Migrating Student Data from PowerFAIDS Desktop

1. In PowerFAIDS Desktop version 27.2 or higher, open the Administration module and from the View menu navigate to Campus Info > Basic Parameters > System Parameters.
2. Change the Enable PowerFAIDS Cloud Migration Features field to Yes and save.

   

   PowerFAIDS Desktop will warn you that turning on migration features will disable Parm Roll and can only be undone by contacting PowerFAIDS Support.

To assign/update payment periods (periods of enrollment or POEs in PowerFAIDS Desktop), transfer student custom data values, and assign/update lifetime requirements (documents in PowerFAIDS Desktop), one time configuration is required in PowerFAIDS Desktop before generating the student data migration file.

After steps 1 and 2 have been completed, the student data migration file can be exported from PowerFAIDS Desktop. In this step you’ll need to identify the population of students matriculating from the current year to the next year.

During this export you’ll also identify which PowerFAIDS Cloud academic year to assign/update. If different student populations will be assigned different academic years in PowerFAIDS Cloud, you’ll want to identify those different populations and run separate exports. For example, if you have two academic years in PowerFAIDS Cloud (an undergraduate and a graduate) you will want to transfer those populations separately.

1. In PowerFAIDS Desktop, open the Data Integration module and ensure you are logged into the latest award year.
2. From the Welcome page, select Export Wizard.

   

3. From the Export Wizard window, select the PowerFAIDS Cloud Migration option and click Next.

   

4. For the PowerFAIDS Cloud Migration Type, select Student Data, then select the file name and location to save the export and click Next.

   

5. Identify the population, then click Next.

   

6. Select the student data export options, then click Next. Expand an option from the list below for more details.

   

   • Individual Student Data Points

     Selecting this option will include the following PowerFAIDS Desktop data points in the export:

     • Name: First, Last, Middle, Preferred
     • Driver's License: Number, State
     • Alien Registration Number
     • Hispanic/Latino
     • Race
     • Date of Birth
     • Phone Number: Cell, Home (first number found in Address 1, 2, or 3), Work, International (first international number found in Address 1, 2, or 3)
     • Email Address: 1, 2
     • Address 1: Line 1, Line 2, Line 3, City, State, Country, Zip Postal Code, Active Date, Inactive Date
     • Address 2: Type, Line 1, Line 2, Line 3, City, State, Country, Zip Postal Code, Active Date, Inactive Date
     • Address 3: Type, Line 1, Line 2, Line 3, City, State, Country, Zip Postal Code, Active Date, Inactive Date
     • SAT Total
     • ACT Total
     • High School GPA
     • Lifetime Credits
     • Initial Institutional Enrollment Date
     • Graduation Date
     • Ability To Benefit: Code, State Code, Test Administrator, Test Code, Completion Date
   • Create/Update Academic Year in PowerFAIDS Cloud

     This option must be selected if assigning payment periods or transferring custom data. Enter the PowerFAIDS Cloud academic year token that is associated with the student population in the export.

     Locating Tokens in PowerFAIDS Cloud: The PowerFAIDS Cloud system administration tokens can be found by reviewing the administration item in the System Administration module in PowerFAIDS Cloud. For academic years, this can be found under System Administration > Campus Information > Academic Years.

     In addition to assigning/updating the academic year in PowerFAIDS Cloud the following PowerFAIDS Desktop data points will be included:

     • GPA
     • Major GPA
     • Other GPA
     • Resident
     • Transfer
     • Federal Ineligible
     • Use Full-Time for FISAP
     • Pursuing 2nd BA
     • Tuition Rate
   • Create/Update Payment Periods in PowerFAIDS Cloud

     Selecting this option will assign the payment periods configured in step 2.

     Select the Include Credits YTD and Credits Lifetime and/or Include Federal Satisfactory Progress and Alternate Progress options to include those data points from the student’s latest active POE.

     In addition to assigning/updating payment periods in PowerFAIDS Cloud the following PowerFAIDS Desktop data points will be included from each student’s latest active POE:

     • Year in School
     • Class Load
     • Federal Sat. Progress & Alternate Progress (if selected)
     • Credits YTD & Credits Lifetime (if selected)
   • Custom Data

     Selecting this option will include the student custom data field values configured in step 2.

   • Lifetime Documents

     Selecting this option will include the lifetime requirements configured in step 2.

   • Lifetime Awards

     Selecting this option will include History > Lifetime Totals > Summary in the export.

   • Award Year-Specific Comments

     Selecting this option will include all the student’s award year specific comments.

     Caution: If you’re running this export multiple times for import into your production PowerFAIDS Cloud environment, do not select the Include Previously Exported Comments option or duplicate notes will be created in PowerFAIDS Cloud.

   • Global Comments

     Selecting this option will include all the student’s global comments.

     Caution: If you’re running this export multiple times for import into your production PowerFAIDS Cloud environment, do not select the Include Previously Exported Comments option or duplicate notes will be created in PowerFAIDS Cloud.

7. Click Execute.

   

   The exported file can optionally be reviewed in Excel before importing into PowerFAIDS Cloud.

   Tip: Remember to perform any necessary Find/Replace tasks before importing into PowerFAIDS Cloud if custom data has changed.

1. In PowerFAIDS Cloud, navigate to Import/Export > Data from Other Systems > Student Information Import.
2. Click Import Wizard.
3. Click Upload, select the file exported from PowerFAIDS Desktop, and click Open.
4. Once the file scan is complete (see Status column), select the file and click Next.

   

5. Set the import option to Import and Post, the posting type to Create New and Update Existing Students, and the Match Students By option to SSN.
6. Click Import.
7. Optionally, click Results Report > View Report for the most recent import to view the import results. Consider spot checking some of the student records manually.