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

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Office 2

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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

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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: Paul.Hill.Jr@ED.GOV