OD_Reqs_-_Sec_Appendix_C_-_Work_Products_and_Deliverables_v_3_UPDATED_2-28-14.pdf

O&D Business Requirements

Federal Student Aid, O&D To-Be Requirements 1 Appendix C

Appendix C. Existing Work Products and Deliverables

Work Products:

There is an existing requirement to provide COD System and Operations work products as outlined in the sections below. Work Products shall be available for reference on the COD Operations Portal. Work Products that are generated on a daily basis shall be generated on each COD Processing Day; Monday – Friday, excluding holidays.

Direct Loan Work Products:

Work Product Title Participants Frequency Reserved N/A N/A Direct Loan Allotment Balance Notification Unknown Unknown Direct Loan Update Summary and Detail Reports Unknown Unknown Direct Loan Pending Disbursement List Schools, COD Customer

Service Weekly

DL First Apply Balancing Reports Federal Student Aid Daily DL Final Apply and Posting Balancing Reports Federal Student Aid Daily FMS Direct Loan Acknowledgement No GAPS Response

Federal Student Aid Daily

P-Note Metadata Reject Report EDS Daily COD/Direct Loan eMPN Counts Federal Student Aid Daily COD/Direct Loan MPN Counts Federal Student Aid, EDS Daily Reserved N/A N/A Credit Checks Performed Report Federal Student Aid Daily Credit Checks Performed – Award Year/Program Year-to-Date

Federal Student Aid Daily

Reserved N/A N/A Pending Credit Report Federal Student Aid, COD

Customer Service Daily

Direct Loans COD to FMS Summary Aging Report

Federal Student Aid Weekly

SSN, DOB, Name Change Schools, COD Customer Service

Weekly

MPN Discharge Report Schools, COD Customer Service

Weekly

Expired MPN Report Schools, COD Customer Service

Weekly

Reserved N/A N/A COD-DMCS Weekly Processing File Report Federal Student Aid Weekly Reserved N/A N/A Direct Loan DLSS Interface Statistics - Weekly Report

Federal Student Aid Weekly

Direct Loan DLSS Interface Statistics - Monthly Report

Federal Student Aid Weekly

Direct Loan School Account Statement Schools, Federal Student Aid Monthly Direct Loan School Account Statement Summary Federal Student Aid, COD

Customer Service Monthly

Federal Student Aid, O&D To-Be Requirements 2 Appendix C

Work Product Title Participants Frequency Monthly Detail School Account Statement Federal Student Aid Monthly

Work Product Title Participants Frequency Direct Loan 30-Day Warning Schools, COD Customer

Service Monthly

Direct Loan Duplicate Student Borrower Schools, COD Customer Service

Monthly

MPN Due to Expire Report Schools, COD Customer Service

Weekly

Committed Loan Volume Federal Student Aid, Schools Monthly Direct Loan Inactive Loans Schools, COD Customer

Service Monthly, On Demand

Annual DL-Obligations Query Federal Student Aid Annually Direct Loan Rebuild File Schools On Demand Closeout History Trending Report Federal Student Aid On Demand Extended Processing Report Federal Student Aid On Demand Reserved N/A N/A Edit Count Statistics Report Federal Student Aid On Demand DL 30 Day Monitoring Summary Federal Student Aid On Demand DL 30 Day Monitoring Detail Federal Student Aid On Demand

Pell Grant Work Products:

Work Product Title Participants Frequency

Pell Multiple Reporting Record Schools Daily, Data Request

Pell Year to Date Schools Data Request Reserved N/A N/A Pell Pending Disbursement List Schools, COD Customer

Service Weekly

Recipient History Summary Statistics Report Schools, Federal Student Aid On Demand Pell Allotment Balance Notification Federal Student Aid Daily FMS Pell Acknowledgement No GAPS Response Federal Student Aid Daily DMCS Batch Tracking Report (Summary) Federal Student Aid Weekly DMCS Detail Batch Tracking Report by Batch Number

Federal Student Aid Weekly

DMCS Batch / Transaction Reject Code Frequency

Federal Student Aid Weekly

Pell POP Schools, COD Customer Service

Weekly, Data Request

Pell Master Funding Reports (#1, 2, 3, and 4) Federal Student Aid Monthly Verification Status Schools, COD Customer

Service On Demand, Monthly

Pell Reconciliation File Schools Annually, Data Request

Preview of Verification W Federal Student Aid, Schools Annually Warning of Verification W Federal Student Aid, Schools Annually

Federal Student Aid, O&D To-Be Requirements 3 Appendix C

Work Product Title Participants Frequency

Reduction Verification W Federal Student Aid, Schools Annually Preview of the Reduction to GAPS Net Drawdown (RGND)

Federal Student Aid Annually

Warning of RGND Federal Student Aid Annually Reduction of RGND Federal Student Aid Annually Electronic Statement of Account Schools Daily, Data

Request Pell School Funding Summary Report Federal Student Aid On Demand Pell Forecasting Report Federal Student Aid, Schools On Demand Pell Funding Model Federal Student Aid, Schools On Demand Daily NSLDS File – Pell Federal Student Aid Daily Weekly NSLDS Totals – Pell Federal Student Aid Weekly Edit Count Statistics Federal Student Aid On Demand Pell CFL Update Summary Federal Student Aid Daily Pell CFL Update Detail Federal Student Aid Daily Audit Adjustment Activity Federal Student Aid On Demand Reserved N/A N/A Pell 30 Day Monitoring Summary Federal Student Aid On Demand Pell 30 Day Monitoring Detail Federal Student Aid On Demand

ACG Work Products:

Work Product Title Participants Frequency

ACG Multiple Reporting Record Schools Daily, Data Request

ACG Reconciliation Report Schools Annually, Data Request

ACG Year to Date (YTD) Record Report Schools Data Request ACG Allotment Balance Notification Federal Student Aid Daily ACG Electronic Statement of Account Schools Daily, Data

Request ACG CFL Update Summary Federal Student Aid Daily ACG CFL Update Detail Federal Student Aid Daily Reserved N/A N/A ACG 30 Day Monitoring Summary Federal Student Aid On Demand ACG 30 Day Monitoring Detail Federal Student Aid On Demand

National SMART Grant Work Products:

Work Product Title Participants Frequency

National SMART Multiple Reporting Record Schools Daily, Data Request

National SMART Reconciliation Report Schools Annually, Data Request

National SMART Year to Date (YTD) Record Report

Schools Data Request

National SMART Allotment Balance Federal Student Aid Daily

Federal Student Aid, O&D To-Be Requirements 4 Appendix C

Work Product Title Participants Frequency

Notification National SMART Electronic Statement of Account

Schools Daily, Data Request

National SMART CFL Update Summary Federal Student Aid Daily National SMART CFL Update Detail Federal Student Aid Daily Reserved N/A N/A

Pell Grant, ACG and National SMART Grant Work Products:

Work Product Title Participants Frequency

SSN, DOB, Name Change Schools, COD Customer Service

Weekly

Daily NSLDS Reject File Federal Student Aid Daily Reserved N/A N/A Grant Recipient File – Summary Federal Student Aid On Demand Grant Recipient File – Detail Federal Student Aid On Demand Grant First Apply Balancing Reports Federal Student Aid Daily Grant Final Apply and Posting Balancing Reports Federal Student Aid Daily

Direct Loan, Pell Grant, ACG, National SMART, and TEACH Grant Work Products:

Work Product Title Participants Frequency

FMS Pull/Apply Totals Federal Student Aid Daily FMS Transactions Detail Report Federal Student Aid Daily FMS Transaction Summary Federal Student Aid Daily 9:30 Materials posted to Operations Portal Federal Student Aid, Trading

Partners Daily

Daily Total Access Availability Email Federal Student Aid, COD Data Center Provider, COD Customer Service

Daily

9:30 Morning Production Operations Call Federal Student Aid, Trading Partners

Daily

CPS Abbreviated Application File Federal Student Aid Daily Reserved N/A N/A Output from Incoming Daily PEPS Federal Student Aid Daily Combined CPS SAIG PEPS Federal Student Aid Daily, Weekly Output for Daily SAIG Federal Student Aid Daily Project Briefing Materials Federal Student Aid, Trading

Partners Weekly

Thursday Management Meeting Federal Student Aid, Trading Partners

Weekly

WebTrends Report Federal Student Aid, COD Data Center Provider

Monthly

Negative Pending Disbursement List Federal Student Aid On Demand Audit Logs Federal Student Aid As Needed Implementation Planning Meeting Federal Student Aid, Trading

Partners As Needed

Federal Student Aid, O&D To-Be Requirements 5 Appendix C

Work Product Title Participants Frequency

School Batch Tracking and Negative Disbursement Reporting

Federal Student Aid, Trading Partners

Daily

COD Data Center Outage Report Federal Student Aid, COD Customer Service, Schools, Trading Partners

Weekly

COD Project Financials Federal Student Aid Weekly, Monthly

School Batch Tracking Federal Student Aid Daily, Weekly, Monthly

Daily Volume Report Federal Student Aid Daily

TEACH Grant Work Products:

Work Product Title Participants Frequency

TEACH Grant Allotment Balance Notification Unknown Unknown Committed TEACH Volume Report Federal Student Aid Monthly TEACH CFL Update Summary Federal Student Aid Daily TEACH CFL Update Detail Federal Student Aid Daily FMS TEACH Acknowledgement No GAPS Response

Federal Student Aid Daily

Grant Recipient File Detail and Summary Reports (Pell/ACG/National SMART Report modified to include TEACH)

Federal Student Aid On Demand

TEACH Schedule A Report Federal Student Aid Monthly TEACH Schedule B Report Federal Student Aid Monthly TEACH Schedule C Report Federal Student Aid Monthly TEACH School Account Statement Schools Monthly TEACH Edit Count Statistics Federal Student Aid On Demand TEACH Grant Master Funding Federal Student Aid Monthly TEACH SSN/Name/Date of Birth Change Report

Schools Weekly

TEACH Multiple Reporting Record (MRR) File Schools Daily TEACH Inactive Grants Report Schools Monthly TEACH Pending Disbursement Listing (PDL) Report

Schools Weekly

TEACH 30 Day Monitoring Summary Federal Student Aid On Demand TEACH 30 Day Monitoring Detail Federal Student Aid On Demand TEACH First Apply Balancing Reports Federal Student Aid Daily TEACH Final Apply and Posting Balancing Reports

Federal Student Aid Daily

Work Products:

Work Product Review Process:

There is a requirement to provide all work product(s) to Federal Student Aid for review and approval. Federal Student Aid has 7 business days after delivery to review, comment, and/or approve the subject work product(s). If Federal Student Aid does not provide its work product(s)

Federal Student Aid, O&D To-Be Requirements 6 Appendix C comments or approval within 7 business days the work product(s) shall be deemed accepted. If Federal Student Aid provides specific bases for not approving the work product(s), there is a requirement to resolve the identified items and resubmit the work product(s) for approval within 7 business days from the date that the comments were provided. The revised work product(s) shall be deemed accepted after 3 business days unless Federal Student Aid provides the Contractor with written notice identifying specifically any basis for not approving the work product(s). Federal Student Aid review comments of the resubmission shall be limited solely to those items addressed in the resubmission.

Deliverables:

Monthly Operations Report:

Services are required to create and deliver to Federal Student Aid a Monthly Operations Report.

This report shall be delivered to Federal Student Aid on a monthly basis.

Deliverable Review Process:

There is a requirement to provide all deliverable(s) to Federal Student Aid for review and approval.

Federal Student Aid has 10 business days after delivery to review, comment, and/or approve the subject deliverable(s). If Federal Student Aid does not provide its deliverable(s) comments or approval within 10 business days the deliverable(s) shall be deemed accepted. If Federal Student Aid provides specific bases for not approving the deliverable(s), there is a requirement to resolve the identified items and resubmit the deliverable(s) for approval within 10 business days from the date that the comments were provided. The revised deliverable(s) shall be deemed accepted after 5 business days unless Federal Student Aid provides written notice identifying specifically any basis for not approving the deliverable(s). Federal Student Aid review comments of the resubmission shall be limited solely to those items addressed in the resubmission.