Student Financial Assistance

Session 43

Common School ID for SFA

Session 43 - 2

Session Objectives
nUnderstanding the Problem nCommon School ID Vision
– Definition – Benefits – Implementation Strategy – COD the First Steps

nQuestions and Feedback
Session 43 - 3

Understanding the Problem - History
nSFA has numerous legacy systems that store and process school related data with each system maintaining unique keys for identifying institutions nSFA has as many as 13 different numbers for identifying a single school nNone of these current school ID’s are shared in common by all systems
Session 43 - 4

Understanding the Problem - History
nIn addition to complicating matters for our customers, the variety of school ID systems also present a challenge to modernizing systems nModernizing systems must choose a method for accessing and storing school data

Session 43 - 5

Understanding the Problem - School View
Complex School Organization
University System Admin Site

University 1

University 2

University 3 Admin Site

School

School 1 Admin Site

School 2

Office

Campus 1 Campus 2

Campus 1

Campus 2

Campus 1

Office

Office 1 Office 2

Office 1 Office 2

Office 1 Office 2

Session 43 - 6

Understanding the Problem - School View
nCommon School ID Requirements:
4 Support wide range of simple and complex school organizations 4 Support continued use by schools, state agencies and Software Developers of legacy school ID methods 4 Support SFA accounting at levels required by program and department requirements

Session 43 - 7

Understanding the Problem - School View
n Process should include the following:
4 Choosing a school ID structure to uniquely identify individual schools and their components. 4 Translating the chosen school ID structure into legacy system school ID structures in order to access school data stored in legacy systems. 4 Choosing a storage strategy and location for new school data that results from new systems and associated business processes. 4 Choosing a strategy to synchronize updates to school data stored redundantly in multiple systems (new or legacy).

Session 43 - 8

Promissory Notes FFEL Funds FFEL Origination Records

STUDENT

Jan FAFSA 6.0 2002
Financial aid, aid package, admission package Admission Application, aid package acceptance

Loan Payments Bills

Understanding the Problem - SFA View
Loan Payments Loan applications and corrections Bills FFELP Consolidation Applictions LENDER Defaulted Loans Loan and Portfolio Information Loan Insurance Confirmation GUARANTY AGENCY

Loans for Consolidation

FORM 2000
Defaulted AEA and Loan Info Reinsurance

Student Portal July Aug 2001 2001 LEAP/SLEAP E-Sign
Direct Loan Consolidation Applications

Sept 2002

Student Aid Reports Financial Aid Applications

FY02 Design Initiatives
Defaulted Perkins Loans FAFSA Info

Institutional Eligibility Applications

School State Grant Portal Award & IFAP
SCHOOL

STATE GRANT AND SCHOLARSHIP AGENCY

ISIR

Oct Dec 2000 SFA to the Internet 2001 CSID & Integrated School Data Aid Application Re-Engineering NSLDS FFEL Retirement DMCS Retirement Re-Engineering June 2002 Dec 2002
ISIR FFELP Loan Info MDE: Imaging & Corrections CPS: Application Processing Pre-screening Demographic Info PEPS: School Title IV eligibility, Program Reviews, Loans School Info & Audits for Default Rates Consolidation Defaulted FISL Loans Lender and GA Info Repayments Student Eligibility Info Loans for Consolidation FFELP: Defaulted Debt Collection, GA & Lender Payments NSLDS: Student Loan Database, Default Rates, Enrollment Tracking Updated Loan Info

Interest, Defaulted Special FISL Allowances Loans

INTERNAL REVENUE SERVICE

Address Info

NATIONAL COLLECTION SERVICE

Student Financial Aid Reports

Financial Aid Transcripts, Enrollment Information Perkins Loan Info

Mar Common Record 2001 FISAP Sept On the 2001 Web
Pell Grant Origination Notices, Statements of Account Direct Loan Origination Notices, Disbursement Records & Adjustments Campus Based Applications and Disbursement Information Direct Loan Promissory Notes

PGR/FMS: Pell Grant Processing

COD

Mar 2002
Booked Loans & Adjustments LOS/LCS: Direct Loan Origination and Consolidation

Defaulted Direct Loans

COLLECTION AGENCY

Payment Authorizations

eCB
Aid Application Aid Origination and Disbursement Aid Repayment Program Management and Oversight

CBS: Campus Based Program Processing

Dec 2001
Fund Authorization

CDS: Direct Loan Accounting

Drawdown and Payment Authorizations

FMS

Oct 2001
Subsidiary Ledger Information Direct Loan Repayments

Updated Loan Info

CDS Retirement Nov 2000 Apr E-Servicing 2002 U.S. Department of Education, Mar Office of Student 2002 Financial Assistance FARS Programs
LSS: Direct Loan Servicing Direct Loan Info

Direct Loan Info

Fund Authorization ED OFFICE OF CHIEF FINANCIAL OFFICER DIRECT LOAN SERVICING AGENCY
3/25/99

FEDERAL RESERVE

Analysis of Current SFA School Identifiers
n Multitude of Legacy School Identifiers:
OPE ID Direct Loan ID Pell ID FDSLP Sequence # FFEL ID Federal School Code CBS Serial Number TIVWAN ID Taxpayer Identification Number CMO Grantee DUNS # Pell Grantee DUNS # DL Grantee DUNS # CBS Grantee DUNS#

n Each Legacy system keeps redundant and independent school ID crosswalk tables
è Current processes do not keep tables fully integrated, causing annoying errors and inconsistencies in SFA Systems

Session 43 -10

Analysis of Current SFA School Identifiers
n No system provides a complete reference of all SFA school identifiers
è Modernizing systems lack a clear common standard for identifying schools è Modernizing systems face pressure to create internal cross-walk tables

n Legacy ID schemes cannot accurately track some school organizations
è Mergers and Acquisitions è Multiple School Hierarchies

Session 43 -11

What is the Common School ID
n CSID Key Format Recommendations
4 8 character numeric key 4 Allows for 9,999,999 school IDs, sufficient for all foreseeable future growth 4 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 -12

How will the Common School ID Work

Session 43 -13

How will the Common School ID Work

Session 43 -14

What is the Common School ID - Other Capabilities
n Effective dating of school hierarchical relationships will allow SFA to recognize changes more effectively n 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 n CSID adds new capability to group schools belonging to a common family

Session 43 -15

Common School ID Benefits
n Consistent “view” of school organization across aid programs n Simplified processing reduces costs and eases training burdens n Improved data quality by school ID cleanup (short term) and elimination of school ID inconsistencies between programs n New capabilities to assemble data about multi-school organizations
Session 43 -16

Common School ID Benefits
n Provides SFA with a common cross-program standard for identifying schools n Consistent identifiers enhances SFA ability to provide consistent answers about schools
è Enables improved comparison of aid participation by schools across programs

n Eliminates reconciliation efforts associated with maintaining consistency between multiple identifiers

Session 43 -17

Common School ID Benefits
n Creates enterprise-wide process for reconciling legacy school identifiers è Legacy ID cleanup process will reduce school ID inconsistencies in legacy systems n Establishes responsibility for coordinating school identifiers across all SFA aid programs. n Provides new capabilities to track school mergers and acquisitions and to identify multi-school organizations n Increased focus on serving schools rather than reconciling systems

Session 43 -18

Implementation Strategy
n A new number but not an added number n 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

n Precedent already set by decision to accept legacy records or common record when COD goes live

Session 43 -19

Implementation Strategy
n 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.

n Design internal processes to consistently use CSID

Session 43 -20

Common School ID Implementation
Transition by Business Process & Legacy ID Establish CSID Foundation Prepare External Processes & Systems for ID Co-existence
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

SFA Customers Can Use Either CSID or Legacy ID
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

End External Support of LowUse Legacy IDs
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.

Retire Maintenance of Legacy School ID values
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 Crossreferences in CSID DB can be retained after legacy ID retirement. This should support most historical reporting purposes.

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

1-3 years
Management Decision Checkpoints

Common School ID COD Implementation
n Full Participants in Common Origination and Disbursement (COD) will be the first to use the Common School ID
è The Common Record will use the new Common School ID

n COD process will also allow for Phase-in participants
è COD will translate Legacy System Records

Session 43 -22

COD Implementation Next Steps for CSID
nAssign CSIDs to schools nCreate translation ability nCreate CSID to Legacy crosswalk & maintenance capabilities nDoes not in itself retire use of any legacy IDs

Session 43 -23

COD Implementation Next Steps for CSID
n Prepare external processes and systems for ID co-existence n Create reporting capabilities that utilize roll-up and relationship information in CSID data base n Educate the community about plans for adopting CSID n Will continue this strategy as we modernize

Session 43 -24

More Information on COD
n 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

n IFAP Website (www.IFAP.ed.gov)
– Common Origination and Disbursement section – Technical Reference – DLOS, RFMS and COD – Updates and Frequently Asked Questions

n COD On-Line Training – Spring 2002
Session 43 -25

Contacts
nSchool Relations:
1-800-848-0978

nSchool Relations at the Servicing Center:
1-888-877-7658

nCOD Inquiries (now through March 18, 2002)
Customer Service Call Center 1-800-433-7327
Session 43 -26

Questions and Feedback
Your comments and feedback are appreciated. Phone: (202) 377-4323 Fax: (202) 275-3479 Email: Paul.Hill.Jr@ED.GOV

Session 43 -27

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