Purpose

This rollover process allows reference and operational Fee Data set up for one period to be 'reused' by recreating it in another.

SubSystem

Finance

Update Process

This process 'recreates' in a future year the structural data held against Financial and Fee Calendars in an earlier year.

What is 'rolled over'? This is determined by predefined parameters (for example: Maintain Services (ENRF01Y0), Maintain Fee Types (FINF2100) or Define Fee Assessment Rates (FINF2853)), i.e. Rollover Fee Type Calendar Instance (FTCI) services and any service responses that have been defined as a Fee Assessment Rate attribute.

For a full rollover, the following data held against a Source Fee Period would be recreated in the Target Fee Period of the required future year:

• All Fee Types
• All Fee Categories and Fee Liabilities
• All Disbursement Formulas
• All Account Codes

and all related data:

• Triggers
• Calculation data (Rates, Element Ranges, Load Apportionment)
• Schedules (Payment, Retention, Encumbrances)

Sponsorship and Contract Data are not rolled over.

Only active Fee Types, Fee Categories and Fee Liabilities are rolled over. Data that has been closed or logically deleted is not rolled over.

Data can be rolled over into a PLANNED State or an ACTIVE State.

Run Details

A separate rollover is required for the Fee Data in each Fee Period. For instance, if first Semester, second Semester, Summer Semester and full-year Fee Periods have been created in 2004, each in turn must be rolled into corresponding Fee Periods for the year 2005.

This function rolls over the Loan Fee Rule Sequence Number for each Fee-Type Calendar Instance.

Method

A Calendar rollover for the proposed future year is necessary before the rollover of Fee Data using this job can be performed. Calendar rollovers are initiated from form CALF0320 (via Maintain Calendar Types, form CALF0220).

The rollover of an Academic Calendar in CALF0320 should take all Financial and Fee Calendars with it. The status of these Calendars will need to be changed from PLANNED to ACTIVE if it is required to roll over Fee Data into an ACTIVE State.

Account Codes must be created in form FINF1800 for rolled Financial Calendars before corresponding Fee Data can be rolled over into an ACTIVE State.(For Fee Data rolled over into a planned state, the creation of Account Codes can wait until the Fee Data is about to be made ACTIVE).

It is recommended that Fee Assessment Rates be rolled as they are into the new Fee Period and then revised where necessary prior to the first assessment. For example, with Student Contribution Amount, the rates structure can be rolled and then the Actual Rate Values amended.

This Fee Data rollover job (FINJ2A00) can only run in batch mode, through the Job Control & Scheduling Subsystem.

Timing

It is expected that this job will be run on a yearly basis. Calendar and structural data can be rolled over for several years ahead.

Outcomes

The Fee Structure Rollover Report (FINR2A10) gives details of the success or otherwise of the rollover process.

Two reports display detailed structural Fee Data:

• Fee Type Validation Report (FINR0321)
• Fee Category Validation Report (FINR0322)

This job is accessed from the main menu.

The Fee Structure Rollover block contains:

Parameters Tab

• Rollover Fee Type Calendar Instances check box
• Rollover Fee Category Calendar Instances check box
• Fee Type
• Fee Category
• Rollover Source Calendar Instance
• Rollover Destination Calendar Instance
• Fee Type Calendar Instance Status
• Fee Category Calendar Instance Status
• Fee Category Fee Liability Status

Rule/Notes:

The four Mandatory fields are:

• Rollover Fee Type Calendar Instances
• Rollover Fee Category Calendar Instances
• Rollover Source Calendar Instance, and
• Rollover Destination Calendar Instance

The first four parameters specify the range of data to be rolled over. The default is to roll over all Active Fee Data. This is the recommended option. However, where required, segments of the structure can be rolled independently:

• To roll over only Fee Types, without corresponding Fee Liabilities, set:
• The Rollover Fee Type Calendar Instances to Yes.
• The Rollover Fee Category Calendar Instances to No.
• To rollover only one Fee Type (e.g. COMSUPPORT (HECS)), and with both previous parameters set to Yes, specify the Fee Type in the Fee Type parameter field, and leave the Fee Category field with the '% All' value.

For the Commonwealth Supported Student example given, this would roll over only those Categories of which the Student Contribution Amount is a Liability, and only the Liabilities within those Categories.

• To rollover only one Fee Category and associated Liabilities, select the required Category from the Fee Category list of values.

The Fee Structure to be rolled over is indicated by Fee Period, as selected in the Rollover Source Calendar Instance parameter field. The target Fee Period (which should be the corresponding Fee Period in a future year) is selected in the Rollover Destination Calendar Instance field. For example, FEE-SEM1 in 2003 would typically be rolled into FEE-SEM1 in 2004.

The final three fields allow for the selection of the intended statuses of Fee Types, Fee Categories and Fee Liabilities in the destination Fee Period. A choice can be made to rollover this data into an institution defined equivalent of the System Fee Structure Status ACTIVE or PLANNED. Using the default '% ALL' option will set the target status to whatever status was defined for the source data.

Rules/Notes: