Fee Assessment For Everyone

Transcription

1 Fee For Everyone

2 Introductions What s new in Fee? What is new in Fee? Please note that all of the following information pertains to both BANNER 5.6 and 6.x but we will cover 6.x for the purposes of this presentation.

3 Introductions What s new in Fee? What is new in Fee? Migration to BANNER 6.x SFARGFE Enhancements Enhanced Rules for Fee Batch Fee Changes (SFRFASC) New Registration Fee Audit History (SFAFAUD) Changes in Refunding Using Combined Per Credit and Flat (Plateau) Refunds

4 Migration to BANNER 6.x for Fee

5 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Review the Student 6.x Release Guide, the 6.x User Guide, and the SCT FAQs for Fee Enhancements before migrating Clone production database to create TEST environment Run Batch to update all students for the current term in Production environment Install 6.x in TEST environment Review Rules (Plateau/ Flat fee Rules) Run SFRFASC in test instance for creating audit history records Compare results with newly created Batch Perform actual assessment in Audit mode

6 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Guides and FAQs The Student 6.x Release Guide Section VI deals with the Fee Enhancements The Student Release 6.0 User Guide Chapter 13 deals with Fee The SCT FAQs for Fee Enhancements FAQs 11504,11507,11508, and are most relevant

7 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Test Database

8 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Cloning for Testing Clone your production database into a test environment. You will need to apply the upgrade first to the test database in order to prevent problems that might occur with corruption of your production database.

9 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Test Database

10 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Batch to update all Students SFRFASM and SFRFAS1 are obsolete as of BANNER 5.6. If you are upgrading from BANNER 5.5, please run Batch using whichever of these two processes are valid for your institution. This is important because you will not have the option after you upgrade and you will need this to compare data to be sure your new Fee rules are calculating correctly for BANNER 6.x.

11 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Test Database

12 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Install 6.x Be sure to install BANNER 6.x in the test database only so that you can perform testing without corruption of your actual student data.

13 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Test Database

14 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Review Rules Plateau Hours have been replaced by the new Flat Hours. You will need to examine all your rules that contained Plateau Hours and change them. Negative rules are no longer needed when using Plateau/Flat fee rules. Because of Board of Regents policy, no one in the University System of Georgia should have negative rules in conjunction with Flat fees. However, if you wish, you can identify negative rules with the srefrgfe.sql script.

15 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Test Database

16 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Update all Students in Test Instance Once you have rules set up in your test database in which you have installed Banner 6.x, you will need to run batch processing via SFRFASC. Please run this in Audit Mode to create Audit History Records in your test database.

17 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Test Database

18 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Compare Results in Batch Compare the results from your previous Batch with your actual records that you updated in the test database. This should show any anomalies that are a result of rules that still need to be examined or changed under the new Fee Enhancements. Also, as a further measure, you can run Batch in Audit mode a second time. Anything that appears on this second report should be treated as an anomaly.

19 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Test Database

20 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Perform actual assessment in Audit mode Only after you have tested and certified that all of the rules are working properly, can you install BANNER 6.x on your actual production database and run Batch (SFRFASC). Only run the Batch in Audit Mode for the current term and any terms with pre-registration data. This will insure that you create Audit History Records for all your students without applying charges twice.

21 Overview Guides & FAQs Cloning Batch Installing 6.x Review Rules Batch Compare Results Perform Migration to BANNER 6.x for Fee Production Database Then perform all of these steps again on your production database.

22 SFARGFE Enhancements

23 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Rule Type Field Use this pull-down Menu to select valid rule types such as ATTR, CAMPUS, LEVEL, and STUDENT. Only the selected Rule Type will be displayed below.

24 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Rule Types ATTR This is used to associate Student attributes from the student record (SGASTDN and SAAADMS).

25 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Rule Types CAMPUS This is used for setting academic fees per campus. This was formerly page three in SFARGFE.

26 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Rule Types LEVEL This is used for any rule involving student level, such as Undergraduate Semester (US) or Graduate Semester (GS). This was formerly page two in SFARGFE.

27 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Rule Types STUDENT This Rule Type is used to associate fees specific to the student. This was formerly page one in SFARGFE.

28 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Entry Type Field This allows you to build pre-billing and regular rules in one place. You can use this to select PREBILL or REGULAR as the value. The majority of the USG institutions will use regular rules.

29 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Copy Rules To New Form This button has been added to allow you to copy existing rules to a new term. This Button opens a window where you can enter the rule information and then select the Process Rule Copy button to insert the copied rules into a new term and save the changes.

30 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Set Copy Ind(icator) This check box is used to set the Set Cpy (Indicator) for each rule on SFARGFE to copy (checked) or do not copy (unchecked). You must be in the Registration Charges and Fees block to use this.

31 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Key Block Additions Process Copy Ind(icator) Setting The Process Copy Ind Setting button is used to default each Cpy (Indicator) in the form for that rule type to the setting chosen (checked or unchecked) by the Set Copy Ind(icator) check box.

32 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Type (Indicator) This displays the rule as pre-billing or regular as selected from the Entry Type Field in the Key Block.

33 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Cpy (Indicator) Cpy (Indicator) displays the chosen setting, checked (copy) or unchecked (do not copy), by the Set Copy Ind(icator) check box from the key block above. This only displays the rules for the Rule Type selected from the Rule Type Field in the Key Block.

34 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Seq(uence Number) Field This field automatically assigns a number to each rule within a term code when the rule is created. In the new Registration Fee Audit Form (SFAFAUD), you can identify which rule was used to process that assessment by referring to the sequence number and then viewing the registration fee assessment rules for that term and rule type.

35 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Assess by Course check box The Assess by Course check box is used to apply charges to a specific CRN when rules exist based upon part-of-term, grade mode, instructional method, and schedule type.

36 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Crse Camp, Crse Levl, and Crse Attr Crse Camp, Crse Levl, and Crse Attr fields have data entry restrictions, so the data can only be maintained when you are working on rules of that type. None of these three fields can be maintained from the STUDENT Rule Type. Field Crse Camp Crse Levl Crse Attr Rule Type CAMPUS LEVEL ATTR

37 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Dept Field The Dept field is for creating rules that only apply to a certain department.

38 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Styp Field The Styp field has been added so that you can single out a specific Student Type for any rules that you might create.

39 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Stud(ent) Attr(ibute) Field The Stud Attr field can be used to designate rules for students you have marked with a certain attribute.

40 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Grade Mode Field The Grade Mode field allows you to create rules for every student taking a course with a particular grade mode.

41 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Insm Field The Instructional Method field has been added so that a rule can be built to single out classes taught in a certain manner.

42 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Schd Type Field The Schedule Type field has been added to develop rules that apply only to students registered in a course of a particular schedule type.

43 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Admit Term Field The Admit Term field has been added to apply rules to students who have been admitted in a designated term.

44 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Program Field The Program field allows the user to develop a rule that singles out students in a particular program of study.

45 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Degree Field The Degree field allows the user to create rules that affect students that are seeking a particular degree or that fall under a certain degree type.

46 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Liable Billing Hours Fields The Liable Billing Hours fields can be utilized to specify a range of hours in which a rule may apply. This range applies to the total number of hours that a student registers for in a given term. This was formerly the credit hours.

47 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Total Student Liable Hours Fields The Total Student Liable Hours fields have been added to specify the student s liable billing hours. This range applies to the actual hours that a student is currently enrolled for in a term. This was formerly the student hours.

48 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Registration Dates Fields The Registration Dates fields are used to create rules that affect any student who has initially registered in a certain date range.

49 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Flat Charge Hours Range Fields The Flat Charge Hours Range fields define a range in which a flat charge is applied. This replaces the previous Plateau check box that was used to define a maximum charge.

50 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Flat Charge Amount Field This field defines the amount that is charged for a range defined by the Flat Charge Hours Range fields.

51 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Crse Overload Start Hours Fields The Crse Overload Start Hours field designates a point in a student s total Registered hours in which a hourly rate will again apply as an Overload charge beyond the Flat Charge Amount. This is a function that will likely not apply to institutions within the University System of Georgia.

52 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions User Field The User field has been added to identify the BANNER user that has created or last updated a rule.

53 Key Block Additions Registration Charges and Fees Additions SFARGFE Enhancements Registration Charges and Fees Block Additions Activity Date Field The Activity Date field shows the last date that a rule was updated. This changes along with the User field every time that a rule is updated or changed.

54 Fee

55 Overview Per Credit & Flat Fee New Fee Steps Fee Per Credit and Flat Fee New Fee steps

56 Overview Per Credit & Flat Fee New Fee Steps Fee Per Credit and Flat Fee Old Per Credit system In this example, we take a look at a regular per credit rule setup with a definite cap (e.g. a rule that charges a fee of $80 per credit up to a grand total, such as $1000).

57 Overview Per Credit & Flat Fee New Fee Steps Fee Per Credit and Flat Fee Detl Old Per Credit system For the rule described, we would only need to create one rule that had a maximum charge of $1000, using the values below. Per Credit Min Max Levl Hours Fr(om) Hours To US

58 Overview Per Credit & Flat Fee New Fee Steps Fee Per Credit and Flat Fee New Per Credit system For the new flat fee processing, two rules will need to be made: One to define the hourly charge, and one to define the flat fee charge. Seq Detl Per Credit Min Max Levl From Liable Billing Hours To Liable Billing Hours US From Flat Hours To Flat Hours Flat Charge US

59 Overview Per Credit & Flat Fee New Fee Steps Fee Per Credit and Flat Fee New Per Credit system Notice that on the old rule if a student were to register for 12 hours they would be charged $960. Once they registered for anything 13 hours or over they would hit the $1000 limit. 12 X $80.00 = $ Detl Per Credit Min Max Levl Hours Fr(om) Hours To US

60 Overview Per Credit & Flat Fee New Fee Steps Fee Per Credit and Flat Fee New Per Credit system On the new set of rules, any student who is enrolled for 12 hours or more is charged the flat rate of $1000. Seq Detl Per Credit Min Max Levl From Liable Billing Hours To Liable Billing Hours From Flat Hours To Flat Hours Flat Charge US US

61 Overview Per Credit & Flat Fee New Fee Steps Fee New Fee steps In looking at the way that Fee now processes rules, let's pick the two rules that we created for flat fee processing. Seq Detl Per Credit Min Max Levl From Liable Billing Hours To Liable Billing Hours From Flat Hours To Flat Hours Flat Charge US US

62 Overview Per Credit & Flat Fee New Fee Steps Fee New Fee steps Let's say a student registers for three classes. Notice these three classes as a whole fall under the first rule and charged $80 per hour. Seq Detl Per Credit Min Max Levl From Liable Billing Hours To Liable Billing Hours From Flat Hours To Flat Hours Flat Charge US US

63 Overview Per Credit & Flat Fee New Fee Steps Fee New Fee steps Fee assessment checks the following settings in STVRSTS. The Count in Enrl and the Count in Asmt (Indicators) are checked. Also, the W/D Ind(icator) is not checked. Because the W/D Ind(icator) is not checked this sets the Liability Multiplier to 100%.

64 Overview Per Credit & Flat Fee New Fee Steps Fee New Fee steps CRN Then the following calculation is used. The Liability Multiplier, being 100%, is expressed here in decimal format as 1.0. (Liable Hours X Liability Multiplier) X Per Credit Charge ( X 1.0 ) X ( X 1.0 ) X ( X 1.0 ) X = = =

65 Batch Fee

66 Batch Fee New Functionality in SFRFASC assessments using a population selection Choosing your output format (audit and/or accounting records) Creating the last audit records for migration purposes in collector mode and with an enrollment status

67 Audit History (SFAFAUD)

68 Audit History (SFAFAUD) Using SFAFAUD, you can see every change in the history beyond what is seen by TSAAREV. Let's return to our student, who is registered for three courses under the rules that we had set up for $80 per hour and a $1000 flat fee after 12 hours. Seq Detl Per Credit Min Max Levl From Liable Billing Hours To Liable Billing Hours From Flat Hours To Flat Hours Flat Charge US US

69 Audit History (SFAFAUD) Looking at the Audit History Record, we notice that the student was charged the $720 tuition fee as would be computed for 9 hours at $80 per hour. There is also a $75 Flat fee set up as a technology fee. Notice this is doubled. The fees were actually assessed twice as you can see by the time. Once at 2:33:50 and again three seconds later. You should also notice that the most recent assessment remains at the top and the assessment steps appear in descending order.

70 Audit History (SFAFAUD) As you ll notice, even though the fee assessment is doubled in SFAFAUD (at the bottom), it is only charged once, as you ll see in TSAAREV (in the middle of the screen).

71 Audit History (SFAFAUD) Now adding the following course (at the top), you ll notice that the charge appears in TSAAREV (in the middle) as one fee, while in SFAFAUD (at the bottom) it appears as a total reassessment of all fees.

72 Audit History (SFAFAUD) Notice also, in these two screen shots of SFAFAUD that the sequence number restarts with each date in which the fees were assessed.

73 Audit History (SFAFAUD) As you can see, the Audit History form can quickly become filled with several layers of audit records. This creates a need to purge the form and empty out the audit history table to make navigation easier and to avoid confusion.

74 Audit History (SFAFAUD) The new Purge Fee Process (SFPFAUD) has been added to clear the Audit History form. This can be done at the institution s discretion, whether once a year, at the end of each semester, or whenever they deem fit.

75 Audit History (SFAFAUD) The new Purge Fee Process (SFPFAUD) allows you to do the following. Run the purge process for a range of transaction dates, for a specific term, or for an ID. Keep only the last assessment records. Print summary or detail information. Run the purge in audit or update mode.

76 Refunding

77 Refunding Changes in Refund by Course Refunding by Enrollment Status

78 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS When refunding by course, the previous account record is always consulted. How the charge was created is always checked (whether by flat charge or hourly rate).

79 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS To define refund rules for each course, you ll have to use SFARSTS. Here each rule is effected by the status of the course during reassessment of fees for refunding. Below is a sample of these rules.

80 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS Each of the rules is defined for a certain date range giving the refund percentage to take place during the range. The Tuition Refund is expressed as the percentage of money a student should be refunded.

81 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS If we were to take the Liability Multiplier for each code and place it next to the Tuition Refund field, we would notice that the two are inversely related. This meaning that if we took the two values and added them, they would always equal 100%. Liability Multiplier

82 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS Let's take a look at our student. Notice that he is registered for a total of fourteen hours

83 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS Registered for fourteen hours, our student would fall under the flat fee rule and be charged a flat fee of $1000, as seen in SFAFAUD below. Seq Detl Per Credit Min Max Levl From Liable Billing Hours To Liable Billing Hours From Flat Hours To Flat Hours Flat Charge US US

84 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS If the student were to drop two of those classes, on April 13 th, 2004, then according to our registration status rules from SFARSTS, the student would be eligible for a 100% refund.

85 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS In order to assess a refund, the new refunding system first reassesses the fees for the classes registered, by using the Liability Multiplier in the formula below. CRN Subject Registration ( Liable X Liability ) X Per Credit.. Status Hours Multiplier Charge ARTS RE ( X 1.0 ) X HIST W RE ( X 1.0 ) X BIOL W DC ( X 0.0 ) X ENGL G DC ( X 0.0 ) X MATH W RE ( X 1.0 ) X = = = 0.00 = 0.00 =

86 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFARSTS As you can see below, the amount charged as reassessed in SFAFAUD matches our calculations. Notice, however, that the fees were not refunded because the student is still enrolled in classes. CRN Subject Registration ( Liable X Liability ) X Per Credit.. Status Hours Multiplier Charge ARTS RE ( X 1.0 ) X HIST W RE ( X 1.0 ) X BIOL W DC ( X 0.0 ) X ENGL G DC ( X 0.0 ) X MATH W RE ( X 1.0 ) X = = = 0.00 = 0.00 =

87 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFAESTS Now, let's look at the rules for refunding by enrollment status. Here each rule is affected by the status of the student s enrollment during reassessment of fees for refunding. Below is a sample of these rules.

88 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFAESTS Let's take a look at a different student. Notice that this one is registered for a total of thirteen hours

89 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFAESTS Registered for thirteen hours, this student also falls under the flat fee rule and would be charged a flat fee of $1000, as seen in SFAFAUD below. Seq Detl Per Credit Min Max Levl From Liable Billing Hours To Liable Billing Hours From Flat Hours To Flat Hours Flat Charge US US

90 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFAESTS If the student were to drop all of his courses on April 15 th, 2004, then according to our registration status rules from SFAESTS, the student would be eligible for a 40% refund.

91 SFARSTS SFAESTS Refunding Changes in Refunding by Course Refund Rules: SFAESTS In order to assess a refund by enrollment status, the new refunding system assesses the refund by applying the Liability Multiplier to the previous total charged. Liability Multiplier.60

92 Documentation! Under the Workshops header you should find: Presentation FAQs Student Release Guide User Guide: Chapter 13

93 Helpdesk Contact Information: Office of Information & Instructional Technology Board of Regents of the University System of Georgia 1865 West Broad Street Athens, GA USA Ph: 706/ Fax: 706/

94 Questions???