STAJ2060 - Export eCAF OS-HELP Details

Purpose	To export OS-HELP Students' data from Callista SMS to eCAF Portal using the API provided by the Government
SubSystem	Statistics
Normally Run By	Statistics specialist
Anticipated Frequency	On demand, when the files are required for statistics processing.
Structure	No Parameters

This job exports the OS-HELP External Study Loans for eligible students’ course enrolment data from Callista SMS to the Government eCAF Site using the API provided by the Department.

The process only exports students when all of the following conditions are met for the Student Course External Study Loan record:

The Loan Scheme is mapped to a Government Student Status of 240 or 241.
The 'OS-HELP eCAF Eligible' indicator is selected in ENRF3900
The 'OS-HELP Exported to eCAF' checkbox is not selected in ENRF3900
The Study Loan Status in ENRF3900 maps to the System Study Loan Status of ECAF-READY.

STAJ2060 is available to all HE, VET and cross sector institutions.

This job is accessed via the main menu.

Parameters

No parameter form is displayed

Notes

No parameters exist for this job. The following message displays:

'No parameters exist for this job. Do you wish to schedule the job to run as soon as possible?'
Selecting “Yes” will schedule the job to run immediately.
Selecting “No” will not run the job nor schedule the job to run.

eCAF Portal Configuration

For the system configuration required to connect Callista with the eCAF Portal, refer to eCAF Portal Configuration.

Processing Overview

The basic processing steps for STAJ2060 are as follows:

Filter out the loan records for export to eCAF.
Loop through the list and process information from each one.
When all records from the list are processed or skipped, create the job summary.

Determine which Records to Export

The Loans that satisfy the following conditions are filtered out:
- Loan Scheme is mapped to a Government Student Status of 240, 241 or 242
- The 'OS-HELP eCAF Eligible' indicator is selected in ENRF3900
- The 'OS-HELP Exported to eCAF' indicator is not selected in ENRF3900
- The Study Loan Status in ENRF3900 maps to the System Study Loan Status of ECAF-READY.
If the loan record has other loans defined within a time period of six months, then this record is not processed.

Source Details for Export for OS-HELP Loan

For each loan, the following details are sourced. If any of the mandatory data fields are missing for a student then that record will not be exported to the Government eCAF site and an error message will be logged to the s_log_entry table. The error message identifies the Student ID and the missing fields.

Field Name	Source	Mandatory	Comments
eCAFType	N/A	Yes	Value sent is ‘OSHelp’
initialEmailAddress	PERSON_GOVT_EMAIL_ADDR_V.EMAIL_ADDR	Yes	This is a custom source view that clients can modify to select the email address from their preferred location.
givenNames	If USI Personal Detail with Transaction Type PROCESSED does not exist: PERSON.GIVEN_NAMES (until the first space) Otherwise, if USI Personal Detail with Transaction Type PROCESSED exists: If Single Name specified: Null Otherwise: USI_PERSONAL_DETAIL.FIRST_NAME	No
middleName	If USI Personal Detail with Transaction Type PROCESSED does not exist: PERSON.GIVEN_NAMES (after the first space) Otherwise, if USI Personal Detail with Transaction Type PROCESSED exists: If Single Name specified: Null Otherwise: If Middle Name specified: USI_PERSONAL_DETAIL.MIDDLE_NAME Otherwise: If USI First Name = start of Person Given Names: PERSON.GIVEN_NAMES (after the first space) Otherwise: Null
familyName	If USI Personal Detail with Transaction Type PROCESSED does not exist: PERSON.SURNAME Otherwise, if USI Personal Detail with Transaction Type PROCESSED exists: If Single Name specified: USI_PERSONAL_DETAIL.SINGLE_NAME Otherwise: USI_PERSONAL_DETAIL.FAMILY_NAME	Yes
hasOneName		Yes	If the Given Names in Callista is null and the Surname is populated, then this field is set to ‘YES’ in the Government eCAF site, otherwise it is set to ‘NO’.
dateOfBirth	PERSON.BIRTH_DT	Yes
residentialStreetAddress	PERSON_ADDR_GOVT_HOME_V. ADDR_PART_1 + PERSON_ADDR_GOVT_HOME_V. ADDR_PART_2	No
residentialSuburb	PERSON_ADDR_GOVT_HOME_V. SUBURB_TOWN	No
residentialState	STAP_GET_GOVT_STATE (PERSON_ADDR_GOVT_HOME_V.POSTCODE, ia.aust_postcode, 'HE')	No	The State is derived based on the Postcode.
residentialPostcode	PERSON_ADDR_GOVT_HOME_V. POSTCODE	No
providerTradingName	ORG_UNIT.DESCRIPTION	No	Description value for the Org Unit of the
campusName	STUDENT_COURSE_ATTEMPT.LOCATION. DESCRIPTION	Yes
studentIdentificationNumber	PERSON.PERSON_ID	Yes
usi	PERSON_USI.USI	No
courseOfStudyCode	CRFC.REFERENCE_CD WHERE RCT.S_REFERENCE_CD_TYPE = ‘CRSOFSTUDY’. If NULL, then use SCA.COURSE_CD	Yes
courseOfStudyName	For the course code and where the rct.s_reference_cd_type = CRSOFSTUDY, return the course_reference_cd.description. If course_reference_cd.description is NULL, then return CRV.SHORT_TITLE	Yes
osStudyType - See further information below.	Set to one of the following: NotInAsia InAsia	Yes	If the Loan Scheme is mapped to a Government Student Status of: 240 then derive NotInAsia 241 then derive InAsia
Amount	STDNT_CRS_EXTERNAL_STUDY_LOAN.LOAN_AMOUNT	Yes	Report the ENRF3900 Amount when the Loan Scheme has a Government Student Status of 240 and 241
citizenship	PERSON_STATISTICS.CITIZENSHIP_CD	Yes	Report the government citizenship code that it is mapped to this in ENRF0140
newZealandSpecialCategoryVisaHolder	NA	Yes	When Citizenship Type = 2 then, newZealandSpecialCategoryVisaHolder is set to ‘true’ otherwise ‘false’
newZealandEnteredAustraliaAsChild	NA	Yes	When Citizenship Type = 2 then, newZealandEnteredAustraliaAsChild is set to ‘true’ otherwise ‘false’
newZealandBecameResident10YearsBefore	NA		When Citizenship Type = 2 then, newZealandBecameResident10YearsBefore is set to ‘true’ otherwise ‘false’
newZealandBeenInAustralia8Of10Years	NA		When Citizenship Type = 2 then, newZealandBeenInAustralia8Of10Years is set to ‘true’ otherwise ‘false’.
newZealandBeenInAustralia18MonthsOfLast2Years	NA		When Citizenship Type = 2 then, newZealandBeenInAustralia18MonthsOfLast2Years is set to ‘true’ otherwise ‘false’.
uniqueStudentIdentifier	PERSON_USI.PERSON_USI		When PERSON_USI.RETRIEVAL_DT IS NOT NULL or PERSON_USI.VERIFICATION_DT IS NOT NULL, then uniqueStudentIdentifier = PERSON_USI.PERSON_USI

For records which pass all validations, a JSON object is constructed and sent to the eCAF Portal via the eCAF REST service URL recorded within the System Job Control (JBSF4600).

If the HTTP response has no errors, then the ‘OS-HELP Exported to eCAF’ indicator in ENRF3900 is selected (also occurs for a linked record, if one exists).

An S_LOG_ENTRY record, 'The student <p_person_id – p_course_cd> has been successfully transferred to the Government eCAF site for their OS-HELP loan application.', is created.

The ID (Identifier for the enrolment) returned by the eCAF Portal API is stored in the Callista database.

Summary Information

The following is output to the job run log: “STAJ2060 completed successfully. XX records processed. Check S_LOG_ENTRY for any processing errors.”

osStudyType and Related Derivations

Derive the osStudyType field based on the retrieved Government Student status. If the retrieved value is:

240, then derive NotInAsia
241, then derive InAsia
242, then derive SupplementaryOnly (unless a linked record is found).

If the Student Status is 240:

Set the osStudyType to NotInAsia.
Set the loanAmount export field to the Amount value in ENRF3900.
Set the supplementaryAmount export field to 0.
Set the commencesOn export field to the Study Period Commencement Date value in ENRF3900.

If the Student Status is 241:

Set the osStudyType to Asia
Set the loanAmount export field to the Amount value in ENRF3900
Set the supplementaryAmount export field to 0.
Set the commencesOn export field to the Study Period Commencement Date value in ENRF3900.

If the Student Status is 242:
- Find records in ENRF3900 which match the following:
  - Language Study commencement date in ENRF3900 of the current record (242) matches with the Study Period Commencement Date of another record with Student Status 241
  - Status of the 241 record in ENRF3900 is ECAF-READY, APRVL-PEND or APPROVED.
- If a record is found, then it is considered a linked record of the record that we are currently processing.
- If a linked record is found:
  - Set the Amount export field to the value derived from the Amount field in ENRF3900 of the linked record (241).
  - Set the supplementaryAmount export field to the value derived from the Amount field in ENRF3900, of the current (242) record being processed.
  - Set the commencesOn export field to the value derived from Study Period Commencement Date field in ENRF3900 of the linked record (241).
  - Set the asianLanguageCommencesOn export field to the value derived from the Language Study Commencement Date field in ENRF3900 of the linked record (241).
  - Set the osStudyType export field to ‘InAsia’.
- If a 'linked record' is not found (i.e. where it exists but it has already been exported), export the current loan (242) as a supplementary record with
  - The osStudyType export field is set to 'SupplementaryOnly’.
  - The supplementaryAmount export field is set to the Amount value in ENRF3900 of the current record (242).
  - The Amount export field is set to 0.
  - The commencesOn export field is set to the Study Period Commencement Date value in ENRF3900.
  Validate whether the Language Study commencement date of the record matches with the Study Period Commencement Date, provided that the External Study Loan Status of the record being processed is ECAF-READY, APRVL-PEND or APPROVED.
  When this validation fails, log an error in S_LOG_ENTRY table and stop processing the student.

Technical Information

The Government eCAF application is accessed by calling a Web Service provided by the Government. The Web Service provided follows the industry standard RESTful design.
Tribal Callista's code interacts with the Government Web Service and this code manages all aspects of dealing with an external API, including authentication when calling the API and managing the response details to correctly record audit details and process error details appropriately.
The Government API uses HTTP status codes to indicate the success or failure of a request. Error codes are returned with a JSON object in the body containing a message providing further details on the error.
If any errors are returned by the API, they are logged and these log entries are extracted to the S_LOG_ENTRY table with the log type OSECAF-EXP.

Last Modified on: 11-Sep-2023 11:43 AM

History Information

Release Version	Project	Change to Document
24.1, 25.0 & 25.1	2583 - Middle Name	New info for Name fields in table of course enrolment data
24.0.0.3, 24.1.0.3 & 25.0.0.2	2572 - 2022 eCAF changes	Removed references to status 242 and added rows for Source details for export table
22.0.0.3, 22.1.0.3, 23.0.3 & 23.1.0.2	2509 - USI for HE Part 2	USI replaced CHESSN
19.1.0.3, 20.0.0.3 & 21.0.0.2	2368 - OS-HELP eCAF	New Online Help page.