Program: ZRPGSFC – GSFAPPS Import/Export Process
Program name: ZRPGSFC Version: 12.1 Location: Jobsub
Description: ZRPGSFC is the Banner process that allows colleges to create student files from their Banner system and upload those student files to GSFC. This same process then allows colleges to import the GSFC return files back into their Banner system. The data received from GSFC includes GSFAPPS application data, GSFC eligibility checks, and Paid Hours information for each student in the file.
The upload file (GAUnnn.TXT) is generated by the process and is created in the /u02/app/sct/dataload/finaid directory. (This is the same directory used for ISIR loads.) Additionally, this file can be emailed to the USER to assist with uploading the file via Surfer to GSFC.
GSFC will match the student data from your file (GAUnnn.TXT) with the students’ GSFC data (GSFAPPS application data, eligibility checks, and Paid Hours data) and the matched information will be returned to you in a
GADnnn_ xxxxxxxxxxxx.TXT file. This process will then allow you to load the students’ data received from GSFC into your college’s Banner system.
The ZRPGSFC process will help with the tracking of a student's application, eligibility checks and accumulated hours toward the HOPE Paid Hours Limits (caps).
Process:
Enter ZRPGSFC from the Banner Main Menu.
Parameters:
Number Parameter Values Description
01 / Aid Year Code / Current Aid Year Code – example 111202 / (I)Import GAD or (E) Export GAU / I or E / I – Import GSFC Download File (GAD).
E – Export/Create GSFC Upload File (GAU)
03 / Export Run Mode / Required if Parameter 02 = E. Valid Values: P, A, R / P - Population Selection. A- Admissions, R – Registration. This parameter allows you to select more than one option for your GAU file creation. For more than one option, you must select ‘Record’ à ‘Insert’ to insert a new line for Parameter 03. See below instructions.
04 / Application / Required if Parameter 03 = P / For Export Run Mode (Parameter 03) = P (Population Selection), enter the Application for the Population Selection – example FINAID
05 / Selection ID / Required if Parameter 03 = P / For Export Run Mode (Parameter 03) = P (Population Selection), enter the Selection ID (Name of the Population Selection)
06 / Creator ID / Required if Parameter 03 = P / For Export Run Mode (Parameter 03) = P (Population Selection), enter the Creator ID of the Population Selection
07 / User ID / Required if Parameter 03 = P / For Export Run Mode (Parameter 03) = P (Population Selection), enter the User ID of the Population Selection
08 / Term code / Required if Parameter 03 = A, P / For Export Run Mode (Parameter 03) = A (Admissions) or R (Registered) enter the Term Code (example: 201212) This parameter allows you to select more than one Term Code for your GAU file creation. You must select ‘Record’ à ‘Insert’ to insert a new line for Parameter 08. See below instructions.
Term code must exist in aid year entered into Parameter 01 (edit added in v.12.1). No output file is generated for aid year/term code mismatch.
09 / Email Address / Not Required, but Recommended / Enter User Name for GAU and all output reports to be emailed. Only a valid college issued email address user name will process. Example – If Johnnie Smith at Albany Tech is running this process and his email address is , then Johnnie would enter jsmith for Parameter 09.
Parameter 03: Export Run Mode (P- Population Selection, A- Admissions, R- Registered)
The batch file (GAUnnn.TXT) from your college’s Banner system may be created from any of the following three (3) Export Run Mode options:
(P) Population Selection
(A) Admission - New Applicants /Re-Admits for a term
(R) Registered - Students that are or were registered for the term.
You can choose one Export Run option to create your batch file or multiple Export Run options. For example, you may send the (A) Admission - New applicants / Re-admits for a term as well as (R) Registered students for a term in the same batch file. You may also process a (P) Population Selection in the same file with (A) Admissions and (R) Registered students. This process will support any combination.
To create multiple ‘Export Run Mode’ (Parameter 03) options you must insert record(s) from your Banner Menu/Options.
Steps:
01. Highlight Parameter 03 – Export Run Mode
02. Select Record à Insert from the main menu. A blank line will be inserted under the existing Parameter 03.
03. Enter 03 in the box in the Number column. ‘Export Run Mode’ will automatically populate in the Parameters field.
04. Enter your desired ‘Export Run Mode’ option (P, A, or R)
05. You may repeat this process to create any combination of Export Run options.
Parameter 08: Term Code
You can enter one Term Code for your GAU file creation or you may select multiple Term Codes. For Export Run Options: (A) Admissions and (R) Registered, you may select multiple Term Codes by following the same instructions outlined above.
01. Highlight Parameter 08 – Term Code
02. Select ‘Record’ à ‘Insert’ from the main menu. A blank line will be inserted under the existing Parameter 08.
03. Enter 08 in the box in the Number column. ‘Term code’ will automatically populate in the Parameters field.
04. Enter your desired ‘Term Code’.
05. You may repeat these steps to insert additional records for Term Codes as needed.
Creating Export File (GAUnnn.TXT):
The following parameters must be completed for the GAUnnn.TXT file creation:
01 / Aid Year Code / 111202 / (I)Import GAD or (E) Export GAU / E
03 / Export Run Mode / P, A, or R
04 / Application / If Export Run Mode = P (population selection), then REQUIRED
05 / Selection ID / If Export Run Mode = P (population selection), then REQUIRED
06 / Creator ID / If Export Run Mode = P (population selection), then REQUIRED
07 / User ID / If Export Run Mode = P (population selection), then REQUIRED
08 / Term code / If Export Run Mode = A (Admissions) or R (Registered), then REQUIRED
09 / Email Address / Enter name portion of valid email address. Example: jsmith
Save the process.
Output:
Two files are created from the ZRPGSFC process with Parameter 03: Export Run Mode populated. Both files can be emailed to the valid email address entered in Parameter 09. Note: No output files are generated if aid year/term code mismatch.
1. zrpgsfc_xxxxxx.lis –This file provides the user with a total number of records generated in the GAUnnn.TXT file. The file is emailed to the user or can be retrieved from the jobsub directory, /u02/jobsub.
2. GAUnnn.TXT file – This is the batch file containing student records. The file is emailed to the user or can be retrieved from the /u02/app/sct/dataload/finaid directory.
Uploading file to GSFC (GAUnnn.TXT):
- Move the file to your PC.
· If file is an email attachment, you will need to save the file to your PC.
· If retrieving the GAU from the /u02/app/sct/dataload/finaid directory, you must FTP the GAUnnn.TXT file to your PC. (Please consult with your local tech support if you need assistance with the ftp process.)
- Log into Surfer
· Select ‘Upload File’
· Browse to the GAUnnn.TXT file on your PC and select the GAUnnn.TXT file
· Select ‘Upload File’
- GSFC will process the GAUnnn.TXT file and return the GADnnn.TXT file to your Surfer Inbox for retrieval.
Processing the Download File (GADnnn.TXT):
Once GSFC has finished their process, they will load the GADnnn_ xxxxxxxxxxxx.TXT file into your SURFER Inbox. You will need to download this file to your PC and then FTP it to the /u02/app/sct/dataload/finaid directory on the Banner database server.
- Log into Surfer. Click ‘School Inbox’ and download the GADnnn_xxxxxxxxxxxx.TXT.zip file to your PC.
- Unzip the file using your GSFC provided password. (Please contact GSFC if you need assistance with your password.)
- FTP the unzipped GADnnn_xxxxxxxxxxxx.TXT file to the /u02/app/sct/dataload/finaid directory. (Please consult with your local tech support if you need assistance with the ftp process.)
- From the Banner Main Menu, enter ZRPGSFC for the GSFAPPS Import/Export Process.
Importing the GSFC Return File (GADnnn.TXT):
Updated tables: ZRBGSFC, ZRRPDHR
The following parameters must be completed to Import the GADnnn.TXT file:
01 / Aid Year Code / 111202 / (I)Import GAD or (E) Export GAU / I
03 / Export Run Mode
04 / Application
05 / Selection ID
06 / Creator ID
07 / User ID
08 / Term code
09 / Email Address / Enter name portion of valid email address. Example: jsmith
Save the process.
Note: GAU and GAD files are deleted from the /u02/app/sct/dataload/finaid directory by the import process.
Output:
The import process creates the following reports in the /u02/jobsub directory. The reports are also emailed to the email address entered in Parameter 09:
1. zrpgsfc_xxxxxx.lis: This report provides a total count of the number of records processed and added from the load process.
2. zprgsfc_xxxxxx_cap_hours.lis: This report provides a listing of students that have exceeded the Grant or Scholarship Paid Hours limit or that are approaching the limits.
- Scholarship – Students with a minimum of 112 Semester Paid Hours or a minimum of 112 Semester Attempted Hours are on report.
- Grant – Students with a minimum of 48 Semester Paid Hours are on report.
3. zprgsfc_xxxxxx_changes.lis: This report lists any student that was added or modified during the load process that day.
4. zrpgsfc_xxxxxx.log: Primary information is located at the bottom of report. Sample successful load results are displayed at the bottom of the report:
Total logical records skipped: 0
Total logical records read: 5626
Total logical records rejected: 0
Total logical records discarded: 0
IMPORTANT: If any records are skipped, rejected, or discarded a zrpgsfc_xxxxxx.BAD file will be generated. If the zrpgsfc_xxxxxx.log report indicates any records were skipped, rejected, or discarded, please notify the Data Center at . The process will not import skipped, rejected, or discarded records. See zrpgsfc_xxxxxx.BAD file details.
5. zrpgsfc_xxxxxx.BAD file: This report lists any student that the process skipped, rejected, or discarded. This report is only generated if a student is not loaded during the process.
6. zrpgsfc_xxxxxx_invalid_number.lis: This report provides a list of students that have invalid data in User Defined Fields 23 and/or 73.
o NOTE: Review this report before proceeding. If this file contains errors, the load process did not complete. You must correct the errors in the file and then try to load the GADnnn.TXT file again.
7. zrpgsfc_xxxxxx_lost.lis: (Added in version 12.1) This report provides two lists of students for the aid year. Note: This report identifies students meeting the below criteria for the aid year. Report is not limited to students in the GAD file.
1) Students with a HOPE Scholarship eligible Tier Code and two HOPE Scholarship loss dates for the aid year. Students on report should be reviewed and the Tier Code updated to ‘LH’ (‘HOPE Scholarship Two Losses’).
2) Students with a Zell Miller Scholarship eligible Tier Code and two Zell Miller Scholarship loss dates for the aid year. Students on report should be reviewed and the Tier Code updated to ‘LZ’ (‘Zell Miller Scholarship Two Losses’).
Banner Forms:
The ZRPGSFC import process updates the ZRAGSFC Banner form. (Through FY 2011-2012, Banner form ZRIHOUR will continue to be updated. ZRIAPPL and ZRIELIG Banner forms have been replaced with tabs on the ZRAGSFC form.)
ZRAGSFC – Contains Application, Eligibility, and Accumulated Hours (Semester) data.
ZRIHOUR - Contains Accumulated Hours (Quarter) data and eligibility indicators for use through 201201 only. See below details.
Note:
Form ZRIHOUR contains two calculated indicators based on the QUARTER HOUR data returned by GSFC: 1) HOPE Grant Eligible and, 2) HOPE Scholarship Eligible.
DO NOT USE THE FOLLOWING INDICATORS IN ANY AWARD OR DISBURSEMENT RULES BEGINNING 201212 – FALL SEMESTER:
HOPE Grant Eligible = ‘Y’
HOPE Scholarship Eligible = ‘Y’
The HOPE Grant Eligible and HOPE Scholarship Eligible indicator flags will continue to be calculated throughout the 2011-2012 Award Year. The flags should be used through Summer Quarter 2011 (201201) only. These flags are not provided for use under the Semester System.
Fund Awarding Rule Fields:
The following fields containing semester hours may be useful in Fund Awarding rules (Banner form: RORRULE Fund Awarding):
HOPE Grant: Field Name Description
ZRRPHRS_CURR_REC_IND = ‘Y’ / Current Record IndicatorZRRPHRS_GRANT_TOT_PD_HRS < 63 / Total Grant Semester Paid Hours
ZRRPHRS_TOT_PD_HRS < 127 / Total Combined Semester Paid Hours
HOPE Scholarship/Zell Miller Scholarship:
Field Name Description
ZRRPHRS_CURR_REC_IND = ‘Y’ / Current Record IndicatorZRRPHRS_TOT_PD_HRS < 127 / Total Combined Semester Paid Hours
ROBUSDF_VALUE_23 < 190 / Total Scholarship Quarter Attempted Hours
Note: ROBUSDF_VALUE_23 has not been converted to semester hours at the time of release.
Technical Support:
If you have additional questions or problems running this process, please contact the TCSG Data Center by emailing the Help Desk at .
ZRPGSFC –04/30/2012 v12.1 GSFAPPS Import/Export ProcessPage 1