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COD : Moving Beyond – Flat Files to XML Common Records

Explore how to transmit data to the Common Origination and Disbursement (COD) system using XML Common Records, improving funds management and customer service. Discover the benefits and requirements of FULL and PHASE-IN Participation. Learn about the structure and functionality of the XML Common Record, facilitating smoother data processing and integration.

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COD : Moving Beyond – Flat Files to XML Common Records

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  1. COD : Moving Beyond – Flat Files to XML Common Records Wood Mason Barbara Davis Demetrius Windom Session 20

  2. It all began in… 2002

  3. Common Origination and Disbursement

  4. COD

  5. COD went live APRIL 29, 2002

  6. An Opportunity • for integration of common processes • for using new technology • for better funds management • for better customer service

  7. How do YOU transmit data to COD?

  8. If your school submits data using the COD Common Record Layout in XML format You are considered a FULL PARTICIPANT

  9. If your school submits data using Pell Grant/Direct Loan Record Layouts in fixed-length, flat file format You are considered a PHASE-IN PARTICIPANT

  10. All schools will be required to process as FULL Participants using the XML Common Record in AY 2005/2006

  11. XML Common Record (CR) Phase-in school Response Flat-File Full-participant Batch Routing ID Document CFL Schema Unsubstantiated cash Document ID Tags Receipt Substantiated cash CR Compatibility

  12. Flat Files 0405298927382031979SallyASmith0203INDL2222222FP417HalperRoadFortWayneIN 46807AllenUSA2197446947USA2197446947sally.smith@veryspeedy.net

  13. How We Process Flat Files • Unique & separate “batches” of unique & separate “like-type” records • Acknowledgement

  14. New Concept…No More Records As We Know Them • No more Origination records • Now, Origination data • No more Disbursement records • Now, Disbursement data • Only the Common Record transporting Origination and or Disbursement data…

  15. What’s This Common Record Thing Anyway? • The vehicle that transports Pell Grant and Direct Loan award data to the COD system • A document that uses common data elements, edits, definitions and structure • Student centric

  16. What’s This Common Record Thing Anyway? • One document can report multiple awards for multiple students/borrowers for multiple award years • Data blocks are reuseable • Coded in Extensible Markup Language (xML)

  17. xML Terms – Tags and Elements <LastName> </LastName> Simple element Start tag End tag

  18. The Common Record – A Logical Grouping Of Complex Elements LastName=“Smith”> <Identifiers> <DriversLicense> <DriversLicenseState>IN</DriversLicenseState> <DriversLicenseNumber>DL2222222</DriversLicenseNumber> </DriversLicense> <Name> <FirstName>Sally</FirstName> <MiddleInitial>A</MiddleInitial> </Name> <Contacts> <AddressLine>417 Hapler Road</AddressLine> <AddressCity>Fort Wayne</AddressCity> <AddressStateProvinceCode>IN</AddressStateProvinceCode> <AddressPostalCode>46807</AddressPostalCode> </Contacts> Simple element Complex element Complex element Complex element

  19. Blocks Of Data Doc info <CommonRecord> <DocumentID>2004-08-29T09:09:09.0011111111</DocumentID> <CreatedDateTime>2004-08-29T17:20:01.00</CreatedDateTime> <Source> <School EntityID="11111111"/> </Source> <Destination> <COD EntityID="00000001"/> </Destination> <ReportingSchool EntityID="11111111"> <ReportedFinancialSummary> </ReportedFinancialSummary> <AttendedSchool EntityID="22222222"> <Student SSN=”123456789” BirthDate=”1985-01-01” LastName=”SMITH”> Entity info

  20. Blocks Of Data <Student> <Student SSN=”123456789” BirthDate=”1985-01-01” LastName=”SMITH”> <Pell> </Pell> <DLSubsidized> </DLSubsidized> </Student> <Student SSN=”987654321” BirthDate=”1982-02-20” LastName=”JONES”> <DLSubsidized> </DLSubsidized> <DLUnsubsidized> </DLUnsubsidized> </Student> Award info Person info Award info

  21. Blocks Of Data </Disbursement> <Disbursement Number="02"> <DisbursementAmount>2025</DisbursementAmount> <DisbursementDate>2005-01-15</DisbursementDate> <DisbursementReleaseIndicator>false</DisbursementReleaseIndicator> <DisbursementSequenceNumber>1</DisbursementSequenceNumber> <PaymentPeriodStartDate xsi:nil="true"/> </Disbursement> Disb block

  22. What Happens Next? • Validate • against the appropriate schema • Process • compare to CPS • Edit • out with the bad…in with the good

  23. Receipts • Tells you your CR has validated successfully against the appropriate xML schema and will be processed and edited • System generated e-mail to notify you of CR that does not (invalid format) • Carries no student award data edit results

  24. Receipts • <CommonRecord> • <DocumentID>2004-03-18T09:09:09.0012345678</DocumentID> • <CreatedDateTime>2004-03-18T09:20:01.00</CreatedDateTime> • <Source> • <COD EntityID="00000001"/> • </Source> • <Destination> • <School EntityID="12345678"/> • </Destination> • <Receipt>2004-03-18T09:21:00.00</Receipt> • </CommonRecord>

  25. Response • COD generates a complex response element for each major block submitted • document • entity • person • award • disbursement

  26. Response • Results of editing • correction • reject • warning

  27. Response • Full • COD returns all original tags submitted AND rejected data elements and reason • Standard • COD returns only the rejected data and reason

  28. Response </Disbursement> <Disbursement Number="02"> <DisbursementAmount>2025</DisbursementAmount> <DisbursementDate>2005-01-15</DisbursementDate> <DisbursementReleaseIndicator>false</DisbursementReleaseIndicator> <DisbursementSequenceNumber>1</DisbursementSequenceNumber> <PaymentPeriodStartDate xsi:nil="true"/> <Response> <ResponseCode>A</ResponseCode> </Response </Disbursement> Response Block

  29. Options… • Data to Send • some or all • Responses • full (EdExpress users must receive full response) • standard • web-generated

  30. Options… • Message Classes • award year specific • program specific • both AY and program specific • common data

  31. Options… • On-line activity • CR schools can create • student account • award • disbursement

  32. Options… • Business Practices • Pell data only • D/L data only • program data from both

  33. Options… • Web processing • exception processing • action queue • corrective action

  34. COD Website- Prior to Logging In • School Search- • Contact Information • Program Participation • Program dollar totals • Batch Search- • Batch summary information • Total dollar volume • Accepted • Rejected • By program https://cod.ed.gov

  35. Looking for more Information? • Library of Documents • Processing updates • COD and CPS/SAIG quick reference • FAQ’s • School online change authorization

  36. How about some Help?

  37. Let’s Log In • School messages • Can be school specific • Can be posted by your System Administrator for your school users

  38. Person Menu

  39. View Person Detail Information

  40. James R Buchanan 999919237 04/15/1985 All Award Information

  41. Applicant Search

  42. Compare Cod and CPS Data

  43. School Search

  44. School Search – key features

  45. Searching by SSN

  46. Researching the Rejects

  47. Beyond Batch Basics

  48. Drilling Down The Batch

  49. Award Search Menu

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