Sponsor Summary Statement

Sponsor Summary Statement - FINJ6130

This process extracts information from the database, and can update the database.
Subsystem	Finance
Purpose	To extract data containing relevant information for inclusion in a sponsor summary statement (a statement of account sent to sponsors)
Normally Run By	A student finance specialist via Job Scheduler
Anticipated Frequency	As required for printing of sponsor summary statements
Parameter Sample
View Details & Data Source
Related/Dependent Jobs

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 of certain 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 & 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.

Viewing the extracted data

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

Parameters	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 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. NOTES: The % symbol indicates that the parameter is not considered for processing.
	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 - the code for a specific sponsor. Limits the selection of sponsorship records to those associated with this sponsor.
	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. 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	must be set to: 'Y' - this is a test extraction. Correspondence items are not created for test extractions. Or, 'N' - this is not a test extraction. Correspondence items will be created for each sponsor.

Last Modified on 11 March 2002