Tracking Module Changes for the Document Status Enhancement

1
Tracking Module Changesfor theDocument Status
Enhancement

• National Association of
• Sigma Users
• Sigma Systems Inc.July 11, 2002

2
Sigma Representative

• Cliff Clevenger Director, Application
  Development
• email development_at_sigmasys.com
• voice [phone]
• web - www.sigmasys.com

3
Enhancement Objectives

• Allow the institution an easier approach to
  recording incomplete/in process documents.
• No longer need to add a second document titled
  incomplete P1040.
• The date field alone will no longer be the only
  contributing factor to the document being
  recorded complete.
• The document status may effect the application or
  file complete status.

4
New Track Fields

• Standard Document Status Fields
• SSTAT01 - SSTAT15
• Additional Document Status Fields
• ASTAT1 - ASTAT5
• Special Document Status Fields
• DSTAT

5
New Track Field Values
TADD SAM 2003 DICTIONARY CODES UPDATE gt
________________________________

TADU 2/4 01/18/02 Name TRK.SSTAT01 C0152
UpdtAcc D
Title Standard Document Status Field 01.
Desc











S CODE TYP LITERAL -------------
DESCRIPTION ------------- _ W E
Waived Will Trigger A/F Complete
_ M E Memo
Will Trigger A/F Complete
_ N E Rcvd NotPst Will Not Trigger
A/F Complete _ R E
Rcvd Return Will Not Trigger A/F Complete
_ I E Rcvd Incomp Will
Not Trigger A/F Complete _
U E Rcvd Unsign Will Not Trigger A/F
Complete _ P E
Processed Will Trigger A/F Complete
_ X E Inst Hold Will
Not Trigger A/F Complete




KP1 PRev
KP2 NExt KP7 ScrlBk KP8 ScrlFd
PF __  
6
New Track TU1 Screen
SAM YR 2003 TRACK FILE - UPDATE gt
________________________________

FATU 1/2 12/13/01 Id 339390001 Name BWL
TEST STD/00001 Phone [phone]
Id2 339390001 Addr 123 ACME WAY
Birth 11/01/80 Privacy
ANY TOWN CO 99999 Sex
Term ______ AStat _
Track
MDETRK SFAApp 01/07/02 Begin
07/01/02 End 06/30/03 Trk Type
AppComp ASpec 00/00 Follow1
________ Adm Stat _ FileComp
FSpec 00/01 Follow2 ________ Act
Stat _ Maj/Sch _____ ___ Clear
___ Follow3 ________ UserCd 1 __ 2
__ Campus1 012345 Scrnd ________
Interest Codes 3 ____ 4 ____
Campus2 ______ AidPref N S N 1 __ 2 __
3 __ ProcCnt F Federal YrInSch 02 2nd
Yr Soph 4 __ 5 __ 6 __ Document
Received S Document Received S
Additional Documents ADM DEC __________ _
FAFSA 03/09/2002 _ C Document Received
Stat DOC 03 __________ _ DOC 04
__________ _ ADDL 01 __________ _
DOC 05 __________ _ DOC 06 __________ _
ADDL 02 __________ _ DOC 07
__________ _ DOC 08 __________ _ ADDL
03 __________ _ DOC 09 __________ _
DOC 10 __________ _ ADDL 04 __________
_ DOC 11 __________ _ DOC 12
__________ _ ADDL 05 __________ _
DOC 13 __________ _ DOC 14 __________ _
DOC 15
__________ _
RevDt 05/15/02 Time
161144 User SSI RL 04 Pgm TU
KP2 NExt KP5 HElp
KP12 UPdate PF __
7
New Track TU2 Screen
SAM YR 2003 TRACK FILE - UPDATE gt
________________________________

FATU 2/2 03/27/02 Id 339390001 Name BWL
TEST STD/00001 Phone [phone]
Id2 339390001 Addr 123 ACME WAY
Birth 11/01/80 Privacy
ANY TOWN CO 99999 Sex


STYPE DATE S --------------------
DESCRIPTION --------------------- C ________
________ _ _______________________________________
_______________ _ ________ ________ _
__________________________________________________
____ _ ________ ________ _ ___________________
___________________________________ _
________ ________ _ _____________________________
_________________________ _ ________ ________
_ ________________________________________________
______ _ ________ ________ _
__________________________________________________
____ _ ________ ________ _ ___________________
___________________________________ _
________ ________ _ _____________________________
_________________________ _ ________ ________
_ ________________________________________________
______ _ ________ ________ _
__________________________________________________
____ _ ________ ________ _ ___________________
___________________________________ _
________ ________ _ _____________________________
_________________________ _ ________ ________
_ ________________________________________________
______ _ ________ ________ _
__________________________________________________
____ _ ________ ________ _ ___________________
___________________________________ _
________ ________ _ _____________________________
_________________________ _ KP1 PRev KP3
HfBack KP4 HfFwd KP7 ScrlBk KP8 ScrlFd KP12
UPdate PF __  
8
ProSAM Document Screen
9
Enhanced Programs

• FATU1
• Required a redesign of the lower portion of the
  screen
• FATU2
• Required a redesign of each document line
• FATP1
• To allow for posting of the document status

10
Enhanced Programs

• SAMT25
• Adjusted to evaluate the document status and date
  when determining which documents to display in
  the received vs. not received sections.
• If only missing document has a status of X
  (inst. hold) no letter is generated.

11
Enhanced Programs

• SAMT10
• To add document status fields to the T10
  transaction layouts T05, T06, T07 and T11
• T11 transactions Reduced LDESC field by one byte
  to accommodate the DSTAT field. Schools adding
  special documents using SAMT10 should review
  descriptions. The length of the description was
  reduced from 49 to 48 bytes.

12
Enhanced Programs

• SAMU41
• Enhanced to allow selection on student criteria
  including SSTAT01-15 DSTAT in order to create
  SAMT10 transactions.
• Allows institution to modify status in bulk or
  based on specific student criteria.
• Each Track program also modified to correctly
  determine application or file complete status.

13
New Track Field Values

• Doc Date Field
  Contribute To
• Status Meaning Value
  App/File Comp?
• W Waived any Yes
• M Memo any Yes
• N Received, Not Posted any No
• R Received and Returned any No
• I Received Incomplete any No
• U Received Unsigned any No
• P Processed any Yes
• X Institution Hold any No
• Blank Not Received blank No
• Blank Processed valid date Yes

14
How it Works

• Document status of N, R, I, U or X will cause the
  document to be incomplete regardless of if the
  date field is populated.
• Document status of W, M or P will cause the
  document to be complete regardless of if the date
  field is populated.
• Document status of blank will only be considered
  for app/file complete based on the date field.
• If dated, then the document is considered
  received and completed.
• All documents still count toward either
  application or file complete.

15
Implementation Considerations

• IVR/Web Screen Scrapping
• Screen layout changed
• Contact any third-party vendor
• Application or File Complete decisions
• SAMT10 T11 Transaction
• Schools adding special documents via SAMT10
  should review descriptions. The length of the
  description was reduced from 49 to 48 bytes.
• Delivery Schedule
• Delivered as baseline 2002-2003
• Previous screens no longer supported but will
  continue to operate.

16
Thank You For Your Attention and Participation

• Sigma Systems, Inc.
• Cliff Clevenger