Verification Checklists Automated and Individualized Session 3027 Date

Verification Checklists: Automated and Individualized Session: 3027 Date: Thursday, Oct. 12 th 2017 Room: Ruby

Your Presenters John Eggenton Associate Director for Systems Financial Aid – Bowling Green State University 15 years in Fin Aid – People. Soft since 2009 Jason Hartigan Business Analyst Financial Aid – Bowling Green State University 7 years in Fin Aid / Higher Education

Overview This presentation will demonstrate the steps taken by BGSU to assign verification checklists that contain only the items needed for each student; using only delivered functionality.

Bowling Green State University Founded in 1910 Campuses in Bowling Green and Huron Ohio 19, 000+ Students from all 50 states and 70 other countries

BGSU & Oracle Live in 2009 with People. Soft Campus Solutions Currently upgrading to CS 9. 2 People. Tools 8. 55 from CS 9. 0 PT 8. 54 Also using HCM & FMS

Agenda/Contents The need for checklists and our prior setup Checklist Setup 3 C Event Definitions Population Selection Queries Run Controls / Jobsets

The Business Need Checklist items are assigned to let students know what documents we require to complete verification. In 16 -17 we initiated over 37 K checklist items for verification.

The Problem We only had two different checklist configurations defined; dependent and independent. We were requesting documents that were not applicable. This caused students to question all of the document requests. We waived over 12 K items in 16 -17.

2017 HEUG Midwest Regional

2017 HEUG Midwest Regional

The Problem We only had two different checklist configurations defined; dependent and independent. We were requesting documents that were not applicable. This caused students to question all of the document requests. We waived over 12 K items in 16 -17.

The Goal Only request the documents needed for each specific student. 10 student “profiles” identified Dep filer both par, dep filer par 1, dep filer par 2, dep non-filer both par, dep non-filer par 1, dep non-filer par 2, indep married filer, indep married non-filer, indep single non-filer

The Solution 1 Checklist All of the needed items 10 3 C Event Definitions 10 Pop select queries 10 3 C Engine run controls 1 Jobset 1 Recurrence definition

Checklist Setup Old New

3 C Events

3 C Engine Run Control

Pop Select Query

Query Criteria

But wait…. There’s more We also setup processes to waive unneeded transcripts. o Students and parents that are tax filers, but o o Already submitted a 2015 tax transcript for 16 -17 (1718 only) Used the IRS Data Retrieval and did not make changes 2017 HEUG Midwest Regional

The Event Definition 2017 HEUG Midwest Regional

The Run Control 2017 HEUG Midwest Regional

The Query 2017 HEUG Midwest Regional

Job Setup

Jobset Setup

The Results • 42% reduction in verification checklist items assigned year-over-year 2017 HEUG Midwest Regional

Questions?

In Review Checklist items 3 C Event Definitions Pop select queries 3 C Engine run controls Automate

Contacts John Eggenton Associate Director for Systems Student Financial Aid Bowling Green State University E-mail: jeggent@bgsu. edu Jason Hartigan Business Analyst Student Financial Aid Bowling Green State University E-mail: hjason@bgsu. edu

This presentation are available for download from the Conference site at https: //www. heug. org/page/usalliance-conference-files Note: Sessions from previous HEUG conferences are also available.