The Financial Aid Workflow is a way for Financial Aid processing to manage the students that are part of the verification workflow. There are three workflows that make up the entire workflow application. They are: Document Check-In, Multiple Requirement, and ISIR Corrections.
There is a control form that must be completed where the image document types are matched to a financial aid requirement. This should be completed as part of the yearly roll-over process.
The Document Check-In workflow is initiated when a financial aid document is received and scanned into the imaging system. If the requirement that matches the imaged document is not on the student’s record then the student is added to the Document Check-In Worklist where they must be reviewed before continuing on in the workflow. If the requirement already exists for the student then the status of that requirement is updated. The student is then checked to see if any requirements that exist for them are marked as Special Handling, if so then the student is added to the Special Handling Worklist. If no special handling flags exist, then there is a check to see if all of the student’s verification requirements are in a “Ready” status. If all verification requirements are ready then the student is added to the Standard Worklist, otherwise the workflow is ended.
The Multiple Requirement Workflow is initiated by a job that runs to check against the multiple requirements rule. The rule is that some pre-defined documents may be capable of satisfying multiple requirements. (This rule is hard-coded into the program.) For student’s that meet this rule they are added to the Multiple Requirements Worklist where they must be reviewed before continuing on in the workflow. The student is then checked to see if any requirements that exist for them are marked as Special Handling, if so then the student is added to the Special Handling Worklist. If no special handling flags exist, then there is a check to see if all of the student’s verification requirements are in a “Ready” status. If all verification requirements are ready then the student is added to the Standard Worklist, otherwise the workflow is ended.
The ISIR Correction Workflow is initiated by a job that runs to pull all students where ISIR corrections were received. The SAR EFC and Primary Pell EFC of the returned ISIR correction is compared to the Primary Pell EFC of the sent out ISIR correction. If all matches then the ISRCOR requirement status is updated to satisfied, otherwise the student is added to the ISIR Correction Worklist.
From any worklist the student can be emailed about new requirements or notes that have been added to their financial aid record.
The Matching Requirements to Imaged Documents is a screen to match verification requirements to image document types. These matches are used as part of the Document Received Workflow to determine if an imaged document has a matching verification requirement.
The Copy From option on the screen allows a user to copy all matches from one aid year to another aid year. The user should then go in and modify any of the requirements that require changes, however they will not have to re-enter every requirement each year.
The Special Handling Indicator is used to indicate whether a requirement is considered a special handling requirement and therefore any student that has this requirement on their file will appear in the Special Handling Worklist.
Intended Audience/Users: Financial Aid Administrator
The Student Workflow Review screen is used to show where the student is in each possible workflow and the entry and exit dates for that workflow. The Match Req and Req Exists fields are part of the Document Check-In workflow. The Spec Hand and All Ready fields are part of the Document Check-In workflow and the Multiple Requirements workflow. The Data Matches field is part of the ISIR Corrections workflow. A user can use these fields and the workflow diagram to indicate what happened to the student during this workflow.
Intended Audience/Users: Financial Aid Processing
The Unlock Worklist Item screen is used to monitor worklist items that have not been “released” back to the worklist or “completed” properly by a user. If a user from a worklist exits self-service or changes screens without “completing” or “releasing” a work item it becomes locked. By checking the Update box and clicking the Update button this releases the selected locked items and then they appear in the appropriate worklist again.
This screen should be monitored throughout the day for any locked items.
The Worklist Review screen is used to display a list of records in the selected worklist. The list is sorted by worklist entry date and time. The Worklist drop-down list is determined by the security the user has. Currently there are a total of five worklists: Document Check-In, ISIR Corrections, Multiple Requirements, Special Handling, and Standard. The Document Check-In worklist may have duplicates of the same student because it is based on the financial aid documents that have been scanned for this student.
By clicking on the Seq No hyperlink this takes the user to a detail screen for the worklist item selected. The detail screen is where the user will “Complete” a worklist item. The user can also send an email to the student notifying them to review their myWings account. The Special Handling Worklist detail item allows the user to “Release” an item back to the worklist if needed.
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