# Presentation: 349884

## <date/time>

## Session 43

***Common School ID for SFA***

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## Session Objectives

- Understanding the Problem
- Common School ID Vision
- Definition
- Benefits
- Implementation Strategy
- COD the First Steps
- Questions and Feedback

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## 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

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## 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

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## Understanding the Problem - School View

**Complex School**
** ****Organization**

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## 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**

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## 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).**

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## Understanding the Problem - SFA View

- FMS

- CDS Retirement
- Nov 2000

- Oct 2001

- Dec 2001

- eCB

- Mar 2002

- Dec 2001

- Mar 2002

**E-Servicing**

- Apr 2002

- FFEL Retirement
- June 2002

- DMCS Retirement
- Dec 2002

- Oct 2000

- Sept2001

- Aug
- 2001

- Mar
- 2001

- July
- 2001

- Jan
- 2002

- Sept2002

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## 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***

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## 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***

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## 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**

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## How will the Common School ID Work

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## How will the Common School ID Work

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## 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**

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## 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**

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## 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**

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## 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**

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## 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**

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## 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**

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## 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 years**

- Management Decision Checkpoints

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## 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***

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## COD ImplementationNext 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

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## COD ImplementationNext 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

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## 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

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## 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

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## Questions and Feedback

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

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