# Presentation: 659130

## Slide 1

## Session 17

***Direct Loan Tools***
***More Uses Than Duct Tape***

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## DL Tools Version 1

- Introductions
- Questions
- Evaluations

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## Agenda

- Overview
- Installation
- Startup
- Setup
- Cash Management
- Compare
- Rebuild
- Further Assistance

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## DL Tools Version 1 Overview

- DL Tools provides functionality to:
- Rebuild an EDExpress database
- Track cash receipts (drawdowns) and returns of excess cash
- Compare the 732 report to actual disbursement records and/or Cash Management
- DL Tools can be used with custom or combination systems as well as EDExpress
- Functionality for multiple years in one version

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**Notes:**
Direct Loan Tools for Windows
Direct Loan Tools for Windows or DL Tools is a stand-alone software that provides the following functionality to: 
Rebuild an EDExpress database (loan and disbursement data) in automated fashion
Track Direct Loan cash receipts (drawdowns) and returns of excess cash for Direct Loan as reported in GAPS/FMS
Compare the 732 report to actual disbursements recorded in EDExpress or an external file; and compare to the DL Tools Cash Management database
This application is being developed to process data for multiple cycles.  The initial release (Version 1.0) contains cash management functionality for 2000-2001 and 2001-2002 and compare functionality for 2001-2002.
(Add language about how custom schools can use.)
Note:  The Cash Management and Compare functionality can be utilized by any Direct Loan School. 

## Installation	

- Software available at:
- SFAdownload.ed.gov
- Installation Options
- Standalone
- Program and database on the workstation
- Network
- Database on the network
- Program components on the workstation

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## Startup

- EDExpress database connections
- Attempts to connect to EDExpress V6 and V7 databases at startup
- Prompts user to locate these databases if they are not found
- Prompts can be suppressed by modifying System Setup

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## DL Tools Setup

- System Setup is required to set system parameters prior to using DL Tools
- Security Users Setup   has three pre-defined security groups

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**Notes:**
DL Tools Setup
Before you begin processing in DL Tools you must first establish system parameters specific to your Direct Loan process.   You also have the option to setup security for the use of the system in your office in the Security User dialog. 
The following parameters are established in System Setup: 
Field Name	Description	
Default Direct Loan School Code	Sets the default Direct Loan School Code for the system	
What EDExpress versions do you use to process Direct Loans?	Determines what database connections are made at application startup.
Valid values are:
     0 – None
     1 - EDExpress v6.x only
     2 - EDExpress v7.x only
     3 - Both EDExpress v6.x and v7.x (Default value)	
Maximum number of days difference between 732 Cash records and cash records entered by the school which will be considered a match	Determines match status in the Cash Detail Comparison report which is discussed later in this lesson.

Default is 5 days.	
Return to Dialog	Indicates whether you want to return to the dialog once you have saved your entries.
Marking this checkbox indicates “Yes” or leaving blank indicates “No.”	
Single/Multiple  (Default Print)	Indicates the default for the Print dialog.	

## Cash Management

- Allows a school to track cash transactions
- Cash Receipts (drawdowns)
- Returns of Excess Cash
- Available for 2000-2001 and 2001-2002
- Data entered manually or imported using the Cash Detail External Add Record Layout

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**Notes:**
Cash Management provides a tracking method for Direct Loan schools to record Cash Receipts (drawdowns) and Returns of Excess Cash made by the school. 
The Cash Management Dialog box allows you to add, delete, save, and retrieve a cash transaction. A school enters cash receipts (drawdowns) as a positive number and returns of excess cash as a positive number and any adjustments for these cash transaction are entered as a negative number.  This duplicates how these transactions are displayed on the 732 report.
Cash Management dialog box is under Tools/Cash Management on the menu bar.
Entry fields include:
School Code
Action Taken (R = cash receipt or X = return of excess cash)
Date
Transaction Amount
GAPS Control Number/Check Number/Memo field 
The Memo field allows you to record: 
the GAPS control number associated with a drawdown or return of excess cash, 
the check number associated with a return of excess cash, or
a text comment or description.
Once a cash transaction is entered and saved, the system generates and displays a Sequence Number, a Record Source of either “M” (Manual) or “E” (External), and Last Updated ID, Date, and Time.
Note:  To obtain a listing of the cash transactions recorded in DL Tools, print the cash detail grid in browse.

## Cash Management Reports

- Print Cash Detail of Cash Management records
- Retrieve the browse grid of Cash Management Records
- Use Grid Functionality to print the Cash Detail

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## Cash Management Reports

- Cash Summary Report
- Contains total amount of each record type and total disbursement
- Total Disbursement amount can come from
- EDExpress (2000-2001 & 2001-2002)
- Imported External Loan Data (2001-2002 only)
- Can enter an Action Date Range

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## Compare

- Compares LOC Cash Detail and Loan Detail to the school’s Cash Detail and Loan Detail
- Available for 2001-2002 only

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## Compare Process Overview

- Import Data
- 732 Cash Detail and Loan Detail
- External Cash Detail and Loan Detail
- Print Reports
- Cash Detail Comparison
- Loan Detail Comparison
- 732 Cash Detail
- 732 Loan Detail

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## Importing Files to Compare

- Import 732 Cash and Loan Detail
- Received from LOC in message class ED1202OP
- Clears all existing 732 data for the school being imported
- Import External Cash and Loan Detail
- Use the Cash Detail External Add and Loan Detail External Add Record Layouts

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**Notes:**
A 732 file contains:
Section I:   Disbursement Summary by Loan Type.  
Section II:  Cash Receipts (Drawdowns) 
Section III:  Excess Cash (Returns)
Section IV:  Loan Detail

## Compare Reports

- Cash Detail Comparison Report
- Displays results from comparison of 732 Cash Detail to Cash Management records
- Options
- School Code
- Sort Order: Action Type, Amount or Date
- Match Status: Matched, Unmatched or All
- Action Type: Cash Receipts, Return of Excess Cash or All
- Action Date Range

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## Compare Reports

- Loan Detail Comparison Report-Loan Level
- Displays results from comparison of 732 Loan Detail to EDExpress or External records
- Options
- School Code
- Sort Order: Loan ID or Last Name
- Match Status: Matched, Unmatched or All
- Comparison Type: 732 to EDExpress or 732 to External
- Booked Status:  Booked, Unbooked or Both

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## 732 Lists

- 732 Cash Detail List
- Displays cash detail records imported from the 732 file
- Options
- School Code
- Sort Order: Type, Date or Amount
- Action Type: Cash Receipts, Return of Excess Cash or All
- Action Date Range

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## 732 Lists

- 732 Loan Detail List
- Displays loan detail records imported from the 732 file
- Options
- School Code
- Sort Order: Loan ID or Last Name
- Booked Status: Booked, Unbooked or Both
- Loan Type:  All, Subsidized, Unsubsidized or PLUS

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## Rebuild EDExpress Records 

- DL Tools rebuilds EDExpress 2000-2001 and 2001-2002 records
- Updates all records in EDExpress
- Updates selected records in EDExpress
- Compares with no updates
- Any record rebuilt in EDExpress can be exported through External Export to another system

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**Notes:**
Rebuild Loan File 
A file sent by the LOC, at the school’s request, that consists of origination and disbursement details to rebuild the school’s Direct Loan database. The Rebuild Loan File can be used to compare Direct Loan records at the LOC with the school’s Direct Loan records. 
Direct Loan Tools for Windows or DL Tools is a new software product with the functionality to Rebuild an EDExpress database.
The Rebuild functionality assists schools with rebuilding Direct Loan origination and disbursement records in EDExpress 2000-2001 (Version 6.1 or higher) or EDExpress 2001-2002 (Version 7.1 or higher).  DL Tools is used in conjunction with an LOC Rebuild Loan File.  The Rebuild Loan File provides current LOC origination and disbursement data to schools electronically and must be requested from the LOC.
The Rebuild functionality is designed to allow users to:
Update all EDExpress records with data from an electronic Rebuild Loan File received from the LOC. 
Update selected records in EDExpress with data from a Rebuild Loan File.
Compare records in the Rebuild Loan File to EDExpress records. In the compare process, there are no updates to the EDExpress records with the information in the Rebuild Loan File. A report displays any unmatched origination records and/or unmatched disbursement records.
If your EDExpress database has become corrupted and a backup of the database is not current, or is not usable, you may request a Rebuild Loan File to aid in rebuilding loan records.
Note: This is not a reconciliation tool.  You should continue to process all records using your current process.

## Requesting Rebuild Files

- Request from:
- www.lo-online.ed.gov
- LOC Customer Service Representative
- Sent to the school via SAIG
- Request options
- Data for specific year
- Data for specific student (by year)
- Data for specific loan
- Data for specific date range (not supported in DL Tools)

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**Notes:**
Requesting Rebuild Loan Files
All schools can request a Rebuild Loan File from the LOC Customer Service Representatives by calling 1-800-848-0978 or by entering a request through the LO Online Web Application.        (lo-online.ed.gov/unsecure/index.shtml)
The LOC creates a standard electronic Rebuild Loan File according to the specifications found in  the Direct Loan Technical Reference, Appendix E and electronically transmits the file to you via the SAIG. 
Note:  The electronic Rebuild Loan File can be requested, received and used by all schools to rebuild a Direct Loan database.  However, DL Tools can only be used to rebuild an EDExpress Direct Loan database.
The available rebuild request options are:
Data by single or multiple program years (for example, 2000-2001 or 2001-2002)
Data for a specific student by providing both the Social Security Number and date of birth
Data for a specific loan by providing the 21-character Loan Identifier
Data by date range (for example, 01/02/2001 to 05/01/2001) 
Note:  The request for data by date range is not supported by DL Tools and is not available to EDExpress users.
Each Rebuild Loan File is program year specific.  For example, data for program year 2000-2001 is in a separate file from data for program year 2001-2002. 

## Loan Rebuild File

- Message class:  DLRBLDOP
- Batch Type: RB
- Contains two record types
- Rebuild Origination Detail Record
- Rebuild Disbursement Detail Record

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**Notes:**
The Rebuild Loan File
The message class or file name for the Rebuild Loan File is DLRBLDOP. This message class is not year-specific.  The message class or file name is the same whether you are receiving a Rebuild Loan File for 2000-2001 or 2001-2002. The cycle year within the batch ID identifies the program year of the data included in the Rebuild Loan File. The Batch Type for this file is RB. 
The Rebuild Loan File consists of the following two record types:
Rebuild Origination Detail Record (Record Type = O)
Rebuild Disbursement Detail Record (Record Type = D)
Only data accepted by the LOC for Full Loan Origination, Loan Origination Change, and Disbursement records are included in the Rebuild Loan File since the LOC does not store rejected records.
The LOC Rebuild File is a comma delimited with the message class DLRBLDOP, batch type RB.
Rejected Loan Records are not included in the LOC Rebuild file.  Therefore, schools need to identify Loan Records that were in their DL database but were rejected by the LOC and add these records into their rebuilt database.

## Rebuild - Compare Only

- Compares the Origination and Disbursement records in the Rebuild file to EDExpress
- Does not perform any updates
- Displays report containing the unmatched records
- In Rebuild but not EDExpress
- In EDExpress but not Rebuild
- In both but data differs

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## Rebuild - Updates

- Selected Records
- Rebuilds only the records selected
- Selecting the records from the Rebuild file, not EDExpress
- All Records
- Rebuilds EDExpress with all records contained in the Rebuild file

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## What is updated in EDExpress?

- Adds School being imported to DL School Setup
- Creates Disbursement Profile
- All existing data for loans selected for Rebuild is deleted and recreated based on the data in the Rebuild file
- Updates Batch Activity

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**Notes:**
Existing loans that have not been selected for rebuild are not affected at all.

## In The Works...

- DL Tools Version 2
- The 732 Report and the DL-SAS are combined into one report called the SAS (School Account Statement) for 2002-2003
- Import the SAS for 2002-2003
- Will be able to compare at both the loan detail level and the disbursement detail level

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## Summary of DL Tools Functionality

- * **Access compare program available from CAMs**

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## Further Assistance

- CPS/WAN Technical Support
- 800/330-5947
- Email: CPSWAN@NCS.COM
- SFATECH
- http://www.ed.gov/sfatech/listserv.html

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## Questions?

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## Slide 29