table to make navigation easier and to avoid confusion.

The new Purge Fee Assessment Process (SFPFAUD) has been added to clear the Audit History form. This can be done at the institution’s discretion, whether once a year, at the end of each semester, or whenever they deem fit.

The new Purge Fee Assessment Process (SFPFAUD) allows you to do the following.

• Run the purge process for a range of transaction dates, for a specific term, or for an ID.

• Keep only the last assessment records.

• Print summary or detail information.

• Run the purge in audit or update mode.

Refunding

Refunding• Introduction• Migration to 6.x• SFARGFE• Fee

Changes in Refund by Course

Refunding by Enrollment Status

SFARSTSSFAESTS

Changes in Refunding by CourseRefund Rules: SFARSTS

When refunding by course, the previous account record is always consulted.

How the charge was created is always checked (whether by flat charge or hourly rate).

SFARSTSSFAESTS

To define refund rules for each course, you’ll have to use SFARSTS. Here each rule is effected by the status of the course during reassessment of fees for refunding. Below is a sample of these rules.

SFARSTSSFAESTS

Each of the rules is defined for a certain date range giving the refund percentage to take place during the range.

The Tuition Refund is expressed as the percentage of money a student should be refunded.

SFARSTSSFAESTS

If we were to take the Liability Multiplier for each code and place it next to the Tuition Refund field, we would notice that the two are inversely related. This meaning that if we took the two values and added them, they would always equal 100%.

Liability Multiplier

SFARSTSSFAESTS

Let's take a look at our student. Notice that he is registered for a total of fourteen hours.

14.000

SFARSTSSFAESTS

Registered for fourteen hours, our student would fall under the flat fee rule and be charged a flat fee of $1000, as seen in SFAFAUD below.

Seq Detl Per Credit

From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 80.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0

SFARSTSSFAESTS

If the student were to drop two of those classes, on April 13th, 2004, then according to our registration status rules from SFARSTS, the student would be eligible for a 100% refund.

SFARSTSSFAESTS

In order to assess a refund, the new refunding system first reassesses the fees for the classes registered, by using the Liability Multiplier in the formula below.

CRN Subject Registration ( Liable X Liability ) X Per Credit . . Status Hours Multiplier Charge

20803 ARTS RE ( 2.000 X 1.0 ) X 80.00

20075 HIST W RE ( 3.000 X 1.0 ) X 80.00

21548 BIOL W DC ( 3.000 X 0.0 ) X 80.00

20462 ENGL G DC ( 2.000 X 0.0 ) X 80.00

22152 MATH W RE ( 3.000 X 1.0 ) X 80.00

= 160.00

= 240.00

= 0.00

= 240.00

640.00

SFARSTSSFAESTS

As you can see below, the amount charged as reassessed in SFAFAUD matches our calculations. Notice, however, that the fees were not refunded because the student is still enrolled in classes.

CRN Subject Registration ( Liable X Liability ) X Per Credit . . Status Hours Multiplier Charge20803 ARTS RE ( 2.000 X 1.0 ) X 80.0020075 HIST W RE ( 3.000 X 1.0 ) X 80.0021548 BIOL W DC ( 3.000 X 0.0 ) X 80.0020462 ENGL G DC ( 2.000 X 0.0 ) X 80.00

22152 MATH W RE ( 3.000 X 1.0 ) X 80.00

= 160.00= 240.00= 0.00= 0.00= 240.00

640.00

SFARSTSSFAESTS

Changes in Refunding by CourseRefund Rules: SFAESTS

Now, let's look at the rules for refunding by enrollment status. Here each rule is affected by the status of the student’s enrollment during reassessment of fees for refunding. Below is a sample of these rules.

SFARSTSSFAESTS

Let's take a look at a different student. Notice that this one is registered for a total of thirteen hours.

13.000

SFARSTSSFAESTS

Registered for thirteen hours, this student also falls under the flat fee rule and would be charged a flat fee of $1000, as seen in SFAFAUD below.

Seq Detl Per Credit

From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 80.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0

SFARSTSSFAESTS

If the student were to drop all of his courses on April 15th, 2004, then according to our registration status rules from SFAESTS, the student would be eligible for a 40% refund.

SFARSTSSFAESTS

In order to assess a refund by enrollment status, the new refunding system assesses the refund by applying the Liability Multiplier to the previous total charged.

Liability Multiplier

Documentation! www.usg.edu/banner/training/fee_assess.phtml/

Under the Workshops header you should find:

PresentationFAQsStudent Release GuideUser Guide: Chapter 13

Helpdesk Contact Information:

• Audit History• Refunding http://www.usg.edu/oiit/dir/contact.phtml

Office of Information & Instructional TechnologyBoard of Regents of the University System of Georgia1865 West Broad StreetAthens, GA 30606 USAPh: 706/369-5678Fax: 706/369-6429

Questions???

migration to 6.x fee assessment for everyone€¦ · · 2010-03-10fee assessment for everyone....

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