U.S. Department of Education: Promoting Educational Excellence for all Americans

eCampus Based Systems and Operation

Exhibit 300: Capital Asset Plan and Business Case Summary
Part I: Summary Information And Justification

Section A: Overview

  1. Date of submission: Sep 8, 2008
  2. Agency: 018
  3. Bureau: 45
  4. Name of this Capital Asset: eCampus Based Systems and Operation
  5. Unique Project (Investment) Identifier: 018-45-01-01-01-2090-00
  6. What kind of investment will this be in FY2010? Operations and Maintenance
  7. What was the first budget year this investment was submitted to OMB? FY2001 or earlier
  8. Provide a brief summary and justification for this investment, including a brief description of how this closes in part or in whole an identified agency performance gap: The initiative addresses the congressionally mandated activities of providing Campus-Based funds to eligible Title IV institutions. Title IV of the Higher Education Act of 1965, as amended (HEA), authorizes the following programs: Federal Pell Grant, William D. Ford Federal Direct Loan (Direct Loan), Federal Family Education Loan (FFEL), Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Work-Study (FWS), and Federal Perkins Loan. These programs are collectively know as Title IV programs. They are administered by the U.S. Department of Education (ED) and provide some $69 billion annually in financial assistance to eligible students enrolled in eligible postsecondary programs of study. Title IV programs are governed by the HEA and by policies and regulations published by ED. The Federal Perkins Loan, Federal Work-Study, and Federal Supplemental Educational Opportunity Grant Programs are referred to as campus-based programs because ED allocates these funds to participating institutions on the basis of their FISAP data. The schools then manage the programs and award funds to students on behalf of ED. Institutions are required to use the automated FISAP provided by the eCampus-Based application to report expenditures for the previous award year and simultaneously apply for program funds for the upcoming award year. The U.S. Department of Education uses the information that is provided in the Fiscal Operations Report and Application to Participate to determine the amount of funds institutions will receive for each program. Under these programs, the Secretary allocates funds to institutions for students who need financial aid to meet the costs of postsecondary education. The eCampus-Based web site allows users to submit FISAP information, access Campus-Based account data, and view reports. This investment will continue to provide for the operation and maintenance of the eCampus-Based system which allows FSA staff to meet the dates documented in the HEA Master Calendar for accepting applications and making Campus-Based awards to eligible Title IV institutions.
  9. Did the Agency's Executive/Investment Committee approve this request? yes
    1. If "yes," what was the date of this approval? Oct 1, 2001
  10. Did the Project Manager review this Exhibit? yes
  11. Contact information of Program/Project Manager?
Name  
Phone Number  
E-mail  
    1. What is the current FAC-P/PM (for civilian agencies) or DAWIA (for defense agencies) certification level of the program/project manager? Waiver Issued
  1. Has the agency developed and/or promoted cost effective, energy efficient and environmentally sustainable techniques or practices for this project. no
    1. Will this investment include electronic assets (including computers)? no
    2. Is this investment for new construction or major retrofit of a Federal building or facility? (answer applicable to non-IT assets only) no
      1. If "yes," is an ESPC or UESC being used to help fund this investment? [Not answered]
      2. If "yes," will this investment meet sustainable design principles? [Not answered]
      3. If "yes," is it designed to be 30% more energy efficient than relevant code? [Not answered]
  2. Does this investment directly support one of the PMA initiatives? yes
    Financial Performance
    Eliminating Improper Payments
    1. Briefly and specifically describe for each selected how this asset directly supports the identified initiative(s)? The eCB system uses Web-based technologies which improves service, reduces improper payment of student aid, and strengthens financial management and internal controls by providing relevant and timely information in the management of day-to-day operations. The eCB system provides customers the opportunity to conduct business with the Departement relating to the Campus-Based progreams over the Internet through a Web application.
  3. Does this investment support a program assessed using the Program Assessment Rating Tool (PART)? (For more information about the PART, visit www.whitehouse.gov/omb/part.) no
    1. If "yes," does this investment address a weakness found during a PART review? [Not answered]
    2. If "yes," what is the name of the PARTed program? [Not answered]
    3. If "yes," what rating did the PART receive? [Not answered]
  4. Is this investment for information technology? yes

For information technology investments only:

  1. What is the level of the IT Project? (per CIO Council PM Guidance) Level 2
  2. In addition to the answer in 11(a), what project management qualifications does the Project Manager have? (per CIO Council PM Guidance) (2) Project manager qualification is under review for this investment
  3. Is this investment or any project(s) within this investment identified as "high risk" on the Q4-FY 2008 agency high risk report (per OMB Memorandum M-05-23)? no
  4. Is this a financial management system? no
    1. If "yes," does this investment address a FFMIA compliance area? [Not answered]
      1. If "yes," which compliance area: [Not answered]
      2. If "no," what does it address? [Not answered]
    2. If "yes," please identify the system name(s) and system acronym(s) as reported in the most recent financial systems inventory update required by Circular A-11 section 52 [Not answered]
  5. What is the percentage breakout for the total FY2010 funding request for the following?
Hardware 0
Software 0
Services 100
Other 0
  1. If this project produces information dissemination products for the public, are these products published to the Internet in conformance with OMB Memorandum 05-04 and included in your agency inventory, schedules and priorities? n/a
  2. Contact information of individual responsible for privacy related questions:
Name  
Phone Number  
Title  
E-mail  
  1. Are the records produced by this investment appropriately scheduled with the National Archives and Records Administration's approval? no
  2. Does this investment directly support one of the GAO High Risk Areas? no

Section B: Summary of Spending

  1.  

Table 1: SUMMARY OF SPENDING FOR PROJECT PHASES
(REPORTED IN MILLIONS)
(Estimates for BY+1 and beyond are for planning purposes only and do not represent budget decisions)

  PY-1 and earlier PY 2008 CY 2009 BY 2010 BY+1 2011 BY+2 2012 BY+3 2013 BY+4 and beyond Total
Planning: 0.31 0.15 0.04 0          
Acquisition: 0 0 0 0          
Subtotal Planning amp; Acquisition: 0.31 0.15 0.04 0          
Operations & Maintenance: 16.24 1.19 1.3 1.4          
TOTAL: 16.55 1.34 1.34 1.4          
Government FTE Costs 5.69 1.78 1.84 1.89          
Number of FTE represented by Costs: 51 14 14 14          
  1. Will this project require the agency to hire additional FTE's? no
    1. If "yes", How many and in what year? [Not answered]
  2. If the summary of spending has changed from the FY2009 President's budget request, briefly explain those changes: [Not answered]

Section D: Performance Information

Performance Information Table

Fiscal Year Strategic Goal(s) Supported Measurement Area Measurement Grouping Measurement Indicator Baseline Target Actual Results
2005 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results Resolution Facilitation Average call resolution time, which is equal to the elapsed time between call receipt and final resolution of the customer's help request. Value in minutes. 5 5 5
2005 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results System Response Time Average amount of time a caller waits before a representative answers (average time in queue). Value in seconds. 15 15 15
2005 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Mission and Business Results Compliance Number of congressional deadlines met (Aug 1: have for school submission institutional application for campus-based funds (FISAP); Feb 1: post schools' tentative award levels; Apr 1: post schools' final award notifications; Sep 30: reallocate funds) 4 4 4
2005 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Processes and Activities Productivity Percentage of schools/servicers that submit FISAP via the Web 100 100 100
2005 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Technology Reliability Percentage of time that the eCB system is available 99.7 99.7 99.7
2006 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results Resolution Facilitation Average call resolution time, which is equal to the elapsed time between call receipt and final resolution of the customer's help request. Value in minutes. 5 5 3.4
2006 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results System Response Time Average amount of time a caller waits before a representative answers (average time in queue). Value in seconds. 15 15 12
2006 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Mission and Business Results Compliance Number of congressional deadlines met (Aug 1: have for school submission institutional application for campus-based funds (FISAP); Feb 1: post schools' tentative award levels; Apr 1: post schools' final award notifications; Sep 30: reallocate funds) 4 4 4
2006 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Processes and Activities Productivity Percentage of schools/servicers that submit FISAP via the Web 100 100 100
2006 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Technology Reliability Percentage of time that the eCB system is available 99.7 99.7 Annually, at the beginning of the next fiscal year, 10/1/06
2007 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results Resolution Facilitation Percentage of routine inquiries resolved without escalation to the Campus-Based program staff. 95 95 95
2007 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results System Response Time Average amount of time a caller waits before a representative answers (average time in queue). Value in seconds. 15 15 [Not answered]
2007 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Mission and Business Results Compliance Number of congressional deadlines met (Aug 1: have for school submission institutional application for campus-based funds (FISAP); Feb 1: post schools' tentative award levels; Apr 1: post schools' final award notifications; Sep 30: reallocate funds) 4 4 4 (as of FY07 Quarter 4)
2007 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Processes and Activities Productivity Percentage of schools/servicers that submit FISAP via the Web 100 100 100
2007 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Technology Reliability Percentage of time that the eCB system is available 99.7 99.7 99.99
2008 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results Resolution Facilitation Percentage of routine inquiries resolved without escalation to the Campus-Based program staff. 95 95 Actual results will be provided December 2008.
2008 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results System Response Time Average amount of time a caller waits before a representative answers (average time in queue). Value in seconds. 15 15 Actual result will be provided December 2008.
2008 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Mission and Business Results Compliance Number of congressional deadlines met (Aug 1: have for school submission institutional application for campus-based funds (FISAP); Feb 1: post schools' tentative award levels; Apr 1: post schools' final award notifications; Sep 30: reallocate funds) 4 4 1, for August 2008. The remaining 3 deadlines are forthcoming.
2008 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Processes and Activities Productivity Percentage of schools/servicers that submit FISAP via the Web 100 100 Annually, by the end of the task order performance period.
2008 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Technology Reliability Percentage of time that the eCB system is available 99.7 99.7 Annually, by the end of the task order performance period.
2009 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results Customer Satisfaction Call Center agents will resolve issue on initial contact 95% of the time. 95% adherence +/-2% 97% +/-2% [Not answered]
2009 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Technology Service Availability Ensure site availability is 99.5% (excluding VDC specific downtime errors) 99.5% availability +/-2% 99.7% availability +/-2% [Not answered]
2009 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Mission and Business Results Higher Education Number of congressional deadlines met (Aug 1: have for school submission institutional application for campus-based funds (FISAP); Feb 1: post schools' tentative award levels; Apr 1: post schools' final award notifications; Sep 30: reallocate funds) 4 4 [Not answered]
2009 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Processes and Activities Productivity Production Support Requests (PSRs) responded to within 4 business hours of receipt with an anticipated time for completion. PSRs will be completed by agreed upon timeframe per request. The standard for PSRs will be the completion time of the request. 95% adherence +/-2% 97% adherence +/-2% [Not answered]
2010 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Customer Results Customer Satisfaction Call Center agents will resolve issue on initial contact 95% of the time. 95% adherence +/-2% 97% +/-2% [Not answered]
2010 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Technology Service Availability Ensure site availability is 99.5% (excluding VDC specific downtime errors) 99.5% availability +/-2% 99.7% availability +/-2% [Not answered]
2010 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Mission and Business Results Higher Education Number of congressional deadlines met (Aug 1: have for school submission institutional application for campus-based funds (FISAP); Feb 1: post schools' tentative award levels; Apr 1: post schools' final award notifications; Sep 30: reallocate funds) 4 4 [Not answered]
2010 Goal 3, Objective 2: Deliver federal student aid to students and parents effectively and efficiently. Processes and Activities Productivity Production Support Requests (PSRs) responded to within 4 business hours of receipt with an anticipated time for completion. PSRs will be completed by agreed upon timeframe per request. The standard for PSRs will be the completion time of the request. 95% adherence +/-2% 97% adherence +/-2% [Not answered]

 

4. Service Component Reference Model (SRM) Table :

Agency Component Name Agency Component Description FEA SRM Service Type FEA SRM Component Service Component Reused Internal or External Reuse? BY Funding Percentage
Component Name UPI
eCampus-Based Reporting Provide reporting capabilities to support FSA's eCampus-Based AD-HOC reports functions. Reporting Ad Hoc [Not answered] [Not answered] No Reuse 8
eCampus--Based Reporting Provide reporting capabilities to support the FSA e-Campus canned reports functions. Reporting Standardized / Canned [Not answered] [Not answered] No Reuse 8
FSA e-Authentication Provides a secure user authentication infrastructure for web-based transactions, eliminating the need for separate processes for the verification of identity and electronic signatures Security Management Identification and Authentication Identification and Authentication 018-24-01-06-01-0260-00 Internal 8
eCampus-Based Imagery "Support the creation of electronic images from pictures on the e-Campus website or paper forms" Visualization Imagery [Not answered] [Not answered] No Reuse 8
e-Campus-Based Online Help Provide an electronic interface to customer assistance Customer Initiated Assistance Online Help [Not answered] [Not answered] No Reuse 8
e-Campus-Based Tutorials Provide an electronic interface to educate and assist e-Campus customers Customer Initiated Assistance Online Tutorials [Not answered] [Not answered] No Reuse 8
e-Campus-Based Customer Notifications Allow a customer to be contacted in relation to a their subscription or account Customer Preferences Alerts and Notifications [Not answered] [Not answered] No Reuse 8
e-Campus Change Management process Provide internal controls the process for updates for the e-Campus site Management of Processes Change Management [Not answered] [Not answered] No Reuse 8
e-Campus-Based Relationship Management "promote the effective collaboration between an e-campus and its customers" Customer Relationship Management Partner Relationship Management [Not answered] [Not answered] No Reuse 9
e-Campus-Based Relationship Management "Support the retention and delivery of a service or product to an organization's clients" Customer Relationship Management Customer / Account Management [Not answered] [Not answered] No Reuse 9
e-Campus-Based Relationship Management "Allow for the analysis of an organization's customers, as well as the scoring of third-party information as it relates to an organizations customers" Customer Relationship Management Customer Analytics [Not answered] [Not answered] No Reuse 9
e-Campus Relationship Management Handle telephone sales and/or service to the end customer Customer Relationship Management Call Center Management [Not answered] [Not answered] No Reuse 8
e-Campus Search Provides search functionality within the enterprise portal Search Query [Not answered] [Not answered] No Reuse 1

 

5. Technical Reference Model (TRM) Table:

FEA SRM Component FEA TRM Service Area FEA TRM Service Category FEA TRM Service Standard Service Specification
Ad Hoc Component Framework Data Management Reporting and Analysis SQL Server
Standardized / Canned Component Framework Data Management Reporting and Analysis SQL Server
Online Tutorials Component Framework User Presentation / Interface Dynamic Server-Side Display Java Servlet (JSR 53)
Imagery Component Framework User Presentation / Interface Static Display Java Servlet (JSR 53)
Change Management Service Platform and Infrastructure Software Engineering Software Configuration Management IBM Rational
Query Service Access and Delivery Access Channels Web Browser MS IE or Netscape
Query Service Platform and Infrastructure Database / Storage Database eCB (electronic Campus-Based)
Customer / Account Management Service Platform and Infrastructure Database / Storage Database eCB (electronic Campus-Based)
Customer Analytics Service Platform and Infrastructure Database / Storage Database eCB (electronic Campus-Based)
Alerts and Notifications Service Access and Delivery Access Channels Collaboration / Communications iFAR
Customer Analytics Service Platform and Infrastructure Database / Storage Database SQL Server
Partner Relationship Management Service Platform and Infrastructure Delivery Servers Application Servers eCB (electronic Campus-Based)
Identification and Authentication Service Access and Delivery Service Requirements Authentication / Single Sign-on IBM Tivoli Access Manager (TAM)
Online Help Service Access and Delivery Access Channels Web Browser MS IE or Netscape
Call Center Management Service Platform and Infrastructure Database / Storage Database Oracle v8.1.7.4
  1. Will the application leverage existing components and/or applications across the Government (i.e., USA.Gov, Pay.Gov, etc)? no
    1. If "yes," please describe. [Not answered]

Part III: For "Operation and Maintenance" investments ONLY (Steady State)

Section A: Risk Management (All Capital Assets)

  1. Does the investment have a Risk Management Plan? yes
    1. If "yes," what is the date of the plan? Jun 26, 2008
    2. Has the Risk Management Plan been significantly changed since last year's submission to OMB? no
    3. If "yes," describe any significant changes: [Not answered]
  2. If there currently is no plan, will a plan be developed? [Not answered]
    1. If "yes," what is the planned completion date? [Not answered]
    2. If "no," what is the strategy for managing the risks? [Not answered]

Section B: Cost and Schedule Performance (All Capital Assets)

  1. Was operational analysis conducted? no
    1. If "yes," provide the date the analysis was completed. [Not answered]
    2. If "yes," what were the results? [Not answered]
    3. If "no," please explain why it was not conducted and if there are any plans to conduct operational analysis in the future: This investment was identified as and elevated to a major investment only during the Department's BY10 Select Phase, in June/July 2008 (prior to that, the investment had been non-major). As a consequence of elevation to the status of a major investment, an operational analysis will be conducted on the investment over the course of the coming year, no later than June 2009.
  2.  
    1. What costs are included in the reported Cost/Schedule Performance information (Government Only/Contractor Only/Both)? Contractor Only

2. b Comparison of Plan vs. Actual Performance Table:

Description of Milestone Planned Actual Variance
Completion Date Total Cost ($M) Completion Date Total Cost ($M) Schedule:Cost
(# days/$M)
eCB System Sep 30, 2002 1.404 Sep 30, 2002 1.404 0 0
FY 2002 Maintenance Sep 30, 2002 1.595 Sep 30, 2002 1.595 0 0
FY 2003 Maintenance Sep 30, 2003 2.588 Sep 30, 2003 2.588 0 0
FY 2004 Maintenance Sep 30, 2004 2.8154 Sep 30, 2004 2.3773 0 0.4381
FY 2005 Maintenance Sep 30, 2005 3.1 Sep 30, 2005 2.5211 0 0.579
FY 2006 Maintenance (Using FY05 Funds) Mar 31, 2006 1.31319 Mar 31, 2006 1.31319 0 0
FY 2006 Maintenance (Using FY06 Funds) Sep 30, 2006 1.49226 Sep 30, 2006 1.49226 0 0
FY 2007: eCB Operations & Maintenance, Call Center, and Conference Support (Using FY06 Funds) Mar 31, 2007 1.54048 Mar 31, 2007 1.52323 0 0.01725
FY 2007: Transition contract to New Contractor (Using FY07 Funds) Apr 30, 2007 0.13834 Apr 30, 2007 0.13834 0 0
FY 2007: One-Month Extension of Previous Contract (Using FY07 Funds) Apr 30, 2007 0.25387 Apr 30, 2007 0.25387 0 0
FY 2007: Call Center (Using FY07 Funds) Apr 30, 2007 0.01327 Apr 30, 2007 0.01327 0 0
FY 2007: eCB Operations & Maintenance and Conference Support (Using FY07 Funds) - New Contract Sep 30, 2007 0.65245 Sep 30, 2007 0.570909 [Not answered] 0.081541
FY 2008: Software Enhancements not included in 2006 (Using FY07 Funds) Aug 15, 2008 0.20806 Aug 21, 2008 0.168944 [Not answered] 0.039116
FY 2008: eCB Operations & Maintenance and Conference Support (Using FY07 Funds) - Task Order Mar 31, 2008 0.612922 Mar 31, 2008 0.586968 0 0.025954
FY 2008: eCB Operations & Maintenance and Conference Support (Using FY08 Funds) Sep 30, 2008 0.638362 [Not answered] 0.401408 [Not answered] 0.236954
FY 2009: eCB Operations & Maintenance and Conference Support (Using FY08 Funds) Mar 31, 2009 0.638362 [Not answered] [Not answered] [Not answered] 0
FY 2009: Additional Resources for Production Support Requests (Using FY08 Funds) Mar 31, 2009 0.1 [Not answered] [Not answered] [Not answered] [Not answered]
FY 2009: Call Center - Conversion to SEIBEL Platform (Using FY08 Funds) Mar 31, 2009 0.05 [Not answered] [Not answered] [Not answered] [Not answered]
FY 2009: eCB Operations & Maintenance, Call Center, and Conference Support (Using FY09 Funds) Sep 30, 2009 0.660538 [Not answered] [Not answered] [Not answered] [Not answered]
FY 2010: eCB Operations & Maintenance, Call Center, and Conference Support (Using FY09 Funds) Mar 31, 2010 0.660538 [Not answered] [Not answered] [Not answered] [Not answered]
FY 2010: Support for IPM Implementation (Using FY09 Funds) Mar 31, 2010 0.035 [Not answered] [Not answered] [Not answered] [Not answered]
FY 2010: eCB Operations & Maintenance, Call Center, and Conference Support (Using FY10 Funds) Sep 30, 2010 0.689338 [Not answered] [Not answered] [Not answered] [Not answered]
             

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