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Value Stream Mapping Event UW System Financial Aid Process Future State Mapping Session

Value Stream Mapping Event UW System Financial Aid Process Future State Mapping Session October 29-30, 2009. Participants. Current State Mapping Team. Beatriz, Donna, Anne, Bob, Barb, Beth, Ron, Jim Meghann, Sue, Debbie, Karen. Project Scope.

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Value Stream Mapping Event UW System Financial Aid Process Future State Mapping Session

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  1. Value Stream Mapping Event UW System Financial Aid Process Future State Mapping Session October 29-30, 2009

  2. Participants

  3. Current State Mapping Team Beatriz, Donna, Anne, Bob, Barb, Beth, Ron, Jim Meghann, Sue, Debbie, Karen

  4. Project Scope The Financial Aid Process from the point that the Student completes the FAFSA to the point that they receive Financial Aid

  5. Combined Campus Objectives • Process takes too long from Start to Finish for the Students (Reduce Lead Time) • Eliminate or reduce the weekly batch processing throughout the entire FA Process • Improve the response time from Students and Parents for additional information • Increase the accuracy of the corrections needed from the Student • Improve the response time from Students on Accepting Awards

  6. Combined Campus Objectives • Better educate the Student/Parents on the Financial Aid process • Establish best method of communication with Students • Provide clear access to the estimated costs to attend to both Students/Parents early in the process • Allow Students easier access to book funds • Have a way for students and staff to track/check the student status throughout the process

  7. Combined Campus Objectives • Ensure appropriate Licenses, Training and Tools to do our jobs (PeopleSoft, IT Support, ImageNow) • Improve/simplify the FAFSA Form to decrease corrections in verification • Create a seamless movement of information between FA and Cashiers office • Increase the ability to cross train and share knowledge within the FA Dept

  8. UW-Stout Current State

  9. UW Green Bay Current State

  10. UW Superior Current State

  11. UW Oshkosh Current State

  12. UW Parkside Current State

  13. Best Practices • Daily processing instead of weekly batching • Don’t load rejected ISIR’s or keep in suspense • ISIR Suspense Management • Standardize Notification to Students to Campus email • Notify the Student at Application, of campus email address and provide cost estimates • Parental/others Access option within PeopleSoft (managed by the student, tied to FERPA Auth) • One FERPA form for Campus

  14. Best Practices • Simplify the FAFSA and provide better education of the process • Provide online training regarding the FA process or the use of Checklists to simplify • Make the HEAB process easier, campus have allocation • Develop a mechanism to make book money available for the student before the FA is finalized and is connected to the Bursar’s Office (debit card system, charged to Student Account)

  15. Best Practices • Maximize use of PeopleSoft (Minimize usage of “other” software - Hyperion) • Consistent use of PeopleSoft across UW System and adequate campus IT support for it • Improved communication within PeopleSoft to Students (3C’s) • Increase ImageNow access by staff/number of site licenses • Maximize the functionality of ImageNow-Scripting • Automatic Processing occurring during off peak hours (Process Scheduler module)

  16. Best Practices • Maximizing the current staff by flowing the work • Cross training of staff • At the Award notification notify the student to do the MPN and Entrance Counseling

  17. Future Considerations • Within UW System have one campus conduct the verification and info is shared across other campuses • Standardize SAP policy/process • Direct Loan Process • Improve the State Grant Process at the State Agency Level (HEAB)

  18. Combined Future State

  19. Combined Future State

  20. Future State Action Items

  21. Future State Action Items

  22. Future State Action Items

  23. Future State Action Items

  24. Project Metrics & Goals UW-Stout

  25. Project Metrics & Goals UW Green Bay

  26. Project Metrics & Goals UW-Superior

  27. Project Metrics & Goals UW Oshkosh

  28. Project Metrics & Goals UW Parkside (with Plus Loan)

  29. Benefits to Date • Able to share information between campuses • Developed Value Stream Mapping skills • Established resources between campuses • Able to visualize the FA process as it exists and what it could be • Looking at this process in terms of the timeline from the students perspective • Gave an opportunity to look outside “our” box • Helps us to understand how we could affect change in the process • Provides the validation that we have more opportunity to utilize the PS system • Hope that things can actually change

  30. Anticipated Benefits • Reduced Timeline (Lead Time) • Improved Customer Satisfaction/Service • Better utilization of staff’s time & talents • Campus cohesion

  31. Resources & Time How to accomplish the Future State? • Get management approval and continued support to go ahead with the improvement plan • Value Stream Manager to keep the Steering Team updated on progress • Time and resources to implement • Allow the team time to meet on a regular basis to: • implement the remaining actions • drive continual improvement • DELIVER THE FUTURE STATE

  32. Thank You Questions?

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