[ctcLinkfinaidsupport] QCS_FA_WCG_INTERIM_CSV is producing incorrect results for some colleges

Thu Apr 13 08:12:08 PDT 2023

Good morning FA!

We had done much testing and data validation before we released QCS_FA_WCG_INTERIM_CSV into production as a solution to the misreporting of zeroes for CBS and PTC in the Interim Report.

We were trying to get a solution out to the colleges as quick as possible to remove two burdens: 1) manually removing the hundreds of erroneous zeroes from the WA College Grant.csv and 2) look for the students who should actually be reported as zeroes.

Colleges have started to run the QCS_FA_WCG_INTERIM_CSV and we've received feedback. The zeroes are looking good but some CBS awards are not populating on the query for colleges due to unpredictable live data we did not see during testing. With this new information, we believe it's safer to use the query only to find the zeroes that should be reported to WSAC.

The students who have zeroes in the CBS columns on the QCS_FA_WCG_INTERIM_CSV results are students who are enrolled for the term and eligible for CBS but unmet need was met with other aid. That is the population WSAC reported not all colleges have been reporting accurately.

Attached are steps on how to remove the zeroes off of the WA College Grant.csv before uploading it into WSAC. Afterwards, you can use the results from QCS_FA_WCG_INTERIM_CSV to report the zeroes manually in the WSAC Portal.

Thank you for your understanding,
Debbie

[Compass]Deborah Englehardt

Functional Analyst, Campus Solutions (Financial Aid)

Washington State Board for Community and Technical Colleges

1300 Quince Street SE

Olympia, WA 98504-2495

denglehardt at sbctc.edu<mailto:denglehardt at sbctc.edu> • O: 360-704-3979

sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

________________________________
From: Deborah Englehardt <denglehardt at sbctc.edu>
Sent: Thursday, April 6, 2023 12:52 PM
To: dirfinaid at lists.ctc.edu <dirfinaid at lists.ctc.edu>; ctclinkfinaidsupport at lists.ctc.edu <ctclinkfinaidsupport at lists.ctc.edu>
Cc: FASupport <FASupport at sbctc.edu>; Dani Bundy <dbundy at sbctc.edu>; Roger Curry <rcurry at sbctc.edu>; wcg at wsac.wa.gov <wcg at wsac.wa.gov>
Subject: [Update] WCG Interim Reporting and $0 Awards in CSAW Portal

Good afternoon FA!

The workaround query that removes the erroneous $0 for CBS and PTC is now in production! 😊

The query is QCS_FA_WCG_INTERIM_CSV

Before running this query, it would be business as usual running the PS Interim Report CEMLI, working the error report and re-running as necessary to clean up the Interim Report.

Reference: WCG Interim Reporting Business Process Guide | 9.2 FA - Financial Aid Business Process Guides | ctcLink Reference Center<https://ctclinkreferencecenter.ctclink.us/m/92436/l/848386-wcg-interim-reporting-business-process-guide>

Once you are ready to upload a CSV into CSAW, you can run QCS_FA_WCG_INTERIM_CSV (the query grabs data that is in your PS Interim Report and removes the inaccurate $0 for CBS and PTC)

Steps for running QCS_FA_WCG_INTERIM_CSV

  1.  Go to Query Viewer, find the query, and select to run to HTML

<image001.png>

  1.  Enter your parameters, select View Results then select CSV Text File

<image004.jpg>

  1.  Open up QCS_FA_WCG_INTERIM_CSV.csv to confirm it has the same number of rows as the View Log/Trace’s WA College Grant.csv.

          Example location of WA College Grant.csv

<image009.jpg>

  1.  After confirming the numbers match, close both CSVs without saving so that you do not end up removing the leading zeroes on SSNs.

Note: If the number of rows on the two CSVs do not match, please submit a ticket to FA ERP Support because that means you have some bad data that needs to be cleaned up before loading the CSV into CSAW.

  1.  Upload the QCS_FA_WCG_INTERIM_CSV into CSAW

Wishing you good luck with Spring Interim!

<image011.jpg>
Deborah Englehardt

Functional Analyst, Campus Solutions (Financial Aid)

Washington State Board for Community and Technical Colleges

1300 Quince Street SE

Olympia, WA 98504-2495

denglehardt at sbctc.edu<mailto:denglehardt at sbctc.edu> • O: 360-704-3979

sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

________________________________

From: Stephanie Casino <scasino at sbctc.edu>
Sent: Wednesday, March 29, 2023 5:13 PM
To: dirfinaid at lists.ctc.edu <dirfinaid at lists.ctc.edu>; ctclinkfinaidsupport at lists.ctc.edu <ctclinkfinaidsupport at lists.ctc.edu>
Cc: FASupport <FASupport at sbctc.edu>; Dani Bundy <dbundy at sbctc.edu>; Roger Curry <rcurry at sbctc.edu>; wcg at wsac.wa.gov <wcg at wsac.wa.gov>
Subject: WCG Interim Reporting and $0 Awards in CSAW Portal

Good Afternoon FA-

Last week WSAC notified us of the issue below:

It has been brought to our attention by our IT team that your institution’s interim file loads have been including $0 for students who did not receive an award – especially for CBS and PTC. If a student is not eligible to receive an award, they should either not be reported or reported with a blank in the award field. The $0 award is to be used for when a student is eligible for an award but has not been awarded because of having their need met with other aid. Please work with whomever prepares your file to ensure that it is correct for the Spring interim report opening on April 10th

Currently, the delivered interim report will populate $0 when a student does not have a CBS or PTC award, regardless of eligibility. We met with WSAC to discuss their findings. While the delivered report populates $0, we learned that a handful of colleges may have edited their file before submitting their interim report in CSAW. While that is an option available to colleges, we understand that manual intervention can be time consuming and potentially cause layout errors. In an effort to provide a solution as quickly as possible, Debbie has developed a query that can be run after generating the WCG Interim file. This query pulls the WCG Interim file data that was generated, while omitting the erroneous $0 for CBS and PTC and can be downloaded in a .csv format to load to the CSAW portal. For the remainder of 22-23 reporting, we recommend using the query to generate a file that aligns with WSAC reporting requirements. Instructions will be provided once we have confirmed the query is available in Production and we expect this will be delivered April 7th.

The logic to the delivered interim report will be corrected in time for 23-24 reporting. We will also include any additional file layout changes required.

Thank you!

<image003.png>
Stephanie Casino

Senior Functional Analyst, Campus Solutions (Financial Aid)

Washington State Board for Community and Technical Colleges

scasino at sbctc.edu<mailto:scasino at sbctc.edu> • o: 360-704-1054 • SBCTC.edu/IT Division<https://www.sbctc.edu/colleges-staff/it-support/default.aspx>

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