Merged Enhancement
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AW does not easily distinguish between #1 award offer or commitment, and #2 actual disbursement(s)
Merged
Problem: When implementing renewal management, I've had several clients want to be able to do something like this:
Initial award offer to student -- $1000, offered March 2016, meant to apply to the following academic year, to be disbursed over two separate (semesterly) disbursements
And then after that, they want to be able to do this:
- Disburse $500 of that amount in Fall 2016
- Disburse remaining $500 in Spring 2017
- See global reporting throughout the entire 2016-2017 year that indicates what has been disbursed so far (e.g. in the Fall) and what is still promised, committed, or projected (e.g. for the Spring)
To my knowledge there isn't a good way to do this currently within our system. We don't have a concept of a "disbursement" subtracting from a prior total "offer" or "commitment" that was made. That is the problem. What we are left with are workarounds.
Workarounds:
My latest recommendation to NDSU (just this week) was to allow the "reduplication" of award dollars within their reporting, but use custom Categories and/or Award Periods to distinguish between the initial offer versus the later disbursements. This would be a mockup of what would show in their eventual reporting, along the lines of the example discussed above. They could use this for a 1 year award or even a 4-year award intended as an admissions scholarship.
Disb. ID |
Name |
Portfolio |
Disb. Type |
Category |
Award Amount |
Season |
Award Period |
1 |
John Doe |
XYZ Merit Scholarship |
Initial |
Committed |
1000 |
Spring 2016 |
Full commitment (admission award) |
2 |
John Doe |
XYZ Merit Scholarship |
Renewal |
Awarded |
500 |
Fall 2016 |
Fall disbursement |
3 |
John Doe |
XYZ Merit Scholarship |
Renewal |
Awarded |
500 |
Spring 2017 |
Spring disbursement |
That's still a work-around though. As those renewal disbursements proceed over time, we're not going to see any subtraction against the total initial offer that was made in in Spring 2016.
CSULB may be able to use the above approach -- we're still talking it over. They had originally discussed something a little more elaborate, which I won't bother going into here.
-
Guest
- Jul 22 2016
- Shipped
| Employee Name | Ian Schumann |
| Client Name "shard name" | gvsu, ndsu, csulb |
| Functional Unit | Renewal Management |
Related Enhancements
Another customer, GVSU, needs something along these lines. They need to communicate clearly the award for the FULL academic year that is being promised, BUT they need to also represent the disbursements in AW without alarming the student.
Right now, if a student needs to be given $1,000 for the academic year and should that award be disbursed, or paid out, half each semester, we have to set it up so that there are two iterations...ex. one in the spring and one in the fall. The customer then has to award $500 each semester, but they need to email or somehow tell the student that the $500 disbursement is not the full amount they are being given, but rather it only represents half.
Alternatively, they award the full $1,000 in the Spring, but then they must again check compliance in the Fall at which point they only award $0 (so as to not show an overage for the full award amount). It's pretty confusing, manual and time consuming for folks.