yeehaw! using delivered sap session #34029 march 16, 2015

Yeehaw! Using Delivered SAP Session #34029 March 16, 2015

Bridgette BetzBridgette Betz Director, Student Financial AssistanceDirector, Student Financial Assistance Missouri University of Science and TechnologyMissouri University of Science and Technology 10 years FA Experience10 years FA Experience Implemented PeopleSoft v8.9 and upgraded to v9.0Implemented PeopleSoft v8.9 and upgraded to v9.0 FA PAG member for past 4 yearsFA PAG member for past 4 years Gena BolingGena Boling Assistant Director, Student Financial AssistanceAssistant Director, Student Financial Assistance Missouri University of Science and TechnologyMissouri University of Science and Technology 5 years FA Experience5 years FA Experience FA Functional LeadFA Functional Lead Your Presenters

Why should you use delivered SAP?Why should you use delivered SAP? AssumptionsAssumptions SAP SetupSAP Setup Defining evaluation terms/yearDefining evaluation terms/year Running SAPRunning SAP Maintaining SAPMaintaining SAP Agenda/Contents

Missouri University of Science and Technology Missouri S&T is one of the nations top technological research universitiesMissouri S&T is one of the nations top technological research universities Four Year Public Research InstitutionFour Year Public Research Institution Campus size 8642 StudentsCampus size 8642 Students 6522 Undergraduates6522 Undergraduates 2120 Graduates2120 Graduates

Missouri S&T and Oracle Live with PeopleSoft since July 2000 (started with v7.6)Live with PeopleSoft since July 2000 (started with v7.6) Financial Aid Live since 2006 (started with v8.9)Financial Aid Live since 2006 (started with v8.9) HR, Finance, Purchasing, and Student on PeopleSoft for all University of Missouri campusesHR, Finance, Purchasing, and Student on PeopleSoft for all University of Missouri campuses Currently on Student v9.0Currently on Student v9.0

Configurable & flexibleConfigurable & flexible Uses for both qualitative and quantitative requirementsUses for both qualitative and quantitative requirements Can calculate SAP by aid year or termCan calculate SAP by aid year or term Prior statuses can be referencedPrior statuses can be referenced Can run in batch or onlineCan run in batch or online Can run it in report-mode firstCan run it in report-mode first Why use delivered SAP?

You have examined your SAP policy and have determinedYou have examined your SAP policy and have determined If you will evaluate on an annual basis or by termIf you will evaluate on an annual basis or by term Which elements you will evaluateWhich elements you will evaluate Which statuses you will set for your studentsWhich statuses you will set for your students Assumptions

Setup Criteria- Setup SACR > Product Related > Financial Aid > Satisfactory Academic Progress > Define Set Up Criteria Evaluation Term - Setup SACR > Product Related > Financial Aid > Satisfactory Academic Progress > Define Evaluation Terms Evaluation Aid Year - Setup SACR > Product Related > Financial Aid > Satisfactory Academic Progress > Define Evaluation Aid Year SAP Setup

Status Codes & Defaults You can have as many Calc Statuses but they have to equate to an acceptable SAP StatusYou can have as many Calc Statuses but they have to equate to an acceptable SAP Status If no tests are performed, the default statuses are usedIf no tests are performed, the default statuses are used

Statuses & Actions Calculates a final SAP status by comparing the previous SAP status and the new SAP StatusCalculates a final SAP status by comparing the previous SAP status and the new SAP Status Every possible combination needs to be setup. If the process cannot find a rule that matches the combination, the status that is created may not be correct.Every possible combination needs to be setup. If the process cannot find a rule that matches the combination, the status that is created may not be correct. Only works for Pass 1 (we will talk about this later)Only works for Pass 1 (we will talk about this later)

CAUTION For the rest of the SAP Setup, you are writing rules for failure. (You are defining what failing SAP looks like) SAP Setup

Criteria 1Criteria 1 Academic StandingAcademic Standing Maximum Attempted Units (S&T Uses)Maximum Attempted Units (S&T Uses) Maximum Attempted TermsMaximum Attempted Terms Criteria 2Criteria 2 Minimum Current GPAMinimum Current GPA Minimum Cumulative GPA (S&T Uses)Minimum Cumulative GPA (S&T Uses) Current Earned Units (S&T Uses)Current Earned Units (S&T Uses) Cumulative Earned UnitsCumulative Earned Units Two Year GPATwo Year GPA SAP Setup Eight Tests

Uses information determined by Student RecordsUses information determined by Student Records Value is either for the evaluation term or the max term the student was enrolledValue is either for the evaluation term or the max term the student was enrolled If no exceptions exist for the student, the Acad Standing from Student Records would be used in the evaluationIf no exceptions exist for the student, the Acad Standing from Student Records would be used in the evaluation If Acad Standing is blank, the Undetermined Default Status code is usedIf Acad Standing is blank, the Undetermined Default Status code is used Academic Standing

First counts units attempted at the institution (does not include transfer units at first)First counts units attempted at the institution (does not include transfer units at first) Summed from enrollmentSummed from enrollment Audited/Hearer status units are not countedAudited/Hearer status units are not counted Then counts transfer units from Term HistoryThen counts transfer units from Term History Based on transfer unit options in setup if no transfer unit options selected, only max units at institution are includedBased on transfer unit options in setup if no transfer unit options selected, only max units at institution are included Maximum Attempted Units

Based on the number of attempted terms by academic career, as indicated by student enrollmentBased on the number of attempted terms by academic career, as indicated by student enrollment A term is counted in this test if there are units taken, the students enrollment status is enrolled, and there is at least one course not audited/hearer.A term is counted in this test if there are units taken, the students enrollment status is enrolled, and there is at least one course not audited/hearer. If a student completely drops or audits all courses in a term, the term is not counted.If a student completely drops or audits all courses in a term, the term is not counted. Maximum Attempted Terms

Determines the lowest current GPA that a student can have and still be eligibleDetermines the lowest current GPA that a student can have and still be eligible Current GPA is for the term or terms in an aid year being evaluatedCurrent GPA is for the term or terms in an aid year being evaluated Various Program, Plan, and Cumulative Units earned combinations can be includedVarious Program, Plan, and Cumulative Units earned combinations can be included Minimum Current GPA

Determines the lowest cumulative GPA that a student can have and still be eligibleDetermines the lowest cumulative GPA that a student can have and still be eligible Cumulative GPA is evaluated at the end of the term or terms in an aid year being evaluatedCumulative GPA is evaluated at the end of the term or terms in an aid year being evaluated Various Program, Plan, and Cumulative Units earned combinations can be includedVarious Program, Plan, and Cumulative Units earned combinations can be included Minimum Cumulative GPA

Evaluates the number of units the student attempted and compares it to the number of units the student earned in the evaluation term(s)Evaluates the number of units the student attempted and compares it to the number of units the student earned in the evaluation term(s) This can be evaluated by a percentage or by a minimum number of completed unitsThis can be evaluated by a percentage or by a minimum number of completed units Current Earned Units

Evaluates the cumulative number of units the student attempted and compares it to the cumulative number of units the student earned at the end of the evaluation term(s)Evaluates the cumulative number of units the student attempted and compares it to the cumulative number of units the student earned at the end of the evaluation term(s) This can be evaluated by a percentage or by a minimum number of completed unitsThis can be evaluated by a percentage or by a minimum number of completed units Cumulative Earned Units

Evaluates the cumulative number of units the student attempted and compares it to the cumulative number of units the student earnedEvaluates the cumulative number of units the student attempted and compares it to the cumulative number of units the student earned Similar to Cumulative Earned Units test but this evaluates the information in a range of attempted termsSimilar to Cumulative Earned Units test but this evaluates the information in a range of attempted terms Two Year GPA

Can be defined by careerCan be defined by career Term is the term you will be assigning the statusTerm is the term you will be assigning the status Evaluation Term is the term you are assessing the students progress on (usually the term prior)Evaluation Term is the term you are assessing the students progress on (usually the term prior) Defining Evaluation Terms

Can be defined by careerCan be defined by career Aid Year is the year you will be assigning the statusAid Year is the year you will be assigning the status Evaluation Terms are all the terms you are assessing the students progress on (usually the aid year prior)Evaluation Terms are all the terms you are assessing the students progress on (usually the aid year prior) Defining Evaluation Aid Year

The process evaluates SAP for each student two times; Pass 1 and Pass 2The process evaluates SAP for each student two times; Pass 1 and Pass 2 Pass 1 evaluates the most recent term/aid yearPass 1 evaluates the most recent term/aid year Pass 2 finds the most recent term/aid year that should be evaluated and if it cannot find that term/aid year, it will use the data from the most recent term of enrollment (even if it is not in the evaluation term/aid year)Pass 2 finds the most recent term/aid year that should be evaluated and if it cannot find that term/aid year, it will use the data from the most recent term of enrollment (even if it is not in the evaluation term/aid year) When running in batch, Pass 2 is optional, however it is always used when running in simulation or calculating online for a student.When running in batch, Pass 2 is optional, however it is always used when running in simulation or calculating online for a student. Pass 1 vs. Pass 2

S&T runs SAP at the end of each term and evaluates the term priorS&T runs SAP at the end of each term and evaluates the term prior All students in a career are evaluated; can use Pop Select to identify which students you wish to evaluate (SFA_SAP_BIND needs to be in the query if using a query for Pop Select)All students in a career are evaluated; can use Pop Select to identify which students you wish to evaluate (SFA_SAP_BIND needs to be in the query if using a query for Pop Select) Batch Processing

Financial Aid > Satisfactory Academic Progress > Process SAP Batch Processing (cont)

Financial Aid > Satisfactory Academic Progress > Review Report Data Review Report Data

Financial Aid > Satisfactory Academic Progress > Maintain Student SAP Data Online processing is used to evaluate an individuals SAP statusOnline processing is used to evaluate an individuals SAP status Used mostly to re-evaluate a students SAP status after they have corrected incorrect or incomplete data (ie incomplete grade, transferring in grades, etc)Used mostly to re-evaluate a students SAP status after they have corrected incorrect or incomplete data (ie incomplete grade, transferring in grades, etc) Online Processing

Financial Aid > Satisfactory Academic Progress > Maintain Student SAP Data Maintain Student SAP Data

Questions?

Bridgette BetzBridgette Betz Director, Student Financial AssistanceDirector, Student Financial Assistance Missouri University of Science and TechnologyMissouri University of Science and Technology E-mail: [email protected]: [email protected] Gena BolingGena Boling Assistant Director, Student Financial AssistanceAssistant Director, Student Financial Assistance Missouri University of Science and TechnologyMissouri University of Science and Technology E-mail: [email protected]: [email protected] Contacts

Presentations from previous meetings are also available This presentation and all Alliance 2015 presentations are available for download from the Conference site at www.alliance-conference.com www.alliance-conference.com

yeehaw! using delivered sap session #34029 march 16, 2015

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