Purpose

To extract data containing relevant information for inclusion in a Sponsor Summary Statement (i.e. a Statement of Account sent to sponsors).

SubSystem

Finance

Extract Process

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

Technical detail regarding Sponsor Summary Statement extracts is provided in release Technical documentation.

Details of the data available in Sponsor Summary Statement views is available in Sponsor Summary Statement Extract - View Details

Record Selection

Records can be selected for multiple sponsors or for a single sponsor. Primary record selection is dependent on which parameters are used. Records are extracted only for sponsored students with 'notified' debt, according to the parameters entered. The process finds details of sponsored Student Course Attempts within the specified Financial Period (and Fee Assessment Period where this is specified), including:

• Sponsor and Sponsor Address details
• Sponsored student details
• Assessment 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 sponsorship detail records in the S_EXTRACT_RECORD table.

A parameter allows extract records to be produced for only those sponsors with at least one student with a change of assessment since a specified date.

Interpretation

The parameters used and the nature of the available data will determine what is recorded in this extract. However, the way certain data items are treated should be noted:

• The Maintain Person Payment schedule form (FINF3800) may show an expected payment for a student Fee Assessment of $685. This extract may record an expected payment of $350, this is the sponsor expected payment. The student is responsible for the remaining $335.
  This is in contrast to the Statement of Account (FINJ6120) which would show an expected payment of $685 against the Student Fee Assessment. This is because ultimately the debt belongs to the student. Institutions can, if they wish, deduct the sponsored amount when they build their Statement of Account production program.
• Discount transactions are only included where the Sponsorship Percentage is 100 as it is only then possible to determine how much of the discount applies to the sponsor.

Update Process

For each sponsor for which Sponsorship Records are extracted, the process can register a separate Correspondence item with a specific Sponsor Summary Correspondence Type, a unique reference number and an Other Reference entry identifying the sponsor (CORF2310). If required, a parameter allows Sponsorship Summary Extract records to be produced without the recording of Correspondence Items.

Run Details

Method:

FINJ6130 runs only in batch mode, through the Job Control and Scheduling subsystem.

Place in Cycle:

This job would typically be run in conjunction with the Statement of Account Extract job (FINJ6120). In most circumstances, these jobs will be run shortly after the Process Person Payments job (FINJ6111).

The job FINJ6111 (Process Person Payment Schedules) creates records with actual dates when Fee Payments are due. Since these dates appear on the Statements of Account and Sponsor Summaries, it is important to time the running of this extract job and the production of statements with due regard to when FINJ6111 has/will run.

If there is a delay in producing statements, a further job, Add Grace Period to Person Payment Schedules (FINJ6112) enables Payment Dates to be extended by a set number of days.

A Sponsor Summary may contain various different Due Dates for student assessments. Consideration should be given to how the sponsor is required to make payment in light of the different Due Dates.

The Reminder 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.
• 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. SPNSR-SUM) 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.
• Financial Period
  (Mandatory.) The Financial Period from which sponsorship records are to be considered for inclusion in the extract.
• Fee Assessment Period
  (Mandatory.) Used to limit the selection of records to those with a sponsored debt within the specified Fee Period.
• Fee Type
  (Optional.) The code of a single Fee Type can be selected or entered. Limits record selection to those for Student Course Attempts which have been assessed for the specified Fee Type. The default is all Fee Types.
• Fee Category
  (Optional.) The code of a single Fee Category can be selected or entered. Limits the selection of records to those for Student Course Attempts with the specified Fee Category. The default is all Fee Categories.
• Course Code
  (Optional.) The code of a single course can be selected. Limits the selection of records to those for student course in the specified course. The default is all courses.
• Last Schedule Update
  (Optional.) Specifying a date here (format dd/mm/yyyy) causes sponsorship records to be extracted only for those sponsors with at least one student whose person payment schedule has been updated in some way since the specified date. If no date is specified, all sponsored students satisfying the other parameters are included in the extract.
• Sponsor Status
  (Optional.) A single Sponsor Status can be selected. Sponsor Status describes an individual or organisation's standing as a sponsor within the institution. Limits the selection of records to those sponsorship records with the specified status. The default is all Sponsor Statuses.
• Sponsor Code
  (Optional.) Limits the selection of sponsorship records to those associated with the sponsors specified in this parameter. Single, multiple or all Sponsor Codes can be specified. To specify more than one Sponsor Code, separate each code with a comma (for example, Sponsor1, Sponsor2, Sponsor3, etc). Enter % to run the extract for all Sponsor Codes.

  Buttons

  • Find Person
  • Find Course
  • Calendar Lookup

More Tab

• Institution Code
  (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 Sponsor Statement production program to record a return address on Sponsor Statements.
• Date of Issue
  (Optional.) A Date of Issue (format dd/mm/yyyy) of Sponsor Statements 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.
• Comment
  (Optional.) A comment of up to 60 characters can be recorded for inclusion in the extract. The comment could be included on printed Sponsor Statements.
• Test Extraction check box
  'Y' - This is a Test Extraction. Correspondence Items are not created for Test Extractions.
  'N' - This is not a Test Extraction. Correspondence Items will be created for each sponsor.

  Button

  • Calendar Lookup

Rules/Notes:

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

• All sponsors and all students with an Assessment in a particular period, in which case the Mandatory parameters and possibly the Fee Assessment Period will be specified.
• An individual sponsor, in which case the parameters as for 1, plus a Sponsor Code will be specified.
• Administrative purposes, in which case any set of parameters could be used to target particular groups of sponsorship records.

Rules/Notes:

Record Types that are used for extracted sponsor's details are:

• HEADER
  • SPONSOR (re-displayed for each different sponsor)
  • ADDRESSES (only included if a sponsor is a person or an org unit)
    • SPONSORED-PERSON (re-displayed for each different sponsored student)
      • SPONSORED-CRS-ATMPTS (re-displayed for same sponsored student/sponsored course attempt, but with different fee_cat for each different sponsored course attempt or each different sponsored student or each different sponsor)
        • TRANSACTION-DETAILS(extracted for each sponsor's debt or payment record)
        • EXTERNAL-REFERENCES (only included for sponsor's 'PAYMENT' details)
        • TRANSACTION-DETAILS
        • TRANSACTION-DETAILS
      • SPONSORED-TOTALS (total sponsorship limit and total sponsored amount)
      • SPONSORED-CRS-ATMPTS
        • TRANSACTION-DETAILS
        • TRANSACTION-DETAILS
      • SPONSORED-TOTALS
• FOOTER (RECORD COUNTS)