23/1/4 Software Update Group: 787

SU023705-1805*48

Finance, Core, Registrar

SU023705-1805*48 Colleague Update in Support of Colleague 12/15/22 LIVE

App Environment Install Status Install Date Install Time
Cloud_Env Complete 01/04/23 09:17PM
Conv_Cloud_Env Complete 12/16/22 04:42AM
Dev_Cloud_Env Complete 12/16/22 04:32AM
Hrtest_Cloud_Env Complete 12/16/22 04:58AM
Livesim_Cloud_Env Not Attempted
Test_Cloud_Env Complete 12/16/22 04:21AM
Training_Cloud_Env Complete 12/16/22 04:49AM

^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

Pre-Install Instructions: None

Post-Install Instructions: None

January 4 2023 Software Updates Installation Page: 9
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Problem Description:
Requests resolved by this update.

Colleague Core/General

CR-000164674 Self Service User Profile – Confirm boxes still show when
there is no information
PD0003689 Unable to import sitemap into Self-Service if prior release
is a point release
Proxy Profile pages had various display issues.

Colleague Finance

PD0003050- The Budget Worksheet page in Self-Service does not display
when there are filters defined
PD0002807 – Financial Query Detail CSV Export does not include
estimated opening balances
Financial Aid

Improve performance for the Award Letter History page
Incorrect wording in the header on the College Financing Plan for Net
Human Resources

CR-000184945: Self-Service 2.35.1/API 1.35.2 – overtime not displayed
correctly on supervisor view
CR-000185017: Colleague HR Self-Service Leave Approval – Prevent
Supervisor from Creating Duplicate Leave Request Approvals
Student & Student Planning

CR-000153760 Resolve Cache Issue in Student Planning.

CR-000172196 Self Service – Student Planning: Registration priority
dates/times potentially ignored.

CR-000172397 Student Planning fails to load when there are duplicate
DEGREE_PLAN_TERMS records.

CR-000184779 Self-Service Course Catalog: Bad Courses data can
incorrectly cause the Course to be marked as the wrong course type in
web cache.

CR-000183597 Self-Service Faculty Grading – “Please enter a valid
date” error for Canadian customers with yyyy/MM/dd or yy/MM/dd date
formats.

PD0002120 Sections with meeting time(s) of 12AM or 1AM are not loaded
in Course plan (Calendar view).

PD0004654 Quick Registration: An error is generated, and no Quick
Registration banner is displayed for a student with no
student.acad.cred records.

PD0004658 Grade recorded on Drop Roster can disappear from display.

January 4 2023 Software Updates Installation Page: 10
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

This update includes foundational changes for a future delivery of
cross registration in the Ellucian Experience Platform.

The StudentPlanningRepository GetAsync method called through the
StudentController GetPlanningStudent endpoint needed better exception
handling so that when bad data is present in the PERSON or STUDENTS
tables, the affected record is logged for troubleshooting.

January 4 2023 Software Updates Installation Page: 11
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Resolution:
This section provides full details about the new functionality
included in this release as well as how each CR was resolved.

Core/General

CR-000164674 Self Service User Profile will no longer show the confirm
check boxes still when there is no information for the section
(address, email or phones)
PD0003689 The Sitemap Import/Export process will now allow you to
import settings from an earlier release even when the earlier release
is a point release
The following display issues on Proxy Profile pages have been
resolved:

Permission options no longer shows the double line, if not all
categories are enabled on PCXP
The edit icon will correctly display regardless of form factor of the
page
User profile page now prevent entering a chosen name greater than the
max length
Clients may now capture audit log entries when changes are made to key
configuration in Self-Service Site Administration. See additional
information in the Client Impact section.

Colleague Finance

PD0003050- The Budget Worksheet page in Self-Service does display when
there are filters defined
PD0002807 – Financial Query Detail CSV Export now includes estimated
opening balances
Financial Aid

Added indexes for the Award Letter History pages
Updated the wording on the College Financing Plan header from New to
Net
Human Resources

CR-000184945: Self-Service 2.35.1/API 1.35.2 – overtime not displayed
correctly on supervisor view
Colleague Self-Service Time Approval has been updated to display
overtime with the correct number of decimal places on the supervisor
view.

CR-000185017: Colleague HR Self-Service Leave Approval – Prevent
Supervisor from Creating Duplicate Leave Request Approvals
Colleague HR Self-Service Leave Approval has been updated to prevent
supervisors from creating duplicate leave request approvals.

PD0001278: Self-Service Leave Approval page slow loading
Colleague Self-Service Leave Approval has been updated to provide
faster load times.

January 4 2023 Software Updates Installation Page: 12
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Student & Student Planning

CR-000153760 Resolve Cache Issue in Student Planning. Clients reported
an issue where advisors could not see a students update to a degree
plan without logging out and back in. This issue has been resolved so
that a refresh of the advisee details page will refresh with the
students updated.

CR-000172196 Self Service – Student Planning: Registration priority
dates/times potentially ignored. In certain scenarios where section
registration dates were present on the Section Registration Dates
(SRGD) form for a students planned section in addition to standard
term registration dates and a registration priority, Self-Service
could show a registration date and time to a student in Self-Service
that could change to a future registration date and time when the
student logged in to register after the first registration start date
and time. To resolve this issue banners have been added to the Plan &
Schedule cards for sections with dates on SRGD. Text that is editable
in the .resx file has been added to the registration period message
that appears at the top of the Plan & Schedule. This message is meant
to direct students to review their schedule for registration dates
specific to a section. Finally, the registration period banner has
been updated to show only registration priority and term registration
dates.

CR-000172397 Student Planning failed to load when there were duplicate
DEGREE_PLAN_TERMS records. To resolve this issue the Delete Duplicate
Degree Plans (DDDP) process has been updated to give the user options
to resolve duplicate degree plan terms. See DDDP online help and
Student Planning documentation for details.

CR-000184779 Self-Service Course Catalog: Bad Courses data could
incorrectly cause the course to be marked as the wrong course type in
web cache. This issue has been resolved.

CR-000183597 Self-Service Faculty Grading – “Please enter a valid
date” error for Canadian customers with yyyy/MM/dd or yy/MM/dd date
formats. This issue has been resolved.

PD0002120 Sections with meeting time(s) of 12AM or 1AM were not loaded
in Course plan (Calendar view). This issue has been resolved.

PD0004654 Quick Registration: An error message was generated, and no
Quick Registration banner was displayed for a student with no
student.acad.cred records. This issue has been resolved.

PD0004658 Grade recorded on Drop Roster could disappear from display.
This issue has been resolved.

Foundational changes for a future delivery of cross registration in
the Ellucian Experience Platform include updates to registration and
seat management in Colleague. These changes will take effect once
Cross Registration is implemented and Colleague environments are set

January 4 2023 Software Updates Installation Page: 13
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

up to for Cross Registration and Seat Management in Experience.

The StudentPlanningRepository GetAsync method called through the
StudentController GetPlanningStudent endpoint needed better exception
handling so that when bad data is present in the PERSON or STUDENTS
tables, the affected record is logged for troubleshooting. This issue
has been resolved.

January 4 2023 Software Updates Installation Page: 14
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Client Impact:
Documentation updates related to this release
Colleague Self-Service Installation and Administration
Setting Up Student Planning

Audit Logging in Colleague

Accessibility Guide for Colleague User Interface
This section provides implementation information for back-office users
and administrators
and list new Colleague Self-Service pages, roles, and permissions.

CLIENT IMPACT / IMPLEMENTATION

Core / General Self-Service

TECHNICAL IMPLEMENATION (Core/General Self-Service)
Self-Service has been updated to allow audit logging for changes to
configuration settings in Site Administration. Enable the CF
Configuration category on the Enable Envision Audit Logging (EEAL)
form in order for these changes to be logs. Additional information on
how to enable audit logging for Colleague Self-Service can be found at
the Ellucian Documentation Site under Colleague > Colleague
Self-Service > Install > Self-Service Installation and Administration

Audit Log Entries section.

See also the new Audit Logging in Colleague manual under the
Configuration section of Colleague System Administration for complete
information in setting up the Ellucian Audit Broker for Ethos
Integration.

NEW COLLEAGUE UI FORMS AND MENUS

Core

Not applicable.

Colleague Finance

Not applicable.

Financial Aid

Not applicable.

Human Resources

Not applicable.

Student Finance

Not applicable.

January 4 2023 Software Updates Installation Page: 15
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Student & Student Planning

Not applicable

CUSTOM IMPACT

Core

Not applicable.

Colleague Finance

Not applicable.

Financial Aid

Not applicable.

Human Resources

Not applicable.

Student Finance

Not applicable.

Student & Student Planning

Student System Setup – SSS > Student System Web Setup – SWS >
Cross-Registration Parameters (RGCR)

Description / Steps to reproduce:
December 15, 2022 – The following software update has been released
and is available to customers to be installed with the Envision
Release System:


SU023705-1805*48


This software update resolves many changes requests and ideas and
delivers new functionality for Colleague Self-Service General and
Proxy, Colleague Finance, Financial Aid, Human Resources, Student
Finance, Student and Student Planning.

IMPORTANT: You must load all the required supporting updates related
to this release. Please see Starting Document for Colleague
Self-Service 2.38 for details.

Core/General

Additional audit logging capabilities have been expanded in Colleague
Self-Service and can now capture changes to key configuration settings
in Self-Service Site Administration.

January 4 2023 Software Updates Installation Page: 16
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Colleague Finance

Two defects have been resolved with this release.

Financial Aid

Added indexes for the Award Letter History pages
Updated the wording on the College Financing Plan header from New to
Net
Human Resources

When acting as a proxy, individuals are no longer able to take an
action on their own timecard.
When acting as a proxy, individuals are no longer able to take an
action on their own leave request.

Student & Student Planning

Foundational work in support of Cross Registration

23/1/4 Software Update Group: 787

SU023687-1805*11

Finance, Student Accounts

Software Update ID Name Release Date Status


SU023687-1805*11 Colleague Registration Billing Update Q4 12/15/22 LIVE

App Environment Install Status Install Date Install Time
Cloud_Env Complete 01/04/23 09:15PM
Conv_Cloud_Env Complete 12/16/22 04:39AM
Dev_Cloud_Env Complete 12/16/22 04:29AM
Hrtest_Cloud_Env Complete 12/16/22 04:54AM
Livesim_Cloud_Env Not Attempted
Test_Cloud_Env Complete 12/16/22 04:17AM
Training_Cloud_Env Complete 12/16/22 04:47AM

^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

Pre-Install Instructions: None

Post-Install Instructions: None

January 4 2023 Software Updates Installation Page: 6
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Problem Description:
Product enhancement delivered with this update:
PE0001579 Capped Tuition/Term Rate limits can now apply to Part-Time
students

Resolution:
PE0001579 In June 2022, we delivered a new capped rate functionality
which went into effect when a student moved from Part-time status to
Full-time status, forgiving forfeiture and charging only the capped
rate. This update delivers a new part-time capped rate functionality
to indicate whether the capped tuition/term rate limits defined on
Tuition Rate Tables (TRTB)/Registration Term Rate Tables (RTRT) apply
to charges for part-time students, as well as full-time students.

Documentation updates related to this release:
Get Started with Colleague AR/CR

Article 000052014 Colleague AR: Registration Billing Capped Rates FAQ

January 4 2023 Software Updates Installation Page: 7
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Client Impact:
Registration Term Rate Tables (RTRT)
A new Capped Rate Limits Apply to Part-Time indicator has been added
to the Registration Term Rate Tables (RTRT) form to indicate whether
the capped rate limits apply to the charges for part-time, as well as
full-time, students. Enter Y if you want to limit the charges of your
part-time students by the value in the Capped Amount field of the
capped rate. For more information on using the new registration term
capped rate functionality, please see Article 000052014 Colleague AR:
Registration Billing Capped Rates FAQ.

Tuition Rate Tables (TRTB)
A new Capped Rate Limits Apply to Part-Time indicator has been added
to the Tuition Rate Tables (TRTB) to indicate whether the capped rate
limits apply to the charges for part-time, as well as full-time,
students. Enter Y if you want to limit the charges of your part-time
students by the value in the Capped Amount field of the capped rate.
For more information on using the new tuition-capped rate
functionality, please see Article 000052014 Colleague AR: Registration
Billing Capped Rates FAQ.

Registration Table Report (RRTR)
The Registration Table Report (RRTR) process now displays the Capped
Rate Limits Apply to Part-Time indicator entered on the Tuition Rate
Tables (TRTB) or the Registration Term Rate Tables (RTRT).

Rate Table Copy (RTCP)
The Rate Table Copy (RTCP) process now copies the Capped Rate Limits
Apply to Part-Time indicator for both Tuition and Registration Term
Rate Tables.

Registration Refund Formula Reset (RRFR)
The Registration Refund Formula Reset (RRFR) process now correctly
populates both the high-level association and the low low-level
association so refunds can be calculated correctly for capped tuition
rates.

The following files were redelivered:

TUITION.RATE.TABLES
REG.TERM.RATE.TABLES

The following processes were redelivered:

ARB037
ARP035 (TRTB)
ARP038 (RTRT)
ARR007
S.CALC.GROUP.REG.BILL
S.COPY.RATE.TABLES

January 4 2023 Software Updates Installation Page: 8
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Description / Steps to reproduce:
December 15, 2022 – The following software update has been released
and is available to clients to be installed with the Envision Release
System:


SU023687-1805*11 – Colleague Registration Billing Update 2022-4 Update


This update delivers a new part-time capped rate functionality to
indicate whether the capped tuition/term rate limits defined on
Tuition Rate Tables (TRTB)/Registration Term Rate Tables (RTRT) apply
to charges for part-time students, as well as full-time students.

23/1/4 Software Update Group: 787

SU023160-1805*12

Core

January 4 2023 Software Updates Installation Page: 4


Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Client Impact:
The defects and enhancements resolved in this release no longer
require customization or maintenance as they are now part of the
baseline product.

Clients will be able to receive usernames from an identity management
solution in Colleague and populate the existing person record with the
pre-defined username. See the Resolution and Technical Implementation
sections for more information.

TECHNICAL IMPLEMENTATION

To extend the Ethos persons API for IDENTITY.DATA you will first need
to add IDENTITY.DATA as an associated cofile of person on File
Specifications (RFSP). This step must be taken due to a defect with
EAEV that has been logged as PD0004214. Once this is done use the
Ethos API Extensions (EAEE) to extend the persons API to write to
IDENTITY.DATA. This allows the identity provider to use the API to
write the username to Colleague.

On WUIP set the User ID Gen Method to CG Custom Generated and
populate the User ID Subroutine field with S.GET.IDD.USERNAME. We have
delivered this subroutine for use so that existing processes (Build
Web Registry processes) will look at the IDENTITY.DATA table for the
username instead of generating a new username.

Use IDFR to generate savedlists of person ids to be used with the
Build Web Registry processes to populate the IDD.USERNAME sent from
your identity management solution.

These instructions are published in knowledge article KB000501912.

NEW FORMS

Core Setup/Utilities – CS > Core Web Setup – CWS > Identity Data File
Report (IDFR)
CUSTOM IMPACT

Clients will no longer have to maintain custom code workarounds for
the defects and enhancements resolved in this release.

Description / Steps to reproduce:
December 15, 2022 – The following software update has been released
and is available to customers to be installed with the Envision
Release System:


SU023160-1805*12


This update will deliver resolution for several change requests and/or
new or updated utilities.

Product Defects Resolved

January 4 2023 Software Updates Installation Page: 5
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

45645.81 FAMD help needed improvement. The help for the Children of
Both Spouses and Relate to Spouse as fields was updated to clarify in
what scenarios relationships would need to be resolved.

PD0002630 Student name was missing from CSV report when ACDR was run
in delete mode. This issue has been resolved.

PD0004322 For SaaS clients, on Electronic Transfer File (ELFT) form,
the user was not able to change File Type field.
The File Type field can now be changed.

The following online help required updates:

  • The Academic Roster Inquiry (RSTR) form was missing online help.
    This issue has been resolved.
  • The De-Registration (DREG) online help required updating to
    clarify how rules are evaluated. This issue has been resolved.
  • The Batch Academic Evaluation (BEVL), Batch Proposed Program
    (BPRP), and Batch Fast Path Analysis (FPAT) online help for the
    Include Code required updating to be consistent with the same field on
    Evaluate Student Program (EVAL). This issue has been resolved.

Clients requested the ability to record login information sent from an
identity management solution acting as the authoritative source for
usernames, using Ethos APIs, so that Colleague usernames could be
updated with information from the identity management solution. This
enhancement is delivered with this update. See the Resolution and
Technical Implementation sections for more information.

Documentation Updates
Get Started with Colleague Core

23/1/4 Software Update Group: 787

SU022946-1805*13

Financial Aid

January 4 2023 Software Updates Installation Page: 1

Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Software Update ID Name Release Date Status


SU022946-1805*13 2022 FA Enhancements 12/15/22 LIVE

App Environment Install Status Install Date Install Time
Cloud_Env Complete 01/04/23 09:18PM
Conv_Cloud_Env Complete 12/16/22 04:42AM
Dev_Cloud_Env Complete 12/16/22 04:32AM
Hrtest_Cloud_Env Complete 12/16/22 04:58AM
Livesim_Cloud_Env Not Attempted
Test_Cloud_Env Complete 12/16/22 04:21AM
Training_Cloud_Env Complete 12/16/22 04:50AM

^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

Pre-Install Instructions: None

Post-Install Instructions: None

Problem Description:
Clients reported several issues and requested several enhancements to
the Financial Aid module within Colleague. The purpose of this project
was to identify and resolve high priority change requests that provide
high value to institutions.

See the Description section for more information about functionality
added and resolved with this software update.

Resolution:
Clients can run their financial aid processes more efficiently with
enhanced functionality and without issues within the Financial Aid
module.

NEW COMPUTED COLUMNS:
SA.DL.YEARS -Returns when a student has received a direct loan
(excluding PLUS) within the last 5 years.
Returns the same codes as computed column SA.PELL.YEARS.

CUSTOM IMPACT
Not applicable.

January 4 2023 Software Updates Installation Page: 2
Software Update Group: 787 – Ellucian install via list Status: Complete
Detail

Client Impact:
This software update adds and resolves high priority enhancements and
issues that clients were experiencing within the Financial Aid module.

See the Description section for a complete list of the resolved change
requests.

The following documentation has been updated as part of this software
update:

INAS PROFILE Processing

Description / Steps to reproduce:
December 15, 2022 – The following software update has been released
and is available to customers to be installed with the Envision
Release System:


SU022946-1805*13


The 2022 Financial Aid Enhancements software update is the main
release for resolving high-importance
change requests within the Financial Aid module. This software update
provides new and enhanced functionality within the FA module,
including the following:

PE0001133 DLAN and CODT allow duplicate disbursement dates to be
entered
PD0003019 Extra $0.00 entries created in FA.AWARD.HISTORY for Pell
PD0003118 Cost of Attendance (COA) is not updating in AIDE when
override a budget component on SBCA
PD0003255 Record Lock on FASI with the CS.ACYR file that causes an
ending loop of retry
PE0001386 Identify if student received Direct Loan in UEH review
Addressed a refreshing issue of the CB/INST amounts when adding a
component on the SBCA form
Updated the NCP Override field on PRCD form as display only for 2023
and later
Nulling out the Not Enrolled value for Attended Code for PFIXX form
for 2023 and later when sending to JSON