Integrating Systems and Processes: Update on ADvance Katie Crowley Deputy General Manager U.S....

Integrating Systems and Processes:

Update on ADvance

Katie Crowley

Deputy General Manager

U.S. Department of Education

May 3, 2005

2nd Annual Conference on Technology and Standards 3

Agenda

ADvance in Context

ADvance Overview

Technology Highlights

Implementation Approach and Success Criteria


Agenda

ADvance in Context

ADvance Overview




Context: Strategic Objectives

Improve Program Integrity

Improve Products &

Services

Reduce Costs

ImproveHumanCapital

Management

Modernize& IntegrateSystems

- Reconcile current business demands, economics and future business strategies with present state of legacy systems, technology and human resource skills

-Strengthen financial management and internal controls

-Provide effective oversight

-Ensure the accuracy of all data

-Implement an integrated set of information systems

-Ensure contracts are designed to enable cost reduction and re-engineered business processes

-Establish metrics to measure performance and productivity trends across the enterprise over time

-Ensure FSA has the right people in the right jobs with the right skill sets

-Create and foster an environment for collaborative problem solving and decision making

-Listen to the customer to understand and prioritize needs and/or desired products and solutions

-Inform business solutions by incorporating industry best practices


Context: Target State Vision

Lif

e-

cycl

eP

has

e

Ap

pli

can

t/

Bo

rro

wer

Pro

cess

Department of Education

Help Desk

Financial Partners Portal

Schools Portal

FS

AT

rad

ing

Par

tner

Pro

cess

Partner Application

Oversight

Aid Education Submission Eligibility Repayment Consolidation

Aid Awareness & ApplicationInstitution

ParticipationServicing

Tra

din

gP

artn

ers

&S

ervi

cers

Guaranty Agencies

Student Aid on the Web

Call Centers

Collections

Origination &Disbursement

ED

Financial Management

Lenders (Lender Servicers)

Other External Partners

To-Be FinancialAid Life Cycle

DRAFTHigh-Level Business View

State Agencies Schools ( School Servicer)

Common Services for BorrowersOrigination & Disbursement

Trading Partner Management

Delivery

FSA Gateway

Award & DisbursementProcessing

School Aid Payments &Funding Level Mgmt

PartnerEnrollment

Partner Eligibility& Oversight

Funds & InternalControls

ServiceLoans

Recovery &Resolution

ITAIntegratedTechnical

Architecture

VDCVirtual

Data Center

EAIEnterpriseApplicationIntegration

Internal Transfer

External Transfer

Business Function

ApplicationAid Eligibility

Determination

EstablishPersonRecord

GLAccounting

BudgetingExternal FinancialReporting

Authentication & Access Management

Credit Check SSCRServicing Reporting (FFEL & Campus Based)

Edit ChecksEn

terp

rise

Sh

ared

Fu

nct

ion

s Common Data Architecture

Generate/Distribute ISIR/SAR

CSB

FMS

En

terprise S

hared

Fu

nctio

ns

Warehouse/Data Marts

Match Against CDA (FAH)

Send/Receive from Matching Agencies

SSIM Logic

ConsolidateLoans

PaymentProcessing

Authentication &Access Tools

Enablers

BusinessIntelligence Tools

Enterprise Analytics and ResearchAcquisition &

Planning StrategyEnterprise Performance

ManagementCase Tracking(Ombudsman)

Partner Payment Calculation/PrePopulation CDR

RecommendPolicy Changes

Ancillary Services

AidAwareness

NSLDS

Partner Payment ManagementPartner Payment

Admin

TransactionsStudents Trading

Partners

ProcessPayments

State AgencyFunding

Analytics

Computation Edits - EFC

AR Managment

Distribute Eligibility

Transfer Monitoring Process Promissory Notes

FMSS GAPS

RID Mappings

ApplicationProcess

RelationshipMgmt

AuditHistory


Context: Target State Vision

Business Capability Areas

Origination & DisbursementApplication

Aid Eligibility Determination

Establish Person

AidAwareness

Award & Disbursement

Processing

Student Aid Payments &

Funding Level MgmtL

ife-

cycl

eP

has

e

Ap

pli

can

t/B

orr

ow

erP

roce

ss

Department of Education

Help Desk

Financial Partners Portal

Schools Portal

FS

AT

rad

ing

Par

tner

Pro

cess Partner Application

Oversight

Aid Education Submission Eligibility Repayment Consolidation

Aid Awareness & Application InstitutionParticipation

Servicing

Tra

din

gP

artn

ers

&S

ervi

cers

Guaranty Agencies

Student Aid on the Web

Call Centers

Collections

Origination &Disbursement

ED

Financial Management

Lenders (Lender Servicers)

Other External Partners

To-Be FinancialAid Life Cycle

DRAFTHigh-Level Business View

State Agencies Schools ( School Servicer)

Common Services for BorrowersOrigination & Disbursement

Trading Partner Management

Delivery

FSA Gateway

Award & DisbursementProcessing

School Aid Payments &Funding Level Mgmt

PartnerEnrollment

Partner Eligibility& Oversight

Funds & InternalControls

ServiceLoans

Recovery &Resolution

ITAIntegratedTechnical

Architecture

VDCVirtual

Data Center

EAIEnterpriseApplication

Integration

Internal Transfer

External Transfer

Business Function

ApplicationAid EligibilityDetermination

EstablishPersonRecord

GLAccountingBudgetingExternal Financial

Reporting

Authentication & Access Management

Credit Check SSCRServicing Reporting (FFEL & Campus Based)

Edit Checks

En

terp

rise

Sh

ared

Fu

nct

ion

s

Common Data ArchitectureGenerate/Distribute ISIR/SAR

CSB

FMS

En

terprise S

hared

Fu

nctio

nsWarehouse/Data Marts

Match Against CDA (FAH)

Send/Receive from Matching Agencies

SSIM Logic

ConsolidateLoans

PaymentProcessing

Authentication &

Access Tools

Enablers

BusinessIntelligence Tools

Enterprise Analytics and ResearchAcquisition &Planning Strategy

Enterprise PerformanceManagement

Case Tracking(Ombudsman)

Partner Payment Calculation/PrePopulationCDR

RecommendPolicy Changes

Ancillary Services

AidAwareness

NSLDS

Partner Payment ManagementPartner PaymentAdmin

TransactionsStudents Trading

Partners

ProcessPayments

State AgencyFunding

Analytics

Computation Edits - EFC

AR Managment

Distribute Eligibility

Transfer Monitoring Process Promissory Notes

FMSS GAPS

RID Mappings

ApplicationProcess

RelationshipMgmt

AuditHistory


Context: Other Initiatives

Common Services for Borrowers

NSLDS

ADvanceIntegrated Partner Management

Portals

FMS

Single Place To:

- Submit eligibility information (accreditation, audits, financial statements)

- Request access to FSA systems

- Make changes to demographic information

Single Place To:

- View integrated student information (including aid history)

- Conduct all ‘front end’ processing (applications through disbursements and funds management)

- Get Help Desk support

Single Place To:

- Manage all federally-held financial aid debt repayment

- Consolidate student loans into Direct Consolidation loans

- Access school-level entrance/ exit counseling & borrower delinquency information


Agenda

ADvance in Context

ADvance Overview




ADvance Overview

FSA's ADvance initiative consolidates Application Processing, Common Origination and Disbursement, Customer Service (G2C) and Help Desk (G2B)

These functions are currently supported by multiple contracts with near-term expiration dates or non-competitive extensions

Status quo fragmented environment makes it difficult for students, parents and student aid delivery partners to interact with FSA and cumbersome for employees and customer service representatives to understand and respond accurately and timely to customer inquiries


The Opportunity

ADvance is an opportunity to– Define the business needs (students, delivery

partners, FSA)

– Re-define the processes to better serve students

– Update technology to provide more flexible platform for future enhancements

– Incorporate the principles of data strategy and move towards our target state


The Opportunity: Spring Conference

4,731 IdeasLed to 9 Emergent Themes

• Get the “big picture”

• Know the audience

• Reach and engage the

audience

• Build an infrastructureof support

• Integrate data across

agencies

• Change policies and rules

• Simplify, simplify

• Evaluate and improve

• Be open to “the new”


More to come…

Detailed comments will be posted to IFAP and ADvance website (

www.advance.ed.gov)

The Opportunity: Spring Conference


Overview: What Will Change

More Efficient Business Processes – Core front end processes on single platform, reducing redundancies and hand-offs

Integrated Technology – Single platform utilizing shared data provide for easier maintenance and reduced operations costs; consistent with enterprise architecture

Increased Data Integrity – Common data and reduced interfaces lead to more accurate and consistent data

Enhanced Customer Service - Integrated views, single point of contact by customer base and increased self-service improve customer experience

Greater Control - Unlimited rights to software and all supporting documentation, ownership of Seibel licenses and data


Overview: What Won’t Change

Focus on Customer – FSA will continue to focus on the customer, identifying opportunities to improve the student experience and the delivery of financial aid

Commitment to Standards – FSA remains firm in its commitment to work with community to establish standards and in its commitment to implement to these standards

Collaboration with Delivery Partners – FSA will continue to work closely with all its partners – lenders and their services, guaranty agencies, schools and their services, software developers, state agencies – to meet our common goals


Agenda

ADvance in Context

ADvance Overview





• All Java solution – Over the transition period all of the old Cobol code will be bulldozed and replaced with Java Code on the new platform.

• Standards based ESB – WSDL, XML,BEPL4WS and J2EE– The new solution will be moving away from purely

proprietary code and utilizing innovative open standards and tools sets to develop and maintain the system, increasing stability and portability



Service Oriented Architecture (SOA) –

SOA for FSA means – – Reusable components exposed through services

shared with business partners (i.e., postsecondary education institutions, guaranty agencies, state agencies, financial industry organizations, and other education-related organizations) and enterprise systems enabling low-cost, low-impact environmental adaptation



• Presentation

• Service

• Business Layer

• Data Access

• Data



eXtensible Markup Language (XML) –

FSA remains committed to the use of XML. Specifically within ADvance XML will be used for:

External data exchanges: e.g. - XML ISIR

Internal data exchanges: transmission to web presentation layer


Technology Highlights: Data Architecture• Common Data Repository (Students, Organizations, Aid

Summary) – Exposed to enterprise through shared services

• Transactional Database – data structures and services focused on transactional processing while also supporting batch processing

• System ID - Unique identifier for all students

• Transaction ID – Unique identifier for all interface transactions between ADvance and other FSA systems

• DB2 on mainframe


Technology Highlights: Proof of Concept

• Validate the core application infrastructure and supporting infrastructure

– Validate that the WBI-SF and Process Choreographer can handle the transaction load needed

– Validate running Java applications on processors

• Implement SOA best practices

• Document development, build, and configuration management processes

• Long term performance test environment


Agenda

ADvance in Context

ADvance Overview




Implementation Approach: Key Dates

Start Date: February 1, 2005

Initial focus on requirements (complete 7/2005), technical proof of concept and quick hits for student contact center

Initial Go-Live January 2007 for 2007-08, application processing only– Includes system and new tools for customer service (e.g.:

integrated views)

Full award year processing for integrated application, origination and disbursement for 2008-09


Technical Proof of Concept Gradual transition of origination and

disbursement help desk and system processing

– Transition of oldest prior years first (lowest volume of transactions)

– 6 months+ of parallel system processing (for testing purposes only)

– 6 months+ of “shadowing” help desk

Implementation Approach: Risk Mitigation


Success Criteria

Successful implementation of new solution

Maintain current levels of service on existing operations

Integration of new solution with FSA enterprise


Questions?

Integrating Systems and Processes: Update on ADvance Katie Crowley Deputy General Manager U.S....

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