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SUNY Institutional Research Information System (SIRIS)

Each time a SIRIS routine is run it creates two files, one with a .log extension and one with a .lis extension. They are not removed automatically, so they must occasionally be deleted manually. From the Process Submission Controls form (GJAPCTL) select Options/Delete Multiple Saved Output (GJIREVD). Move to the next block (Control/Page Down). Use the mouse to select the "Delete" field for each file to be deleted, then select Record/Remove from the menu at the top.

Financial Aid Data Submission (FADS)

The SIRIS Financial Aid Data Submission (FADS) collects all of the financial aid records for the financial aid year and transmits the information to SUNY. It also includes veteran benefit information retrieved from student accounts, specifically TBRACCD (the form is TSAAREV).

Crosswalk

The various colleges do not use the same fund/detail codes to identify transactions (we use DUNS to identify unsubsidized Direct Loans, for example), so the FADS process uses a crosswalk to look up the code MVCC uses and recode it to the standard code SUNY expects. It is a good idea to run the query qryCheckCrosswalk in the FADS.accdb database to look for new or different codes that lack crosswalk information, which is indicated by an asterisk (*). Note: not all asterisks indicate a missing crosswalk. PELL, for instance is coded as “01” for Awd Prog, “1” for AwdOthSrc4, and “N” for OthAwdBasi; the codes for AwdProg6 is an asterisk (*) because AwdProg6 is limited to veteran benefits, and the code for COMP is an asterisk (*) because that code is used for student budget expenses, not financial aid.

Veteran Benefits
Virtually all FADS awards are extracted from financial aid tables, with one exception: veteran benefits, which are extracted from Business Office (BO) records (TBRACCD). When checks for veteran benefits are received in the BO, the description is changed to reflect the type of payment - Chapter 31 or Chapter 33 - by beginning the description with "Vet 31" for Chapter 31 payments and "Vet 33" for Chapter 33 payments. The FZ function in FADS decodes those phrases to RORYAWD_AWARD_PROGRAM_CODE = 36 for Chapter 31 or RORYAWD_AWARD_PROGRAM_CODE = 48 for Chapter 33.

Submission Process

Step One
Submission begins with the process RORYFAD-simply type it in the “Go To…” field in the main menu page (GUAGMNU) in the Process Submission Controls Page (GJAPCTL), using the following parameters:

Printer Control Block
  • Printer should = DATABASE

Parameter Values Block
  • Reporting Year = the year being submitted
  • Reporting Month = JUN
  • Run Mode = CT
Submission Block
  • Press <F10> to begin the process

Step Two
The second step may be either Audit mode (AR) or Transmit/Replace mode (TR). Audit mode allows inspection of the data before it is transmitted so corrections or modifications may be done before actually transmitting the data. Transmit/Replace mode transmits the current data, replacing any data that has already been transmitted.

After receiving the submission SUNY will identify errors/warnings that must be reconciled. Fatal errors prevent locking the submission (step three) and MUST be corrected; warnings should be corrected if possible, but do not prevent locking the submission. When all the fatal errors have been corrected and all possible warnings accounted for, RORYFAD must be run again in either Transmit/Replace mode (TR) or Transmit/Update mode (TU). Check for any still unresolved errors/warnings. If the submission is clean proceed to step three.

Step Three
After all the fatal errors have been rectified and as many warnings as possible corrected, the submission must be locked. Logging into the portal and selecting “Financial Aid Submission” will open a page called Submission Detail. In the Submission Summary block find “Select An Action” and choose “Lock Finaid Submission” and click “Go”. An email from no-reply-irdts at suny.edu confirms the submission has been locked. SUNY IR will review the data and will request additional changes or send an email verifying the submission approval. Be patient – it takes a while for them (SUNY) to respond.

Step Four
The final step, after the submission has been approved and exported, is to run TSRYSRD in Post Mode (PO).

Error/Warning Resolution

Duplicate Social Security Numbers
In FADS.accdb run qryDuplicateSSN to identify the duplicates. Investigate which ones have records in student history, accounts payable, financial aid, and admissions. It is usually clear which of the duplicates should be retained and which should be rectified by removing the SSN from SPAPERS. Request that IT suppress the associated PIDMS in the FADS submission program.

Cost of Attendance is required and must be > 0
In FADS.accdb run qryCost_of_Attendance_Missing and send to Financial Aid to enter missing information.
Award Term must have a corresponding COA Term with the same code
This may result from veteran benefits processed through the Business Office. Some veteran benefits go directly to the Business Office (Chapter 33, for instance), but are still reported with FADS. Students that do not file a FAFSA or receive other forms of financial aid will not have a Cost of Attendance (COA) resulting in the above warning.

Other Information

Award Program codes (Awd Prog Codes)M:\IAssess\Files for Jim\SIRIS\FADS Codes.xlsx



Student Revenue Data Submission (SRDS)

The Student Revenue Data Submission (SRDS) collects all transactions between July 1 and June 30 for a given submission. The current timeline calls for the submission to be completed/locked by September 1st each year. The process begins with collection of transactions which are then interpreted through a crosswalk table and transmitted to SUNY. Any problems with the data or missing crosswalk information (see below for more information about the crosswalk) are reported as Fatal Errors and must be corrected before the submission will be approved (by SUNY); or Warnings which may be corrected or ignored, depending on the type of problem being identified.

Crosswalk

The various colleges do not use the same detail codes to identify transactions (we use UCHK to identify checks presented to the Utica Business Office, for example), so the SRDS process uses a crosswalk to look up the MVCC detail code and recode it to the standard code SUNY expects. It is a good idea to run the query qryCrosswalk_Check in the SRDS.accdb database to look for new or different codes that lack crosswalk information, which is indicated by an asterisk (*).

Submission Process

Submission begins with the process TSRYSRD-simply type it in the “Go To…” field in the main menu page (GUAGMNU) in the Process Submission Controls Page (GJAPCTL).

Step One – Collect Transactions
The first step is to collect transactions by running the process in Collect Transactions (CT) mode. Running TSRYSRD in CT mode should only be done once-it simply collects the raw transactions. Subsequent modes will interpret the data and submit the data. Any corrections/modifications required do not affect the raw transactions, only subsequent manipulations.

Printer Control Block
  • Printer should = DATABASE
  • Parameter Values Block
  • Reporting Year = the year being submitted - the end year of the academic year, for example, the 2017-2018 academic year ends with 2018, so the value to enter is 2018
  • Reporting Month = JUN
  • Run Mode = CT

Submission Block
  • Press <F10> to begin the process
Data from Collect Transactions Mode is stored in TORYTRN.

Step Two – Audit or Transmit
The second step may be either Audit mode (AR) or Transmit/Replace mode (TR). Audit mode does not transmit data to SUNY, but does allow for inspection of the data so corrections or modifications may be done before actually transmitting the data. Transmit/Replace mode transmits the collected data, replacing any data that has already been transmitted.

After receiving the submission SUNY will identify errors/warnings that must be reconciled. Fatal errors prevent locking the submission (step three) and MUST be corrected; warnings should be corrected if possible, but do not prevent locking the submission. When all the fatal errors have been corrected and all possible warnings accounted for, TSRYSRD must be run again in either Transmit/Replace mode (TR) or Transmit/Update mode (TU). Check for any still unresolved errors/warnings. If the submission is clean proceed to step three.

Step Three – Lock
After all the fatal errors have been rectified and as many warnings as possible corrected, the submission must be locked. Logging into the portal and selecting “Student Revenue Submission” will open a page called Submission Detail. In the Submission Summary block find “Select An Action” and choose “Lock Studentrev Submission” and click “Go”. An email from no-reply-irdts at suny.edu confirms the submission has been locked. SUNY IR will review the data and will request additional changes or send an email verifying the submission approval. Be patient – it takes a while for them (SUNY) to respond.

Step Four – Post


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