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Andrew Nassir Sherri Sanchez Nancy Kelleher. Agenda 1. Restating Peralta Needs 2. Additional Requirements 3. Deliverables General Features and Functionality.

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Presentation on theme: "Andrew Nassir Sherri Sanchez Nancy Kelleher. Agenda 1. Restating Peralta Needs 2. Additional Requirements 3. Deliverables General Features and Functionality."— Presentation transcript:

1 Andrew Nassir Sherri Sanchez Nancy Kelleher

2 Agenda 1. Restating Peralta Needs 2. Additional Requirements 3. Deliverables General Features and Functionality Product Licenses Services 4. Contract Term 5. Mainframe Safe Deliverables 6. Project Breakout Work Group 1 – Setup Work Group 2 – Student Information Work Group 3 – Processing Setup Work Group 4 – Student Processing Work Group 5 – Batch Processing 7. Project Schedule 8. Finishing Up

3 Restating Peralta’s Needs Desires to have ESI SAFE application moved off mainframe due to cost considerations It is the only production application currently running on Peralta mainframe Doesn’t want to rush migration due to previous “bad” experience Use Peralta data warehouse as an intermediary data repository for integrated PeopleSoft/SAFE data So that users don’t access production system for query/reporting requests IT has strong preference that new code not be maintained in COBOL Prefers that any future Peralta customization/integration work be done in more “modern” programming language Pre-production/testing will be hosted by ESI remotely

4 Restating Peralta Needs, con’t Desires to continue printing checks from the custom PCCD check writing module Requires 7 years of current PCCD SAFE award and payment history data for record retention/access (within SAFE system, not data mart)

5 Additional Requirements Wants additional features/functionality (per fit/gap analysis) and updated web interface implemented with initial conversion/migration effort (not in later phase) Letter creation/printing, user interface design and other features could affect project costs and warranty – and result in schedule slippages

6 Deliverables General Features and Functionality Retain most current EMAS SAFE - mainframe functionality in EMAS SAFE - Web Store all ISIRs for a given student (currently we only store only one) Enhance ability to send emails from system Convert and migrate SAFE award and payment history data Custom software programming for bi-directional PeopleSoft data bridge with SAFE - Web (via datamart) Integration to the current custom check writing module (does not include conversion of PCCD programs)

7 Deliverables, con’t Product Licenses EMAS Financial Aid Pro (SAFE Web-based) Usage License (2010-11) For all PCCD colleges for use by staff and students Peralta is to start 2010-11 FA award year processing with existing EMAS SAFE (mainframe-based) 2010-2011 award year version. Implementation of 2010-2011 award year EMAS SAFE (web-based) will start on a mutual agreeable date based on project completion. EMAS Financial Aid Pro (SAFE Web-based) Usage License (2011-12) ESI will continue to provide support and maintenance services for the mainframe version to Peralta without additional charge until the software is successfully installed and integrated and capable of being used in production.

8 Deliverables, con’t Services ESI EMAS SAFE Managed Services Tier 1: Issue response within 2 hours during normal ESI business hours ESI EMAS Data Services Services during normal ESI business hours Import load of PCCD colleges Federal ISIRs and monitor PeopleSoft import/export operation Support operation of scheduled PCCD auto-award packaging, and management data reporting

9 Contract Term Effective Date Sept 30, 2009 – Sept 29, 2012 (initial term) Note: contract was signed on November 4, 2009 Services purchased for FA Award Years 2010- 11 and 2011-12

10 Mainframe SAFE Deliverables FA Year 09-10 (Jan 09 – Oct 1, 2010) Already paid (Nov 09, 2009 – late due to move from Regents) Maintenance and Support Work until Sept ‘10 FISAP – deliverable July/August ’10 FA Year 10-11 (Jan 10 – Oct 1, 2011) Payment for SAFE-Web includes mainframe with turnoff sometime 2011) Initial release planned for mid to late Feb, 2010 COD Reporting – Apr - June 2010 On-going maintenance (turn off TBD) FA 09-11 Anticipated Changes FAFSA Changes Year Round Pell – additional terms of Pell in award year start Summer 09-10 Direct Loans – new again to Peralta (already at Merritt) Mandates on District(?) Using FA to increase completion rates (Retention Pro?) Cal Grant future (no funds?)

11 Project Breakout

12 Workgroup 1 – Setup System Management/Enhanced Security (SC60/SC66): User profiles and roles System Setup (SC90): Budget, fund control, location, printer, some packaging and direct Loans School Information (SC30): Institution controls, demographic, federal school codes, contacts, automatic packaging rules, etc. Setup data will be input by PCCD FAOs, ESI Managed/Data Services or PCCD IT Staff. Another possibility may be to extract existing settings/setup from the current mainframe segments if/when appropriate.

13 Workgroup 2– Student Information ISIR Load (ICIBPELn batch job in the mainframe): loads student ISIR into the database Student ISIR/FAFSA Data (SC20): view student data following the step format of the paper FAFSA View/Print Student Data (SC10 & SC20): following the formats provided in the Electronic Data Exchange Technical Reference Student data is supplied by the Department of Education in the form of an ISIR record and is loaded into the system or can be manually entered by FAO’s for students not completing the Free Application for Federal Student Aid (FAFSA)

14 Workgroup 2 – Student Information, con’t Student ISIR/FAFSA Data Corrections (ECAR) (SC20) Student Summary Data can be entered e.g. terms (SC11) Common Line Functionality included in this group (may be eliminated per legislation) Setup for extended tracking, document tracking, packaging (SC10/SC20) Processing can commence. Student data entries can be corrected if errors are present FAOs make the corrections and system functions are used to create the correction file to be sent to the Department of Education

15 Workgroup 3 – Student Processing Setup Setup: extended tracking, Pell origination (SC10/SC20) Award Scheduling (SC10/SC20) Fund Code Setup: fund code IDs, rules (SC40) Setup is completed by FAO, ES Account mgr, PCCD IT, or if appropriate mainframe parameters exported/imported for other student processing functionality to allow for continued student processing for a student or group of students

16 Workgroup 3 – Student Processing Setup, con’t Packaging Setup (SC50) Correspondence Setup (SC70): letters/email (new) Document & action tracking (SC10/SC20) Setup is completed by FAO, ES Account mgr, PCCD IT, or if appropriate mainframe parameters exported/imported for other student processing functionality to allow for continued student processing for a student or group of students

17 Workgroup 4 - Student Processing Student Tracking: send and receive requested documents Student Verification: verify student entries, send and receive requested verification documentation Correspondence (SC70): Create and send letters/emails (new) for tracking and/or verification FAOs verify student information as correct and correct data if incorrect, document requests are made for institution required documents as well as verification required documents. FAOs make the corrections, request the documents be printed/emailed (new) and send the correspondence to students. System functions are used to create the correspondence (as with correction files) and receipt of documents is monitored by FAOs. System updates are made upon receipt of documents (tracking)

18 Workgroup 4 – Student Processing, con’t Finalize Need Analyses Results, Verification and Satisfactory Academic Progress (SC50) Award Scheduling/Packaging Awards: schedule (batch) or on demand Award Letter /Correspondence (SC70): Create and send letter or email (new) Continue with other student processing once the correction, verification, and tracking process is completed for a student or group of students. FAOs can complete the functionality on demand or schedule/request batch jobs to be run in off hours. These scheduled jobs use system settings and student information to initiate the process.

19 Workgroup 4 - Student Processing, con’t Disburse Awards (SC40) Database Management (SC60): rekeying a student IDs, audit trail option, archiving options Direct Loan Processing (SL50) Continue with other student processing once the correction, verification, and tracking process is completed for a student or group of students. FAOs would perform these tasks or request/schedule the jobs to be run at off times.

20 Workgroup 5 – Batch Processing(in Mainframe) SAFE Mainframe: batch functionality needs to be available for scheduling jobs and on demand processing ISIR Load and NEW ISIR storage and functionality Packaging and Tracking Possibly FFELP processing (Commonline) – this functionality may be eliminated due to legislative decisions Continue with other student processing once awards are packaged and payments are being made. FAOs or ES Account Manager would request/schedule these jobs to run at an off time (e.g. overnight for example) or run the process on demand. Changes will need to be made to the ISIR load process to provide for storage of all student ISIR transactions and to allow the FAO’s functionality to change the active ISIR in the database.

21 Workgroup 5 – Batch Processing(in Mainframe) SAFE Mainframe: batch functionality needs to be available for scheduling jobs and on demand processing ISIR Load and NEW ISIR storage and functionality Packaging and Tracking Possibly FFELP processing (Commonline) – this functionality may be eliminated due to legislative decisions Continue with other student processing once awards are packaged and payments are being made. FAOs or ES Account Manager would request/schedule these jobs to run at an off time (e.g. overnight for example) or run the process on demand. Changes will need to be made to the ISIR load process to provide for storage of all student ISIR transactions and to allow the FAO’s functionality to change the active ISIR in the database.

22 Workgroup 5 – Batch Processing(in Mainframe) Letter scheduling and extracts for batch letter printing Ad hock student or data reporting General Ledger extract/reporting FAOs or ES Account Manager would request/schedule these jobs to be run in off hours or will be able to process the data on demand.

23 Workgroup 5 - Batch Processing(in Mainframe) Common Origination and Disbursement (COD) reporting of Grants and Direct Loans Extract data to XML files to be sent to COD for processing Loading response data from COD back into the application to update database Common Origination and Disbursement (COD) system reporting. FAOs or ES Account Manager would request/schedule these jobs to be run in off hours or will be able to process the data on demand.

24 Workgroup 5 – Batch Processing in Mainframe, con’t FISAP reporting Year end job rolls over system setup data from one award year to the next Importing/exporting data from SAFE-Web and other College systems (integration): term enrollment levels, SAP, Check writing FAOs or ES Account Manager would request/schedule these jobs to be run in off hours or will be able to process the data on demand.

25 Project Schedule MilestoneDate Project Kick-OffSan Diego, Nov 13 Project Status UpdateMet in Oakland - February 5, 2010 Conversion Methodology/Tool Selection/Resource StaffingStarted - March 5, 2010 Goal to Complete – April 16, 2010 Peralta/ESI Weekly Team Meetings (ongoing)Started - March 11, 2010 Fit/Gap Analysis – Features/functionality Peralta would like to add to requirements Goal to complete – March 31, 2010 Email Module Requirements FinalizedTBD (with Peralta input) Check Writing Module Requirements FinalizedTBD (with Peralta input) PeopleSoft Integration (Data Mart) Requirements Finalized TBD (with Peralta input) WorkGroup 1 – Requirements DefinitionTBD after Tool/Methodology Chosen WorkGroup 2 – Requirements DefinitionTBD after Tool/Methodology Chosen WorkGroup 3 – Requirements DefinitionTBD after Tool/Methodology Chosen

26 Project Schedule, con’t MilestoneDate WorkGroup 4 – Requirements DefinitionTBD after Tool/Methodology Chosen WorkGroup 5 – Requirements DefinitionTBD after Tool/Methodology Chosen WorkGroup 1 - for Peralta TestingTBD after Tool/Methodology Chosen WorkGroup 2 - for Peralta TestingTBD after Tool/Methodology Chosen WorkGroup 3 – for Peralta TestingTBD after Tool/Methodology Chosen WorkGroup 4 – for Peralta TestingTBD after Tool/Methodology Chosen WorkGroup 5 – for Peralta TestingTBD after Tool/Methodology Chosen Data MigrationTBD after Tool/Methodology Chosen TrainingTBD after Tool/Methodology Chosen

27 Finishing Up Takeaways Action items


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