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Grant Delivery System Project Web Services Offering Phase 2

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.

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Grant Delivery System Project Web Services Offering Phase 2

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  1. Grant Delivery System ProjectWeb Services Offering Phase 2 Project Kickoff Meeting

  2. 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

  3. 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.

  4. 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.

  5. 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.

  6. 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.

  7. 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

  8. 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.

  9. 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.

  10. 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

  11. Roles & Responsibilities • Project Sponsor • Catalina Mistler • Project Owner • John Bays • Project Manager • Debi Jackson • Technical Lead • Ben Alsop

  12. 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

  13. 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

  14. Communication Create a web site (link) from the CSAC Home Page to communicate with: • Project Team • Advisory Committee • FAM Vendors and College IT Staff

  15. 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.

  16. 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

  17. Milestones • GPA Retrieval Services • GPA Test Score Services • Award Transaction Service • Roster Transaction Services • Fund Disbursement Services

  18. 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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