Peralta FitGap Analysis ISIR Processing Topic Functionality FitGap

Peralta Fit/Gap Analysis ISIR Processing # Topic/ Functionality Fit/Gap/ Implement Description/Comments/ Solution 1 Load all ISIR file types, including initial applications, corrections & CPS system-generated files Fit SAFE already has capability 2 Establish load parameters that allow for filtering which records get loaded and which stay in a suspense mode for further review Gap/ Do Not Implement Not required for SAFE system 3 Load ISIRs for a new aid year beginning in April/May of calendar year Fit SAFE for new FA years to be delivered for loading in April/May timeframe 4 Continue using EDExpress or CPS Online to process ISIR Corrections Fit Correction functionality activated again in 2010 -11 mainframe and will be carried over into SAFE-Web. 5 Review ISIR record regardless of which school received the record Fit? / Implement Think this is a fit. ISIRS can all be reviewed. Check with FAOs to see if something else is needed/required. 6 Ability to use the ISIR Load Date as ‘effective’ date of the ISIR record Gap? / Implement? Need to understand Peralta requirements for this feature 7 Search Match capability Fit Verify with Peralta that this is not required and we can take off list

Peralta Fit/Gap Analysis page 2 ISIR Processing # Topic/ Functionality Fit/Gap/ Implement Description/Comments/ Solution 8 Bio/Demo update options Gap? / Implement? PS update discontinued. Is this data exchange of information needed? If so, need to understand requirements. 9 Designate a home campus when ISIR is loaded Fit/ Implement Additional? Load to first college on ISIR record. Use universal welcome letter (this was added by PCCD programmers to ISIR load for Transaction 01’s). Is this the best way to continue implementation of this feature? 10 Print ISIRs when needed Fit 11 Sort/order ISIRs by student choice Fit? /Implem ent? Is sorting required? What choices are being referred to with this item? Previously noted on this item that sorting could be done outside of SAFE prior to loading. 12 Create reports to manage suspended ISIR records Gap/Do Not Implement No suspense files in SAFE – People. Soft item. Option to create a Prospect (potential student not yet officially applied for Admission but could be recruited by PCCD) record in Admissions module Fit Student records can be manually added in the current mainframe system. This functionality will be carried over into the web system. 13 Verify there is no SAFE requirement here Are there any additional requirements here other than what the current system does?

Peralta Fit/Gap Analysis page 3 ISIR Processing # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 14 Schedule processes to run overnight or run at individual desktop Gap/ Implement Not all batch/scheduled jobs can be run at individual desktops in the mainframe system (CICS). It is intended that in the Web system both scheduling and running on demand will be included in the functionality. 15 Create ISIR Load report to identify students eligible for the BOG A, B, or C fee waiver Gap/ Implement According to Peralta, need report to identify BOG C eligibility only. Note: BOG C is packaged on award letter. 16 Create report to manage ISIR records that are in an EFC status of ‘Rejected’ Fit 17 Access to a screen that displays detailed information for the student’s Expected Family Contribution (EFC) Fit 18 Audit trail of ISIR Corrections Fit? / Implement We need a better understanding of these requirements. There is an audit trail but not specifically anaudit trail for Corrections. Is storing all ISIR transactions the answer? Are there specific requirements?

Peralta Fit/Gap Analysis page 4 ISIR Processing # Topic/ Functionality Fit/Gap/ Implement? 19 Simulate income and asset data for either parent or student for Professional Judgment decisions Fit 20 Track all ISIR transactions in chronological order Gap/Implement SAFE mainframe doesn’t currently do this because not all ISIRs are stored. For SAFE-Web, we can implement this. 21 View text detail associated with ISIR Comment Codes, ISIR Reject Reasons, and SAR C Flags Gap/Implement Mouse over on comment code numbers to view entire text. Load ISIRs into SAFE daily Fit 22 Description/Comments/ Solution Currently the FAOs need to do a PF 9 to view the comment code text from one of the FAFSA screens.

Peralta Fit/Gap Analysis page 5 Verification # Topic/ Functionality Fit/Gap/ Implement? 1 Home campus completes verification Fit 2 Perform an automated comparison of tax data to ISIR data and an INAS need analysis recalculation of the Expected Family Contribution (EFC) Gap? / Implement? 3 Process verification within SAFE FA module Fit 4 Track all required verification documents Fit 5 Track data verification was completed and by whom Fit 6 Prevent disbursement if verification incomplete Fit Description/Comments/ Solution Verify that everything Peralta needs can be handled by Re. Calc. I don’t believe Re. Calc handles INAS calculations.

Peralta Fit/Gap Analysis page 6 Verification # Topic/ Functionality Fit/Gap Implement? 7 Set up tolerance levels Fit 8 Request additional information from students after verification process is complete Fit 9 Auto-load tax data into verification component directly from ISIR record Fit 10 Submit verified data elements resulting in an EFC change electronically to the Central Processing System so that the CPS can return a corrected ISIR record Fit? /Implement Description/Comments/ Solution Correction (ECAR) will be re-activated in the 2010 -11 mainframe and this will be carried over into the Web application SA 55 has the ECAR field so one can create a correction on SA 55

Peralta Fit/Gap Analysis page 7 Checklists, Communications, & Comments # Topic/ Functionality Fit/Gap Implemen t? 1 Track documents, log each document as it is received, and include the date the document was received Fit 2 Automatically assign required documents based on a student’s ISIR Comment and/or Reject Codes as well as other additional documents required for PCCD-specific processing- the requirement is to assign documents in an automated process to a group of students, preferably following an ISIR load Gap? / Implement Description/Comments/ Solution Document database; assign paragraphs related to comment and reject codes. We already have a number of letters assigned related to certain ISIR comments. Notes: Would like to see verification worksheet assigned automatically when appropriate. Request some items be assigned during the ISIR Load process. Consider the Student Type. Would like to discuss this requirement further 3 Record the same document (checklist item) for a group of students. For example, 20 dependent verification worksheets are received for 20 different students, and rather than accessing each individual student record to record receipt of the document, running a process to automatically complete these documents in batch. Note that recording a document for just one student is also an option. Gap/Imple ment Discuss look and feel of SC 13. Discuss having a way to check off multiple fields at once when all documents are received. Side bar about SC 57 being only 2 pages and not being able to add further information. The FAOs would like this functionality to have more pages for data input. SC 57 is used for recording Satisfactory Academic Progress.

Peralta Fit/Gap Analysis page 8 Checklists, Communications, & Comments # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 4 Setup and create as many different types of letters as needed by the 4 separate community colleges within the district Gap/Implement Currently in Mainframe SAFE there are only 99 documents available. That is not 99 for each college but 99 in all that the colleges must share. Further discussion should be had with regard to letters and expectations. Email Documents: What happens if attachments are needed? 5 Generate unlimited Tracking Letters and follow-up letters to inform students of required documents needed in order to complete the processing of the financial aid application. Letters should be produced either on demand for individual students or for groups of students. Gap/Implement In SARA, there are three letters sent at desired intervals however, that being said, a date sent can be removed in order to resend a tracking letter. Perhaps 3 are enough or are too few. Discuss with FAOs further

Peralta Fit/Gap Analysis page 9 Checklists, Communications, & Comments # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 6 Record specific comments related to documents being mailed to studentsthese comments are specific to an individual student Fit 7 Create comments or notes about a student’s financial aid application, professional judgment decisions regarding a student, or assign pre-defined comment text to students. Fit? Is there something else needed that is not currently provided in SAFE Mainframe? 8 Ability for the front counter staff at each separate college to easily view a summary of any checklist items (documents), communications (letters), and comments for individual students Fit? /Implement Same Universal Screen view by college code

Peralta Fit/Gap Analysis page 10 Financial Aid Terms # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 1 Track A&R data about a particular student at the term level, including academic career, program, plan, GPA, enrollment data & FA load Gap/ Implement A&R is People. Soft language Need to see enrolled units; possibly by college, must see SAP; field to enter major GPA, combined units and when units are taken e. g. 4 at 0002, 4 at 0005, 4 at 0008 = 12 units. A major field is needed as mentioned by Judy. Verify requirements here 2 Override and freeze data on the FA Term record for financial aid purposes only Fit 3 Use a census, or ‘freeze’ date, that is different from Student Records – this is not required Fit? /Implement? Financial Aid Offices will use report generated to identify students affected by FA census date. NO FREEZING of dates will usually affect students who drop below 1/2 -. Are there requirements for SAFE here or good as is? 4 Track course enrollment and view a student’s class schedule Gap/Do Not Implement? This is done in People. Soft. Is there a need for this in SAFE? 5 Establish standard weeks of instruction for each term within the aid year Gap/Do Not Implement? This is done in People. Soft. Is there a need for this in SAFE?

Peralta Fit/Gap Analysis page 11 Student Budgets # Topic/ Functionality Fit/Gap/ Implement? 1 Calculate a student’s Cost of Attendance based on various parameters such as student level, school, term, residency, ISIR housing data, etc. The 6 primary categories used in establishing a student’s budget are: tuition, fees, room & board, books & supplies, miscellaneous and transportation Fit 2 Include professional judgment allowances in student budgets Fit 3 Recalculate student budgets based on actual enrollment Fit 4 Include loan fees (whether actual or averaged) if a student borrows a FFELP loan Fit 5 Lock a student’s budget Fit Description/Comme nts/ Solution

Peralta Fit/Gap Analysis page 12 Item Types/Fund Management # Topic/ Functionality Fit/Gap/ Implement ? 1 Each college within the district can maintain an unlimited, separate list of item types (award fund numbers) Fit 2 Monitor the amounts within a given fund; offered, accepted, and disbursed Fit 3 Develop detail, summary, and matrix reports by fund aid year Fit 4 Create ‘estimated’ numbers that act as place -holder awards that can be auto-canceled by awarding a related item type Fit? /Impleme nt? Track a student’s award history by fund across multiple aid years Fit 5 Description/Comments/ Solution Note from Judy: “TENTATIVE AWARD” We need additional information on this feature.

Peralta Fit/Gap Analysis page 13 Awarding/Mass Packaging # Topic/ Functionality Fit/Gap/ Implement? 1 Manually package a student Fit 2 Mass Package a group of students Fit 3 Create an unlimited number of packaging scenarios (plans) Fit 4 Create equations that will select students as well as perform calculations to determine specific amounts Fit 5 Repackage students based on enrollment changes throughout the aid year Fit? /Implement ? Description/Comments/ Solution Note from Judy “We have been using a 100% enrollment award. Discussed researching MLMT” Pell is the one award that needs to be adjusted according to enrollment. 6 Prevent awarding an item type if funding is zero Fit 7 Cancel offers that have not been accepted and notify the student of cancellation Fit

Peralta Fit/Gap Analysis page 14 Awarding/Mass Packaging # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 8 Auto-package state grant funds according to delivered eligibility table Fit? / Implement? Note: state grant eligibility rules need to become part of the packaging criteria for state grants Research needs to be done regarding this item. Earlier notes say this can be done in packaging criteria however during our 2/5 visit there was talk about loading a State provided file. 9 Create multiple versions of the financial aid award letter Fit? /Implement To be included in general discussions regarding letters 10 Create item-type specific award messages that will appear on every award letter if the student has been awarded that fund Fit? /Implement To be included in general discussions regarding letters 11 In addition to reflecting a student’s awards, ability to include Cost of Attendance and EFC information on any version of the award letter. Gap/ Implement? Verify that this is desired. 12 Ability for front counter staff at all colleges to easily view a summary of the student’s award data, including a summary of award letters mailed Fit? /Implement Are there any additional requirements to the way SAFE currently does this?

Peralta Fit/Gap Analysis page 15 Awarding/Mass Packaging # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 13 Print an award letter for a single student or to easily print award letters in batch Fit? / Implement For general discussion on letters 14 Label letters as either original or revised with the revision number included Fit? / Implement For general discussion on letters 15 Provide self-service options to the students so they may view their award info online via the portal, as well as make changes to their award information Gap/ Implement in the Future Portal view is desired at a later date to allow students to look at FA Awards and document info via their People. Soft portal. 16 Award a student without an ISIR record – for example, award a Wal. Mart scholarship or EOPS Fit 17 Incorporate the Pell Payment schedules into the online and automated packaging process Fit 18 Automate summer financial aid packaging, particularly Pell Grants Gap? / Implement With changes to the Pell Grant e. g. Year Round Pell further research needs to be completed. At this time the colleges award Summer Pell manually. 19 Track VA Benefits from ISIR and include as a resource for awarding Gap/Do Not Implement These fields have been removed and are no longer being tracked per regulation and specification changes from the DOE.

Peralta Fit/Gap Analysis page 16 Awarding/Mass Packaging # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 20 Retain historical information on award letters including, but not limited to the following: processing date, identifiers of the counselors who made the award, type of assistance offered, amount of award any special comments Gap/Implement Verify exact list of details 21 Integrate sources of aid that are not awarded by the financial aid offices (such as EOPS) Fit/Do Not Implement Note from Peralta: ONLY FAO ENTERS AWARDS. Other departments may have limited view only access. 22 Maintain max limits for each item type and academic level, particularly for FFELP loans Fit

Peralta Fit/Gap Analysis page 17 Status Summary Pages # Topic/ Functionality Fit/Gap/ Implement ? Description/Comments/ Solution 1 Easily view a quick snapshot of where the student stands in terms of financial aid application processing – particularly for the front-counter staff at all 4 colleges – note that the student will have one financial aid record that will be shared by the 4 schools Fit? / Implement UNIVERSAL VIEW 2 Place disbursement holds Fit 3 Set a review flag indicating the student’s file is complete Fit 4 View 3 Cs aid year summary data Fit? / Implement? People. Soft language Verify Requirements 5 Track loan entrance and loan exit interview completion on the Packaging Status Summary page Fit? / Implement? Verify Requirements Verify requirement details

Peralta Fit/Gap Analysis page 18 Assigning and Tracking Holds # Topic/ Functionality Fit/Gap/ Implement? 1 Place holds Fit Description/Comments/ Solution Satisfactory Academic Progress # Topic/ Functionality Fit/Gap/ Implement? 1 Track Satisfactory Academic Progress Fit 2 Communicate with students via letters, notifying them of SAP status and requirements for reconciling SAP Yes? / Implement Description/Comments/ Solution Verify any letter requirements

Peralta Fit/Gap Analysis Authorization/Disbursement # Topic/ Functionality Fit/Gap/ Implement? 1 Run trial disbursements Fit 2 Award students using multiple disbursement IDs for every award/term combination Fit? 3 Prevent disbursement based on various rules either at a global level or at the item type level Fit 4 Prorate a disbursement based on various enrollment levels Fit 5 Prevent a disbursed award from being reduced based on enrollment changes after a specific point in time Fit 6 Determine why an award will not disburse to a student Fit Description/Comments/ Solution Verify Requirement page 19

Peralta Fit/Gap Analysis page 20 Authorization/Disbursement # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 7 Compare the amount of financial aid disbursed to the amount of financial aid applied via the SF Group Post process Gap/ Implement? INTERFACE TO PS STUDENT ACCOUNTS: Peralta programming necessary Needs to be added by District to People. Soft disbursement batch summary so that SF Group Post process can process asynchronously and prepare an automated comparison of expected disbursements to actual SF Group Post results (verify SAFE requirements) 8 Control disbursements by date Fit 9 Automatically post non-federal aid to a student’s account without using SF Group Post Fit Needs to be provided by District within the People. Soft disbursement processing. (Verify SAFE Requirements) 10 Apply and all financial aid to any and all charges on a student’s account, including but not limited to parking fines, late fees, etc. Gap/ Implement? Needs to be provided by District within the People. Soft disbursement processing (Verify SAFE Requirements)

Peralta Fit/Gap Analysis page 21 Student Employment # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 1 Track Federal College Work Study earnings based on payroll information Gap? / Implement Dual systems; parallel loads; FWS uploaded to SAFE from payroll (Verify SAFE Requirements) 2 Track Work Study earnings in terms of placement, department, supervisor Gap/ Do Not Implement SAFE doesn’t replace the separate payroll processing and reports Verify that this is not needed 3 Identify students as Community Service employees Fit? / Implement? SAFE’s work study programs have not been updated in a few years. If this is desired, we need to understand requirements. 4 Develop report to track earnings, and identify students who are close to, or already have, exceeded their work study award Gap/ Implement? Verify SAFE requirements if necessary 5 Package work study based on ISIR question Fit 6 Continue to maintain Access database of all student employment management at Laney College Fit? / Implement? Work Study (shadow entries) useful for crosschecking payroll accuracy. Used at Laney. Verify SAFE requirements

Peralta Fit/Gap Analysis page 22 Common. Line Loan Processing # Topic/ Functionality Fit/Gap/ Implement Description/Comments/ Solution 1 Process loans using FFELP Common. Line standards Fit? / Implement? Will need to transmit DL origination and disbursements Legislation will dictate requirements? 2 Maintain use of Whiz. Kid EDFUND NET software Gap/Do Not Implement 3 Track paper loan checks Fit 4 Process PLUS loans Fit 5 Track Entrance Interview Fit 6 Track Exit Interview Fit Disregard

Peralta Fit/Gap Analysis page 23 Pell Payment Processing # Topic/ Functionality Fit/Gap/ Implement? 1 Process Pell Payment reporting via COD requirements, allowing each college to report funding separately Fit 2 Run various Pell Payment reports Fit 3 Reconcile PS disbursements to COD disbursements Gap/ Do Not Implement? Description/Comments/ Solution Not a financial aid disbursement action; this is a student finance processing action Needs to be provided by District within the People. Soft disbursement processing Verify there are no SAFE requirements 4 Use Formula 1 for Fall and Spring terms and use Formula 3 for Summer term Pell Grant processing Gap/ Implement? SAFE presently uses one single Pell formula From Judy: Will USE FORMULA 1; Year Round Pell Verify SAFE Requirements

Peralta Fit/Gap Analysis page 24 Return of Title IV Aid # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 1 Calculate Return of Title IV (R 2 T 4) refunds when a student withdraws Gap/ Implement? GP 432 Report Will generate reports for withdrawals. Use Federal calculator. Verify SAFE requirements 2 Determine who requires a R 2 T 4 calculations Gap/ Implement? Needs further discussion e. g. what is expected. Currently R 2 T 4 is not calculated in SAFE. 3 Calculate R 2 T 4 in SAFE for multiple students based on SR withdrawal and notify FA regarding refunds Gap/ Implement? Is this a SAFE requirement? Self Service # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 1 Students can review award information via Self Service Gap/ Not now Not a current requirement for SAFE 2 Students can accept or decline awards via Self Service Gap/ Not now Not a current requirement for SAFE 3 Students can view any outstanding documents they must still turn in to the financial aid offices Gap/Not Now Not a current requirement for SAFE

Peralta Fit/Gap Analysis page 25 Reporting # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 1 Create FISAP report for each individual college Fit 2 Create ad hoc reports Gap/ Implement Verify which additional reporting is required 3 Produce Fund Management reports Fit? / Implement Does PCCD have the capability to produce the reports they currently need? Are there additional SAFE requirements? 4 Download Query results in Excel Gap? / Implement SAFE provides data export capability; it is PCCD choice if Excel is used for spreadsheet import Does PCCD want more automation here?

Peralta Fit/Gap Analysis page 26 Non-Federal Aid Programs # Topic/ Functionality Fit/Gap/ Implement? Description/Comments/ Solution 1 Track awards from the EOPS office and include in the student’s aid package Fit? / Implement? FAO uses EOP Department lists; enters awards and orders checks; SAP is same Does this need to be more automated? 2 Process aid for students who don’t apply for federal aid, but qualify for district or state aid such as Chaffee Grant, BOG, CAL Grant, outside scholarships, Americorps, etc Fit? / Implement? Does this need to be more automated? 3 Process BOG Tuition Waivers – consider using CC Apply Fit? / Implement? BOG entry is external in PS. Need to manually enter all SF – MIS elements for State reporting if data is not there from ISIR. Does this need further automation? 4 Process CAL Grants Gap/ Implement Actual CAL Grant eligibility must be separately determined or set up within SAFE packaging criteria. Judy has provided Web Site links. ESI to review 5 Process any and all other forms of state and district aid programs – the financial aid offices are required to consider all sources of state and institutional aid when determining a student’s eligibility for federal funds Fit 6 Any outside funding checks (i. e. , Ameri. Corps) that are payable to the institution can be disbursed via FA using disbursement rules that are specific to that particular fund. Gap/ Implement? Actual Ameri. Corps eligibility must be separately determined or set up within SAFE packaging criteria Is this a Peralta requirement?

Peralta Fit/Gap Analysis page 27 Miscellaneous # Topic/ Functionality Fit/Gap/ Implement? 1 Update all FA process pages, excluding setup pages, to reflect a Home Campus code that is based on an agreed-upon source for the campus code determinant Fit 2 Determine Ability to Benefit (ATB) Gap/ Do Not Implement 3 Convert legacy FA holds and SAP flags Fit 4 Track a student’s residency for COA and awarding purposes Fit/ Implement Description/Comments/ Solution ATB determination is to occur outside of SAFE Verify that PCCD does not require any additions to SAFE Convert legacy SAFE SAP; legacy SAFE history to Web-SAFE