Purpose

To produce Extract records containing the necessary information for printing of HECS Liability notices

SubSystem

Finance

Extract Process

This job uses the generic 'extract table' structure to store extracted data which can be used for the production of HECS Liability notices. A program which uses the extracted data (and data from other Callista tables if required) to produce HECS notices can be custom built by the institution. The program accesses the extracted data via views specifically created for the HECS Notice of Liability Extract process. Extract Creation Processes describes this methodology.

Technical detail regarding HECS Notice of Liability extracts is provided in release Technical Documentation.

Details of the data available in HECS Liability notice views is available in HECS Notice of Liability Extract - View Details

Record Selection

Records can be selected for multiple students or for a single student. Primary record selection is dependent on which of certain parameters are used. Records are extracted only for Student Course Attempts with a relevant HECS Assessment, who satisfy the chosen job parameters. The process:

• Finds details of students with a System HECS Fee Type Liability in the specified Fee Assessment Period. Details include:
• Student and student Address details
• System Credit details
• Course Attempt details
• HECS Liable Unit Attempt details
• Assessed Fee Liability details
• Differential and non-differential HECS Assessment amounts
• HECS Contribution Bands
• HECS Assessment and Payment Transaction details

Record Extraction

The Extract process creates a record in the S_EXTRACT table which identifies the particular extract job run. It creates corresponding HECS Liability Notice detail records in the S_EXTRACT_RECORD table.

Update Process

In a Successful Extract:

• Source data for HECS Liability Notices is written to the S_EXTRACT_RECORD table. (Refer to Extract Creation Processes.)

and, unless the run is a Test Extraction (set by parameter)

• A Correspondence Item is created for each extract (displayed in CORF2310) and Outgoing Correspondence registered for each applicable student (shown in CORF2311) against the Correspondence Type selected by parameter in this job.

For further information, refer to the Correspondence Subsystem.

HECS Notice of Liability extract records Twelve different types of record can be held for each individual HECS Liability notice.These records are:

• A header record with the Financial Period and institution details including an address (record type = HEADER)
• Records for each student due to receive a HECS Notice of Liability. For each student selected, the following are extracted where applicable:
  • Personal details (record type = PERSON)
  • Addresses (record type = ADDRESSES)
  • Fee Credits (record type = SYSTEM-CREDIT)
  • Details of Assessed Courses (record type = HECS-LIABLE-COURSES)
  • Assessed HECS Liabilities (record type = ASSESSED-LIABILITIES)
  • Assessed Units (record type = HECS-LIABLE-UNITS)
  • HECS Contribution Bands (record type = HECS-CONTRIB-BANDS)
  • Assessment Transactions (record type = TRANSACTION-DETAILS)
  • External References (record type = EXTERNAL-REFERENCES)
  • Transaction Summary (record type = TRANSACTION-SUMMARY)
• A footer record, giving totals of all records processed (record type = FOOTER).

Run Details

Method

This job can only be run in batch mode, through the Job Control & Scheduling Subsystem.

The job is run after the Census Date of the Teaching Period and after the Fee Assessment and Process Person Payment Schedule jobs (FINJ3500 and FINJ6111) have been run, to ensure processing of any late changes affecting Student Fee Assessments. Due regard should be paid to timing this job with respect to the selection of the Enrolment statistics snapshot to be used for Government reporting, allowing sufficient lead time for correction of student Enrolments.

The Date and Time of Extract is stored with the extracted records.

Data is usually processed by the institution's custom built statement creation/printing job. Data can be viewed in the S_EXTRACT and S_EXTRACT_RECORD tables, or in a more useable form in the views HECS_LBLTY_EXTRACT_V and HECS_LBLTY_RECORD_V, using an ad-hoc query tool.

The HECS Liability Notice Extract block contains:

Parameters Tab

• Request Person ID
  Mandatory - the ID number of the person requesting the job run. Defaults to the current user, but any valid Person ID can be entered

Select either ...

• Log Creation Date
  Optional - used only to reproduce the exception report from a previous run of the job. Previous runs are displayed in the list of values. Where this parameter is used, no other parameters are considered.

Or a combination of the following parameters ...

• Correspondence Type
  Mandatory - the Correspondence Type against which a Correspondence Item is to be recorded for sponsors with records in the extract. To use this feature, a suitable Correspondence Type (or types) (e.g. HECSNOTICE) should exist (see CORF2110) and be linked to the output from this job. In addition, only Student Course Attempts with a Correspondence Category containing this Correspondence Type will be considered. It is recommended that the Correspondence Type be associated with all Correspondence Categories
• Fee Assessment Period
  Mandatory - used to limit the selection of records to those with a HECS Assessment within the specified Fee Period. The default is the current Fee Assessment Period.
• Fee Type
  Optional - the code of a single Fee Type can be selected or entered. Institutions using only one 'HECS' Fee Type can either select that Fee Type or leave as the default value (%). Institutions which have more than one Fee Type mapped to the System Fee Type HECS may select a single Fee Type from the LOV or use the default. The default is all Fee Types.
• Fee Category
  Optional - the code of a single Fee Category can be selected or entered. Particularly useful for institutions which use different Fee Categories for different Cohorts of students. Where an institution has a number of non HECS Liable Fee Categories, processing can be reduced by running this job for only those categories which do have a HECS Fee Type. The default (%) is all Fee Categories.
• HECS Payment Option
  Optional - a single HECS Payment Option can be selected. Allows this job to be run separately for each HECS option. Comparison is made to Students' Course Attempt HECS options current at the Census Date associated with the Fee Period. The default is all HECS Payment Options.
• Course Code
  Optional - the code of a single course can be entered. This could be used, for example, where a change to a course has affected the HECS Assessments of students enrolled in it, and there is a need to re-issue for that particular course. The default is all courses.

  Button

  • Find Course

More Tab

• Person ID
  Optional - a single Person ID can be entered. This is typically used where a HECS Notice is being produced for a single student, either as a replacement or because the student's Contribution Amount Assessment has changed.
• Person ID Group
  Optional - a single Person ID group can be selected. This is typically used where a HECS Notice is being produced for a small number of students, either as a replacement or because the students' HECS Assessment has changed. It can also be used to process an ID Group produced by a previous run of this job (ie. to reprocess students reported as exceptions in a previous run).
• Institution
  Mandatory - a single institution, usually the default 'local' institution, must be specified (along with the Institution Address Type parameter) in order to determine the Institution Address for inclusion in the extract.
• Institution Address Type
  Mandatory - a single Address Type to enable, in conjunction with the Institution parameter, an address to be determined for inclusion in the extract. (Note that the LOV shows only Closed Address Types. This is in line with the recommendation that once established, institution addresses should be closed to prevent their display in general LOVs.) This might be used by a HECS Liability notice printing program to record a return address on statements.
• Date of Issue
  Optional - a Date of Issue (format dd/mm/yyyy) of HECS Liability notices can be recorded and may be particularly useful where the date of issue differs from the Run Date. If no date is specified, the date of issue is automatically set to the current System Date.
• Location
  Optional - a single location (usually campus) can be specified. This parameter might be used by institutions with administration decentralised across multiple campuses, allowing each campus to produce its own set of notices.
• Comment
  Optional - a comment of up to 60 characters can be recorded for inclusion in the extract. The comment could be included on printed HECS Liability notices.
• Test Extraction check box
  Must be set to:
  'Y' - (checked) - this is a Test Extraction. Correspondence Items are not created for Test Extractions. Or,
  'N' - (unchecked) - this is not a Test Extraction. Correspondence Items will be created for each Student Course Attempt in the Extract.

  Buttons

  • Find Person
  • Calendar Lookup

Rule/Notes:

This job is designed to meet the government requirement to provide written notification to students of their HECS Liability for a Teaching Period

Producing HECS Liability Notices

The Extract data supplied is envisaged as sufficiently comprehensive to meet the varied needs of different institutions. Licensees will be responsible for the programming tasks involved in extracting data and producing HECS Notices of Liability from the records stored in the extract table, S_EXTRACT_RECORD via the HECS_LBLTY_RECORD_V view. HECS Notices can thus be tailored to an individual institution's formatting and content requirements.

Some matters for consideration are:

• Whether to use a subset of the data, or to extract additional information from any other Callista table for use in a statement
• The sort sequence that will be most useful for printing layouts.

Exception Report

The Exception Report lists all errors and warnings generated by this job. Records that generate errors or warnings are not written to the extract. A new Person ID Group is created containing the Person ID numbers of records that generated errors or warnings. The ID Group can be used as a parameter to rerun this job for the unprocessed records.

This Exception Report is produced

• As a part of FINJ6190 if errors with data are encountered
• Individually to produce a report from a previous run log
• At any time deemed necessary for whatever reason

Refer to the Job Control and Scheduling Subsystem for details of scheduling and running batch and online jobs

Log Creation Date

Permits Exception Reports produced from previous runs of this job to be reproduced. No further report parameters are required when this parameter is specified. This is a log created by a previous run for FINJ6190.

Selection of parameters for this job depends on the particular circumstances in which it is being run. It is most likely to be run for:

• All students with a HECS Assessment in the selected Fee Assessment Period, in which case only the Mandatory parameters will be specified.
• A specific Cohort of students, in which case one of Fee Type, Fee Category, HECS Payment option or Location, as well as the Mandatory parameters, will be specified.
• An individual student or a small group of students, either as a replacement HECS Notice or because their assessment has changed. In this case either a Person ID or a Person ID Group will be specified.

Rules/Notes:

The % symbol indicates that the parameter is not considered for processing.