# Presentation: 066647

## Use of Electronics in the Administration of Title IV Aid 

**Jeff Baker**
**Program Development Division**
**Student Financial Assistance**
**Paul Hill**
**Office of Chief Information Officer**
**Student Financial Assistance**

## Session Agenda

- Guide to Getting Started
- Developing a Vision for Your Office
- Steps for Implementing Process
- The Impact of IT on Your Process
- Finding the Resources Available
- On the Horizon
- Understanding the Benefits

## Slide 3

## Developing a Vision for Your Office

**    ****Overall**
**   ****Process**

**“****How could we do**
** ****things differently?”**

**What is the role of your**
**    ****office on campus?**
**What do your customers**
**    ****expect?**
**What are your long term**
**    ****goals?**

## Developing a Vision for Your Office

** ****Flow**
** ****Output**
** ****Performance**
** ****Organization**
** ****Technology**

**“****How will it work?”**

**Will the current staffing levels**
**    ****handle the new process well?**
**What are the minimum hardware**
**    ****software requirements for your FA**
**    ****business process?**
**Do you have the right team to**
**    ****achieve your design objectives?**
**Do you have senior management**
**    ****buy-in?**

## Developing a Vision for Your Office

** ****Costs**
** ****Quality**
** ****Cycle Time**
** ****Responsiveness**

**“****How well will it work?”**

**Can you complete the business**
**    ****cycle when you want to?**
**Have you considered the **
**   ****school budget process?**
**Can you measure key process**
**   ****improvement?**
**What are the customer**
**    ****requirements?**

## Developing a Vision for Your Office

** ****People**
** ****Technology**
** ****Products**

**“****What things have to go right?”**

**Will the technology deliver the**
**    ****process effectively?**
**Do you have the right people on**
**    ****the team?**
**Will the products be delivered on**
**    ****time?**
**Will the new process meet the **
**    ****customers expectations?**

## Developing a Vision for Your Office

** ****Resource allocation**
** ****Organizational, **
**    ****cultural**
** ****Technical**
** ****Product Factors**
** ****Market/environment**

**“****Why might**
**they not go right?”**

**Are the stakeholders on your**
**    ****campus ready for change?**
**Are the implementation dates**
**    ****reasonable?**
**Do you have a contingency plan?**
**What are the state, local and **
**    ****federal rules or policies you**
**    ****must consider?**

## Steps for Implementing the Process

**Identify and select processes for redesign**

**Identify enablers for new process design**

**Define the business strategy and process vision**

**Understand the structure and flow of the current process**

**Measure the performance of the current process**

**Design the new process**

**Prototype the new process**

**Implement the process**

**Communicate ongoing results of the effort**

**Build commitment toward the solution at each step**

## The Impact of Electronics on Your Process

**Automation**

**Information**

**Sequence**

**Tracking**

**Analytical**

**Eliminate human labor from the process**

**Capture process information for**
**purposes of understanding**

**Change process sequence, or enabling**
**parallelism**

**Closely monitor process status and**
**objects**

**Improve analysis of information and**
**decision making**

## The Impact of Electronics on Your Process

**Geographical**

**Integration**

**Intellectual**

**Consolidation**

**Coordinate processes across distances**

**Coordination between tasks and processes**

**Capture and distribute intellectual assets**

**Eliminate intermediaries from the process**

## Finding the Resources Available

- Information for Financial Aid Professionals (IFAP) -  www.ifap.ed.gov
- NASFAA - www.nasfaa.org
- Third Party Vendors and Software Providers
- Your Institutions’ IT Department
- Your Colleagues

## School Portal
Common Origination and Disbursement Process
Notice of Minimum Electronic Capability requirements 
Letter to Institution Presidents and CEOs

**Common Origination and Disbursement Process**
**Notice of Minimum Electronic Capability requirements **
**Letter to Institution Presidents and CEOs**

**On the Horizon**

## If I had to shop for a computer today....

**IBM or fully Compatible Pentium 600 MHz or better**
**128 MB total  memory or more**
**20 GB Hard Drive**
**56 K  Modem**
**Windows 95 keyboard**
**Microsoft compatible mouse**
**32-bit operating System**
**Super Video Graphics Adapter (SVGA) or higher**
**Laser Printer capable of printing standard paper**

## School Portal
Common Origination and Disbursement Process
Notice of Minimum Electronic Capability requirements 
Letter to Institution Presidents and CEOs
Paperless Promissory Note???

**Common Origination and Disbursement Process**
**Notice of Minimum Electronic Capability requirements **
**Letter to Institution Presidents and CEOs**
**Paperless Promissory Note???**

**On the Horizon**

## School Portal
Common Origination and Disbursement Process
Notice of Minimum Electronic Capability requirements 
Letter to Institution Presidents and CEOs
Paperless Promissory Note???
Dear Partner letter on Regulatory Opportunities for the use of Electronics

**Common Origination and Disbursement Process**
**Notice of Minimum Electronic Capability requirements **
**Letter to Institution Presidents and CEOs**
**Paperless Promissory Note???**
**Dear Partner letter on Regulatory Opportunities for the use of Electronics**

**On the Horizon**

## Gov’t Paperwork Elimination Act
Executive Orders
OMB Guidance
DOJ Guidance/Electronic Signatures
SFA Objectives
Partner Initiatives

**Executive Orders**
**OMB Guidance**
**DOJ Guidance/Electronic Signatures**
**SFA Objectives**
**Partner Initiatives**

**Use of Electronics**

## Most of the provisions are neutral or    silent on the use of technology
Within the constraints of the regulatory context, most provisions in the regulations can, and should, be read as allowing the use of electronics

**Within the constraints of the regulatory context, most provisions in the regulations can, and should, be read as allowing the use of electronics**

**Use of Electronics**

## Unless specifically prohibited or conditioned, regulatory provisions that include such terms as “written”, “notification”, “submission”, “transmission”, and other similar concepts, can be interpreted to allow the use of electronic technologies

**Use of Electronics**

## Regulatory provisions that require certification or signature can only be met using electronics if, (1) the regulation specifically authorizes it, or (2) when the Secretary announces in the Federal Register that a provision can be met electronically

**Use of Electronics**

## Portal -- Version 1.0, Sept. 2000

- Customizable Home Page for content management
- Links to all existing SFA sites
- Integrated search through all open, unsecured
-      data on SFA sites
- SFA Calendar of Events
- SFA Headlines
- Feedback Mechanism

**Sign On**

**Sign On**

**Sign On**

**Sign On**

**Sign On**

## School Portal V1.0 Functionality

- Integrated access to existing resources through meaningful categories:
- Exchange Data
- Check Student Records
- Book Store
- Training & Conferences
- Online Library
- Contact Us
- Program Participation and Funding

## Portal -- Version 2.0 TBD

*DLSS*

*DLOS*

*RFMS*

*NSLDS*

*CPS*

**Single Sign-On**

**Increased customization**
**Apply content management to IFAP data**
**Single sign-on to operating systems**

## Portal -- Desired Outcome

**Customization by single user**
**Direct interface with operating systems**
**Access to query, download from **
**    ****operating systems and data warehouse**
**Ability to create data marts for analysis**

## Portal Development

- Evolutionary Process
- Use “best available” data during initial years
- Move toward “real-time” data as operational systems are re-engineered
- School Portal V1.0 - September 30, 2000
- Design/Build during June, July & August with community
- Test during August & September with community

## Proposed Minimum Browser Requirements for the Portal

**Netscape 4.5 and above**
**Internet Explorer 4.01 Service Pack 2 or higher**
**Refer to the minimum hardware requirements specified by the manufacturer for the operating system and software**
**Still under technical review**

## Slide 27

## Slide 28

## Slide 29

## Common Process
Open process inclusive of FFEL, State Grants, etc.
Full access to data for those with a right to know
Best possible source as close to real time as possible
Pilot for 2002-03 roll-out
Common Definitions
Shared data definitions across programs
Common core processes:  originating, reporting, reconciliation
Best Data
From best possible source, eliminating redundancies 

**Open process inclusive of FFEL, State Grants, etc.**
**Full access to data for those with a right to know**
**Best possible source as close to real time as possible**
**Pilot for 2002-03 roll-out**
**Common Definitions**
**Shared data definitions across programs**
**Common core processes:  originating, reporting, reconciliation**
**Best Data**
**From best possible source, eliminating redundancies**** **

**On the Horizon, The Goals of COD**

## Easy Access
Internet-Based
Leverage latest technology for seamless interfaces
Edits focused on data integrity/compliance
Same edits across programs
Elimination of intra-system edits
Key functionality
Access to student history data for those with the “right to know”
Access to institutional research data
Utilization of a common process for all programs

**Internet-Based**
**Leverage latest technology for seamless interfaces**
**Edits focused on data integrity/compliance**
**Same edits across programs**
**Elimination of intra-system edits**
**Key functionality**
**Access to student history data for those with the “right to know”**
**Access to institutional research data**
**Utilization of a common process for all programs**

**On the Horizon, The Goals of COD**

## Achieve high quality, low cycle-time products and services that fit your environment and satisfy customer demand
Take advantage of incentives offered by funding partners
Reduce costs and increase efficiency of your employees and your institution
Deliver funds to students in a timely manner
Enhance the coordination and management of the business process for management, the Financial Aid Office, and other business units on your campus

**Take advantage of incentives offered by funding partners**
**Reduce costs and increase efficiency of your employees and your institution**
**Deliver funds to students in a timely manner**
**Enhance the coordination and management of the business process for management, the Financial Aid Office, and other business units on your campus**

**Understanding the Benefits**

## Understanding the Benefits

**Better leverage technology for short term improvement activities that are headed in the right long-term direction**
**Increase your flexibility to adapt to evolving customer demands and meet your competitive goals**
**Receive 24 X 7 state of the art web-based interaction**
**Develop seamless interfaces for you and for your students**
**Access data real-time**

## Questions and Answers