Andrew Nassir
Sherri Sanchez
Nancy Kelleher
Agenda
Restating Peralta Needs
Additional Requirements
Deliverables
1.
2.
3.
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Contract Term
Mainframe Safe Deliverables
Project Breakout
4.
5.
6.
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7.
8.
General Features and Functionality
Product Licenses
Services
Work
Work
Work
Work
Work
Group
Group
Group
Group
Group
1
2
3
4
5
–
–
–
–
–
Project Schedule
Finishing Up
Setup
Student Information
Processing Setup
Student Processing
Batch Processing
Restating Peralta’s Needs

Desires to have ESI SAFE application moved off mainframe due to
cost considerations
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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

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So that users don’t access production system for query/reporting
requests
IT has strong preference that new code not be maintained in
COBOL

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It is the only production application currently running on Peralta
mainframe
Prefers that any future Peralta customization/integration work be done
in more “modern” programming language
Pre-production/testing will be hosted by ESI remotely
Restating Peralta Needs, con’t

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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)
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
Deliverables

General Features and Functionality
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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)
Deliverables, con’t
Product Licenses


EMAS Financial Aid Pro (SAFE Web-based) Usage License
(2010-11)
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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.
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


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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
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 201011 and 2011-12
Mainframe SAFE Deliverables

FA Year 09-10 (Jan 09 – Oct 1, 2010)
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FA Year 10-11 (Jan 10 – Oct 1, 2011)
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Already paid (Nov 09, 2009 – late due to move from Regents)
Maintenance and Support Work until Sept ‘10
FISAP – deliverable July/August ’10
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
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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(?)

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Using FA to increase completion rates (Retention Pro?)
Cal Grant future (no funds?)
Project Breakout
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.
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)
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
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
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
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)
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.
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.
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.
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.
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.
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.
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.
Project Schedule
Milestone
Date
Project Kick-Off
San Diego, Nov 13
Project Status Update
Met in Oakland - February 5, 2010
Conversion Methodology/Tool Selection/Resource Staffing
Started - 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 Finalized
TBD (with Peralta input)
Check Writing Module Requirements Finalized
TBD (with Peralta input)
PeopleSoft Integration (Data Mart) Requirements
Finalized
TBD (with Peralta input)
WorkGroup 1 – Requirements Definition
TBD after Tool/Methodology Chosen
WorkGroup 2 – Requirements Definition
TBD after Tool/Methodology Chosen
WorkGroup 3 – Requirements Definition
TBD after Tool/Methodology Chosen
Project Schedule, con’t
Milestone
Date
WorkGroup 4 – Requirements Definition
TBD after Tool/Methodology Chosen
WorkGroup 5 – Requirements Definition
TBD after Tool/Methodology Chosen
WorkGroup 1 - for Peralta Testing
TBD after Tool/Methodology Chosen
WorkGroup 2 - for Peralta Testing
TBD after Tool/Methodology Chosen
WorkGroup 3 – for Peralta Testing
TBD after Tool/Methodology Chosen
WorkGroup 4 – for Peralta Testing
TBD after Tool/Methodology Chosen
WorkGroup 5 – for Peralta Testing
TBD after Tool/Methodology Chosen
Data Migration
TBD after Tool/Methodology Chosen
Training
TBD after Tool/Methodology Chosen
Finishing Up
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Takeaways

Action items