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Pell Multiple Entry Issues in 2001-2002 EDExpress, Version 7.2

Publication Date: July 30, 2001

Author: CPS | Central Processing System

Summary: Pell Multiple Entry Issues in 2001-2002 EDExpress, Version 7.2

Posted on July 30, 2001

TO: All EDExpress Pell Users
FROM: CPS/WAN Technical Support
RE: Pell Multiple Entry Issues in 2001-2002 EDExpress, Version 7.2

CPS/WAN Technical Support would like to inform you of two issues in 2001-2002 EDExpress Version 7.2 concerning multiple entry for the Pell module.

1) Issue: If a user updates existing Pell origination records using the Pell Multiple Entry function with the "Set Originations Records Ready to Export" field value selected, records missing the "Origination Award Amount for the Entire School Year" field will be set to a "Ready" Origination Status if all edits on other fields are met. During the Pell Multiple Entry update process, EDExpress is recognizing a blank "Origination Award Amount for the Entire School Year" as a zero and allows the value to pass the edits.

As a result, Pell Origination records with an Origination Status of "Ready" and a blank "Origination Award Amount for the Entire School Year" will not be available for the batch level Calculate Award Amount for the Entire School Year feature. This feature only selects origination records with the Origination Status of "Not Ready." These records will not export until the "Origination Award Amount for the Entire School Year" field is populated.

NOTE: Users updating Pell origination records on the Pell Grant tab or by an external origination data import will not encounter this issue. When using one of these two update methods, a blank "Origination Award Amount for the Entire School Year" will correctly fire an edit and the record will not be set to the Origination Status of "Ready".

Workaround:

First, locate affected records by creating a Pell Query:
a) Go to Tools | Query | Pell;
b) Click Add to display blank fields;
c) Enter a title for the query (such as ORIG STAT READY AWARD BLANK);
d) Select ORIGINATION STATUS as the Field, select equal to (=) as the operator, and enter R as the value, then click the Append button;
e) Select AWARD AMOUNT FOR ENTIRE YEAR as the Field, select equal to (=) as the operator, and leave the Value field blank, then click the Append button;
f) Click Save, then click OK on the "Record Updates Saved" message;
g) Click OK to exit the Query dialog box.

Second, change the Origination Status of affected Origination records to "Not Ready":
a) Go to Process | Multiple Entry | Pell;
b) Select "Set Origination Ready to Export" (field 11);
c) Click the Selection Criteria button;
d) Click the ellipsis button next to Query Title;
e) Select the query created in the steps above and click OK;
f) Click OK if the correct query title is displayed;
g) Click OK on the Pell Multiple Entry - Field/Records Selection Screen to display the Pell Multiple Entry screen listing the students selected by the query;
h) Unmark the boxes in the column labeled "Set Origination Ready to Export";
i) Click Save, click Yes to save changes and then click Yes to update the records.

Third, populate the Origination Award Amount for the Entire School Year and change Origination Status to "Ready" on affected records:
a) Go to Process | Calculate Award Amount for the Entire School Year.
b) Click OK.

Since the affected records will meet all other edits on fields other than the Origination Award Amount for the Entire School Year, this workaround will populate the records with the highest possible award amount and automatically set the Origination Status to "Ready".

2) Issue: If a user selects Estimated Disb. Date #1 (field #2) on the Pell Multiple Entry - Field/Records Selection grid, enters a default date in the Value column, and applies this default date to a group of records selected for multiple entry, the Estimated Disbursement Date #1 is saved to the EDExpress database in the incorrect format. If the updated Origination record is then set to an Origination Status of Ready and exported to RFMS, the Estimated Disbursement Date #1 will be sent in the incorrect format.

When RFMS receives a PGOR02IN origination file containing an incorrectly formatted Estimated Disbursement Date #1, the field will be corrected by RFMS to the first valid Estimated Disbursement Date, 06/21/2001. If RFMS does not assess any other edits, the record will then be successfully processed and returned with an RFMS Status of C (Corrected) and Edit/Comment warning code 306 - "Invalid Disbursement Date / Correction Applied." Since this is a warning code, no action is necessary.

NOTE: The Estimated Disbursement Date #1 is correctly formatted when it is entered for an individual Origination record on the Pell Multiple Entry selected records grid. The date is also correctly formatted when added during the Origination Data ISIR import process, the external add/change import process, or when entered directly on the Pell Grant tab of a student record.

Workaround:

Even though no action is necessary, the following workaround can be used to avoid this issue:

a) Tools | Setup | Pell | School.
b) Click on the Estimated Disbursements button located in the Misc Information box;
c) Enter the Estimated Disbursement #1 date in the first line (and any additional Estimated Disbursement dates in subsequent lines, if needed) and click OK;
d) Click OK on the Pell School Setup dialog box;
e) Click Yes to "Record updates pending, save changes?" and click OK to the "Record Updates Saved" message.

The Estimated Disbursement Date #1 will automatically be populated during the Origination Data ISIRs import to create or update origination records. The Estimated Disbursement Date #1 can be changed in the Pell School setup before any group of student records is selected for the Origination Data ISIRs import add or update process.

If you have any questions regarding this message, please contact CPS/WAN Technical Support at 800/330-5947 or via email at CPSWAN@NCS.COM.

Last Modified: 07/29/2001