migration to 6.x fee assessment for - university system of ... · pdf filenew registration fee...

Fee Assessment For Everyone

•  Introduction

•  Migration to 6.x •  SFARGFE •  Fee

Assessment Processing

•  Batch Fee Assessment

•  Audit History •  Refunding

Introduction •  Introduction





Introductions •  Introduction

Introductions What’s new in Fee Assessment?





Presenters: Nancy Petree John Broz

Please hold all questions until the end of the presentation. We may answer them before you are able to ask them.

What is new In Fee Assessment ? •  Introduction






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.

What is new In Fee Assessment ? •  Introduction






 Migration to BANNER 6.x  SFARGFE Enhancements  Enhanced Rules for Fee

Assessment Processing  Batch Fee Assessment Changes

(SFRFASC)  New Registration Fee Audit

History (SFAFAUD)  Changes in Refunding Using

Combined Per Credit and Flat (Plateau) Refunds

Migration to BANNER 6.x for Fee

Assessment

•  Introduction •  Migration to 6.x •  SFARGFE •  Fee




Migration to BANNER 6.x for Fee Assessment •  Introduction •  Migration to 6.x

Overview Guides & FAQs Cloning Batch Processing Installing 6.x Review Rules Batch Processing Compare Results Perform Assessment

•  SFARGFE •  Fee




  Please review the 6.0 Release Guide, the 6.0 User Guide, and the SCT FAQs for Fee Assessment Enhancements before migrating

  Clone production database to create test Environment

  Please run Batch Processing to update all students for the current term

  Install 6.x   Review Assessment Rules (Plateau/ Flat fee

Rules)   Run SFRFASC in test instance for creating

audit history records   Compare results with newly created Batch

Processing   Perform actual assessment in Audit mode







Guides and FAQs

The Student 6.0 Release Guide

Section VI deals with the Fee Assessment Enhancements

The Student Release 6.0 User Guide

Chapter 13 deals with Fee Assessment

The SCT FAQs for Fee Assessment Enhancements

FAQs 11504,11507,11508, and 11625 are most relevant







Test Database







Cloning for Testing

Clone your production database into a preproduction environment so that you can use it for testing. 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.







Test Database







Batch Processing 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 Processing 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 Assessment rules are calculating correctly for BANNER 6.x.







Test Database







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.







Test Database







Review Assessment 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.







Test Database







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.







Test Database







Compare Results in Batch Processing

Compare the results from your previous Batch Processing 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 Assessment Enhancements.

Also as a further measure, you can run Batch Processing in Audit mode a second time. Anything that appears on this second report should be treated as an anomaly.







Test Database







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 Processing (SFRFASC). Only run the Batch Processing 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.







Production Database

Then perform all of these steps again on your production database.

SFARGFE Enhancements

•  Introduction





SFARGFE Enhancements •  Introduction •  Migration to 6.x •  SFARGFE

Key Block Additions Registration Charges and Fees Additions

•  Fee Assessment Processing



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.

SFARGFE Enhancements Key Block Additions

Rule Types

ATTR

This is used to associate Student attributes from the student record (SGASTDN and SAAADMS).

•  Introduction •  Migration to 6.x •  SFARGFE






Rule Types

CAMPUS

This is used for setting academic fees per campus.

This was formerly page three in SFARGFE.







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.







Rule Types

STUDENT

This Rule Type is used to associate fees specific to the student.

This was formerly page one in SFARGFE.











This allows you to build rules for 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.

Key Block Additions Entry Type Field






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.

Key Block Additions Copy Rules To New Form






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.

Key Block Additions Set Copy Ind(icator)






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.

Key Block Additions Process Copy Ind(icator) Setting






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.






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.






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 Assessment 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.






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.






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 Rule Type Crse Camp CAMPUS

Crse Levl LEVEL

Crse Attr ATTR






Registration Charges and Fees Block Additions Dept Field

The Dept field is for creating rules that only apply to a certain department.






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.






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.






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.






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.






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.






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.






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.






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.






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.






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.






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.






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.






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.






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.






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.






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.

Intermission•  Introduction





Fee Assessment Processing

•  Introduction





Fee Assessment Processing •  Introduction •  Migration to 6.x •  SFARGFE •  Fee

Assessment Processing Overview Per Credit & Flat Fee Processing New Fee Assessment Steps



 Per Credit and Flat Fee Processing

 New Fee Assessment Processing steps





Per Credit and Flat Fee Processing 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).





Per Credit and Flat Fee Processing 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.

Detl Per Credit

Min Max Levl Hours Fr(om)

Hours To

1008 80.00 0.00 1000.00 US 1.00 99.00





Per Credit and Flat Fee Processing 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

From Flat Hours

To Flat Hours

Flat Charge

1 1008 80.00 0.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0






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.

Detl Per Credit

Min Max Levl Hours Fr(om)

Hours To

1008 80.00 0.00 1000.00 US 1.00 99.00

12 X $80.00 = $960.00






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



From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 0.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0





New Fee Assessment Processing steps

In looking at the way that Fee Assessment now processes rules, let's pick the two rules that we created for flat fee processing.

Seq Detl Per Credit



From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 0.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0






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



From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 0.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0






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%.






Then the following calculation is used. The Liability Multiplier, being 100%, is expressed here in decimal format as 1.0.

CRN (Liable Hours X Liability Multiplier) X Per Credit Charge

80444 ( 3.000 X 1.0 ) X 80.00

80424 ( 3.000 X 1.0 ) X 80.00

80991 ( 3.000 X 1.0 ) X 80.00

= 240.00

= 240.00

= 240.00

720.00

Batch Fee Assessment

•  Introduction





Batch Fee Assessment •  Introduction •  Migration to 6.x •  SFARGFE •  Fee




New Functionality in SFRFASC

 Processing assessments using a population selection

 Choosing your output format (audit and/or accounting records)

 Creating the last audit records for migration purposes

 Processing in collector mode and with an enrollment status

Audit History (SFAFAUD)

•  Introduction





Audit History (SFAFAUD) •  Introduction •  Migration to 6.x •  SFARGFE •  Fee




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



From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 80.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0





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.





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).





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.





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





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.





The new Purge Fee Assessment 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.





The new Purge Fee Assessment 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.

Refunding •  Introduction





Refunding •  Introduction •  Migration to 6.x •  SFARGFE •  Fee




 Changes in Refund by Course

 Refunding by Enrollment Status





SFARSTS SFAESTS Part of Term Refunding

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).

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.







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.







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

1.00

0.00






Let's take a look at our student. Notice that he is registered for a total of fourteen hours.


14.000

+____






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



From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 80.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0






If the student were to drop two of those classes, on April 13th, 2004, then according to our registration status rules from SFARSTS, the student would be eligible for a 100% refund.







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

20803 ARTS RE ( 2.000 X 1.0 ) X 80.00

20075 HIST W RE ( 3.000 X 1.0 ) X 80.00

21548 BIOL W DC ( 3.000 X 0.0 ) X 80.00

20462 ENGL G DC ( 2.000 X 0.0 ) X 80.00

22152 MATH W RE ( 3.000 X 1.0 ) X 80.00

= 160.00

= 240.00

= 0.00

= 0.00

= 240.00

640.00






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 20803 ARTS RE ( 2.000 X 1.0 ) X 80.00 20075 HIST W RE ( 3.000 X 1.0 ) X 80.00 21548 BIOL W DC ( 3.000 X 0.0 ) X 80.00 20462 ENGL G DC ( 2.000 X 0.0 ) X 80.00

22152 MATH W RE ( 3.000 X 1.0 ) X 80.00

= 160.00 = 240.00 = 0.00 = 0.00 = 240.00 640.00






Now, let's look at the rules for refunding by enrollment status. Here each rule is effected by the status of the student’s enrollment during reassessment of fees for refunding. Below is a sample of these rules.

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.


13.000

+____






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



From Flat Hours

To Flat Hours

Flat Charge

1 1008 0.00 80.00 9999.99 US 0.01 11.99

2 1008 0.00 0.00 9999.99 US 12.00 99.99 12.00 99.00 1000.0






If the student were to drop all of his courses on April 15th, 2004, then according to our registration status rules from SFAESTS, the student would be eligible for a 40% refund.







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

Part of Term Refunding•  Introduction





SFARSTS SFAESTS

Part of Term Refunding

Part of Term Refunding •  Introduction •  Migration to 6.x •  SFARGFE •  Fee





  Verified the indicators in STVRSTS were set.   Built one simple fee assessment rule for

tuition and two simple fee assessment rules for an academic fee. There is a 234.00 additional charge associated with the POT 4 course.

Part of Term refunding sample:

•  1005 100.00 .00 5000.00 US Resident .01 to 99.99 (Student rule)

•  5051 32.50 .00 32.50 A A .01 to 4.99 (Campus rule)

•  5051 65.00 .00 65.00 A A 5.00 to 99.99 (Campus rule)






  Enrolled student in several parts of term for 200305. Assessed fees for the student for a total of $1699.00.


•  50011 ARTS 1105 2 hrs POT 1 •  50105 ENGL 1101 3 hrs POT 2

•  50114 SPAN 1002 3 hrs POT 3

•  51090 MATH 1101 3 hrs POT 4

  Withdrew student from courses as follows: •  POT 1 WS 12-JUN-2003 77.20% 2 hrs •  POT 2 WS 12-JUN-2003 68.25% 6 hrs •  POT 3 WS 07-JUL-2003 89.90% 3 hrs •  POT 4 WS 08-MAY-2003 84.35% 3 hrs






The previous sample refunded tuition correctly. However, the academic fee was not refunded as expected.

The more complex the tuition fee assessment rules are the more problematic Part of Term refunding becomes.







In BANNER 6.x, Part of Term refunding will not work unless the Assess by Course indicator is checked on SFARGFE. However, when the Assess by Course indicator is used, flat fee processing will not work.

Part of Term refunding in 6.x

Documentation! •  Introduction





Under the Workshops header you should find:

Presentation FAQs Student Release Guide User Guide: Chapter 13

www.usg.edu/banner/training

Helpdesk Contact Information:

•  Introduction





Office of Information & Instructional Technology Board of Regents of the University System of Georgia 1865 West Broad Street Athens, GA 30606 USA Ph: 706/369-5678 Fax: 706/369-6429

http://www.usg.edu/oiit/dir/contact.phtml

Questions??? •  Introduction





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