# Presentation: 662977

## <date/time>

## COD: The Big Picture

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## Agenda

- Background
- Goal
- Overview of COD
- Features and Improvements
- What’s Next
- Where to Get Information

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## COD: How it Started

**Focus Groups of School **
**(Nov-Dec 1999)**
- Conceptual Design
- Key Components

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## COD School Partners 

- User Steering Committee
- Software Developers and 3rd Party Servicers
- FFEL Community and State Grant Agencies

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## COD Is the Process for Integrating Systems

- Redefines aid origination and disbursement processes for Pell Grants and Direct Loans, and provides optional common reporting opportunities for campus-based programs
- Integrates a common process with a system designed to support origination, disbursement, and reporting

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## COD Is the Process for Integrating Systems

- Replaces the Recipient Financial Management System (RFMS) and the Direct Loan Origination System (DLOS) with an integrated common system in 2002-2003
- Increases accountability and program integrity

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## Current Environment 

- State Grants, Alternative Loans and Other...

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## Current Processes

-  Separate processes, systems, customer 		  service, technical reference
-  Different record layouts, data definitions 		  and general eligibility edits
-  Duplicate and inaccurate data
-  Separate origination and disbursement 		  processes
-  Two-Step process
-  Four distinct record layouts

***Current Processes***

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## Current Processes, Cont’d

- Change records
- Requires re-submission of all data elements
- Two distinct record layouts
- Different process for Pell and DL (“Netting” Vs Replacement Values)
-  Costly—redundancy expensive

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## COD Goal

- To promote program integrity and offer schools simplicity, accuracy and improved access to data

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## COD: Future Environment

***COD: Future Environment***

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## Process change only, no change to programs
Student Centric 
Single COD system
Common process
Common Record for origination, disbursement and changes 

- Student Centric_ _
- Single COD system
- Common process
- Common Record for origination, disbursement and changes

***COD End State Features***

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## Processing Options
Single step: disbursement function or
Two steps: edit only and disbursement functions
One customer service point of contact
Optional reporting for campus-based programs
Opportunity for use by FFEL, state grants, alternative loans, etc.

- Single step: disbursement function or
- Two steps: edit only and disbursement functions
- One customer service point of contact
- Optional reporting for campus-based programs
- Opportunity for use by FFEL, state grants, alternative loans, etc.

***COD End State Features- Cont'd***

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## COD End State Features- Cont'd

- On-Line access to view and update school, student,award and disbursement data
- Easier reconciliation and fund accounting

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## COD Common Record

- “**Common**” because
- It serves many different financial aid programs
- It replaces the separate record layouts for origination, disbursement and change records
- It has common data elements and definitions, where applicable, across program

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## COD Common Record and XML

- XML: E**x**tensible **M**arkup **L**anguage
- Data files are machine and human readable
- The entire document or portions of the common record can be transmitted
- The common record is *extensible*--additional information can be added easily

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## Comparison of records

**Traditional record:**
- SUE       SMITH   **447232922****19820921**           Y
**XML record:**

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## Characteristics of Change

- Current

- Future

- Processing

- periodic

- in seconds

- Communication

-   with schools

- TIVWAN

- Internet

- Data organization

- By program

- By student

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## Current Process StructuredBy Program

**Pell Grant**

**Direct Loan**

**Alternative Loan**

** ****Perkins Loan**

**FFELP **

**Loan**

- Bill Boyce

-  Jane Jones

-  Sue Smith

-  Jane Jones

-  Bill Boyce

- Jane Jones

-  Sue Smith

- Sue Smith

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## COD Process Structured by Student

**Bill Boyce**
-    Pell Grant
-    FFELP Loan
**Jane Jones**
-    Pell Grant
-    Direct Loan
-    Perkins Loan
**Sue Smith**
-    Pell Grant
-    Direct Loan
-    Alternative
-    Loan

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## As Transmitted

**Bill Boyce**

-   Pell Grant

-   FFELP Loan

**Jane Jones**

-   Pell Grant

-   Direct Loan

-   Perkins Loan

**Sue Smith**

-   Pell Grant

-   Direct Loan

-   Alternative Loan

**Bill Boyce**

-   Pell Grant

**Jane Jones**

-   Pell Grant

-   Direct Loan

-   Perkins Loan

**Sue Smith**

-   Pell Grant

-   Direct Loan

**Bill Boyce**

-   FFELP Loan

**Sue Smith**

-   Alternative Loan

**Sent to SFA**

**Sent to Lenders**

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## COD School Participation

- Full Participation Schools
- Submit the common record using XML
- Phase-in Participation Schools
- Submit records using the 2002-03 RFMS & DLOS formats

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## COD:

***COD:***
***2002-2003 Environment***

**Origination and Disbursement**

- (Pell, Campus-Based, Direct Loans)

**Full Participants**

**Phase-In Participants**

- Student (Pell,

- C-B, Direct)

- Pell

- Campus-

- Based

- Direct

** ****Middleware**

**FISAP**

**FISAP**

**Processing**

**LOS Records**

**RFMS Records**

**Common Record**

- Common Record

- Submit the Common Record using XML

- Submit records using the legacy RFMS and DLOS formats

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## All Schools April 2002

All rejects (Pell and Direct Loan) stored and viewable via the web

Web Access to:
Real-time processing statistics (e.g.: # submitted, # accepted/ rejected/ corrected, % rejected by edit type)  to help a school target improvements to its business process
Consolidated funding information (e.g.: $ drawn by program, progress towards 30-day requirement)

- All rejects (Pell and Direct Loan) stored and viewable via the web
- Web Access to:
- Real-time processing statistics (e.g.: # submitted, # accepted/ rejected/ corrected, % rejected by edit type)  to help a school target improvements to its business process
- Consolidated funding information (e.g.: $ drawn by program, progress towards 30-day requirement)

***Summary of COD Features ******and Improvements***

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## All Schools April 2002

Single Web site optional access to Pell Grant, Direct Loan and campus-based information, 24x7

Integrated customer service 

Integrated views

- Single Web site optional access to Pell Grant, Direct Loan and campus-based information, 24x7
- Integrated customer service
- Integrated views

***Summary of COD Features ******and Improvements – Cont’d***

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## What’s Different?  ACCESS TO DATAIntegrated System

- Multi-dimensional integration of data
- by **SCHOOL**
- by** PROGRAM**
- Integration with applicant data (CPS)
- Integrated funds management data (FMS & GAPS)

***What’s Different?  ACCESS TO DATA******Integrated System***

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## COD: Integrated Views

- Pell

- 2,000.00

- FSEOG

- 800.00

- DL - Sub

- 2,625.00

**TOTAL**

**5,425.00**

**Student A              02-03**

- Pell

- 9,500,000

- FSEOG

- 800,000

- DL - Sub

- 25,568,900

**TOTAL**

**47,629,300**

**School            **

- Perkins

- 1,200,000

- DL - Unsub

- 10,560,400

- 02-03

- 8,032,750,920

- 03-04

- 9,254,300,600

**TOTAL**

**17,287,051,520**

**Pell Grants           **

**Year**

**Amount**

**# Recipients**

- 5,750,921

- 6,140,569

**11,891,490**

**02-03            **

- 10,250,980

- 784,000

- 30,652,600

**62,758,480**

- 1,200,000

- 19,870,900

**03-04            **

*7.9%*

*2.0%*

*19.9%*

*0.0%*

*88.2%*

**% Chg*****            ***

**BY STUDENT**

**BY PROGRAM**

**BY SCHOOL**

- SAMPLE

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## Summary of COD Featuresand Improvements, Cont’d

- Student Identifier
- New student ID is Current SSN, Date of Birth, and Last Name
- Report Institution ID? Available on the Common Record

***Summary of COD Features******and Improvements, Cont’d***

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## Summary of COD Features and Improvements

- Processing Options:
- Whether or not to receive responses (i.e.: acknowledgements) for activity performed on the Web
- How school wants to receive increases in funding based on student records: (1) funds ‘pushed’ via electronic transfer or (2) funds made available for drawdown
- Rejected records - Pell Grants: (1) reject outright or (2) correct data and send notification

***Summary of COD Features ******and Improvements***

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## Summary of COD Features and Improvements - Cont'd

- For Pell Grant POP/MRR cases COD takes pro-active approach
- Pell Grant and Verification status code
- Blank if not selected for verification/selected but verification not required
- V if verified
- W if paid without documentation

***Summary of COD Features ******and Improvements - Cont'd***

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## Summary of COD Features and Improvements - Cont'd

- In Direct Loans, COD can process disbursement records 7 calendar days in advance of disbursement date
- Reports/tools to assist with funds management

***Summary of COD Features ******and Improvements - Cont'd***

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## COD: Management Tool

**Progress Toward 30-Day Requirement**
**02-03 PELL**

- Total Funds Drawn

- $ 12,550,000

- Net Accepted Disbursements

- $ 5,550,000

**Unsubstantiated Funds Amount**

**$ 7,000,000**

**Amount Over 30 Days**
**$ 0**

***(55.8%)***

**Drawdown Detail**

- Date

- Amount

- Substantiating Records

- _Unsubstantiated Funds_

- Amount

- %

- 08/05/02

- 2,550,000

- 2,550,000

- 0

- 0

- Days Remaining for On Time Reporting

- 08/10/02

- 10,000,000

- 3,000,000

- 7,000,000

- 70.0

- 10 Days

- --

**$ 12,550,000**

**$ 5,550,000**

**$ 7,000,000**

**55.8%**

**Total:**

- 8/30

- SAMPLE

***COD: Management Tool***

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## Full Participants

Resolve rejects via the Web

Submit new records via the Web

“Release” edit-only records (i.e.: submit disbursement records) via the Web

- Resolve rejects via the Web
- Submit new records via the Web
- “Release” edit-only records (i.e.: submit disbursement records) via the Web

***Summary of COD Features ******and Improvements***

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## Full Participants-cont'd

Same process for reporting changes to Pell Grant and Direct Loan 

Flexible record format: only send data required, send data only once unless change occurs

- Same process for reporting changes to Pell Grant and Direct Loan
- Flexible record format: only send data required, send data only once unless change occurs

***Summary of COD Features ******and Improvements***

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## Full Participants-cont'd

Optional reporting of data elements (required today) that already exist in CPS

Optional campus-based reporting to pre-populate portions of the FISAP

*Optional* reporting of data elements (required today) that already exist in CPS
*Optional *campus-based reporting to pre-populate portions of the FISAP

***Summary of COD Features******and Improvements, Cont’d***

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## Full Participants-cont'd

Option of whether to receive a ‘full’ response (i.e.: acknowledgement with all the data reported for the student to load into school software) as opposed to the standard response, which includes only identifiers, record status and specific information on failed edits. 

- Option of whether to receive a ‘full’ response (i.e.: acknowledgement with all the data reported for the student to load into school software) as opposed to the standard response, which includes only identifiers, record status and specific information on failed edits.

***Summary of COD Features******and Improvements, Cont’d***

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## Summary of COD Featuresand Improvements, Cont’d

- Full Participants-cont'd
- Change to date can be reported via the Web
- School Identifier
- New, common school identifier, instead of Pell ID or E/G Code

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## Summary of COD Featuresand Improvements, Cont’d

- Full Participants-cont'd
- For Pell Grant change records
- Disbursement amount is replacement value, not adjustment
- Sequence number required
- For Pell Grants, pennies can be reported in all amount fields (including award amount)
- For Direct Loans, the CPS transaction number is required on Common Record

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## COD: Transition 

***COD: Transition****** ***

- July 2001

- Feb 2002

- June 2002

- AY
- 01-02

- All Schools

- PELL

- DL

- RFMS

- DLOS

- Phase in Participant

- PELL

- Full Participant

**Common **
**Record**

- DL

- SFA
-  Integr-
- ation
- Tool

- COD

- AY
- 02-03
- 03-04

- 2004-05

- COD

- AY
- 04-05

** ****Common **
**Record**

- COD

- Full Participant

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## Customer Service Vision 

** ****Provide customer service that anticipates customer needs**
** ****Maximize self-service for Pell, Direct Loans, and **
**    ****Campus Based processing**
** ****Provide single point of service and combined support for**
**   ****origination and disbursement process**

**“****Common Origination and Disbursement Customer Service **
** ****is about more than exception processing.  It’s about **
**creating a smooth day-to-day Federal Financial Student Aid **
**delivery process to meet your customer needs.”**

***Customer Service Vision****** ***

***Key Customer Service Initiative:***

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## COD Customer Service Transition Beginning April 2002

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## Operating Basics

- Hours of Operations: 8 a.m to 8 p.m. eastern
- Toll-free Customer Service Numbers:
- Current RFMS Customer Service  1-800-474-7268
- Current DLOS Customer Service   1-800-848-0978
- New Mailing Address to come

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## What’s Next 

- Test Environment for Schools, 3rd Party Servicers and Software Developers
- System begins to
- 	process 02-03 transactions

- Fall ‘01-Wi ‘02
- April ‘02

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## COD’s Progress

- For updates on COD’s development, go to :
-  *Information for Financial Aid Professionals *
*  **(IFAP):* _ifap.ed.gov_
- 		Current Publications by Title
- 			Common Origination & Disbursement
- 				2002-2003 Award Year
- Or
- _http://ifap.ed.gov/IFAPWebApp/currentCODYearPag.jsp?p1=2002-2003&p2=c_

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## Slide 46

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## And Finally...

- We appreciate your feedback and questions.
-  **Customer Service Call Center**
- 800-433-7327 *M-F 9-5 ET*
- _Sfa.customer.support@ed.gov _

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