requirements catalogue: ox.6 administer funding …

6 Administer Funding

Requirement

Ref

Requirement Description MoSCoW Originator Notes

REQUIREMENTS CATALOGUE: Ox.6 ADMINISTER FUNDING

PROCESS: Ox.61 REGISTER FUNDING AGENCY

Ox.61.RQ001 It will be possible for funding agencies to register as a funding body within PRAM using

registration form.

C UoO Could be organised centrally so

information is available through PRAM to

all HEIs.

Ox.61.RQ002 Configurability will ensure that different types of registration form can be issued. C UoO

Ox.61.RQ003 Configurability will enable university-based funding administrators to complete registration

details on behalf of the funding agent .

C UoO

Ox.61.RQ004 Data will be validated upon entry and submission to ensure mandatory fields are completed

and that data is entered in the correct format.

C UoO

Ox.61.RQ005 If 'mandatory fields are not completed', or 'data is not in the correct format', the user will

be prompted to go back to 'failed field(s)' and cannot resubmit until the submission passes

validation.

C UoO

Ox.61.RQ006 When a university-based funding administrator enters information on behalf of a funding

agency, there will be the facility to forward to the funding agency for approval prior to

upload.

C UoO

Ox.61.RQ007 The System will be configurable so that users can be prompted at regular intervals to check

the information they have provided is still current.

C UoO

Ox.61.RQ008 Configurability will enable 'prompts to check information' to continue until the user

'resubmits their data - amended or not amended'.

C UoO On submission a prompt appears asking

the user to confirm that details have been

checked and are up to date.

Ox.61.RQ009 Configurability will enable university-based funding administrators to check information on

behalf of the funding agent .

C UoO

Ox.61.RQ010 When a university-based funding administrator check information on behalf of a funding

agency, there will be the facility to forward to the funding agency for approval prior to

upload.

C UoO

Ox.61.RQ011 Configurability will enable 'extra questions' to be included or 'questions to be changed' ( by

'removing original question from the form, and everyone's answer', then 'adding a new

question') as requirements of those administering funding change.

C UoO

Under review University of Oxford


Requirement

Ref


Ox.61.RQ012 Configurability will enable users to be prompted to enter information into a new field(s),

whenever the online form is changed. The prompt will identify the changes that have been

made, so the user can go straight to the question(s) that has/have been added.

C UoO

Ox.61.RQ013 Configurability will enable university-based funding administrators to complete new or

changed fields on behalf of the funding agent either as individual entries or for a batch of

registrations.

C UoO

Ox.61.RQ014 When a university-based funding administrator completes new or changed information on

behalf of a funding agency, there will be the facility to forward to the funding agency for

approval prior to upload.

C UoO

Ox.61.RQ015 When the form is submitted after a review where an extra field is included, a validation

check will ensure that required data had been entered.

C UoO



Requirement

Ref


PROCESS: Ox.62 REGISTER FUNDING AVAILABLE AND CONDITIONS FOR COHORT

Ox.62.RQ001 Funding agency user (or university-based funding administrator acting on their behalf

Ox.61.RQ 003) will be able to record information on types of funding being offered.

C UoO Could be organised centrally so

information is available through PRAM to

all HEIs. (Data includes: Award Type ID;

Award Calendar; Award Rules (e.g. when

payment is to be stopped, increased,

decreased, Completion date, Suspension

date definition, Eligibility data (includes:

Which cohorts of students are eligible.

Rules for 2011/ 12 entry will be different

to those for 2012/ 13 entry). Reports

required by agency and time data is due.

Non student-specific scholarship items

related to fund - this is important as it

allows non student-specific scholarship

costs to be identified in PRAM and can

then be included in management

information reports.

Ox.62.RQ002 Configurability will ensure that data requested is relevant to the type of funding offered. C UoO The forms that capture data on Awards,

Grants and Allowances can be different.

Ox.62.RQ003 Configurability will enable university-based funding administrators to record information

on types of funding being offered on behalf of the funding agent .

C UoO

Ox.62.RQ004 Data will be validated upon entry and submission to ensure mandatory fields are completed

and that data is entered in the correct format.

C UoO

Ox.62.RQ005 If mandatory fields are not completed, or data is not in the correct format, the user is

prompted to go back to field - they cannot resubmit until data entry passes validation.

C UoO



Requirement

Ref


Ox.62.RQ006 When a university-based funding administrator record information on types of funding on



C UoO

Ox.62.RQ007 The system will be configurable so that users can be prompted at regular intervals to check

the information they have provided is still current.

C UoO

Ox.62.RQ008 Configurability will enable prompts to check information on types of funding to continue

until the provider resubmits their checked information.

C UoO

Ox.62.RQ009 Configurability will enable university-based funding administrators to check information on

types of funding on behalf of the funding agent .

C UoO

Ox.62.RQ010 When a university-based funding administrator check information on types of funding on



C UoO

Ox.62.RQ011 Configurability will enable 'extra questions' to be included or 'questions to be changed' on

types of funding ( by 'removing original question from the form, and everyone's answer',

then 'adding a new question') as requirements of those administering funding change.

C UoO

Ox.62.RQ012 Configurability will enable users to be prompted to enter information into a new field(s),

whenever the online form is changed. The prompt will identify the changes that have been

made, so the user can go straight to the question(s) that has/have been added.

C UoO

Ox.62.RQ013 Configurability will enable university-based funding administrators to complete new or

changed fields on behalf of the funding agent either as individual entries or for a batch of

registrations.

C UoO

Ox.62.RQ014 When a university-based funding administrator completes new or changed information on



C UoO

Ox.62.RQ015 When the form is submitted after a review where an extra field is included, a validation

check will ensure that required data had been entered.

C UoO

Ox.62.RQ016 Configurability will enable University based funding administers to be advised when specific

information in a funding agency's form is changed. The prompt will identify the changes

that have been made so the user can review the new details provided.

C UoO Would help draw attention to changes in

terms and conditions of funding.



Requirement

Ref


Ox.62.RQ017 Only if funding is available to an HEI unit '(i.e. University, Division, Faculty / Department,

Programme, College) will details be visible to Funding administrator users within that unit.

C UoO

PROCESS: Ox.63 ALLOCATE PRIZE / STUDENTSHIP

Ox.63.RQ001 The system will be configurable so users in can create application forms which can be used

for students applying for specific studentships.

C UoO Applicants may be asked by department

to provide certain information when they

apply for studentship e.g. (i) names of

supervisors / project areas they are

interested in, (ii) details of research

experience, (iii) research proposal /

personal statement.

Ox.63.RQ002 It will be possible for students to submit a completed application form and upload other

documents required as part of their studentship application.

C UoO

Ox.63.RQ003 It will be possible to prompt students to (i) revisit and resubmit an application/ (or part of

their application) and (ii) upload additional supporting information.

C UoO

Ox.63.RQ004 It will be possible to upload student responses into PRAM so that fields in the application

can be compared and funding needs assessed.

C UoO

Ox.63.RQ005 PRAM can be configured to record ' assessment criteria' including criteria used to compare

applicants in competitions for scholarships.

C UoO

Ox.63.RQ006 It will be possible to report on information provided by applicants and invite eligible

candidates to take part in competitions.

C UoO

Ox.63.RQ007 If will be possible to record within PRAM the results of competitions C UoO For example, staff involved and

candidates score (there may be 5 people

on the interview panel each of whom

scores candidate out of 5. Maximum

score therefore 25).



Requirement

Ref


Ox.63.RQ008 The user will be able to use PRAM to allocate prize / studentships based on fulfilment of

assessment criteria .

C UoO Allocation of prize could be made by

Programme Administrator or DGS. As a

result of allocation outcomes for a

student might include: Offer; Rejection;

Alternative Offer; Advice - such as other

scholarships being considered.

Ox.63.RQ009 Users will be able to configure results tables so that they capture 'Other information' that is

helpful when allocating a scholarship.

C UoO Information that is useful includes: (i)

Eligibility for restricted scholarship (i.e.

residency and citizenship). Studentships

are allocated to highest ranking applicants

using restricted studentships where

possible, and open studentships where

not. (ii) Other sources of funding applied

for - if student successful this may free up

their departmental studentship.

Ox.63.RQ010 If Student is made offer, a link in email allows them to 'Accept' or 'Reject' offer. C UoO

Ox.63.RQ011 Configurability will enable students' 'acceptance of funding offer' to be sent to the correct

recipient

C UoO Acceptance information may require use

of Je-S interface in some circumstances

and not in others.

Ox.63.RQ012 Configurability will enable students' 'acceptance of funding offer' to be forwarded in the

correct format.

C UoO

Ox.63.RQ013 Acceptance of funding offer' information may be forwarded either (i) for individual

students or (ii) as a batch.

C UoO

Ox.63.RQ014 The system will be configurable so when a student declines a funding offer it will be

possible to make the funding offer to another student by means of waitlist facility or

equivalent.

C UoO Generally waitlist would be configured in

a similar manner to Unit's results table

used for allocating a scholarship.



Requirement

Ref


PROCESS: Ox.631 INTERNALLY APPROVE AWARD OFFERS

Ox.631.RQ001 Configurability will enable local users to utilise their own methods of selection. C UoO For example, ranking or banding

Ox.631.RQ002 Where ranking is used, PRAM will automatically calculate a student's ranking or joint

ranking.

C UoO Number of competitors will be

automatically displayed

Ox.631.RQ003 Where ranking is calculated the User can opt for selection to be automated or previewed. C UoO

Ox.631.RQ004 Local superuser can stipulate any approvals that are required. C UoO Approvers might include: DGS;

Department/ Faculty, Divisional Board

(approval data entered by administrator);

Funding Team (if any students are also

being considered for other awards /

scholarships; College (if competition rules

stipulate funding linked to College Place).

Ox.631.RQ005 If approvals are required, the local superuser can stipulate 'approval options'. C UoO Approvers' Options defined by

Administrator / DGS. (Possibly three

options at line Level - Line Approved, Line

not approved, put line 'On hold' with

Comments).

Ox.631.RQ006 If approvals are required, the local superuser can stipulate 'approval sequence'. C UoO

Ox.631.RQ007 Method / views used to review items and make approvals can be defined by approver. C UoO Number of items received and requiring

review will vary from user to user.

Summary list and

Drill Downs may be preferred option in

many instances.



Requirement

Ref


PROCESS: Ox.632 NOTIFY STUDENT OF COMPETITION RESULTS

Ox.632.RQ001 It will be possible for local administrators to call up list competition results screen and to

indicate students to notify of competition results

C UoO

Ox.632.RQ002 Configurability will enable user to either use standard or bespoke emails for individual

student or for student batch.

C UoO

Ox.632.RQ003 Administrators can create 'new standard emails' for future use C UoO For example for a new standard email for

a particular studentship.

Ox.632.RQ004 Prior to the email being sent the sender will be able to confirm that email should be sent;

confirmation of action prompt(s) will list recipients and give content of email

C UoO



Requirement

Ref


PROCESS: Ox.64 DISSEMINATE STANDARD GRANT PAYMENTS RECEIVED BY DEPARTMENT

Ox.64.RQ001 Configurability will enable administrators to be automatically prompted when any

'calculation of grant level' is due

M UoO

Ox.64.RQ002 Configurability will enable grant allocations to students to be automatically calculated

based on entered rules

M UoO

Ox.64.RQ003 Configurability will enable allocations to students to be automatically entered or not. M UoO

Ox.64.RQ004 Configurability will enable 'allocations to students that are automatically entered' to be

amended if required either as (i) individual cases or (ii) as a batch.

M UoO



Requirement

Ref


PROCESS: Ox.641 INTERNALLY APPROVE DISSEMINATION

Ox.641.RQ001 Once grant allocation values are entered and checked the User is able to use PRAM to

create a 'grant allocation approval list'.

M UoO

Ox.641.RQ002 Grant allocation approval list' will be configurable so local superuser can stipulate fields

included.

Fields may include: Student ID, student

name, value of allocation, schedule of

payments, terms of funding.

Ox.641.RQ003 Local superuser can stipulate any approvals that are required. M UoO Approvers might include: DGS;





scholarships; Finance.

Ox.641.RQ004 If approvals are required, the local superuser can stipulate 'approval options'. M UoO Approvers' Options defined by




Comments).

Ox.641.RQ005 If approvals are required, the local superuser can stipulate 'approval sequence'. M UoO

Ox.641.RQ006 Method / views used to review items and make approvals can be defined by approver. M UoO Number of items received and requiring


Summary list and


many instances.



Requirement

Ref


PROCESS: Ox.642 NOTIFY STUDENT OF GRANT ALLOCATION

Ox.642.RQ001 It will be possible for local administrators to call up 'Grant allocations status screen' and to

indicate students to notify of grant payment(s)

M UoO



M UoO

Ox.642.RQ003 Administrators can create 'new standard emails' for future use M UoO For example for a new standard email for

a particular grant.



M UoO



Requirement

Ref


PROCESS: Ox.65 ADMINISTER ALLOWANCES

Ox.65.RQ001 Students will be able to use PRAM to identify allowances they are eligible for. M UoO Process 62 Register Funding Available and

Conditions for Cohorts will capture

eligibility criteria for allowances. Where

student meets eligibility criteria they are

offered prompt to apply for the allowance

Ox.65.RQ002 It will be possible to use PRAM to generate different application forms which can be used

by students applying for sources of funding. Each allowance can its own application form.

M UoO

Ox.65.RQ003 It will be possible for students to submit a completed application form and upload other

documents required as part of their application for an allowance.

M UoO

Ox.65.RQ004 It will be possible to upload student responses into PRAM so that fields in the application

can be compared and funding needs assessed.

M UoO

Ox.65.RQ005 Configurability will enable Funding Administrators to be prompted either (i) when an

allowance deadline is due or(ii) as individual applications are received.

M UoO

Ox.65.RQ006 The Funding Administrator will be able to access applications using links in workflow screen

and in any email prompt

M UoO

Ox.65.RQ007 Configurability will enable allowances to students to be either (i) awarded automatically if

eligibility matrix is complete or (ii) to be allocated following assessment.

M UoO

Ox.65.RQ008 Configurability will enable 'allocations to students that are automatically entered' to be

amended if required either as (i) individual cases or (ii) as a batch.

M UoO

Ox.65.RQ009 PRAM can be configured to record any 'assessment criteria' including criteria used to

compare applicants for allowances.

M UoO

Ox.65.RQ010 The user will be able to use PRAM to allocate allowances based on fulfilment of assessment

criteria .

M UoO

Ox.65.RQ011 Users will be able to configure results tables so that they capture 'Other information' that is

helpful when allocating an allowance.

M UoO

Ox.65.RQ012 If will be possible to record within PRAM the results of any assessment. M UoO



Requirement

Ref


Ox.65.RQ013 It will be possible for the Funding Administrator to prompt students to (i) revisit and

resubmit an application (or part of their application) and (ii) upload additional supporting

information.

M UoO

PROCESS: Ox.651 INTERNALLY APPROVE ALLOWANCES

Ox.651.RQ001 Once allowance decisions have been entered and checked the User is able to use PRAM to

create a 'allowance approval list'.

M UoO

Ox.651.RQ002 allowance approval list'. will be configurable so local superuser can stipulate fields

included.

Fields may include: Student ID, student

name, value of allowance, schedule of

payments, terms of funding.

Ox.651.RQ003 Local superuser can stipulate any approvals that are required. M UoO Approvers might include: DGS;





scholarships; Finance.

Ox.651.RQ004 If approvals are required, the local superuser can stipulate 'approval options'. M UoO Approvers' Options defined by




Comments).

Ox.651.RQ005 If approvals are required, the local superuser can stipulate 'approval sequence'. M UoO

Ox.651.RQ006 Method / views used to review items and make approvals can be defined by approver. M UoO Number of items received and requiring


Summary list and


many instances.



Requirement

Ref


PROCESS: Ox.652 NOTIFY STUDENT OF ALOWANCES

Ox.652.RQ001 It will be possible for local administrators to call up 'Allowance applications status screen'

and to indicate students to notify of allowance(s)

M UoO

Ox.652.RQ002 Configurability will enable each student to receive either (i) a single notification giving

details of all allowances just confirmed or (ii) individual notifications for each allowance.

M UoO



M UoO


a particular allowance.



M UoO



Requirement

Ref


PROCESS: Ox.66 ORGANISE PAYMENTS NOTIFY STUDENT OF ALOWANCES

Ox.66.RQ001 Once funding payments have been 'approved,' the user will be able to upload 'details of

funding payments' BOTH (i) as a self-selected batch and (ii) as individual cases.

M UoO Details of funding payment' may include:

source, source ID, amount, project code

ID if relevant (If details of Funding Source

not on system User will need to record

them using Process 62 Register Funding

Available)

Ox.66.RQ002 Rules will be built into PRAM so that funding level values automatically pre-populate

against fee fields.

M UoO Funding level values will need to be

entered against (i) 'Maintenance

allowance', (ii) 'University tuition fee' and

(iii) 'College fee', plus any other 'Fee' or

'Deposit' field applicable to the student

and their programme. (See requirements

for population of fees data

Ox.1111.RQ003 and Ox112.RQ001).

Ox.66.RQ003 Configurability will enable 'values of funding payments' BOTH (i) to pre-populate

automatically (and be editable) and (ii) be entered manually (and be editable).

M UoO Figures that pre-populate must always be

editable.

Ox.66.RQ004 It must be possible for administrators to identify figures that have been (i) edited following

automatic prepopulation and (ii) manually entered using an audit trail facility.

M UoO Would identify who made change and

when (time / date).

Ox.66.RQ005 Once 'figures' for 'Year n' are known, 'estimates' for 'subsequent years' self-populate but

can later be amended when new year's rules for the 'student's cohort' apply.

(Configurability will enable users to adjust pre-populated figures or to opt to enter cohort

or individual figures manually).

M UoO 1. Each cohort will have different rules. 2.

For any cohort you can only estimate

figures for subsequent years as sources of

additional funding may change.

Ox.66.RQ006 Estimated figures for subsequent years whether pre-populated, edited or entered manually

will always be flagged so Users are aware these are just estimates and will be adjusted

when 'real figures' are known.

M UoO

Ox.66.RQ007 When 'real figures' are know it will be possible to run reports to show the difference

between the ' estimated value' at 'different times' and the real value of the funding.

M UoO Related Process Area 69 Report on

Funding



Requirement

Ref


Ox.66.RQ008 It will be possible to run reports for any unit (e.g. programme, faculty / department,

division, college, studentship) that will identify mismatches between 'fees payable' and

'funding awarded'

M UoO Any gaps will need to be covered so the

student is fully-funded. The way in which

the balance is made up varies from unit to

unit. (Related Process Area 69 Report on

Funding)

Ox.66.RQ009 Configurability will enable users to determine field captured and field headings viewed in

reports to identify mismatch between 'fees payable' and 'funding awarded'.

M UoO Related requirements Ox1313 RQ0003,

Ox1313 RQ0004.

Ox.66.RQ010 Students with a mismatch between 'fees payable' and 'funding awarded' will be flagged.

Configurability will enable user-prompts to built into PRAM so users are prompted to enter

'details of how balance is to be made up'.

M UoO Details of how balance is to be made up

may include: source, source ID, amount,

project code ID if relevant. (If details of

Funding Source not on system User will

need to record them using Process 62

Register Funding Available)

Ox.66.RQ011 Details of how balance is to be made up' may either be entered for a batch of students or

as individual cases.

M UoO A batch might be a 'year group with a

particular studentship or having funding

from a particular source' or a 'cohort in a

particular programme or faculty /

department, division, college.

Ox.66.RQ012 It will be possible to run reports to give 'details of how balance has been made up' for any

particular unit (e.g. programme, faculty / department, division, college, studentship)

M UoO Related Process Area 69 Report on

Funding

Ox.66.RQ013 Configurability will enable users to determine field captured and field headings viewed in

reports that give 'details on how balance has been made up'.


Ox1313 RQ0004.

Ox.66.RQ014 It will be possible apportion payments over different time periods, based on the payment

calendars stipulated by the funding provider.

M UoO Payment calendar and apportioning rules

for a particular cohort, for a particular

source of funding should have previously

been recorded using Process 62 Register

Funding Available.



Requirement

Ref


Ox.66.RQ015 It will be possible to internally approve payment schedules either as a batch or as individual

cases.

M UoO A batch might be a 'year group with a

particular studentship or having funding

from a particular source' or a 'cohort in a

particular programme or faculty /

department, division, college, '

Ox.66.RQ016 Once payment schedules have been internally approved students will be notified of their

payment schedule.

M UoO

Ox.66.RQ017 Users involved in 'making payments to students' or 'transferring money to another account

within the Collegiate University' will be able to configure PRAM to prompt them at specific

times OR after specific events to run payment report.

M UoO Collegiate University is a broader term

than University; it includes the Colleges

and Private Permanent Halls (PPHs) all of

whom will have their own accounts and

finance systems. See Process Map 66 -

Check Payment Type for more details.

Ox.66.RQ018 It will be possible to use PRAM to approve individual lines in a payment transfer report.

(Lines in a report can be left unapproved if the student has left).

MMM UoO Payments must not be made in error to

students who are not eligible.

Ox.66.RQ019 Configurability will enable users to determine field headings, 'approvals required', 'approval

sequence' and 'approval options'.

MMM UoO Related requirements Ox1313 RQ0003,

Ox1313 RQ0004, Ox1313 RQ0005 and

Ox1313 RQ0006. Approval options may

include Line approved, Line not approved,

On hold -with comments



Requirement

Ref


Ox.66.RQ020 Configurability will enable particular users to be notified if a payment is unapproved. M UoO Users that may need to be notified

include: College administrator, Supervisor,

DGS, Programme administrator,

Department / Faculty Administrator,

Divisional Administrator, Funding

administrator so they all know that no

payment is being made and can action

any follow up tasks including double-

checking student circumstances.

Ox.66.RQ021 Configurability will enable payments approved report to be either forwarded or uploaded

so that payments can be made.

M UoO There are different finance systems

(University Finance and then also College

Finance Systems, plus some others

operated locally) so forwarding of csv files

in some cases might be necessary. For

Central Finance opt for automatic upload

if feasible.



Requirement

Ref


PROCESS: Ox.661 INTERNALLY APPROVE PAYMENT SCDEDULE

Ox.661.RQ001 Configurability will enable users to determine field headings, 'approvals required', 'approval

sequence' and 'approval options' for 'Payment Schedule Approval list'


Ox1313 RQ0004, Ox1313 RQ0005 and

Ox1313 RQ0006. Approvers will vary but

might include:

Funding Administrator

Student Data Management and Analysis

(SDMA).

Finance.

(Possibly DGS; Department/ Faculty,

Divisional Board - approval data entered

by local administrator). (Colleges would

need to approve their own bursaries

only). Approval options may include Line

approved, Line not approved, On hold -

with comments

Ox.661.RQ002 Users who need to view 'Payment schedule approval status' for their students or groups of

students would be able to do so using a search screen.

M UoO All users listed in Ox.66.RQ016 plus

others.

Ox.661.RQ003 PRAM will be configurable so that User Prompts to review 'Payment Schedule Approval list'

can be (i) through workflow screen and / or (ii) through email notification. (Largely

dependant on number of prompts received).

M UoO Related requirement: Ox.131.RQ003

Ox.661.RQ004 If User receives 'User Prompts to review 'Payment Schedule Approval list' ' BOTH (i)

through workflow screen and (ii) through email notification, they have the option to switch

off email notifications.


Ox.661.RQ005 When 'User Prompts to review 'Payment Schedule Approval list' are received as 'Email

notification', Users have the option to receive notifications as individual emails, as 'daily

digest' or 'weekly digest'.




Requirement

Ref


Ox.661.RQ006 PRAM will be configurable so that 'Email notification prompts to review 'Payment Schedule

Approval list' can be either automated (including set text and extracted data field

information required by User) or issued as bespoke emails for User group or individual user.


Ox.661.RQ007 PRAM will be configurable so users can make use of summary lists and drill downs, if

required in the review.


Ox.661.RQ008 Defaults 'Approval Status on the 'Payment Schedule Approval list' can be set by the User M UoO Requires Local Superuser Access Rights.

Example might be all lines are

automatically ticked. If tick removed

could unapprove line or put on hold.

PROCESS: Ox.662 NOTIFY STUDENT OF PAYMENT SCHEDULE

Ox.662.RQ001 It will be possible for local administrators to call up the payment schedule approved screen

and to indicate students to notify of payment schedules.

M UoO

Ox.662.RQ002 Where more than one type of payment is to be made the administrator will be able to

select which schedules to communicate.

M UoO Default might be a summary of all

payments to be made against all fees and

deposits.

Ox.662.RQ003 It will be possible for local administrators to call up the 'payment schedule - not-approved

screen' (and to indicate students to notify of non-approval if necessary - normally this

would not be required).

M UoO

Ox.662.RQ004 It will be possible for local administrators to call up the 'payment schedule - on-hold / not

reviewed screen' so that approvers can be chased up.

M UoO


student or for student batch. Payment schedule would be automatically inputted for each

student.

M UoO


a particular studentship.



M UoO



Requirement

Ref


PROCESS: Ox.67 AMEND PAYMENT VALUE

Ox.67.RQ001 It must be possible for the system to identify whenever a student is being under or

overpaid

M UoO

Ox.66.RQ002 It must be possible to readjust the payment schedule so that payment is correct ( and

timing of payment is optimised)

M UoO

PROCESS: Ox.68 AMEND PAYMENT TIMING

Ox.67.RQ001 It must be possible for the system to identify whenever scheduling of payments to student

is not in line with conditions of funding.

M UoO

Ox.66.RQ002 It must be possible to readjust the payment schedule so that it fits conditions of funding. M UoO

PROCESS: Ox.671 INTERNALLY APPROVE ADJUSTED PAYMENT SCDEDULE

Ox.671.RQ001 It must be possible to internally approve new payment schedule if payment levels and / or

timing of payments needs to be adjusted

M UoO Same principles as 661

PROCESS: Ox.672 NOTIFY STUDENT OF ADJUSTED PAYMENT SCHEDULE

Ox.662.RQ001 It must be possible to notify student of an adjusted payment schedule. M UoO Same principles as 662



Requirement

Ref


PROCESS: Ox.69 REPORT ON FUNDING

Ox.69.RQ001 Additional groups, other than those involved directly in administration of funding, will have

access for reporting purposes

M UoO Standard users may include Programme

Administrator; Department Administrator,

Director of Graduate Studies; Studentship

Administrator; Funding Administrator;

Divisional Administrator; University

Administrator; Student Financial Support;

Graduate Admissions and Funding,

Student Data Management and Analysis.

Ox.69.RQ002 Users will be able to control access of 'additional groups' to data under their jurisdiction. M UoO

Ox.69.RQ003 Each group of users will be able to define their own Standard reports M UoO

Ox.69.RQ004 Individual users will be able to define Ad-hoc reports M UoO

Ox.69.RQ005 Users will be able to call a Report on Funding and Fees Screen and select fields which

required in the report.

M UoO For standard reports these fields will

already be selected. Data may include:

Student ID, Programme Name, Award,

Nationality, College; University Fee,

College Fee, (and any University and

College Continuation Fees) Fee liability

(i.e. the number of terms fees are paid);

expected length of course, when

payments are due, value of payments,

enrolment date, completion date,

suspensions ( and funding agency specific

(i)

enrolment and completion dates and (ii)

suspensions - identifying suspension due

to maternity / paternity leave)



Requirement

Ref


Ox.69.RQ006 After submitting request the User will be asked to confirm content. M UoO

Ox.69.RQ007 The report will be displayed in Excel but can be converted to other formats after editing. M UoO

Ox.69.RQ008 It will be possible to capture information for particular 'time periods' using FIXED start- and

end-dates

M UoO For example capturing Funding Agency

Reporting Periods OR payment periods

captured in 62 Register Funding Agency.

Ox.69.RQ009 It will be possible to capture information for particular 'time periods' using NON - FIXED

start- and end-dates, through the use of calendar tool(s).

M UoO

Ox.69.RQ010 Students will be able to use a Search facility to produce reports on their own funding. M UoO Students can search on parameters such

as funding agency, fund, Year / term of

funding; relevant extra funding maybe

eligible for; suspension periods,

completion periods as defined by Funding

Agency; any conditions on funding for

example - thesis content.

Ox.69.RQ011 Students will be able to print off information on their funding. M UoO For example, funding schedules.

Ox.69.RQ012 When funding is allocated through PRAM,PRAM will report on (i) funding packages

allocated to students, (ii) Funding packages not yet allocated and (iii) Funding packages

turned down

M UoO

Ox.69.RQ013 Where funding that can be allocated through PRAM has not yet been allocated (and only if

access rights allow) report will include the name, phone number /email address of: (i) the

person who administers fund; (ii) the person responsible for allocating funding - usually at

faculty/ department or programme level (e.g. a Director of Graduate Studies); (iii) any other

persons involved in agreeing allocation of Funding package (e.g. College Representative

where linked to offer of College Place).

M UoO


requirements catalogue: ox.6 administer funding …

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