[Ucwsfiscal] UCPath Focus Group Discussion Recap + Link to 4/15 Meeting

Mon Apr 14 14:34:27 PDT 2025

Good afternoon,

Today’s recording has been saved to Box: https://ucla.box.com/s/bsvqwjm05j9sk0ggqxh23gwv0zttn079

Meeting 04/15/2025 3pm-4pm: https://ucmerced.zoom.us/j/82154600662

Thank you,
Jodie

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To: Jodie Lingenfelter <jlingenfelter at ucmerced.edu>
Subject: Meeting Summary for UCPath Focus Group Question/Discussion Session

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Meeting summary for UCPath Focus Group Question/Discussion Session (04/14/2025)
Quick recap
Shailvi discussed the challenges and proposed solutions for the work study negative balance change request, seeking advice on how to proceed with the reapply functionality. The team clarified the handling of negative balances and chart string changes in work study transactions, with Shailvi agreeing to make changes and update the original requirement. The conversation ended with an agreement to reconvene the following day to review examples and discuss the potential impact of the process.
Next steps
• Shailvi and team to prepare examples demonstrating the reapply functionality for work study transactions with negative balances.
• Jodie to schedule a follow-up meeting for tomorrow to review the examples and clarify the reapply functionality.
• UCPath team to test the impact of allowing "leave as is" transactions when award amount is 0 and award balance is negative.
• Shailvi to update the original business requirements based on the discussion and clarifications from the meeting.
• UCPath team to send out updated slides with corrected information on allowed transactions for different award amount and balance scenarios.
Summary
Jodie and Blanca's Meeting Recording
Jodie and Blanca agreed to record the meeting. Shailvi joined the meeting and shared her screen. She expressed gratitude for the attendees' willingness to assist her with her questions.
Work Study Negative Balance Change
Shailvi discussed the challenges and proposed solutions for the work study negative balance change request. She outlined the original business requirements and the changes that have been developed. Shailvi sought advice on how to proceed with the reapply functionality, specifically when the award balance is negative and the award amount is greater than 0. Steve from Berkeley agreed with the proposed solution, suggesting that if the balance is negative, it should only be a temporary situation and the balance should be brought back to 0 before reapplying. Chie clarified that the balance should be brought back to 0 before reapplying.
Negative Award Balances Reapplication Process
Shailvi discussed the process of removing negative award balances and reapplying them, with Sergio and Steve providing input. Sergio clarified that the Financial Aid office could process SCT transactions on behalf of the hiring department, which Steve confirmed. Shailvi added this point to her notes. Annie from Berkeley asked a question, but the content was not specified in the transcript.
Negative Balances and Chart String Changes
Annie, Shailvi, Srinivas, and Shashank discussed the handling of negative balances and chart string changes in work study transactions. They clarified that if a balance is negative, no changes to the chart string or department will be allowed. However, if a department budget is changed, the transaction will still be allowed to pass through, but the work study portion will not be updated. They also noted that the work study distribution rules will not be applied in such cases. Shailvi suggested getting a report to better understand the operations behind the scenes. Srinivas explained that only changes to the Fau on the department will be redistributed, while the work study portion will remain unchanged.
Clarification on Award Balance Logic
Catherine and Shailvi clarified that "leave as is" is allowed when the award balance is negative and the award amount is greater than 0. Saravana confirmed that this means the logic will remain the same as current, with no changes. Magdalena and Saravana further explained that "leave as is" would function the same as it currently does, with no impact on balance. Shailvi agreed to make this change and update the original requirement. Steve clarified that "reapply" would work similarly to "leave as is" if the balance is greater than 0.
Revisiting Process Examples and Testing
In the meeting, Shailvi and Steve discussed the need for examples to better understand a process. They agreed to reconvene the following day to review these examples. Jodie offered to schedule a meeting and record it. Catherine suggested testing the process to determine if it could cause harm, and Shailvi agreed to reconvene to discuss this further. Chie also had a question, but it was not specified what it was about.
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