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Using PII to Support Multi-College FA Processing Presented by SMCCD/SIG

Discover how Multi-College Financial Aid Processing was improved using PII at the 3CBG Conference. Learn about the challenges faced, the innovative solutions implemented, and the successful outcomes achieved.

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Using PII to Support Multi-College FA Processing Presented by SMCCD/SIG

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  1. Using PII to Support Multi-College FA ProcessingPresented by SMCCD/SIG 2006 CONFERENCE October 23 & 24

  2. Introduction 3CBG Conference - October 23rd and 24th

  3. Introduction In order of appearance: Edgar Coronel Dave Neil Laurie Neil Sheela Mamillapalli 3CBG Conference - October 23rd and 24th

  4. Background • San Mateo County Community College District includes three colleges: • College of San Mateo • Canada College • Skyline College • Approximately 25,000 students attend all three colleges • Over $6.5 Million in Financial Aid disbursed annually. 3CBG Conference - October 23rd and 24th

  5. Background • Each college has a unique Federal Pell ID • Home/Host Concept - Enrollment home vs FinAid home. • Consortium agreements exist among all colleges. • At the time, Banner™ baseline was unable to support this functionality. • Local modifications were made to Banner™. 3CBG Conference - October 23rd and 24th

  6. Environment • Institutional issues • Campus code “floats” based on enrollment • Differences in packaging philosophies • Campus based aid • Loans • Student issues • Change enrollment constantly • Banner™ issues • SGASTDN campus code drives Pell/COD 3CBG Conference - October 23rd and 24th

  7. What is the problem? • Modifications to Banner™ were needed to support multiple Federal Pell IDs • Eventually the mods became • Numerous, complex (COD!) • Required evaluation with each upgrade • Difficult, time consuming and required significant resources to support • Hindered the ability to take advantage of many baseline functions • Financial Aid module not supported by SunGard ActionLine (COD!) 3CBG Conference - October 23rd and 24th

  8. Banner 7™! • New features in FA • Enhanced multi-college processing for multiple Federal Pell IDs • New features in General Module • Personally Identifiable Information (PII) restricts access to a group of pidms • Value Based Security (VBS) restricts access to a group of records 3CBG Conference - October 23rd and 24th

  9. Development Process • A lot of help from Laurie/Dave • Constant communication with the users • Numerous testing sessions • Users were very supportive and willing to accept change 3CBG Conference - October 23rd and 24th

  10. Technology Background 3CBG Conference - October 23rd and 24th

  11. FGAC Overview – Oracle™ FGAC • FGAC Overview • VBS • PII • Implementation 3CBG Conference - October 23rd and 24th

  12. FGAC Overview – Oracle™ FGAC • Banner™ VBS (Value Based Security) and PII (Personally Identifiable Information) are based on Oracle’s™ Fine Grained Access • FGAC is an Oracle™ Database feature. • Row-level security on any Oracle™ table • Restricts access to an entire row based on a column’s value 3CBG Conference - October 23rd and 24th

  13. FGAC Overview – Oracle™ FGAC • Based upon Oracle™ Table Policies • When a table is accessed, Oracle™ checks to see if there is a policy on that table • If there is a policy, the function assigned to that policy is executed 3CBG Conference - October 23rd and 24th

  14. FGAC Overview – Oracle™ FGAC • Policy functions determine restriction criteria and create predicate clause • Predicate clause is appended to WHERE clause of the DML (select, insert, update, delete) statements • Restricts ALL applications accessing the database table data, not just Banner™ 3CBG Conference - October 23rd and 24th

  15. FGAC Overview – Banner™ VBS • Oracle ™ introduced FGAC in Oracle 8 • VBS is the Banner 7™ interface used to manage Oracle™ FGAC • Create the function and the restriction criteria via Banner™ forms • Does not replace Banner™, Finance or HR Security 3CBG Conference - October 23rd and 24th

  16. FGAC Overview – Banner™ VBS • Based on functional processing area (domain) • Payroll • Admissions • Registrar • Financial Aid 3CBG Conference - October 23rd and 24th

  17. FGAC Overview – Banner™ VBS • Restrict access to objects assigned to that domain • Printers • Address types • Accounting strings • Not PIDMs, that’s PII! 3CBG Conference - October 23rd and 24th

  18. FGAC Overview – Banner™ PII • PII is a Banner™ interface that is also used to manage Oracle™ FGAC • Create the function and the restriction criteria via Banner™ forms • Restricts access to person data only 3CBG Conference - October 23rd and 24th

  19. FGAC Overview – Banner™ PII • Oracle™ FGAC select policy on SPRIDEN table • Based on functional processing area (domain) • Payroll: PEBEMPL • Student: SGBSTDN • FinAid: RCRAPP1, RORSTAT 3CBG Conference - October 23rd and 24th

  20. FGAC Overview – Banner™ PII • Common Matching Process is exempt from PII • ID Search forms are exempt from PII • For all other forms, it’s as if the person doesn’t exist 3CBG Conference - October 23rd and 24th

  21. Implementation 3CBG Conference - October 23rd and 24th

  22. Implementation • Created applicant tables, one for each college • Table contains PIDM and Aid Year • Current, previous and next aid year • PII and VBS are based on applicant tables • Driver tables for each college’s FinAid domain 3CBG Conference - October 23rd and 24th

  23. Implementation – Driver Tables • Criteria to populate tables • Highest College choice on FAFSA • BOG • SGBSTDN_CAMP_CODE • Each criteria overwrites the previous criteria • Campus code overrides all (COD!) 3CBG Conference - October 23rd and 24th

  24. Implementation – PII • PII – can only view personal information for students (PIDMs) in the college’s table • Three domains WHERE RXXXXXX_AIDY_CODE = DriverTable_AIDY_CODE AND RXXXXXX_PIDM = DriverTable_PIDM • Assign domains to business profiles • Assign business profiles to users 3CBG Conference - October 23rd and 24th

  25. Implementation – VBS • VBS – created VBS on every FinAid table that has aid year and PIDM • Three groups for each table WHERE RXXXXXX_AIDY_CODE = DriverTable_AIDY_CODE AND RXXXXXX_PIDM = DriverTable_PIDM • Can only process records for the aid year and PIDM in the college’s table 3CBG Conference - October 23rd and 24th

  26. Implementation – PopSels • PopSels • Re-enter for each college, referencing that college’s applicant table WHERE RXXXXXX_AIDY_CODE = DriverTable_AIDY_CODE AND RXXXXXX_PIDM = DriverTable_PIDM 3CBG Conference - October 23rd and 24th

  27. Implementation – RORRULEs • RORRULE • Re-enter for each college, referencing that college’s applicant table WHERE RXXXXXX_AIDY_CODE = DriverTable_AIDY_CODE AND RXXXXXX_PIDM = DriverTable_PIDM 3CBG Conference - October 23rd and 24th

  28. Implementation – Data Conversion • Convert EDE2, EDE3, EDE4 to EDE • Constraint violations • Same Banner SEQ_NO for different transaction numbers • Had to delete duplicate records • Inserted comment into RHRCOMM • ISIR record still exists 3CBG Conference - October 23rd and 24th

  29. Implementation – Data Conversion • Duplicate delete order: • RCRLDS8,7,6,5,4,3,2,1 • RCRIMP1 • RCRAPP4,3,2 • RCRESAR • RCRAPP1 3CBG Conference - October 23rd and 24th

  30. Implementation – Data Conversion • New Form: RZAPIIM • ID and Aid Year in Key Block • Radio Buttons show assigned college • Change college • Reset to original assignment 3CBG Conference - October 23rd and 24th

  31. Implementation – Data Conversion 3CBG Conference - October 23rd and 24th

  32. Implementation – Data Conversion New Reports • RZRPIIA: PII Audit Report • Lists manual (RZAPIIM) changes along with original assignment • RZRPIIL: PII Log Report • Lists changes made to each PII table through each step of the table population process • FAFSA, BOG, CAMP_CODE 3CBG Conference - October 23rd and 24th

  33. Business Process Changes 3CBG Conference - October 23rd and 24th

  34. Business Process Changes • Multi-campus (multiple Pell IDs) vs multiple locations • Regulations allow consortium agreements • COD considerations • Routing ID • Source Entity ID • Destination Entity ID • Reporting School ID • Attend School Entity ID 3CBG Conference - October 23rd and 24th

  35. Business Process Changes • Banner™ 7.x improvements on Multi-Campus processing • ROAINST – Campus/EDE tab • RORCODI – Setup ID relationships • RERPLxx – RORCODI and CAMP_CODE • REAORxx – Origination tied to CAMP_CODE 3CBG Conference - October 23rd and 24th

  36. Business Process Changes 3CBG Conference - October 23rd and 24th

  37. Business Process Changes 3CBG Conference - October 23rd and 24th

  38. Business Process Changes 3CBG Conference - October 23rd and 24th

  39. Business Process Changes Changes: • Dataloads • Reduced from three (EDE2, EDE3, EDE4) to one (EDE) • Suspense • Reduced multiple copies of a record down to one 3CBG Conference - October 23rd and 24th

  40. Business Process Changes Changes: • Campus Code (SGASTDN) • Now drives Pell, so cannot be enrollment specific • Disbursement • More tightly controlled; disbursement rules prevent payment from wrong fund/campus combination 3CBG Conference - October 23rd and 24th

  41. Business Process Changes Changes: • Campus Assignment • Changes made to student campus assignment, not user campus assignment • Data consistency • Campus code frozen, drives COD; controlled by PII 3CBG Conference - October 23rd and 24th

  42. Business Process Changes • Tasks remaining: • Update AppWorx • Develop a routine for working suspense on a rotating schedule • Finalize procedures for student “ownership” and method for transferring • Determine if frozen campus and PII assignment supports student service 3CBG Conference - October 23rd and 24th

  43. Benefits • Back to baseline – no mods!!! • FinAid Upgrades easier • More functionality • Actionline support!!! • COD • Consistent procedures across colleges • VBS and PII are easy to maintain once they’re set up 3CBG Conference - October 23rd and 24th

  44. Conversion Update • So far so good • A few minor issues (data conversion, PII rule for prior year, form not exempted, etc.) • A small “surprise” with a form where PII prevented a record from being seen and caused a unique key violation 3CBG Conference - October 23rd and 24th

  45. Questions? 3CBG Conference - October 23rd and 24th

  46. 3CBG Conference - October 23rd and 24th

  47. Contact Information Edgar Coronel 650-358-6866 coronele@smccd.edu Dave Neil 541-350-0190 dneil@sigcorp.com Laurie Neil 541-350-6268 lneil@sigcorp.com Sheela Mamillapalli 650-358-6735 mamillapallis@smccd.edu 3CBG Conference - October 23rd and 24th

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