# Presentation: 181780

## Common Origination and Disbursement Update (#101)

**Common Origination and Disbursement Update (#101)**

## Agenda

- Overview of the Common Record
- Processing 05/06
- Closeout Tips
- “Late” Late Disbursements
- Password Maintenance
- COD Today and Tomorrow

## No Alternative

- All schools must be Common Record Compatible For AY 05/06 and communicate with COD via the XML formatted Common Record

## Full-participant

**Common Record (CR)**

**Routing ID**

**Document**

**XML**

**Phase-in school**

**Batch**

**CR Compatibility**

**Schema**

**CFL**

**Flat-File**

**Response**

**Unsubstantiated cash**

**Tags**

**Document ID**

**Substantiated cash**

**Receipt**

## New Concept...No More Records As We Know Them

- No more Origination records
- Now, Origination data
- No more Disbursement records,
- Now, Disbursement data
- Only the Common Record transporting Origination and/or Disbursement data

## 
    <LastName> </LastName>

-     <LastName> </LastName>

- Start tag

- End tag

- Simple element

- Tags and Elements

## 

<Name>
	 <FirstName>Sally</FirstName> 
    <MiddleInitial>A</MiddleInitial>
</Name>

- <Name>
- 	 <FirstName>Sally</FirstName>
-     <MiddleInitial>A</MiddleInitial>
- </Name>

- Simple element

- Complex element

- Simple element

- Simple Elements Become Complex Elements

## LastName=“Smith”>
<Identifiers>
<DriversLicense>
<DriversLicenseState>IN</DriversLicenseState>
<DriversLicenseNumber>DL2222222</DriversLicenseNumber>
</DriversLicense>
<Name>
	 <FirstName>Sally</FirstName> 
     <MiddleInitial>A</MiddleInitial>
</Name>
<Contacts>
<AddressLine>417 Hapler Road</AddressLine> 	
<AddressCity>Fort Wayne</AddressCity>
<AddressStateProvinceCode>IN</AddressStateProvinceCode>
<AddressPostalCode>46807</AddressPostalCode> 
</Contacts>

- <Identifiers>
- <DriversLicense>
- <DriversLicenseState>IN</DriversLicenseState>
- <DriversLicenseNumber>DL2222222</DriversLicenseNumber>
- </DriversLicense>
- <Name>
- 	 <FirstName>Sally</FirstName>
-      <MiddleInitial>A</MiddleInitial>
- </Name>
- <Contacts>
- <AddressLine>417 Hapler Road</AddressLine>
- <AddressCity>Fort Wayne</AddressCity>
- <AddressStateProvinceCode>IN</AddressStateProvinceCode>
- <AddressPostalCode>46807</AddressPostalCode>
- </Contacts>

- Simple element

- Complex element

- Complex element

- Complex element

- A Logical Grouping of Complex Elements

## <CommonRecord>
     <DocumentID>2004-08-29T09:09:09.0011111111</DocumentID>
     <CreatedDateTime>2004-08-29T17:20:01.00</CreatedDateTime>
    <Source>
          <School EntityID="11111111"/>
     </Source>
     <Destination>
          <COD EntityID="00000001"/>
     </Destination>
     <ReportingSchool EntityID="11111111“>
     <ReportedFinancialSummary>
     </ReportedFinancialSummary>
     <AttendedSchool EntityID="22222222">

-      <DocumentID>2004-08-29T09:09:09.0011111111</DocumentID>
-      <CreatedDateTime>2004-08-29T17:20:01.00</CreatedDateTime>
**    **<Source>
-           <School EntityID="11111111"/>
-      </Source>
-      <Destination>
-           <COD EntityID="00000001"/>
-      </Destination>
-      <ReportingSchool EntityID="11111111“>
-      <ReportedFinancialSummary>
-      </ReportedFinancialSummary>
**     **<AttendedSchool EntityID="22222222">

- Doc info

- Entity  info

- Blocks of Data

## <Student>
     <Student SSN=”123456789” BirthDate=”1985-01-01” LastName=”SMITH”>
          <Pell>
          </Pell>
          <DLSubsidized>
          </DLSubsidized>
     </Student>
     <Student SSN=”987654321” BirthDate=”1982-02-20” LastName=”JONES”>
          <DLSubsidized>
          </DLSubsidized>
          <DLUnsubsidized>
          </DLUnsubsidized>
</Student>  

-      <Student SSN=”123456789” BirthDate=”1985-01-01” LastName=”SMITH”>
-           <Pell>
-           </Pell>
-           <DLSubsidized>
-           </DLSubsidized>
-      </Student>
-      <Student SSN=”987654321” BirthDate=”1982-02-20” LastName=”JONES”>
-           <DLSubsidized>
-           </DLSubsidized>
-           <DLUnsubsidized>
-           </DLUnsubsidized>
- </Student>

- Person
- info

- Award  info

- Award  info

- Blocks of Data

## Blocks of Data

-      <Disbursement Number="02">
-           <DisbursementAmount>2025</DisbursementAmount>
-           <DisbursementDate>2005-01-15</DisbursementDate>     <DisbursementReleaseIndicator>false</DisbursementReleaseIndicator>
-          <DisbursementSequenceNumber>1</DisbursementSequenceNumber>
-           <PaymentPeriodStartDate xsi:nil="true"/>
- </Disbursement>

- Disb
- block

## What Happens Next?

- Validate
- against the appropriate schema
- Process
- compare to CPS
- Edit
- out with the bad...in with the good

## Receipts

- CR has validated successfully against the appropriate XML schema
- If not
- System-generated e-mail notifies you that CR is constructed in an invalid format
- Carries no student award data edit results

## Receipts

- <CommonRecord>
-      <DocumentID>2004-03-18T09:09:09.0012345678</DocumentID>
-      <CreatedDateTime>2004-03-18T09:20:01.00</CreatedDateTime>
-      <Source>
-          <COD EntityID="00000001"/>
-      </Source>
-      <Destination>
-           <School EntityID="12345678"/>
-      </Destination>
-      <Receipt>2004-03-18T09:21:00.00</Receipt>
- </CommonRecord>

## Edit

- General
- Program specific
- Results of Editing
- correction
- reject
- warning

## Response

- </Disbursement>
-      <Disbursement Number="02">
-           <DisbursementAmount>2025</DisbursementAmount>
-           <DisbursementDate>2005-01-15</DisbursementDate>
-           <DisbursementReleaseIndicator>false</DisbursementReleaseIndicator>
-           <DisbursementSequenceNumber>1</DisbursementSequenceNumber>
-           <PaymentPeriodStartDate xsi:nil="true"/>
-      <Response>
- 	<ResponseCode>A</ResponseCode>
-      </Response
- </Disbursement>

- Response Block

## Response

- Full
- COD returns all original tags submitted AND rejected data elements and reason
- Standard
- COD returns only the rejected data and reason

## Agenda

- Overview of the Common Record
- Processing 05/06
- Closeout Tips
- “Late” Late Disbursements
- Password Maintenance
- COD Today and Tomorrow

## ACA ESOA Generation

- The Electronic Statement of Account (ESOA) is generated and sent to schools when they receive an Administrative Cost Allowance (ACA) payment for their students
- Message Class – PGAS06OP

## Secondary EFC Indicator

- COD ignores the Secondary EFC Indicator tag if submitted on an incoming record and instead edits the award amount using the Primary EFC
- COD does not return the Secondary EFC Indicator tag in the response record if submitted on the incoming record

## Secondary EFC Indicator

- Secondary EFC Code will not display on the following Web pages
- Create Award, Update Award and Award Detail Information Pages
- Edit 026 is no longer returned

## Reject Edit 021

- If complete address is not submitted on the incoming record (Person block)
- Edit 021 is returned if a complete address cannot be found for the student/borrower on COD database or CPS
- ALL awards and ALL AYs (FP & PI) – Pell Grant, Direct Loan Sub/Unsub (Student address), and Direct Loan PLUS Borrowers
- Update and submit w/ complete address data

## Warning Edit 120

- Returned if a complete address is not submitted on an incoming record (D/L Sub/Unsub, Pell Grant) but is found on CPS or COD database
- Returned for D/L PLUS if complete STUDENT address is not submitted on the incoming record and not found on CPS or COD database
- ALL AYs
- FP and prior AY Pell Phase In awards

## Complete Address Criteria

- A Domestic address must contain the following
- AddressLine
- AddressCity
- AddressStateProvinceCode
- AddressPostalCode

## Complete Address Criteria

- A Foreign address must contain the following
- AddressLine
- AddressCity
- AddressCountryCode
-  **NOTE**:  If COD pulls Foreign AddressCountryCode from CPS the record will reject #021

## Reject Edit 121

- Returned when an SSN change is submitted on any award type if
- Person is also a PLUS borrower
- AND
- PLUS award is greater than zero and is not yet fully disbursed
- $0 loan and submit under correct SSN

## Reject Edit 122

- Returned when a school submits an increase to a PLUS loan award amount and the person has had an SSN change
- COD allows an SNN change for a PLUS borrower **ONLY **if the PLUS award
- is equal to zero
- OR
- is inactive
- OR
- is fully disbursed

## Modified Edit 055

- Edit 055 is returned **ONLY** when the
- Disbursement Sequence Number = 01, **AND**
- Disbursement Information received and processed more than 30 days later than the Disbursement Date reported on the record, **AND**
- Disbursement Release Indicator (DRI) = true

## MPN Linking

- COD does not link an MPN to a loan if the loan amount and all actual and anticipated disbursements equal zero
- COD initiates an MPN linking process when an award amount on an unlinked award is increased from zero
- schools receive an Unsolicited Promissory Note acknowledgement when the increased award is linked
- this change applies to ALL award years

## MPN Inactivity/Expiration Reports

- COD generates three non-award year specific reports notifying schools when an MPN is about to or has expired
- MPN Discharge Report
- Expired MPN Report
- MPNs Due to Expire Report

## MPN Discharge Report

- Inactive within the last 30 days
- discharge due to death
- discharge due to unauthorized signature (fraud)

## Expired MPN Report

- Inactive within the last 30 days
- No awards linked within a year of the receipt date (date received at COD)
- OR
- No actual disbursements on a linked award within a year of the receipt date
- OR
- 10 years passing since the receipt date
- OR
- A PLUS loan linked with an Endorser

## MPNs Due to Expire Report

- Expire within the next 60 days
- No awards linked within a year of the receipt date
- OR
- No actual disbursements on a linked award within a year of the receipt date
- OR
- 10 years passing since the receipt date

## Paper Master Promissory Notes

- New Overnight, Express or Certified mailing address for submitting paper MPNs
- Department of Education
- 201 TechnaCenter Drive
- Montgomery, AL 36117
- Regular mail address has not changed
- Department of Education
- P.O. Box 5692
- Montgomery, AL 36104

## Direct Loan Operations School E-mail Address

- In response to your requests, schools can now be connected to our Direct Loan Operations Team at: _[dlops@ed.gov](mailto:dlops@ed.gov)_
- issues escalated from customer service
- assistance with Direct Loan matters
- to offer suggestions for improvement
- For more information, refer to Direct Loan Bulletin:  DLB-05-03
- _[http://www.ifap.ed.gov/dlbulletins/DLB0503.html](http://www.ifap.ed.gov/dlbulletins/DLB0503.html)_

## Agenda

- Overview of the Common Record
- Processing 05/06
- Closeout Tips
- “Late” Late Disbursements
- Password Maintenance
- COD Today and Tomorrow

## Direct Loan Closeout

- Deadline for the 2003-2004 award year is July 29, 2005
- To be officially closed out, schools must have an Ending Cash Balance of $0 and Total Net Unbooked Disbursements of $0, as reflected on your School Account Statement (SAS) Report
- For more information, refer to Direct Loan Bulletin:  DLB-05-08
- _[http://www.ifap.ed.gov/dlbulletins/DLB0508.html](http://www.ifap.ed.gov/dlbulletins/DLB0508.html)_

## Tools to Assist You

- SAS Reports
- COD Web site
- 30 Day Warning Reports
- GAPS Web site and Reports
- DL Tools/SAS Compare Program
- Customer Service Representatives
- Reconciliation Specialist assistance

## Pell Grant Closeout Reminder

- Deadline for the 2004-2005 award year is September 30, 2005
- There can be no new awards/disbursements or upward adjustments without administrative relief UNLESS student was in a previous POP situation
- An electronic announcement with more details will go out late August or early September

## Pell Grant Closeout Tips

- Stay reconciled with GAPS
- Avoid having Negative Available Balances or Unprocessed Deobligations
- The Office of the Chief Financial Officer (OCFO) will be sending letters to remind schools to correct Negative Available Balances

## Negative Available Balances

| Action | CFL | Available Balance in GAPS |
| --- | --- | --- |
| $5,000,000 in disbursement records | $5,000,000 | $0 |
| $5,000 negative disbursement | $4,995,000 | ($5,000) |

## How to Resolve Negative Balances(Unprocessed Deobligations)

- Refund the cash
- Adjust the drawdown
- Increase the CFL

## Tools to Assist You

- Two Pell Grant Data Requests available to assist schools as they complete both the year-end and ongoing reconciliation process
- Year-to-Date Record – contains detailed origination, disbursement, and summary information at a transaction level on all Pell Grant recipients at a school
- Reconciliation Report – sent to all schools in late August

## Agenda

- Overview of the Common Record
- Processing 05/06
- Closeout Tips
- “Late” Late Disbursements
- Password Maintenance
- COD Today and Tomorrow

## “Late” Late Disbursements

- A late disbursement beyond the 120-day late disbursement period, which requires Department approval
- Approval will only be granted if the student or parent is not at fault
- For more information, refer to Dear Colleague Letter:  GEN-05-07
- _[http://ifap.ed.gov/dpcletters/GEN0507.html](http://ifap.ed.gov/dpcletters/GEN0507.html)_

## Submitting a Request for Approval

- Requests can only be made directly by a school or its third party servicer
- must use school or servicer letterhead
- separate request for each student or parent
- separate request for each program
- important to explain why the disbursement could not made before the end of the 120-day late disbursement period

## Waiting... for a Response

- Requests are reviewed to ensure all required information is correct, and school will be notified via e-mail once screening is complete
- Schools can then expect to receive either an approval or denial notification within 10 business days

## Agenda

- Overview of the Common Record
- Processing 05/06
- Closeout Tips
- “Late” Late Disbursements
- Password Maintenance
- COD Today and Tomorrow

## Top 5 Customer Service Call Reasons

**As of June 2005**

## Password Reset

- Reasons you may need a password reset
- You received a temporary password as the system administrator and you failed to change the temporary password within 24 hours
- You did not access the COD web site for 6 consecutive months after your first visit
- You did not access the COD web site for over 3 consecutive months following the last visit and you have been in the web site more than one other previous time

## Security Administrator

- Provides access to the COD web site for users
- Who is the right person?
- How many should you have?

## Agenda

- Overview of the Common Record
- Processing 05/06
- “Late” Late Disbursements
- Closeout Tips
- Password Maintenance
- COD Today and Tomorrow

## Financials – YTD 1999-2006

- As of June 2005

## Direct Loan Closeout

## Master Promissory Notes

## Issue Reduction

- Enhanced internal problem ticket tracking and management
- Introduced new prioritization process and monthly Service Packs (software releases)
- Resolved over 600 problem tickets since June 2004, reducing the total number of open problem tickets from 174 in June 2004 to 49 in June 2005

## Actual Production Issues vs. Trendof Issues Opened per Month

- Actual Production Issues vs. Trendof Issues Opened per Month

## Data Cleanups & Commingled Records

- Dedicated teams to focus exclusively on resolving Data Cleanups and Commingled Student Records
- Reduced the number of commingled students from 377 records in April 2004 to 25 in June 2005

## Commingled Records

## The Future...

- Move from consolidating systems and programs to integrating service across FSA...
- AidDeliveryvance

## Why Change?

- Current environment makes interaction with systems and finding answers difficult
- Solution provides
- More efficient processes
- Integrated technology
- Increased data integrity
- Enhanced customer service
- Greater control

## The ADvance Solution

- Support Aid Awareness outreach activities
- Integrates Application Processing, Origination, and Disbursement systems (AOD)
- Provides Single Customer Contact Center

## The ADvance Solution

- Single Technical Help Desk
- Enhanced Portal Solution with integrated Web views & tools
- Simplifies students’/parents’ and trading partners’ interactions with Federal Student Aid (FSA)

## ADvance: A School’s View

**Help Desk Support**
- CPS, COD, EDExpress, PIN, SAIG

**Web Products for Students**
- Student Aid on the Web, FAFSA on the Web, E-MPN

**Web Products for Schools**
- Schools Portal, FAA Access, COD On-Line, R2T4

**Supporting Systems**
- CPS, COD

**Software Products for Schools**
- EDExpress

**Origination & Disbursement**

**Application**

**Aid Eligibility Determination**

**Establish **
**Person **
**Record**

**Aid**
**Awareness**

**Award & **
**Disbursement Processing**

**School Aid Payments**
** ****& Funding Level Mgmt**

## Implementation: Key Dates

- Initial Go-Live January 2007 for 2007-2008, 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 2008-2009

## Implementation: Risk Mitigation

- Gradual transition of origination and disbursement help desk and system processing
- Transition of oldest prior years first (lowest volume of transactions)
- 6 months+ parallel system processing

## The Opportunity

- ADvance is an opportunity to
- Define the business needs from multiple perspectives (FSA, schools, students)
- Re-define the processes to better serve students

## Visioning Session Topic Areas

- Aid Awareness and Outreach
- Student’s Completion of the FAFSA
- School’s Processing of the Application
- Reporting, Requesting and Disbursing Funds
- Accounting for Aid Dollars

**Student and Family Perspective**

**School  **
**Perspective**

## We Listened and Captured...

- 4,731 Comments

## What Schools “Visioned”

- Get the Big Picture
- Know the Audience
- Reach and Engage the Audience
- Build an Infrastructure of Support

- Integrate Data Across Agencies
- Change Policies and Rules
- Simplify, Simplify
- Evaluate and Improve
- Be Open to the New

**Comments received were categorized into the following themes**

## Stay Informed

## Assistance

*COD School Relations Center*
- Phone:
- (800) 474-7268 (4P-Grant) – Pell Grant
- (800) 848-0978 – Direct Loan
- E-mail:  _[CODSupport@acs-inc.com](mailto:CODSupport@acs-inc.com)_
*Direct Loan Operations*
- E-mail:  _[dlops@ed.gov](mailto:dlops@ed.gov)_

## Thank you...

					Questions?

- 					Questions?

## Slide 74