Initial Aid Year SAP Processing and FPUSAP Checklist Assignment

This article provides step-by-step instructions for running the initial, start-of-year SAP batch process in UDSIS. It covers formatting student IDs, using the 3C Engine to assign the FPUSAP checklist, and triggering the student communications.

Context:

This process is executed at the start of the aid year (typically June/July) to communicate to the student population not meeting SAP. This typically applies to the initial review as subsequent SAP communication is handled through SA_SCHED/QBU processes. The automation for this process uses the tree node UD_FA_AID_YEAR, AY_ACTIVE_USAP. Before starting this process I would recommend confirming that the value of this leaf is still set to the prior aid year. Note: Mid-aid year SAP uses a separate workflow​ & checklist.​​​​​​

Steps:

Step 1: Prep Student IDs in Excel

• The compliance team does the first round of SAP reviews and provides an Excel list of students requiring the FPUSAP checklist via email.
• In Excel, copy only the raw EMPLID column. Do not include headers, names, or trailing spaces.
• Use the following TEXTJOIN formula to format the IDs into a comma-separated string for the SQL expression: =TEXTJOIN(",", TRUE, IF(A1:A999<>"", "'" & A1:A999 & "'", ""))

• Navigate to query manager (Menu > Reporting Tools > Query > Query Manager) I tend to use the query UDSFS_3C_TEST for this process.
• If setting up a new query, the query only needs to use the table SCC_PS_FINA_BND 
• In the criteria include:
  • Aid Year
  • EMPLID using the expression A.EMPLID and A.EMPLID in() 
    • Copy and paste the output of your TEXTJOIN excel formula from step 1. 
    • The expression criteria should look like:
      
• Run the query & verify that the total record count shown in the top right window matches your Excel row count.
• Save the query.

Step 3: Configure & Execute Run 3C Engine

• Navigate to the Run 3C (Menu > Campus Community > Checklists > Run 3C Engine) page in UDSIS. (I do not use any specific run control)
• Set-up the run control to match:
  
• Select the link for the event ID detail and adjust it to match the following:
  
• Save and close the event definition screen and return to your run 3c engine screen. You may need to refresh for event id changes to also show within the 3C screen.
• Set the Population Select dialog to PS Query and input the query name you adjusted in step 2.
• Execute the query preview to check your results.
• Navigate to the Manage Duplicate Assignment tab at the top of the page. Ensure that the checkboxes for both Duplicate Communication and Duplicate Checklist are unchecked. 
• Return to the main tab and click Run to trigger the 3C engine process.

Step 4: Run the History Tracking Equation

This step updates the checklist descriptions so compliance can pinpoint recurring USAP students over time.

• Update the tree node (Menu > Tree Manager) UD_FA_AID_YEAR, AY_ACTIVE_USAP for the current aid year & save.
• Go to the Run Equation screen (Menu >Set Up SACR > Common Definitions > Equation Engine > Run Equation).
• Enter the Run Control ID: EE_USAP_HIST and hit Run.
• Immediately upon completion, return to Tree Manager and flip the AY_ACTIVE_USAP node back to the prior year & save. This holds back communications from triggering.

Step 5: Compliance Review & Staging

•  Notify compliance that the initial checklists are successfully uploaded in Initiated status.
•  The compliance team will run queries to pull those students, and enter information into Campus Logic.
•  Await the formal "all clear" confirmation before moving to Step 6.

Step 6: Update Checklist Status to Ordered

•  Return to your original Assign / Run 3C (Menu > Campus Community > Checklists > Run 3C Engine) engine run control page.
•  Click through to the Event ID Detail screen.
•  Change the Item Status dropdown from Initiated to Ordered.
•  Check the Update Status checkbox located directly above that dropdown.
•  Save the changes, return to the main Run 3C control page, refresh the screen so the updates replicate, and hit Run to finalize the records.

Step 7: Assign Communications

•  Once approved, navigate back to Tree Manager, switch the year field to the current year permanently, and save. This opens the gate for the FPU communication jobs.
•  Go to the Query-Based Updater screen.
•  Open Run Control ID: QBU_MISC_DAILY_COMM
•  While this job routinely runs in the background via SA_SCHED, run it manually this once to override the delay and immediately assign the FPU communication.

What Happens Next?

• Going forward, any student evaluated for SAP with a status of N (or deemed not SAP eligible) will automatically receive the checklist and communication package. Compliance reviews and manages this list to flip any new records to an ordered status.
• Ask the team if we are ready to kick off the automated SAP processing via SA_SCHED