Program Year Setup - bcgov/SIMS GitHub Wiki

What is it?

Every year there is a need to enable Student Applications to be submitted to a new Ministry Program Year (August 1st, 2021 till July 31st, 2022). Below is the sequence of steps required to create the baseline for a new program year based on the previous program year.

The example below will assume that the current program year is 2023-2024 and the new 2024-2025 will be enabled.

New Program Year Assessments

Duplicate BPMN files from the previous year and adjust them

  1. Copy fulltime-assessment-2023-2024.bpmn and rename it as fulltime-assessment-2024-2025.bpmn.
  2. Copy parttime-assessment-2023-2024.bpmn and rename it as parttime-assessment-2024-2025.bpmn.
  3. Ensure to update the internal variable names previously referencing the source year (name, processRef, and id) on the above BPMNs. Please see the example below. image

Add new Program Year Values in the DMN tables (use most current values)

  1. Open the file fulltime-assessment-decisions.dmn and for every program year-related condition entry a new one for the new program year.
  2. Repeat the same for the parttime-assessment-decisions.dmn.

For instance, in the below DMN, the last two rows were duplicated from the previous year. The tool allows copy and paste the entire rows, no need to copy the values of the individual columns.

image

Copy and rename the below form.io definitions

  1. Student Financial Aid Applications:
    • sfaa2023-24-ft.json to sfaa2024-25-ft.json.
    • sfaa2023-24-pt.json to sfaa2024-25-pt.json.
  2. Supporting User Forms:
    • supportingusersparent2022-2023.json to supportingusersparent2024-2025.json.
    • supportinguserspartner2022-2023.json to supportinguserspartner2024-2025.json.
  3. Update the title (sfaa only), name, and path to reflect the new program year in the above forms, as shown below.

Create DB Migrations

New program year record

Create a migration to insert the new Program Year record in sims.program_years.

  • program_year: 2024-2025
  • program_year_desc: Study starting between August 01, 2024 and July 31, 2025
  • is_active: true
  • start_date: 2024-08-01
  • end_date: 2025-07-31
  • program_year_prefix: 2024
  • max_lifetime_bc_loan_amount: 50000
  • offering_intensity: Part Time, Full Time

Dynamic Form Configurations

Create a migration to insert the new Dynamic Form Configuration records in sims.dynamic_form_configruations for each form:

  1. Student financial aid application (FT)
    • form_type: Student financial aid application
    • program_year_id: (select id from program_years where the program_year matches)
    • offering_intensity: 'Full Time'
    • form_definition_name: 'sfaa2025-26-ft'
  2. Student financial aid application (PT)
    • form_type: Student financial aid application
    • program_year_id: (select id from program_years where the program_year matches)
    • offering_intensity: 'Part Time'
    • form_definition_name: 'SFAA2025-26-PT'
  3. Supporting users parent
    • form_type: Supporting users parent
    • program_year_id: (select id from program_years where the program_year matches)
    • form_definition_name: 'supportingusersparent2025-2026'
  4. Supporting users partner
    • form_type: Supporting users parent
    • program_year_id: (select id from program_years where the program_year matches)
    • form_definition_name: 'supportinguserspartner2025-2026'

Note: The form_definition_name should reflect the path name for the "SFAA" forms.

Create a new suite of E2E tests for the new program year

  1. Duplicate the folder from sources\packages\backend\workflow\test\2023-2024 and rename it to 2024-2025.
  2. Update the const under sources\packages\backend\workflow\test\2024-2025\constants\program-year.constants.ts:
    • PROGRAM_YEAR: 2024-2025
    • PROGRAM_YEAR_BASE_ID: Increment if the default assessment gateway has not changed.
  3. Ensure that all tests are passing for the new program year.

Smoke test the new program year

  1. Ensure new student applications can be submitted selecting the new program year and has its NOA generated.
  2. Ensure supporting users can submit information for a new Student Application created for the new program year.

Reference tickets