4.0 Ministry Account - bcgov/SIMS GitHub Wiki

4.1 Manage Ministry Account

4.1.1 Ministry Login

Ministry user can log in and log off.

Process Description:

Ministry user can log in and out of their personalized SIMS account. SIMS maintains all login and logout user history. Ministry user logs in using IDIR authentication.

4.1.2 Ministry Home Page

This is the Ministry user landing page.

Process Description:

Once the user has successfully logged in to SIMS they will be taken to the home page where they will see a welcome message.

4.2 Manage Student Information

4.2.1 Ministry User can Search for Students and View Details

Process Description:

Ministry user can search for students in the system. Ministry user can search using last name, first name, application number and Social Insurance Number (SIN). They can view a student's profile, related applications, restrictions, file uploads and notes history and take action as needed.

4.3 Manage Institution Details

4.3.1 Ministry User can Search for Institutions and View Details

Process Description:

Ministry user can search for institutions in the system. They can view an institution's profile, programs, locations, users, designations, restrictions, file uploads and notes history and take action as needed.

4.4 Manage Financial Records

4.4.1 Daily Disbursement Information

A daily disbursement summary report is sent to the financial system (FIN) every day.

Process Description:

SIMS receives a daily disbursement receipt file from the federal government every day. It then generates a daily disbursement summary report and sends it to FIN to validate.

4.4.2 Generate Disbursement Report

Ministry user can download full-time and/or part-time disbursement reports for a selected time range.

Process Description:

Ministry user can select a date range to view total expenditure amount for that range broken down by loans, grants and application number. Ministry viewer can download reports of disbursements for full-time and part-time disbursements. This report allows SABC's finance team to record expenditures for grants being disbursed via the National Student Loans Service Centre (NSLSC).

4.4.3 Disbursement Forecast Report

Ministry user can view upcoming pending (scheduled) disbursements.

Process Description:

Ministry user can select a date range to view planned (full-time and/or part-time) disbursements each day within the selected date range. This helps SABC to determine future disbursement amounts over the given time period. The provincial treasury and federal government also ask for projected disbursement information during peak periods.

4.4.4 T4A

To comply with Canada Revenue Agency taxation requirements, T4As must be issued for applicable grant amounts.

Process Description:

This feature is out of scope for first release. The intended functionality is that when students receive one or more grants as part of government financial aid, some of these grants may be T4Aable. Grants that are T4Aable will be identified and sent to CAS (Corporate Accounting System) to generate T4A slips for applicable grant types.