Maintain Applicant Detail {FBLO-4}

Bursary allocations can be processed manually from two options, {FBLO-4} and {FBLO-6}. {FBLO-4} allows the user to have a complete overview of the student one screen. First of all, a bursary application must be processed in block 1. The estimated costs of the student is maintained in the second block and allocation of funds is done in the third block. The fourth block will give the user access to the NSFAS family structure and NSFAS means test that needs to be done for all NSFAS bursaries.

The following user restrictions apply:

BCOD - Bursary Code - A user that is not linked to specific bursary codes via this restriction will be able to allocate money to students against any bursary code. If users must be restricted to specific bursary codes, the specific bursary codes must be linked to the user via this restriction in {FBLM-7}.

BSMS - Create SMS Message - Access is given to users to send individual SMS messages by linking the user to this restriction in {FBLM-7}.

Fields in the option:

Block 1: Student Bursary / Loan Application

Query the student if the application detail needs to be maintained. Enter the student number, year and block if a new application needs to be processed.

Field	Type & Length	Description
Student No	N9	Enter / query the applicant student number:his field works in conjunction with the following system operational definitions as set in {FCSM-1}:
Year	YYYY	Year of the application.
Block Code	A2	Block code of the application. This field works in conjunction with the following system operational definitions as set in {FCSM-1}: YB for subsystem BL - Estimated Cost Calculation on Block or Year Valid values are (B)lock or (Y)ear. If set to year, the block code of the application will default to the value as defined with the system operational definition BL for subsystem BL - Default Block for Bursary and Loans. The user will not be able to change the block code. All estimated costs will also be calculated for the year, ignoring the block. If set to block, the user can enter the block code of the application and estimated costs will only be calculated for the year and block of the application. BL for subsystem BL - Default Block for Bursary and Loans Any valid block code can be used. This will then be the default block code used when bursary applications are processed and estimated costs calculated if YB for subsystem BL - Default Block for Bursary and Loans, is set to year. If system operational definition YB for subsystem BL - Estimated Cost Calculation on Block or Year is set to block, BL for subsystem BL - Default Block for Bursary and Loans should be null.
Bursary	A7	This field works in conjunction with the system operational definition MA for subsystem BL in {FCSM-1}. Depending on the value of the system operational definition, the bursary code on the application can either be mandatory or null. MA for subsystem BL - Bursary Application per Bursary. Valid values (Y)es, (N)o or (B)oth Yes - all bursary application records must always contain a bursary code. A bursary application must be processed for every bursary that the student applies for for the year (year / block depending on the value of system operation definition YB for subsystem BL). No - bursary applications will never contain a bursary code. Only one bursary application can be processed for the student for the year (year / block depending on the value of system operation definition YB for subsystem BL) that the student applies for. Both - the validation is done on student level. If the student already has an application for the year (year / block depending on the value of system operation definition YB for subsystem BL), containing a bursary code, all further applications for the year (year / block depending on the value of system operation definition YB for subsystem BL) must contain a bursary code. If a application record exists for the student for the year (year / block depending on the value of system operation definition YB for subsystem BL), where the bursary code is null, no further applications can be processed for the student for the year (year / block depending on the value of system operation definition YB for subsystem BL)
Reference Number	A14	Unique reference number which will be allocated to a student by the sponser.
Total Funds Needed	Display	Not updateable, information will be displayed when the application is committed.
Other Sources	Display	Not updateable, information will be displayed when the application is committed.
Shortfall	Display	Not updateable, information will be displayed when the application is committed.
Amounts Promised and Applied Button	Button	An indication of the amount needed by the student and or promised to the student. These fields are only an indication and will not be used by the system when an allocation is made or when funds is copied to the student account.
New screen that appears:
Applied Amount: Bursary Loan	N15.2 N15.2	Enter the Applied amount for the Bursary Enter the Applied amount for the Loan
Promised Amount: Bursary Loan	N15.2 N15.2	Enter the Promised amount for the Bursary Enter the Promised amount for the Loan
Not Awarded Reason Button	Button	When the user clicks on this button, the program will default to menu {FBLO-12} where the not awarded reasons can be setup per bursary year, student, block and bursary code. <Exit> to return to block 1.

Example: Block 1: Student Bursary/Loan Application

Example: Block 1: Amount Promised and Applied Pop up Screen

If the estimated costs for a student was entered / calculated previously, and the costs changed, the user will be informed with a pop-up message. The user now have the choice of updating the estimated costs for the student. If the application is i.r.o. a NSFAS bursary, and the documentation was already submitted to NSFAS, this will also be conveyed to the user in the pop-up message.

Example: Pop-up Message of Estimated Costs.

Block 2: Student Estimated Cost

At this point the following will take place;

EU for subsystem BL - Disable Estimated Cost Auto-Update.

If the above is set to (Y)es, the program must switch off the pop-up to update the Student Estimated Cost. Else the program must work as currently is.

EX for subsystem BL - Disable Student Estimated Cost .

If above EX is set to (Y)es, disable the Student Estimated Cost (Block 2) below to not allow the user to update any fields on it. Else the program must work as currently is.

After the <NEXT BLOCK> command the year and block will be transferred to the first field in this Block. The following information can be maintained:

Field	Type & Length	Description
Year	YYYY	Value from previous block
Block Code	A2	Value from previous block
Category	A1	A valid category for the bursary as linked in {FBLO-1}.
Estimated Cost	N10.2	A default value per category is displayed in this field. Tuition fees are calculated and determined from the following possibilities in priority sequence: the qualification and subjects that the student is registered for for the year (year / block depending on the value of system operation definition YB for subsystem BL) the qualification that the student is admitted for the default value as specified on {FBLC-4} Accommodation is calculated and determined from the following possibilities in priority sequence: the residence that the student is registered for for the year (year / block depending on the value of system operation definition YB for subsystem BL) the residence that the student is admitted for the default value as specified on {FBLC-4} Other categories default from the values as specified on {FBLC-4}. It can be updated on this screen for an individual student.
Estimated Cost for Block	Display	Values will default
Total Estimated Cost	Display	Values will default.

Example: Block 2: Student Estimated Cost

Block 3: Allocations

Field	Type & Length	Description
Year	YYYY	Value from previous block.
Block Code	A2	Value from previous block.
Date	DD-MON-YYYY	System date.
Bursary	A7	Bursary code from which funds will be allocated to the student. A general bursary application (where bursary code is null) or an application for the specific bursary for the student must exist. User restriction BCOD - Bursary Code applies: A user that is not linked to specific bursary codes via this restriction will be able to allocate money to students against any bursary code. If users must be restricted to specific bursary codes, the specific bursary codes must be linked to the user via this restriction in {FBLM-7}.
Category	A1	The category for which funds is allocated
Account Type	A4	This account type will default from the bursary definition {FBLO-1}. This is the account to which funds will be transferred to on the student account if the copy account type is null.
Copy Account Type	A4	Use if funds should be transfered to a different account type on the student account than the account type in the previous field.
Agreement Code	A4	A payment agreement is mandatory if funds will be transfered to any other account type than the default account type for bursaries and loans as defined in {FCSM-1} for code SL and subsystem SD. If the account type as defined on {FCSM-1} is used, an agreement code may not be entered.
Copy Year	YYYY	The copy year and block is used when the student registration year and block is different to the bursary year and block.When funds is transferred to the student account { FBLO-8}, the program will validate that the student is registered for the copy year and block. If the copy year and block is null, the program will validate that the student is registered for the bursary year and block.
Copy Block Code	A1
Awarded	N15.2	The amount awarded to the student for the category. This amount cannot be updated if the amount paid is greater than or if the date for allocations completed is entered in {FBLO-1}.
Paid	Display	Displays the amount already transferred to the student account.
Unpaid	Display	The amount not yet transferred to the student account.
Card	A1	Indicate if the funds allocated to the student must be transferred to Intellicard / Eduloan. If this box is ticked, a record will also be created in {FBLI-4} / {FBLE-4} from where the funds will be transferred to the student Intellicard / Eduloan.
Total	N15.2	Total allocations for columns Awarded, Paid, Unpaid
Note	A30	The short name from the bursary definition {FBLO-1} will default, but the user can update the field.
NSFAS Claim Number		Display fields only.
Re-Submit
Debtor
Sort Value
Auto/Man
Contract Required
Contract Received
Not Awarded Reason	Button	Maintain Student Not Awarded Reasons {FBLO-12}
Status	Button	Maintain Student Bursary Statuses {FBLO-14}
Send SMS	Button	A user will be able to send a SMS Message to the student form this button. A pop-up screen will appear when the user clicks on the button. User restriction BSMS - Create SMS Message applies: Access is given to users to send individual SMS messages by linking the user to this restriction in {FBLM-7}.
Send Individual SMS Message
Message Code	A5	List of values available from {FBLM-9} Default SMS Messages. The user selects a message that needs to be send to the student.
Contact Sequence	N3	List of values from the student address. This field can be left null.
Communication Type	A2	List of communication types from the student address. This field can be left null.
Cell Number	A10	List of cell numbers for the communication types selected that the user can choose from. This can also be any other cell number if the number and need not be a cell number on the student address.
SMS Message	A450	The SMS Message as created on {FBLM-9}. The user will be able to add to the message depending on the update indicator linked to the message on {FBLM-9}.

Example: Block 3: Allocations

Block 4: NSFAS

Field	Type & Length	Description
Account Balance	Display	Displays the student account balance.
Statement Button	Button	Consolidated Statement {FSAOR2-6}
Expected Family Contribution	Display	Displays the expected family contribution.
Recommended NSFAS Award	Display	Displays the recommended NSFAS award. Negative awards are displayed as zero depending on SOD MB for subsystem BL.
NSFAS Family Structure	Button	Family Structure and calculation of the recommended NSFAS award {FBNO-2}
NSFAS	Button	Submit NSFAS Data {FBNO-3}

Example: NSFAS

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
15-Apr-2007	v01.0.0.0	Amanda Nell	t130127	New manual format.
05-Sep-2007	v01.0.0.0	Magda van der Westhuizen	T139449	Insert new images. (Still to be proofread by system owner)
17-Oct-2007	v01.0.0.0	Charlene van der Schyff	t145355	Added new feature, Message to Update Estimated Costs.
19-Oct-2007	v01.0.0.0	Charlene van der Schyff	t156162	Added Overview line with logfile. Inserted new image for account balance. Account balance is split to make it easier for user.
30-Mar-2011	v01.0.0.1	Christel van Staden	t173418	Add Intellicard / Eduloan
24-Oct-2011	v02.0.0.0	Innocent Mutyavaviri	t177638	Add Total
06-Mar-2013	v03.0.0.0	Christel van Staden	t184615	Add user restrictions
10-Oct-2013	v03.0.0.1	Eunice Ratlou	t194654	Add negative awards are displayed as zero depending on SOD MB for subsystem BL on field Recommended NSFAS Award.
26-jun-2017	v03.0.0.2	Charlene van der Schyff	t221814	Added reference to Block 2 for FCSM-1 EU/EX Estimated cost updates. and New image.
20-Oct-2020	v04.1.0.0	Isaac Matshela	t246681	Added a new reference number field.