Grant Delivery System Project Web Services Offering Phase 2

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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.

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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.

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.

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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

• 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

• 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

• 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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Advisory Committee

• 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.

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

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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
Integrate atomic transactions
Complete System Requirements and Design
Integrate, Test and Implement
Implement Web Services
ASP/ASP.NET Requirements and design
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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