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Using PII to Support Multi-College FA Processing
Presented by SMCCD/SIG
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Introduction
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Introduction
In order of appearance:
Edgar Coronel
Dave Neil
Laurie Neil
Sheela Mamillapalli
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Background
• San Mateo County Community College District includes three colleges:– College of San Mateo– Canada College– Skyline College
• Approximately 25,000 students attend all three colleges
• Over $6.5 Million in Financial Aid disbursed annually.
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Background
• Each college has a unique Federal Pell ID• Home/Host Concept - Enrollment home vs
FinAid home.• Consortium agreements exist among all
colleges.• At the time, Banner™ baseline was unable to
support this functionality.• Local modifications were made to Banner™.
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Environment
• Institutional issues– Campus code “floats” based on
enrollment– Differences in packaging philosophies
• Campus based aid• Loans
• Student issues– Change enrollment constantly
• Banner™ issues– SGASTDN campus code drives Pell/COD
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What is the problem?
• Modifications to Banner™ were needed to support multiple Federal Pell IDs
• Eventually the mods became– Numerous, complex (COD!)– Required evaluation with each upgrade– Difficult, time consuming and required significant
resources to support – Hindered the ability to take advantage of many
baseline functions
• Financial Aid module not supported by SunGard ActionLine (COD!)
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Banner 7™!
• New features in FA– Enhanced multi-college processing for
multiple Federal Pell IDs
• New features in General Module– Personally Identifiable Information (PII)
restricts access to a group of pidms– Value Based Security (VBS) restricts
access to a group of records
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Development Process
• A lot of help from Laurie/Dave
• Constant communication with the users
• Numerous testing sessions
• Users were very supportive and willing to accept change
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Technology Background
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FGAC Overview – Oracle™ FGAC
• FGAC Overview• VBS• PII• Implementation
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FGAC Overview – Oracle™ FGAC
• Banner™ VBS (Value Based Security) and PII (Personally Identifiable Information) are based on Oracle’s™ Fine Grained Access
• FGAC is an Oracle™ Database feature. – Row-level security on any Oracle™ table– Restricts access to an entire row based on
a column’s value
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FGAC Overview – Oracle™ FGAC
• Based upon Oracle™ Table Policies– When a table is accessed, Oracle™ checks
to see if there is a policy on that table– If there is a policy, the function assigned
to that policy is executed
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FGAC Overview – Oracle™ FGAC
• Policy functions determine restriction criteria and create predicate clause
• Predicate clause is appended to WHERE clause of the DML (select, insert, update, delete) statements
• Restricts ALL applications accessing the database table data, not just Banner™
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FGAC Overview – Banner™ VBS
• Oracle ™ introduced FGAC in Oracle 8• VBS is the Banner 7™ interface used to
manage Oracle™ FGAC– Create the function and the restriction
criteria via Banner™ forms• Does not replace Banner™, Finance or HR
Security
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FGAC Overview – Banner™ VBS
• Based on functional processing area (domain)– Payroll– Admissions– Registrar– Financial Aid
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FGAC Overview – Banner™ VBS
• Restrict access to objects assigned to that domain– Printers– Address types– Accounting strings– Not PIDMs, that’s PII!
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FGAC Overview – Banner™ PII
• PII is a Banner™ interface that is also used to manage Oracle™ FGAC– Create the function and the restriction
criteria via Banner™ forms• Restricts access to person data only
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FGAC Overview – Banner™ PII
• Oracle™ FGAC select policy on SPRIDEN table
• Based on functional processing area (domain)– Payroll: PEBEMPL– Student: SGBSTDN– FinAid: RCRAPP1, RORSTAT
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FGAC Overview – Banner™ PII
• Common Matching Process is exempt from PII
• ID Search forms are exempt from PII• For all other forms, it’s as if the person
doesn’t exist
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Implementation
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Implementation
• Created applicant tables, one for each college
• Table contains PIDM and Aid Year– Current, previous and next aid year
• PII and VBS are based on applicant tables– Driver tables for each college’s FinAid
domain
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Implementation – Driver Tables
• Criteria to populate tables– Highest College choice on FAFSA – BOG– SGBSTDN_CAMP_CODE
• Each criteria overwrites the previous criteria– Campus code overrides all (COD!)
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Implementation – PII
• PII – can only view personal information for students (PIDMs) in the college’s table– Three domains WHERE RXXXXXX_AIDY_CODE =
DriverTable_AIDY_CODE
AND RXXXXXX_PIDM = DriverTable_PIDM
– Assign domains to business profiles– Assign business profiles to users
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Implementation – VBS
• VBS – created VBS on every FinAid table that has aid year and PIDM– Three groups for each table
WHERE RXXXXXX_AIDY_CODE =
DriverTable_AIDY_CODE
AND RXXXXXX_PIDM = DriverTable_PIDM
– Can only process records for the aid year and PIDM in the college’s table
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Implementation – PopSels
• PopSels– Re-enter for each college, referencing that
college’s applicant table
WHERE RXXXXXX_AIDY_CODE =
DriverTable_AIDY_CODE
AND RXXXXXX_PIDM = DriverTable_PIDM
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Implementation – RORRULEs
• RORRULE– Re-enter for each college, referencing that
college’s applicant table
WHERE RXXXXXX_AIDY_CODE =
DriverTable_AIDY_CODE
AND RXXXXXX_PIDM = DriverTable_PIDM
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Implementation – Data Conversion
• Convert EDE2, EDE3, EDE4 to EDE• Constraint violations
– Same Banner SEQ_NO for different transaction numbers
– Had to delete duplicate records– Inserted comment into RHRCOMM– ISIR record still exists
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Implementation – Data Conversion
• Duplicate delete order:– RCRLDS8,7,6,5,4,3,2,1– RCRIMP1– RCRAPP4,3,2– RCRESAR– RCRAPP1
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Implementation – Data Conversion
• New Form: RZAPIIM– ID and Aid Year in Key Block– Radio Buttons show assigned college– Change college – Reset to original assignment
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Implementation – Data Conversion
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Implementation – Data Conversion
New Reports• RZRPIIA: PII Audit Report
– Lists manual (RZAPIIM) changes along with original assignment
• RZRPIIL: PII Log Report– Lists changes made to each PII table through
each step of the table population process• FAFSA, BOG, CAMP_CODE
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Business Process Changes
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Business Process Changes
• Multi-campus (multiple Pell IDs) vs multiple locations
• Regulations allow consortium agreements• COD considerations
– Routing ID • Source Entity ID• Destination Entity ID• Reporting School ID• Attend School Entity ID
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Business Process Changes
• Banner™ 7.x improvements on Multi-Campus processing
• ROAINST – Campus/EDE tab
• RORCODI – Setup ID relationships
• RERPLxx – RORCODI and CAMP_CODE
• REAORxx – Origination tied to CAMP_CODE
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Business Process Changes
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Business Process Changes
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Business Process Changes
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Business Process Changes
Changes:
– Dataloads• Reduced from three (EDE2, EDE3, EDE4)
to one (EDE)
– Suspense• Reduced multiple copies of a record
down to one
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Business Process Changes
Changes:
– Campus Code (SGASTDN)• Now drives Pell, so cannot be
enrollment specific
– Disbursement• More tightly controlled; disbursement
rules prevent payment from wrong fund/campus combination
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Business Process Changes
Changes:
– Campus Assignment• Changes made to student campus
assignment, not user campus assignment
– Data consistency• Campus code frozen, drives COD;
controlled by PII
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Business Process Changes
• Tasks remaining:– Update AppWorx– Develop a routine for working suspense on
a rotating schedule– Finalize procedures for student
“ownership” and method for transferring– Determine if frozen campus and PII
assignment supports student service
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Benefits
• Back to baseline – no mods!!!– FinAid Upgrades easier – More functionality– Actionline support!!!
• COD• Consistent procedures across colleges• VBS and PII are easy to maintain once
they’re set up
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Conversion Update
• So far so good• A few minor issues (data conversion, PII rule
for prior year, form not exempted, etc.)• A small “surprise” with a form where PII
prevented a record from being seen and caused a unique key violation
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Questions?
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Contact Information
Edgar Coronel650-358-6866
[email protected] Neil
Laurie Neil541-350-6268
[email protected] Mamillapalli