Use of Electronics in the Administration of Title IV Aid

Jeff Baker Program Development Division Student Financial Assistance Paul Hill Office of Chief Information Officer Student Financial Assistance

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Session Agenda
5 Guide to Getting Started 5 Developing a Vision for Your Office 5 Steps for Implementing Process 5 The Impact of IT on Your Process 5 Finding the Resources Available 5 On the Horizon 5 Understanding the Benefits

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Use of Electronics In the Administration Of Title IV Aid Guide to Getting Started

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Developing a Vision for Your Office
Initial Vision Statement

“How could we do things differently?” 5What is the role of your office on campus? 5What do your customers expect? 5What are your long term goals?
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Overall Process

Developing a Vision for Your Office
Key Process Characteristics

“How will it work?”
5Will the current staffing levels handle the new process well? 5What are the minimum hardware software requirements for your FA business process? 5Do you have the right team to achieve your design objectives? 5Do you have senior management buy-in?
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Flow  Output  Performance  Organization  Technology

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Developing a Vision for Your Office
Performance Measures and Objectives

“How well will it work?”
5Can you complete the business cycle when you want to? 5Have you considered the school budget process? 5Can you measure key process improvement? 5What are the customer requirements?
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Costs  Quality  Cycle Time  Responsiveness

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Developing a Vision for Your Office
Critical Success Factors
“What things have to go right?”

People  Technology  Products

5Will the technology deliver the process effectively? 5Do you have the right people on the team? 5Will the products be delivered on time? 5Will the new process meet the customers expectations?
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Developing a Vision for Your Office
Potential Barriers to Implementation
Resource allocation  Organizational, cultural  Technical  Product Factors  Market/environment

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“Why might they not go right?”
5Are the stakeholders on your campus ready for change? 5Are the implementation dates reasonable? 5Do you have a contingency plan? 5What are the state, local and federal rules or policies you must consider?
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Steps for Implementing the Process
5Identify and select processes for redesign 5Identify enablers for new process design 5Define the business strategy and process vision 5Understand the structure and flow of the current process 5Measure the performance of the current process 5Design the new process 5Prototype the new process 5Implement the process 5Communicate ongoing results of the effort 5Build commitment toward the solution at each step

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The Impact of Electronics on Your Process
5Automation 5Information 5Sequence 5Tracking 5Analytical Eliminate human labor from the process Capture process information for purposes of understanding Change process sequence, or enabling parallelism Closely monitor process status and objects Improve analysis of information and decision making

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The Impact of Electronics on Your Process
5Geographical 5Integration 5Intellectual 5Consolidation Coordinate processes across distances Coordination between tasks and processes Capture and distribute intellectual assets Eliminate intermediaries from the process

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Finding the Resources Available
5Information for Financial Aid Professionals (IFAP) - www.ifap.ed.gov 5NASFAA - www.nasfaa.org 5Third Party Vendors and Software Providers 5Your Institutions’ IT Department 5Your Colleagues
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On the Horizon
5 School Portal 5 Common Origination and Disbursement Process 5 Notice of Minimum Electronic Capability requirements – Letter to Institution Presidents and CEOs

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If I had to shop for a computer today….
5 IBM or fully Compatible Pentium 600 MHz or better 5 128 MB total memory or more 5 20 GB Hard Drive 5 56 K Modem 5 Windows 95 keyboard 5 Microsoft compatible mouse 5 32-bit operating System 5 Super Video Graphics Adapter (SVGA) or higher 5 Laser Printer capable of printing standard paper

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On the Horizon
5 School Portal 5 Common Origination and Disbursement Process 5 Notice of Minimum Electronic Capability requirements – Letter to Institution Presidents and CEOs 5 Paperless Promissory Note???

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On the Horizon
5 School Portal 5 Common Origination and Disbursement Process 5 Notice of Minimum Electronic Capability requirements – Letter to Institution Presidents and CEOs 5 Paperless Promissory Note??? 5 Dear Partner letter on Regulatory Opportunities for the use of Electronics
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Use of Electronics
5Gov’t Paperwork Elimination Act 5Executive Orders 5OMB Guidance 5DOJ Guidance/Electronic Signatures 5SFA Objectives 5Partner Initiatives

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Use of Electronics
5Most of the provisions are neutral or silent on the use of technology 5Within the constraints of the regulatory context, most provisions in the regulations can, and should, be read as allowing the use of electronics
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Use of Electronics
5Unless specifically prohibited or conditioned, regulatory provisions that include such terms as “written”, “notification”, “submission”, “transmission”, and other similar concepts, can be interpreted to allow the use of electronic technologies
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Use of Electronics
5Regulatory provisions that require certification or signature can only be met using electronics if, (1) the regulation specifically authorizes it, or (2) when the Secretary announces in the Federal Register that a provision can be met electronically
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Portal -- Version 1.0, Sept. 2000 
Customizable Home Page for content management  Links to all existing SFA sites  Integrated search through all open, unsecured data on SFA sites  SFA Calendar of Events  SFA Headlines  Feedback Mechanism Sign On Sign On NSLDS RFMS DLOS
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Sign On CPS

Sign On

Sign On

DLSS

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School Portal V1.0 Functionality
5 Integrated access to existing resources through meaningful categories:
– – – – – – – Exchange Data Check Student Records Book Store Training & Conferences Online Library Contact Us Program Participation and Funding

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Portal -- Version 2.0 TBD 
Increased customization  Apply content management to IFAP data  Single sign-on to operating systems

Single Sign-On

NSLDS RFMS DLOS

CPS DLSS

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Portal -- Desired Outcome 
Customization by single user  Direct interface with operating systems  Access to query, download from operating systems and data warehouse  Ability to create data marts for analysis

S tu d e n t A p p lic a n t D a ta

O r ig in a tio n a n d D is b u r s e m e n t
(P e ll, C a m p u s -B a s e d , D ir e c t L o a n s )

F in a n c ia l M a n a g e m e n t

S c h o o l E lig ib ility D a ta

L o a n S e r v ic in g

D a ta W a re h o u s e

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Portal Development
5 Evolutionary Process 5 Use “best available” data during initial years 5 Move toward “real-time” data as operational systems are re-engineered 5 School Portal V1.0 - September 30, 2000
– Design/Build during June, July & August with community – Test during August & September with community

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Proposed Minimum Browser Requirements for the Portal
5 Netscape 4.5 and above 5 Internet Explorer 4.01 Service Pack 2 or higher 5 Refer to the minimum hardware requirements specified by the manufacturer for the operating system and software 5 Still under technical review
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On the Horizon, The Goals of COD
5 Common Process
– – – – Open process inclusive of FFEL, State Grants, etc. Full access to data for those with a right to know Best possible source as close to real time as possible Pilot for 2002-03 roll-out

5 Common Definitions
– Shared data definitions across programs – Common core processes: originating, reporting, reconciliation

5 Best Data
– From best possible source, eliminating redundancies

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On the Horizon, The Goals of COD
5 Easy Access
– Internet-Based – Leverage latest technology for seamless interfaces

5 Edits focused on data integrity/compliance
– Same edits across programs – Elimination of intra-system edits

5 Key functionality
– Access to student history data for those with the “right to know” – Access to institutional research data – Utilization of a common process for all programs

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Understanding the Benefits
5 Achieve high quality, low cycle-time products and services that fit your environment and satisfy customer demand 5 Take advantage of incentives offered by funding partners 5 Reduce costs and increase efficiency of your employees and your institution 5 Deliver funds to students in a timely manner 5 Enhance the coordination and management of the business process for management, the Financial Aid Office, and other business units on your campus
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Understanding the Benefits
5 Better leverage technology for short term improvement activities that are headed in the right long-term direction 5 Increase your flexibility to adapt to evolving customer demands and meet your competitive goals 5 Receive 24 X 7 state of the art web-based interaction 5 Develop seamless interfaces for you and for your students 5 Access data real-time
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Questions and Answers

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