RZPCLAL - Campus Logic Award Letters

Audience

• This article is intended to serve as a foundation for IT-EBS & Financial Aid Dept training purposes.  

Process Description

    Use Case

RZPCLAL is design to generate the award letter nightly and create a record in GURMAIL to indicate the student was sent an Initial award letter or a Revised Award letter. The process uses the records on RPAAWRD to generate the file. The process will not run if the Initial And Revised code is not set up on GTVLETR   

      RZPCLAL Selection Criteria 

When a student has a RORSTAT record for the given award year, and the award letter indicator is set to Y and the Information Access indicator is Y then the student is selected for the award letter process. 

During the process a RZPCLAL will look at the RBRAPBC Period Budget Table to get the cost of attendance. Then it looks at RPRATRM Award table  for the awards and RPRARSC Resources table for any students that has award outside of Financial Aid.

       RZPCLAL File Layout

1. STUDENTID
2. FIRSTNAME
3. LASTNAME
4. EMAIL
5. TEMPLATETYPE
6. AWARDYEAR
7. FUNDCOSTNAME
8. FUNDCOSTAMOUNT
9. FUNDCOSTTERM
10. REVISED

Instructions for New Award Year 

In order to set this integration up you will need you would need to update the cron Parameter for to the new award year. If you do not plan to use the Default code for Initial and/or the Revised code you would need to update this code to use one that is specific for the award year that you are running. The output in cron can be set to no output as the process will handle the file transfer. 

The default Initial Code is calculated by FA||Last 2 Characters or Aid Year code|| _CL_1STAWD (i.e. for 2324 ‘FA24_CL_1STAWD’). if you would like to override this code for the award year you can use the Parameter 03 Initial Code to override it.

The default Revised Code is calculated by FA||Last 2 Characters or Aid Year code|| _CL_REVISED(i.e. for 2324 ‘FA24_CL_REVISED’).if you would like to override this code for the award year you can use the Parameter 04 Revised Code to override it. 

Audit Vs Update mode

When the process is ran in Audit mode The CSV is sent to the H: drive of the user that runs the process. None of the database tables will be updated when this process is ran in audit mode, which means that the student(s) that are select will show in the file when the process is ran again with the same Parameters. 

When the process is ran in Update Mode the CSV will be sent to R:\FinancialAssistance\AwardLetterFile (//vs-fs-share01.ad.oakton.edu/FinancialAssistance$/AwardLetterFile) and the Campus Logic File System’s Award Letter Folder (//vs-clconnect.ad.oakton.edu/AwardLetterUploads$)  The GURMAIL Mail Table, and RORSTAT Applicant Status Table will be updated when this process is ran in Update Mode, which means that the student(s) that are select will not show in the file when the process is ran again with the same Parameters.

When the process is ran in a Test Instance the File Name will Include Test and it will not be sent to Production Campus Logic instead it will be sent to the Test Campus logic File System (//vs-t-clconnect/ad.oakton.edu/AwardLetterUploadsTest$)

When Ran in Audit or Update mode the CSV will be Available in the Review output section of Job Submission  

GTVLETR Letter Process Letter Validation Table
GURMAIL Mail Table
RORSTAT Applicant Status Table
RBRAPBC Applicant Period Budget Component Table
RTVPBCP Period Budget Component Validation Table
RPRATRM Applicant Award Schedule Table
RTVAWST Award Status Validation Table
RPRARSC Applicant Resource Table

Admin Pages 
RPAAWRD
GTVLETR
GUIMAIL 

Description 
When a student triggers an event in campus logic such as account creation or account verification a requirement on the Requirement Screen. Once the event is triggered then cl-connect will call an oracle database package to update the RRRAREQ Requirements Table

Database Package Name CLCONNECT.z_campuslogic
This is the package that the is used in the ODBC Connection used by the CLConnect server to talk to banner. When this package is used the information is store in CLCONNECT.ZCLELOG Audit Table to help trouble shoot or understand why a record was inserted updated or deleted from RRRAREQ table.  

Description 
This process generates and delivers the lookup file to SoftDoc’s Hybrid Server. It uses the OCC_SOFTDOCS.CREDIT_STUDENT_VIEW to select the data and creates the file. 

Business Use Case(s) 

This process will be used to load the Student Lookup in Softdocs. If you require additional information in this lookup, first update the lookup in Softdocs, then update the process, and add the new fields. 

Tips for Running / Troubleshooting 

Running the process in a 01 Run Mode with the ‘E’ option enables you to review the records that will be loaded into Softdocs.

Key Fields
Banner_ID
first_name
Last_name
birthDate

Here are the required configurations and updates for the annual rollover of the RZPCLAL systems:

1. RZPCLAL Campus Logic Award Letter: Configure two separate cron entries using an Even/Odd logic (e.g., AWARD LETTER_EVEN and AWARD LETTER_ODD). This automates the transition between aid years and prevents manual overwrites.
2. RZAFACS Fin aid Auto fill: Advance the cron parameter to the new award year. Toggle the current parameter (e.g., switch ODD to EVEN). Ensures the auto-fill process targets the correct database tables for the active cycle.
3. SoftDocs Year-End Configuration: Update the document management and work-flow environment for the new year.Follow the SoftDocs Year-End Documentation to update Etrieve flows, document types, and filing rules.