Processing Pell Payment

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Processing Pell Payment

• Brenda St. Cyr,
• Functional Analyst - PeopleSoft

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Agenda

• Introductions and overview
• Pell payment setup
• Pell origination process
• Outbound and inbound processing including EDI
  manager
• User Testimony - gotchas, what ifs
• Q A

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1999-2000 Federal Pell Process
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PeopleSoft Pell Process
Awards
Outbound Staging Tables
Data File
RFMS
Pell Application Tables
Inbound Staging Tables
Ackn File
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Supported Message Classes

• PGAS00OP
• PGID00IN
• PGIA00OP
• PGRQ00IN
• PGRA00OP
• PGMR00OP
• PGYR00OP

• PGOR00IN
• PGOA00OP
• PGDR00IN
• PGDA00OP
• PGSP00IN
• PGSD00OP

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Pell Payment Setup

• Financial Aid installation defaults- JIT flag
• Pell payment option- Institution information-
  Process information
• Pell attending ID

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Pell Payment Setup
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Options

• Options- Originate on offered awards- Use full
  time enrollment- Originate maximum Pell award-
  Hold corrections- Disburse prior to transmitting
  records- Special disbursement required

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Pell Payment Setup
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Career/Program Overrides
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Origination Process

• Pell processing status Pending
• Item types with federal id PELL
• Origination records- Pell award amount-
  Verification status- Pell payment methodology-
  Enrollment status
• Pell transmission status
• Pell origination status

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Origination Panel
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Origination Actions
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Pell Information Panel
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Pell Disbursements

• Pell disbursement status
• Pell disbursement actions
• Special disbursements
• additional fields
• Cash Management Schools
• Separate message class
• JIT vs. Advance Funding

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Disbursement Panel
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Outbound Process

• Pell outbound process populates staging tables
• EDI Export creates flat file
• Now what do you do with the flat file?
• Tip - outbound driver preparation

Application tables
Staging tables
Flat file
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Inbound Process
Flat file

• EDI Import process populates staging tables
• Pell inbound process moves data from staging
  tables to application tables.

Staging tables
Application tables
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Whats new in Regs 3

• Updated record layouts
• Create a new Menu--Process Pell Payment
• Should you be allowed to originate for any Pell
  Eligible student?
• Re-origination would still be required in order
  to populate disbursement information after pell
  awards have been made

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Reports

• MRR
• Pell transmission status
• Origination records
• Disbursement records
• ESOA
• Cash management
• Year to date

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Future of PeopleSoft Pell Processing

• Continued support for RFMS changes
• Future internet capability
• Enhancements based on customer feedback- GSC-
  Pell Expert Group

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Experiences from User

• Denise Krebs,
• Information Systems Analyst
• Student Financial Aid Office

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About U of L The School

• 4-year public
• Urban, research mission
• 13 schools
• 3 professional
• 9 degree types
• 5 careers
• UGRD, GRAD, LAW, MED, DENTAL

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About U of L The Students

• 21,000 students
• 35 part-time, 9 in housing
• 16,000 federal aid applicants
• 13,000 total aid recipients
• 10,000 federal aid recipients
• 3,500 Pell Grant recipients
• 6,500,000 Pell Grant

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U of L and PeopleSoft

• Went live January, 1999
• Staggered the implementation based on the FA
  Processing Cycle
• To date we are fully implemented on all modules
  of the PeopleSoft SA product
• Current environment 7.51 with Regs2 plus TU 1

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Understanding RFMS Resources

• WWW.ifap.ed.gov
• 99-00 Pell Payment Schedule
• 99-00 Record Layouts
• Action Letter 2 - Overall process
• Action Letter 6 - Origination Record
• Action Letter 7 - Disbursement Record
• Action Letter 8 - Multiple Reporting Record

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Resources Used for Setup

• 2 Initial Resources (UofL 8/99)
• 99-00 PS 7.5 SA Regs4 (6/99)
• 99-00 RFMS Training Guide
• Later Addition (UofL 10/99)
• 99-00 PS 7.5 SA Regs 5 (9/99)
• PSFinAid

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Experience with Setup

• Helpful features
• Fairly Straight forward
• Similarities to EDExperss
• Some Minor Issues
• Locating Grantee Duns
• Determining fields not applicable to U of L
• Hours/Credits in AY, weeks in AY
• Understanding Disbursement Request Offset

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U of L 99-00 Pell Payment Setup

• Institution Type 5 years
• Academic Calendar Semester
• Payment Methodology Formula 1
• Financial Control Public
• Low T F Flag Blank
• Max Pell Award 3125
• Hours/Credits in AY Blank
• Max EFC 2925

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U of L Pell Payment Setup Cont.

• Weeks in Program AY Blank
• Disbursement Request Offset Blank
• Pell Payment Periods 2
• No Career/Program Detail

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U of L 99-00 Pell Institution Setup

• DOE wants contact person NOT Director
• Use Fulltime Enrollment
• Hold Corrections
• Other features not currently selected include
  Originate Offered Awards, Originate Max Pell
  Award, Disb Prior to Transmission, and Special
  Disbursement

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Other Setup

• Only one Pell ID was required for setup in Pell
  ID Attending tables
• Manually entered codes
• Orig,Disb, and Spec, Disb Edit Codes were
  published 6/7/1999
• Institutional Data Record Edit Codes were
  published 11/15/99
• PS delivers these

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Experience

• First test run considered a success
• First Origination file contained 2 errors
• Errors easily corrected with SQL worksheet
• Problem corrected by PS with Regs5
• First Disbursement file perfect
• No significant problems since, minor issues
• Very pleased with overall performance especially
  for 1st year

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Tips for Success

• Good file management
• Good testing practices
• Setup meaningful run controls
• Helps reduce errors, especially when youre out
• What goes out first, comes in first

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U of L File Management

• Let inbound TIVWAN file extensions increment
• Pell 2000 file folder on LAN
• Pell_In
• Pell_In_Loaded
• Pell_Out
• Pell_Out_Sent
• Make daily backup on diskette for auditing
  purposes

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U of L Run Controls

• Originate _Pell
• Pell_Orig_Out
• Pell_Disb_Out
• Pell_OrgAck_In
• Pell_DisbAck_In
• Pell_MRR_In
• Pell_SOA_In
• Pell_DataReq_In

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Pitfalls to Avoid

• Testing Outbound Processes
• Check file layout
• EDI Build After Upgrades
• Maximum array size
• Pell Budget Adjustments
• Aid application status
• Disbursement Prior to transmitting Record
• Running process during business hours??
• Managing ISIR suspense and changes to EFCs

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What I Like Most

• Overall, very reliable and stable
• Reports, Reports, Reports
• Report before, in between and after
• The only way I keep it straight
• Assist in problem research/resolution
• Student level control when needed
• Update Origination
• Resent Rejected Disbursement
• Put on Hold or set to Review

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What I Like Least

• Keeping all the statuses straight
• Every time I think I understand them, I see one
  that throws me for a loop

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Questions?