session 43
DESCRIPTION
COMMON. School ID. Session 43. Common School ID for SFA. Session Objectives. Understanding the Problem Common School ID Vision Definition Benefits Implementation Strategy COD the First Steps Questions and Feedback. Understanding the Problem - History. - PowerPoint PPT PresentationTRANSCRIPT
Student Financial Assistance
Session 43 - 2
Session 43
Common School ID for SFA
Session 43 - 3
Session Objectives
Understanding the Problem Common School ID Vision
– Definition– Benefits– Implementation Strategy– COD the First Steps
Questions and Feedback
Session 43 - 4
Understanding the Problem - History
SFA has numerous legacy systems that store and process school related data with each system maintaining unique keys for identifying institutions
SFA has as many as 13 different numbers for identifying a single school
None of these current school ID’s are shared in common by all systems
Session 43 - 5
Understanding the Problem - History
In addition to complicating matters for our customers, the variety of school ID systems also present a challenge to modernizing systems
Modernizing systems must choose a method for accessing and storing school data
Session 43 - 6
Understanding the Problem - School View
Adm in S ite
Office
School
University 1
Adm in S ite
Office 1
Office 2
Cam pus 1
Office 1
Office 2
Cam pus 2
School 1
Office
Cam pus 1
School 2
University 2
Adm in S ite
Office 1
Office 2
Cam pus 1 Cam pus 2
University 3
UniversitySystem
Complex School Organization
Session 43 - 7
Understanding the Problem - School View
Common School ID Requirements: Support wide range of simple and
complex school organizations Support continued use by schools, state
agencies and Software Developers of legacy school ID methods
Support SFA accounting at levels required by program and department requirements
Session 43 - 8
Understanding the Problem - School View
Process should include the following:
Choosing a school ID structure to uniquely identify individual schools and their components.
Translating the chosen school ID structure into legacy system school ID structures in order to access school data stored in legacy systems.
Choosing a storage strategy and location for new school data that results from new systems and associated business processes.
Choosing a strategy to synchronize updates to school data stored redundantly in multiple systems (new or legacy).
Understanding the Problem - SFA View
S TU DE N T
SC HO O L
S TA T E G R A NTA ND
S C HO L A R SH I PA G E N CY
G U A RA NT YA G E N CY
L E N DE R
IN TE R NA LR E V E NU ES E R V IC E
N A TI O N ALC O L L E CT IO N
S E R V IC E
C O L L E CT IO NA G E NC Y
D I RE CT L O A NS E RV I C I NG A G E NC YFE D E RA L RE S E RV E
E D O F FI CE O FC HI E F F IN A NC IA L
O F FI CE R
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F FE L P Co n s o lid a tio n A p p lict io n s
L o a n P a ym e n t s
B ills
L o a n P a y m e n t s
D e fa u lt e dL o a n s
L o a n a n d P o rtf o lio I n fo rm a t io nL o a n I n su ra n c e C o n firm a t io n
In t e re st ,S p e c ia l
A llo w a n ce s
D e fa u l te dF IS L
L o a n s
L o a n sf o r
C o n so lid a t io n
De f a u lte dF IS L
L o a n s
FF E L P :De f a u lte d De b t
Co lle c tio n ,G A & L e n d e r
P a ym e n ts
P E P S :S c h o o l T it le I V
e lig ib ilit y,P ro g ra m Re v ie ws ,
A u d it s
N S L DS :S tu d e n t L o a n Da t a b a s e ,
De f a u lt Ra t e s ,E n ro llm e n t Tra c kin g
L S S :D ire c t L o a n
S e rv icin g
C DS :D ire ct L o a nA cc o u n tin g
L O S / L CS :D ire c t L o a n
O rig in a t io n a n dC o n so lid a t io n
P G R/ FM S :P e ll G ra n t
P ro c e ss in g
CB S :C a m p u s B a s e d
P ro g ra m P ro c e ss in g
M D E :I m a g in g &
Co rre c tio n s
I S IR
S tu d e n t A id R e p o rtsF in a n cia l A idA p p lica t io n s
D ire c t L o a nC o n so lid a t io n
Ap p lica t io n sF A FS A
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I S IR
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I n f o
F FE L PL o a nIn f o
L o a n sfo r
Co n s o lid a tio n
A E A a n dR e in su ra n c e
De f a u lte dL o a n In f o
A d d re s s In f o
R e p a ym e n ts
U p d a te d L o a nI n fo
D ire c t L o a n In f o
Up d a t e dL o a n In f o
D ire c t L o a nRe p a y m e n t s
S u b s id ia ryL e d g e r
In f o rm a t io n
D ra wd o w na n d P a y m e n t
A u t h o riza t io n s
P a y m e n tA u th o riz a tio n s
F u n dA u t h o riza t io n
Fu n dA u th o riz a tio n
D ire c t L o a nP ro m iss o ry
No t e s
C a m p u s B a s e d A p p lic a t io n sa n d
D is b u rse m e n t I n fo rm a tio n
D ire c t L o a n O rig in a t io n No t ice s ,D isb u rs e m e n t R e co rd s &
A d ju st m e n t s
P e ll G ra n t O rig in a tio n N o tic e s,S t a te m e n t s o f A cc o u n t
P e rk in s L o a n I n f o
Fi n a n cia l A id T ra n sc rip ts ,E n ro llm e n t In f o rm a tio n
S tu d e n t Fin a n c ia lA id Re p o rt s
S t a teG ra n tA wa rd
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In s tit u tio n a l E lig ib ilit y A p p lica t io n s
D e f a u lte d P e rkin s L o a n s
FF E L O rig in a t io n Re c o rd s
FF E L F u n d s
P ro m is so ry N o te s
L o a n s fo rC o n so lid a t io n
S t u d e n tE lig ib ilit y
I n fo
S ch o o l In f o &D e fa u lt R a t e s
L e n d e r a n dG A In f o
D e f a u lte dD ire ctL o a n s
D ire c tL o a nIn f o
B o o ke dL o a n s &
A d ju s tm e n ts
Program M anagem ent and O versight
Aid Repaym ent
Aid O rigination and Disbursem ent
Aid Application
3 /2 5/9 9
U.S. Departmentof Education,
Office o f StudentFinancial Assistance
ProgramsFMS
CDS RetirementNov 2000
Oct 2001
Dec 2001
eCB
Mar 2002
SFA to the Internet
CODCommon Record
Dec 2001
FARS
Mar 2002
E-ServicingApr
2002
FFEL RetirementJune 2002
DMCS RetirementDec 2002
Aid ApplicationRe-Engineering
NSLDSRe-Engineering
CSID & IntegratedSchool Data
FY02 Design Initiatives Oct 2000
FORM 2000
FISAPOn theWeb
E-Sign
Sept2001
LEAP/SLEAP
Aug2001
SchoolPortal& IFAP
Mar2001
July2001
FAFSA 6.0Jan
2002
Student Portal
Sept2002
Session 43 -10
Analysis of Current SFA School Identifiers
Multitude of Legacy School Identifiers:OPE ID Direct Loan ID CMO Grantee DUNS #Pell ID FDSLP Sequence # Pell Grantee DUNS #FFEL ID Federal School Code DL Grantee DUNS #CBS Serial Number TIVWAN ID CBS Grantee DUNS#Taxpayer Identification Number
Each Legacy system keeps redundant and independent school ID crosswalk tables Current processes do not keep tables fully
integrated, causing annoying errors and inconsistencies in SFA Systems
Session 43 -11
Analysis of Current SFA School Identifiers
No system provides a complete reference of all SFA school identifiers Modernizing systems lack a clear common
standard for identifying schools Modernizing systems face pressure to create
internal cross-walk tables Legacy ID schemes cannot accurately track
some school organizations Mergers and Acquisitions Multiple School Hierarchies
Session 43 -12
What is the Common School ID
CSID Key Format Recommendations 8 character numeric key
Allows for 9,999,999 school IDs, sufficient for all foreseeable future growth
New randomly generated number - a “dumb number” - values in key signify nothing about the numbered school besides its identity and can be uniformly applied to all CSID entities
Session 43 -13
How will the Common School ID Work
Session 43 -14
How will the Common School ID Work
Session 43 -15
What is the Common School ID - Other Capabilities
Effective dating of school hierarchical relationships will allow SFA to recognize changes more effectively
SFA will be able to routinely report on aid activity for an entire corporate entity by recording and tracking multiple schools that are owned by a common entity
CSID adds new capability to group schools belonging to a common family
Session 43 -16
Common School ID Benefits
Consistent “view” of school organization across aid programs
Simplified processing reduces costs and eases training burdens
Improved data quality by school ID cleanup (short term) and elimination of school ID inconsistencies between programs
New capabilities to assemble data about multi-school organizations
Session 43 -17
Common School ID Benefits
Provides SFA with a common cross-program standard for identifying schools
Consistent identifiers enhances SFA ability to provide consistent answers about schools Enables improved comparison of aid
participation by schools across programs Eliminates reconciliation efforts associated
with maintaining consistency between multiple identifiers
Session 43 -18
Common School ID Benefits
Creates enterprise-wide process for reconciling legacy school identifiers Legacy ID cleanup process will reduce school ID
inconsistencies in legacy systems Establishes responsibility for coordinating school
identifiers across all SFA aid programs. Provides new capabilities to track school mergers
and acquisitions and to identify multi-school organizations
Increased focus on serving schools rather than reconciling systems
Session 43 -19
Implementation Strategy
A new number but not an added number Principles Governing Implementation of CSID
– Avoid placing an increased burden on the school– Schools volunteer to adopt CSID– SFA will continue to support legacy IDs
Precedent already set by decision to accept legacy records or common record when COD goes live
Session 43 -20
Implementation Strategy
Design external processes (windows, forms) to accept either CSID or legacy ID.• CSID will be the only common school identifier across
all SFA business processes• When legacy ID entered, CSID translation process
should translate legacy ID to CSID as needed to support internal processes
• SFA customers choose which ID to enter• Hopefully, lure of a common number will reduce external
use of legacy IDs over time. Design internal processes to consistently use
CSID
Common School ID Implementation
Establish CSID Foundation
Prepare External Processes &
Systems for ID Co-existence
SFA Customers Can Use Either CSID or Legacy
ID
End External Support of Low-Use Legacy IDs
Retire Maintenance of Legacy School
ID values
CSID Phase 1 Project
•Assign CSIDs to schools
•Create translation ability
•Create CSID to legacy crosswalk & maintenance capabilities
•Does not by itself retire use of any legacy IDs
•Does not require any legacy system changes beyond school ID data extracts
Modernization Projects
Enable web services, call centers, forms, windows etc. to allow use of CSID as an alternative to legacy school ID. For example, modify FISAP to accept CB serial # or CSID.
All customer-facing processes using a legacy ID must support CSID as alternative (e.g., both COD & NSLDS must support CSID) for a school to fully cease using a legacy ID.
Create reporting capabilities that utilize roll-up and relationship information in CSID DB.
Educate community about plans for adopting CSID
Voluntary Adoption
(After ID Co-existence enabled for process)
SFA customers free to use legacy IDs or CSID for approved processes. CSID will offer the advantage of eventually being consistent across all SFA processes.
SFA tracks usage of CSID vs. legacy ID by process. Takes action in situations where CSID is not taking hold.
New services increasingly make use of CSID advantages (e.g., common record), creating continuing incentives for customers to adopt CSID
Mandatory Adoption
(After Voluntary Adoption has succeeded
for process)
Assist any customers that have not yet transitioned to CSID.
Eliminate capability to accept legacy IDs that have fallen into disuse by community.
Announce and implement dates that SFA will retire use of legacy IDs.
Some legacy IDs (e.g., TIN, DUNS #, etc.) will continue to be supported indefinitely.
Retirement
(After Mandatory Adoption has completed
for ID)
Shut down internal systems and processes that issue and maintain legacy ID values, except where needed to support historical reporting needs.
Retirement of a number cannot occur until every SFA system and process ceases use of that number for other than historical purposes.
Legacy ID Cross-references in CSID DB can be retained after legacy ID retirement. This should support most historical reporting purposes.
Transition by Business Process & Legacy ID
1-3 yearsManagement Decision Checkpoints
Session 43 -22
Common School ID COD Implementation
Full Participants in Common Origination and Disbursement (COD) will be the first to use the Common School ID The Common Record will use the new Common
School ID COD process will also allow for Phase-in
participants COD will translate Legacy System Records
Session 43 -23
COD ImplementationNext Steps for CSID
Assign CSIDs to schools Create translation ability Create CSID to Legacy crosswalk &
maintenance capabilities Does not in itself retire use of any legacy
IDs
Session 43 -24
COD ImplementationNext Steps for CSID
Prepare external processes and systems for ID co-existence
Create reporting capabilities that utilize roll-up and relationship information in CSID data base
Educate the community about plans for adopting CSID
Will continue this strategy as we modernize
Session 43 -25
More Information on COD
Other EAC Sessions– Session 29 – Pell 2002-03 Processing Changes– Session 33 – Customer Service: The New Integrated Customer
Service Center for Pell, Direct Loans & Campus Based– Session 35 – COD: What is the Common Record?– Session 39 – COD: The Big Picture– Session 41 – Tools for Monitoring Pell and Direct Loan Funds
IFAP Website (www.IFAP.ed.gov)– Common Origination and Disbursement section– Technical Reference – DLOS, RFMS and COD– Updates and Frequently Asked Questions
COD On-Line Training – Spring 2002
Session 43 -26
Contacts
School Relations:1-800-848-0978
School Relations at the Servicing Center:1-888-877-7658
COD Inquiries (now through March 18, 2002)
Customer Service Call Center
1-800-433-7327
Session 43 -27
Questions and Feedback
Your comments and feedback are appreciated.
Phone: (202) 377-4323
Fax: (202) 275-3479
Email: [email protected]