Grant Delivery System ProjectWeb 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? 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.
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.
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.
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.
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
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.
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.
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
Roles & Responsibilities • Project Sponsor • Catalina Mistler • Project Owner • John Bays • Project Manager • Debi Jackson • Technical Lead • Ben Alsop
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
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
Communication Create a web site (link) from the CSAC Home Page to communicate with: • Project Team • Advisory Committee • FAM Vendors and College IT Staff
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.
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
Milestones • GPA Retrieval Services • GPA Test Score Services • Award Transaction Service • Roster Transaction Services • Fund Disbursement Services
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