Generate EFT Data {REFT-4}

This option will calculate the EFT Data for a Funding Period {REFT-1}.

Process to follow to enable the use of this option:

Setup:

Setup System Operational Definitions on {SMNT-12}:

BD for subsystem RE - Between Enrolment days for EFTs
ED for subsystem RE - Enrolment days for EFTs

Setup Funding Period Definition, in {REFT-1}.

Setup Funding Period Calculation Criteria, in {REFT-2}.

Make sure Offering Types linked to Subsidy Type "C - None" are defined in {GCS-5}. (This is qualification offering types that should not be included in the EFTs calc.)

For take-on: make sure Take-on table data are loaded correctly.

Operational:

Normal registration activities, including changes and cancellations.

Normal issue / dispatch of study material.

Reporting to the Ministry of Education is done every X months - defined in {REFT-1}.

Only a single amount - final total of EFTS per funding period - is reported.

Because a previous funding period can influence the calculation of a student's EFT - Enrolment status and group, it is adviced to complete the EFTs calculation for a funding period before proceeding to do the EFTs calculation for a following funding period.

It is NOT advicable to re-run the EFTs calculation for a previous funding period because the 'parameters' to be used could have changed.

User Selection	Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length	Comments
1	Enter Calendar Year (Funding) Year	YYYY
2	Use End Date of (F)unding Period or End of (M)onth to Extract Student Data	A1	(F) or (M)
3	If the Response to Prompt 2 was (F)unding Period Enter Funding Period	A4
4	If the Response to Prompt 2 was (M)onth Enter Month	N2

System Select
1	Students registered in the Calendar Year (Funding) Year (i.e. Calendar Year (Funding) Year between Academic Year and End Year of Registration) Refer to Qualification/Subject Registration {SDREGA-1}
2	If User Selection Parameter 2 is (M)onth, include only registrations where the Start Registration Date before is the last day of the Month entered in the Year entered.
3	If User Selection Parameter 2 is (F)unding Period, include only registrations where Start Registration Date before End Date of Funding Period {REFT-1}.
4	Exclude registrations where End Registration Date is before the Start Date of the applicable Funding Period {REFT-1}. If User Selection Parameter 2 is (M)onth, the Funding Period {REFT-1} for the Year where the Month is between the Start- and End Date is used
5	Exclude Registrations Canceled before the Start Date of the Funding Period
6	Exclude Registrations that was shorter than indicated by System Operational Definition {SMNT-12} "ED - Enrollment days for EFTS" for Subsystem "RE" (Based on the difference between Cancellation Date / End (Qualification) Registration Date and the Start (Qualification) Registration Date)
7	Exclude Registrations where Funding Category is not indicated.
8	Exclude Registrations where the Offering Type {GCS-5} is linked to Subsidy Type "C - None"
9	Use Primary Qualification if it was not canceled or if there are subject registrations that was not canceled linked to it. If no such Primary Qualification record exists, use the qualification registration with the highest qualification number that is not canceled and has subject registrations that was not canceled. If no such Qualification Registration is found, the student will be excluded. SLF for the qualification must be > 0.0
10	Only Students with evidence of interaction with the institution is included. The fields Criteria and New Enroll Criteria in Funding Calculation Criteria {REFT-2} determines how this evidence will be tested. It may be set to "DISPAT - Check if any assessable study material was Dispatched" This test will verify whether before the end of the current funding period: Any - not virtual item - Study Material was dispatched to the Student. Any - virtual item - Student Material was issued to the Student Also refer to Study Material received for students in take-on table Refer to Query Student Material Issues {SDGUIS-1} "ENGAGE - Work Received/Marked" - THIS IS NOT USED ANYMORE If the Student is linked to the Status {SREGL-2} indicated by System Operational Definition {SMNT-12} "N2 - Non-Engagement Status 2" for Subsystem "BI", this test will be failed. "DISP/ENG - If any assessable study material was Dispatched/Work Received/Marked" - THIS IS NOT USED ANYMORE If the student satisfies one of the above two tests, he/she will be included. If the same Qualification registration as for the previous Funding Period is used, the value in the Criteria-field is used, otherwise the value in the field New Enroll Criteria is used.
11	Students not registered for Main Subjects will be excluded.
12	Student records excluded from reporting in the last previous Funding Period {REFT-1} due to the Criteria in Funding Calculation Criteria {REFT-2} will be re-evaluated and will be added to the current Funding Period Data if the Criteria are now met. (When a student enrols before the end of the funding period and Te Kura did not dispatch an item in the funding period, but in the next, funding cannot be claimed for the previous funding period.)
Order by	Qualifications that can be used will be ordered, maximum SLF first, primary qualification first, biggest qualification number first. (When a student goes from Secondary Dual to a Full Timer in the same funding period, the maximum SLF should be used, not necessarily the latest.)

Example - Output

Processing Rules
Data stored	During each run a record will be created in a table to record all the 'parameters' used for the calculation of the student's EFT value. Because a qualification's attributes can change, this is needed to be able to verify calculation of EFT value. A different table is used for reporting, where only data from the lastest reporting run for a Year and Funding period is stored. This data can be viewed in {REFT-3}. Reports for the data is available in options {REFT-5} for detail and {REFT-6} for summary.
Qualification to use for calculation	When a student's qualification do pass the criteria, calc the EFT and continue with the next student. When a student's qualification do not pass the criteria, and the student do have another qualification, use next qualification and check the criteria. The following data related to the qualification will be used: Funding category Number of main subjects registered Study material send to the student for the qualification
1	Records are inserted into the Student Funding Data and the Funding Period Data {REFT-3}. The inserted records may be queried in the option or may be viewed in the Detail Listing of Students included in EFTs {REFT-5}
EFT Value calculation	To Calculate EFT Values, the following procedure is followed If the Student is Registered for Main Subjects The Factor in the Funding Calculation Criteria {REFT-2} is multiplied by the Service Level Factor for the Registration {SDREGA-1}. The fields are used to select the Funding Calculation Criteria record Funding Year Offering Type Enrollment Group (Refer to Enrollment Group) A Student should never reveice more than 1 EFT per calendar year. > for last funding period of the year only use factor = 1.0 minus sum of factors from previous funding periods of the year
Enrollment status	Rules to determine Enrollment Status If a record in the Funding Period Data {REFT-3} for the student does not exist for the previous funding period, the Enrollment Status is (N)ew Enrollment If a record in the Funding Period Data {REFT-3} for the student exist and the same Qualification registration as for the previous Funding Period is used, the Enrollment Status is (C)continuing a different Qualification registration as for the previous Funding Period is used and the days between the Registration Start Date of the new Qualification and Registration End Date of the old qualification is more than the value in System Operational Definition {SMNT-12} "BD - Between Enrollment days for EFTS" for Subsystem "RE", Enrollment Status is (N)ew Enrollment, otherwise the Enrollment Status is (C)ontinuing. In this case, if the previous registration was cancelled in the current funding period and the length of the previous registration is less that the number of days indicated in System Operational Definition {SMNT-12} "ED - Enrollment days for EFTS" for Subsystem "RE", the EFT-value for the previous funding period will be adjusted. Also refer to Enrolment status for student in take-on table
Enrollment group	Rules to determine Enrollment Group for a Student If no record for the student exists for a previous funding period in the Funding Period Data {REFT-3}, or the Enrollment Status is (N)ew Enrollment, the Enrollment Group is set to 1 If a record for the student exists for a previous funding period in the Funding Period Data {REFT-3} and the Funding Year corresponds to the Funding Year of the previous funding period, the Enrollment Group is incremented to the next Enrollment Group value as in the Funding Calculation Criteria {REFT-2}. Funding Year differs from the Funding Year of the previous funding period, the New Year Enrollment Group as defined for the previous funding period is used.
SLF	The SLF is a dynamically calculated element (no field saved in any table). Rules to calculate the SLF for the qualification The SLF for a qualification is determined the same way as function i32pkg.get_SLF (used for display on registration screen). (Subjects cancelled in the current funding period, must only adjust the SLF in the next funding period. Enrolment days (SOD ED) does not play any role.)
Adjust EFT	If a registration was reported in a previous funding period BUT the registration is cancelled in the current funding period AND the cancelled registration's enrolment period is now less that SOD ED - Enrollment days for EFTS -> The EFTS value reported in the previous funding period should be subtracted in the current funding period.

Example - Enrolment Status and Group for registrations in funding periods A - F

Some example scenarios:

	Where a student enrols before the end of Funding Period A, study material is only dispatch to the student in Funding Period B: Funding Period A, no EFTs calculated Funding Period B, EFTs calculated with enrolment status 'New' (for Te Kura, factor 0.4)
	In Funding Period X a Secondary dual student's qualification registration complying to all criteria for EFTS calc, and the student move to Full Time BUT the student is not yet enrolled for any main subject… use the secondary dual registration attributes to do the EFTs calculation, as the Full Time registration will have a SLF of 0.0
	When a student: enrols in funding period A, withdraw after SOD ED - Enrollment days for EFTS in funding period A, after SOD BD - Between enrolment days for EFTS, enrol in funding period B for the rest of the year: Funding Period A, EFTs calculated with enrolment status 'New' (for Te Kura, factor 0.4) Funding Period B, EFTs again calculated with enrolment status 'New' (for Te Kura, factor 0.4) Funding Period C, EFTs calculated with enrolment status 'Continue' (for Te Kura, with factor 0.2) (else factor will be 0.4+0.4+0.3 = 1.1!)
	The are some 'controls' in the ITS system organizing the registration of students to prevent a student to enrol in the current funding period for a qualification that started in a previous funding period. When these sort of things happen because of administration oversight the client should consult with the MoE to determine how it should be handeled.

Take-on procedure for 6 March 2012:

Take-on table (JXBEFT)	This table was needed because: students with 'Continuing' enrolment status can not be identified there were no record of students who received Study material before take-on on 6 March 2012. Fields: Student Number (Qualification) Registration Start Date Student Type (make sure the student type on the take-on table is the same as on the qualification, watch out for '02') Funding Category EFT value (as determined previously) Funding Factor (as used in calculation before) The information to be loaded into the system must be provided by the institution based on the last calculations done by the institution.
Usage	Information from this table will only be used when there is no Funding Year, Period definition on {REFT-1} before the Funding year, period used in the EFTs calculation run, in other words we are busing calculation EFTs for the first funding period defined on {REFT-1}.
Enrolment status for students in take-on table	Use student number, student type and funding factor to determine the enrolment status: Students with student type: 2 - Adult, 12 - Dept of Corrections, 87 - Young adults and funding factor = 0.3, enrolment status 2 will be used, else enrolment status 1 will be used.
Study Material received for students in take-on table	Use the take-on table to identify students registered before 6 March 2012, who have already received study material.

Date	System Version	By Whom	Job	Description
27-Aug-2010	v02.0.0.0	Frans Pelser	t160943	New manual
12-Mar-2013	v02.0.0.1	Magda van der Schyff	T182105	Update manual