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Grant Delivery System Project Web Services Offering Phase 2 Project Kickoff Meeting Agenda 1. What Are We Doing? 2. Business Opportunities 3. Current System 4. Proposed System 5. Advisory Committee 6. Roles/Responsibilities 7. Risks/Options 8. Timeline What have we completed?

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Grant delivery system project web services offering phase 2 l.jpg

Grant Delivery System ProjectWeb Services Offering Phase 2

Project Kickoff Meeting


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Agenda

1. What Are We Doing?

2. Business Opportunities

3. Current System

4. Proposed System

5. Advisory Committee

6. Roles/Responsibilities

7. Risks/Options

8. Timeline


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What have we completed?

Phase 1 – Objective

Real Time Database provided the basic structure to allow us to create real time transactions rather than rely solely on batch processes.


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What Are We Doing?

Phase 2 -Objective

The primary goals for Phase 2 of the project are to deliver a real time WebGrants and five scalable Web Services so that we may better serve students, institutions, and staff.

Phase 2 -Benefit

The proposed changes will increase our agility, provide quicker turnaround from inputs to results, and give stakeholders more direct access to their information.


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What Are We Doing?

  • Web Services for Schools & Institutions:

    • Ability to integrate the GDS system with participating Post Secondary Institution Financial Aid Management Systems and High School student information systems.

    • Creates the foundation for implementing the new Federal Student FASFA data transfer in Calendar year 2009.

    • Allow institutions a single data entry to get and update current award status, payment, GPA, and ‘school change’ transactions.

    • Ability to automatically pass information between systems and keeps systems synchronized.

    • Ability to directly pull data from GDS and integrates that information with local services in a web portal.


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What Are We Doing?

  • Providing Web Applications that use real time atomic transactions.

    • Provides schools with the real time update of payments and school change transactions.

    • Reduces the complexity of reconciling systems.

    • Provide new ASP.NET functionality that adds to our existing WebGrants and WebGrants for student applications.


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What Are We Doing?

  • Web Services for Students:

    • Provides students with the ability to view

      • Real time award eligibility

      • Award status

      • Financial Aid availability

      • Web Grant for Student Screens (ASP.NET functionality) to apply real time updates


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Business Opportunities

  • Provides increased flexibility for High School, Institution and Student Services.

  • Improve security with the new ASP.NET environment.

  • Reduces workload for participating Institutions and High Schools.

  • Reduces workload for Student Support Services and Grant Operations staff.

  • Provides enhanced accounting and budget reports for the state.

  • Allows CSAC the ability to continue awarding using the Federal ISIR specifications when they change.


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Original System Limitations

  • Weekly Batch delays final processing of Payment and school change transactions

  • Daily batch processing of processing of ISIRS only uses data from one ISIR

  • Monthly renewals and data extract.

  • Letter production is tied to batch cycles and time of mailing is inflexible

  • System supports Schools with limited technology.


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Phase II Proposed System

  • Incorporate real time transactions

  • Improved performance.

  • Web, IVR provides real time status

  • Batch capability provided round the clock.

  • Access to uploaded data and status

  • Up to date student records

  • Reduced data maintenance

  • Flexible letter production

  • Increased information security

  • Accommodate limited program changes

  • Deliver additional Web Services


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Roles & Responsibilities

  • Project Sponsor

    • Catalina Mistler

  • Project Owner

    • John Bays

  • Project Manager

    • Debi Jackson

  • Technical Lead

    • Ben Alsop


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GDS Web Services Project Team Organizational Chart

Executive Director

Diana Fuentes-Michel

IT Steering Committee

Program Advisory Committee

  • School Representatives

  • Student Representatives

  • Bob Illa

  • Research Manager

  • Bryan Dickason

  • Yvette Johnson

  • Tom Mays

  • Catalina Mistle

  • Thea Pot-Van Atta

  • r FAMS Vendors

  • Diana Fuentes-Michel

  • Keith Yamanaka

  • John Bays

  • Catalina Mistler

  • Janet McDuffie

  • Steve Caldwell

  • Justin Masters

  • Branch Managers

Project Sponsor

Catalina Mistler

Operation Program Advisor

Joseph Lopez

CIO

John Bays

Core Development Team

Project Manager

Business

Bryan Dickason

Technical

Debi Jackson

Independent Oversight

Contractor

Tom Ennis

  • Joseph Lopez

  • Tom Mays

  • Ben Alsop

  • Denise Edens

  • Gary Botti

  • Penni Doud

  • Bryan Dickason

  • Debi Jackson

Production and Support Team

CSAC Implementation Team

Business Requirements & Support

Communication

Team

Testing and Configuration Management

  • Tech Team Lead

  • Ben Alsop

  • Web Services Architect

  • James Meehan

  • PL/SQL Programmers

  • Ben Alsop

  • Tina Lung

  • James Shumate

  • Helen Yang

  • Steve Nugent

  • Web Content

  • Christie Mullin

  • Web

  • Steve Nugent

  • Tim Lord

  • Scott Lemen

  • Requirements/Plans

  • Vacant

  • Production Lead

  • Penni Doud

  • Database Support

  • Laura Bireley

  • Windows and Network

  • Daryl Martin

  • Testing Support

  • Jeff Ibarra

  • Linux batch

  • Chris DeBortoli

  • Architecture Support

  • Jim Meehan

  • Vendor Programmers

  • Ravi Bade

  • Jhoanne Vinuya

  • Prasad Medepalli

  • Juan Castillo

  • Team Lead

  • Bill Madison

  • Yvonne Stuart-

  • Buchen

  • Outreach

  • Cheryl Lenz

  • Kim Taylor

  • Policy & OPS

  • Bryan Dickason

  • School Support

  • Bryan Dickason

  • Specialized Rep

  • Linda Brown

  • ITS

  • Tim Lord

  • Bus Team Lead

  • Bryan Dickason

  • Business Analysts

  • Diana Netherton

  • Dolores Rodriquez

  • Tha Kang

  • School Support Analyst

  • Drew Schrapel

  • School Support Analyst

  • Kurt Zimmer

  • Research Analyst

  • Edna Ong

  • Fiscal Analyst

  • Gina Heath

  • Cheryl Wilson

  • Compliance

  • Charles Wood

  • QA and CM Lead

  • Denise Edens

  • Test Team

  • Gary Botti - Lead

  • Sharon Evangel

  • Terri Carvel

  • Donna Bermudez

  • Migrations

  • Sharon Evangel

  • Change Control

  • Donna Bermudez

  • Project Management

  • Rosemarie Nabity

  • Wendy King


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Created an Advisory Committee

Requested additional volunteers from Schools, Institutions and FAM Vendors

Hold Meetings to:

Solicit future requirements from schools.

Discuss major/new enhancements for future implementations.

Discuss issues and concerns.

Advisory Committee


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Communication

Create a web site (link) from the CSAC Home Page to communicate with:

  • Project Team

  • Advisory Committee

  • FAM Vendors and College IT Staff


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Risks/Options

  • Risks

    • Key Staff hires/turn-over

    • Requirement gathering and managing expectations

    • External events – EDFUND sale and Move

    • Internal Events - HS Graduation Project

    • Communication Internal and External

  • Options

    • Re-evaluate schedules and functional requirements

    • Consensus building with stake holders

    • Re-evaluate staff and program priorities.


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Timeline Web Services

Phase 1

Phase 2

Phase 3

Complete System Requirements

and Design

Integrate atomic transactions

Integrate,

Test and

Implement

ASP/ASP.NET

Requirements and design

Implement

Web Services


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Milestones

  • GPA Retrieval Services

  • GPA Test Score Services

  • Award Transaction Service

  • Roster Transaction Services

  • Fund Disbursement Services


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Web Services Timeline

  • 08/31/07 Project kick-off

  • 09/04/07 – 02/28/08 Analysis and Design

  • 09/20/07 - 07/28/08 Build modules/Unit test

  • 10/18/07 - 09/28/08 System/Accept test

  • 10/04/08 Implementation Complete


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