Purpose

This function is used to bulk update the status of CANS as defined by the selected parameters.

SubSystem

Finance

The Government requires that any student enrolled with a Higher Education Provider (HEP) in a Unit of Study where they have sought HECS-HELP, OS-HELP or FEE-HELP assistance and/or are Commonwealth Supported for that unit, are issued with a Commonwealth Assistance Notice(CAN). The purpose of the CAN is to advise the student of any HELP balances that the institution is going to report to the Government. The CAN will also be used to notify the student of their Commonwealth Higher Education Student Support Number (CHESSN).

The CAN replaces the existing Notices of Liability that were issued to HECS, PELS and BOTPLS liable students prior to 2005.

This job allows the user to update the CAN Status in bulk for all CANs satisfying the parameters specified. The user must specify, for the CAN's updated, what to update the CAN Status to. There is also a Text field in which to specify a New CAN Status Comment to be recorded against all CANs updated.

The Create Person ID Group check box give the user the option to create a Person ID Group of the updated CAN's. This Check box functions in a similar fashion to the Create Person ID Group indicator that exists in the Person Prize Report job - see PRZR0020, and is unselected by default. The user will be provided with the security to access the Person ID Group created.

The parameter form for this job is accessed via the Callista menu.

Note:  Institutions will be provided with a data migration script that will create Person CAN Information records for any CAN Extract Records existing prior to the enhanced Commonwealth Assistance Notice Extract functionality being employed.

The Bulk Update CAN Status block contains:

Parameters Tab

• Log Creation Date
• Extract
• Fee Period
• Census Date
• Start Range Date
• End Range Date
• CAN Date of Issue
• Person ID Group
• Person ID
• Current CAN Status

• Buttons

  • Calendar Lookup (Overlay)
  • Find Person (ADMF1211)

More Tab

• New CAN Status
• New CAN Status Comments
• Override Manual Update check box
• Create Person ID Group check box
  

Rules/Notes:

The following parameters (or combination thereof) are used to select the CANs to be updated by this job:

• Extract - set of information including date/time, correspondence type, comments and request number of the extract
• Fee Period – Calendar Type and Instance
• Census Date or Census Date Range
• Date of Issue – as defined in FINJ6200
• Person ID Group
• Person ID
• Current CAN Status – ‘update from' status.

To Bulk Update CAN Statuses:

• Go to FINJ6210
• In the Parameters tab enter parameters to identify the CAN's which you wish to update
• Select the More Tab and for the New CAN Status LOV, select the status that you want the CAN status changed to
• Record comments that will be attached to any CAN's that are updated by this job. This Comment might briefly state the reason for the update.
• If you wish to deselect the Manual Update indicator for any updated CAN records that had it selected, then select the override Manual Update Check box .
• If you wish to create a Person ID group containing all students who have had a CAN status record updated, then select the Create Person ID Group Check box.
• Run this job.

Rules/Notes:

You must select either Extract, Fee Period or Date of Issue

You cannot select both Census Date and Start Date and End Date Range, however all fields can be blank.

If a date is recorded in the Census Date field then this date must be a valid Census Date.

The Census Date must not be a future date.

If a Start Date is specified, then a corresponding End Date must also be specified and vice versa.

Where a Census Date Range is used, the Start Date must be on or before the End Date.

The Census Date Start Date and End Dates must not be future dates.

The Date of Issue value must not be a future date.

You cannot set the Current CAN Status value to the same value as the the New CAN Status value.

If the CAN Status is to be updated to INVALID, then a Comment must be recorded.

If a CAN record included in the job run cannot have it's status updated due to the Manual Update check box being selected for that CAN (see FINF1W00) then an exception is raised for this record and job will continue processing the other CANs.

If the CAN status for a CAN record cannot be updated due to 'some other reason', e.g. the record being locked, then an exception is raised and the job will continue processing the other CANs.

If the 'changing to' System CAN status is closed then the job will stop.

Note that anything recorded in the New CAN Comments field will be recorded against all CAN's whose status has been updated.

This job can only be run in Batch Mode.

Exception Report

• An exception report is produced for CAN's that are not successfully updated by this job.

Rules/Notes:

A tabular report is generated in Landscape format.

A CAN exception will be identified by CAN Extract Date/Time, Fee Period, Census Date/s and current CAN Status.

CAN exceptions are sorted by:
- 1 Fee Period ASC
- 2 Census Date ASC
- 3 Person ID ASC

The report also indicates if the CAN Status was not updated because the CAN Status is indicated as having had a Manual Update in the Maintain Person CAN function. 

The user is able to reproduce Exception Reports from previous FINJ6210 jobs.