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ETS: BOG Fee Waiver Team Meeting
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 BOG Fee Waiver Project Meeting Minutes

June 15, 2015 3:00-4:00 p.m.

Participants :  Lee McDonald, Rupinder Bhatia, Kim from Moorpark, Sarah Corrao, Nina Van remotely, Chien Shih, Mahmood Hasan, Jim Clow, Kevin Harral, Lisa Mandy, Kerry Bahadur, Ryan Anthony, Linda Koyama

  1. Lee's overview:
    1. Lee has built the download project and a procedure that will load the data into a custom table.
    2. He is working on a suspense form based on SWACAB and comparing it to the form that Rupinder has created.
    3. He is working on a trigger on the temp table to process an application to see if there is enough information to match them, then it will load all the BOG data into the  appropriate fields for the CALB BOG processing; otherwise, it will go into suspense.  The CALB BOG processing will then do all the calculations from the data that is loaded (RVPBST batch job).  Ventura schedules this every night for each college and the output is reviewed by the financial aid offices every morning, such as if a BOG changes from one type to another, if amounts are zeroed out, and residency issues.  Reports are also available from Banner Baseline listing all the students that receive the BOG and those that did not receive the BOG.  Once the data is corrected, in the next run of the job, the BOG will be rewarded.
    4. FHDA can determine how many times a day RVPBST should run.
  2. Clarification from Rupinder:  Ventura has been using an automated BOG Fee Waiver application for several years, first with XAP and now with OpenCCCApply's BOG Waiver.  Their form does not take into account the Banner Baseline common matching process.  Rupinder suggests to build the form based on SWACAB.  They have very few rejects.
  3. Jim was wondering if Ventura is doing a CCCID match on the application to the BOG Waiver to make sure we have an application on file before we processed the BOG; she will check and get back to Jim.  Lee said that he will be doing a match with the CCCID; however, if name, SSN #, and birthday all match and they don't have a CCCID in Banner, possibly because they are a continuing student prior to going live with CCCApply, he will not require it and will populate the CCCID.  If  everything matches but the CCCIDs are different, it will go into suspense.
  4. Rupinder confirmed that they download the CCCID from the BOG application and put it into SPAIDEN and they don't do a match on it.
  5. One issue that needs further investigation:  DREAM Applications without SSN applying through the on-line BOG waiver application and not through ISIRS-will the application automatically go into suspense since it is missing a SSN or is it not a required field for common matching?

  6. Finance side:  RVPBPST will put the award out  and TSAAREV  will apply the award to the student's account.  If you are using the CALB delivered processing currently with the paper BOG, this process will continue as before. 
  7. The calculation for the B BOG is already done in the CCCApply BOG application.  You can log into the OpenCCCApply account and view the data the student enters; this should be a part of the testing.
  8. BOG A applicants:  Rules would need to be set up so that e-mails will go out to students applying for a BOG A, requesting for additional documentation.  It is loaded into RVASFND.
  9. Project Calendar
    1. PRODN Clone. Earliest Wednesday evening. (6/17).
    2. Lee will move his work to our FHDA environment. (By Thursday evening, 6/18) and will notify Ryan once everything is moved.
    3. FHDA certifies the system once moved (Ryan, Lee).  They will run tests prior to 6/24.
    4. FHDA user testing system (from Wed. 6/24).  If there are any issues, ETS will correct by 7/2/15.  One last round of testing,  week of 7/6/15.
    5. Go Live 7/15/15
  10. Ryan verified that he will use the same download program in Java and transfer it over to the system and will be using a different import CRON job to read the files since it will be different data.  Lee has sent copies of the job file and format file.  Lee has completed the procedure to read the downloaded file and it will be the first thing to test once everything is migrated to the FHDA environment Thursday evening.  Some Foothill applications have been added.
  11. Jim will certify that the mapping into Banner is correct.  Lee will provide the  mapping from the BOG waiver to Banner.  We will also need to add CCCApply applications entered as well.
  12. There will be two different download files but with the same format file.  One of the data elements is college name, which is loaded into the temp. table.