Managing COD Federal Work-Study Earnings Data

Page Name	Definition Name	Navigation	Usage
Run File Parser	SCCFP_RUNCNTL	Setup SACR > System Administration > Utilities > File Parser > Run File Parser	Run the File Parser process to populate the FWS Earnings staging tables.
Federal Work Study Data	SFA_FWS1	Financial Aid > File Management > COD Full Participant > Federal Work Study Data	Create or update FWS Earnings data by student.
Generate Federal Work Study	SFA_RUNCTL_FWS_OUT	Financial Aid > File Management > COD Full Participant > Generate Federal Work Study	Create a FWS Earnings file to report to COD.
Import FWS Response Data (import federal work study response data)	SFA_RUNCTL_FWS_INB	Financial Aid > File Management > COD Full Participant > Import FWS Response Data	Import the FWS Response file from COD.
View FWS COD Data (view federal work study common origination and disbursement data)	SFA_FWS_INQUIRY	Financial Aid > File Management > COD Full Participant > View FWS COD Data	View data from the FWS COD response file.

You can use File Parser to load FWS Earning Data into staging tables.

File Parser setup is delivered with the application. Here is a description of the delivered setups for the Context Definition and File Mapping Definition pages.

Access the Context Definition page: Setup SACR > System Administration > Utilities > File Parser > Context Definition.

These are the delivered values in the Context Definition page:

Context Name = FWS Reporting to COD
Record = SFA_FWS_STG
Sort Order = 1

In the Staging Table Fields > Mapping tab:

The Visible for Mapping check box is selected for these fields:
- EMPLID
- CALENDAR_YEAR
- SFA_FWS_SEQ
- INSTITUTION
- AID_YEAR
- ISIR_TXN_NBR
- SFA_FWS_AMOUNT
SFA_FWS_SEQ field Mapping Action is set to Calculated.
SFA_FWS_AWRD_TYPE field Mapping Action is set to Default Value and "FWS" is set as the Value.
SFA_FWS_STATUS field Mapping Action is set to Default Valueand "P" is set as the Value.

In the Staging Table Fields > Calculated Field Application Class tab, these values are set for the SFA_FWS_SEQ field:

Root Package ID = SFA_FWS.
Qualified Package/Class Path = FileParser.
Application Class ID = FWSSeqNumber.

For more information on Context Definition setup, see Setting Up Context Definitions.

Access the File Mapping Definition page: Setup SACR > System Administration > Utilities > File Parser > File Mapping Definition.

These values are set for the File Mapping Definition page:

Map Name = FWS Reporting to COD Import.
Context Definition = FWS Reporting to COD.
File Type = Delimited.
Status = Active.
Delimiter = Comma.
Qualifier = ".

In the File Layout tab, the Staging Table is set to SFA_FWS_STG.

In the Mapping tab, the Mapping Action for all fields is set to Direct from File except for SFA_FWS_SEQ. This field has a mapping action of Calculated.

In the Mapping > Field Mapping Detail > Calculated Field Application Class tab, delivered values are:

Root Package = SFA_FWS.
Qualified Package/Class Path = FileParser.
Application Class ID = FWSSeqNumber.

In the Preview Data tab, you can attach a test file to preview the data. The file must be in a .csv format without column headers.

For more information about File Mapping Definition setup see, Setting Up File Mapping Definitions.

Access the Run File Parser page: Setup SACR > System Administration > Utilities > File Parser > Run File Parser.

Setup run control:

Use File Mapping ID = FWS Reporting to COD.
Enter the path to file you want to upload.
After file upload is completed, navigate to Financial Aid > File Management > COD Full Participant > Federal Work Study Data to review Federal Work Study Data page and verify record was uploaded.

Create or update a student's FWS Earnings data.

Access Federal Work Student Data page: Financial Aid > File Management > COD Full Participant > Federal Work Study Data.

This page displays biographic information, calendar year, and award data by Aid Year. You are also able to enter data when adding a new record or update data for existing records. When entering new records, the key fields are EmplID, Calendar Year, and Financial Award Type, for example FWS.

Field	Description
Edit Award Information	Select this check box to update fields in the Awards table. If you are adding a new record or for an existing row in the Awards table with a Status of Pending Transmission, you can edit the following fields: CPS/FPS Transaction Number Aid Year Earnings Amount Status. For this field, the options for updating are dependent upon the existing Status.
CPS/FPS Transaction Number	Enter the CPS/FPS Transaction Number.
Aid Year	Enter the Aid Year. You may use multiple rows for multiple Aid Years.
Earnings Amount	Enter the FWS earnings.
Status	Select a Status: Accepted Error Pending Transmission Transmitted For new records, Status defaults to Pending Transmission.

You can generate an XML file to report FWS Earnings to send to COD.

Access the Generate Federal Work Study page: Financial Aid > File Management > COD Full Participant > Generate Federal Work Study

Note: Make sure you have completed the required Equation Engine setup before using this process. For more information, see Pages Used to Setup FWS Earnings Reporting.

Use these Fields and Controls in the Federal Work Study Data tab.

Field or Control	Description
Calendar Year	Enter the Calendar Year for which you want to report FWS Earnings.
Attended School Routing ID	Select appropriate Attended School Routing ID. Note: The application generates separate files for each unique Attended School Routing ID. If your institution supports multiple Attending School IDs, then separate Selection Criteria rows must be added for each.
Campus Based Schema Version	The Campus Based Schema Version is populated based on Aid Year. FWS uses a different schema than Pell and Direct Loan.
File Path and Name	Enter the file path where the XML file should be created and the name of the XML file. File names must include '.xml' at the end of each file name. File Path and Name must be a unique XML file based on the unique combination of Selection Criteria values or the process overwrites the contents of the existing XML file.
FWS Outbound	Select this check box to process FWS Earnings outbound records.
Validate Only	Select this check box to run the process in simulation mode. Use this feature to check your data on the View FWS COD Data page for statuses and failed Validation errors. After you verify your data, deselect the Validate Only check box, then run your process again.
Log Messages	Select this check box to log any errors encountered when generating the FWS Earnings data; for example, missing student address, SSN, invalid values or format for certain fields, and so on. This is useful for debugging purposes but not suggested for use in production.

The FWS Processing Actions tab displays a history of Status changes for the sequence.

You can import the FWS Response File from COD.

Access the Import FWS Response Data page: Financial Aid > File Management > COD Full Participant > Import FWS Response Data.

Enter the File Path and Name and run the process.

You can view FWS COD File Data.

Access the View FWS COD Data page: Financial Aid > File Management > COD Full Participant > View FWS COD Data.

You can view the FWS COD XML file data on this page.

Click the Reset button on the COD Document tab to regenerate the XML file. This allows the File Path and Name to be edited. If you edit the File Path and Name, you must also update the path on the View COD Data page and the Generate FWS page before rerunning the process. New students aren't selected by rerunning the process.

Managing COD Federal Work-Study Earnings Data

Pages Used to Manage FWS Earnings Reporting Data

Run File Parser to Load FWS Earnings Data

Manually Enter or Update FWS Earnings Data

Generate FWS Earnings Reporting Files

Importing FWS Response Data

Viewing FWS Response Data