E-RATE: PAST-PRESENT-FUTURE
OESCA
AGENDA
1. Where we started
2. Where we wanted to be
3. Where we went
4. Where we are now
5. Where we are going
2
01.
WHERE WE STARTED
WHERE WE STARTED
Original IT Systems Applications
• USAC’s legacy “system” is a group of software applications
and databases that have been used for storing and
processing form data for the past 18 years.
Concerns over continued use of the legacy system
1. Age of system created risk.
2. Recommended software upgrades not performed when new
versions were released, which meant upgrading through
intermediate steps to the earliest supported version.
3. Some software no longer supported by vendor.
4. Number and frequency of required reboots of the system
required due to slowness.
Light at the End of the Tunnel
4
02.
WHERE WE WANTED TO BE
WHERE WE WANTED TO BE
New system procurement and implementation
1. USAC initiated procurement to identify a single interconnected
system that could be used to process applications, store data,
allow customer relationship management and other functions.
2. Appian platform was chosen as the product that best met
USAC’s needs, considering function and price.
3. E-rate Productivity Center (EPC) was the name given to the new
Schools and Libraries system.
4. Development started in 2015, with the first external-facing
functionality rolled out in July 2015.
Light at the End of the Tunnel
6
03.
WHERE WE WENT
WHERE WE WENT
Implementation (2015)
1. Basic structure planned and implemented.
2. Data migrated from original system in waves – organizations
created for applicants, service providers, and consultants.
3. USAC kept stakeholders informed of the process through:
‣
Applicant fall training sessions and presentations
‣
SL News Briefs
‣
Webinars and user guides
‣
Short videos
‣
New tools.
Light at the End of the Tunnel
8
WHERE WE WENT
Challenges to implementation and outreach
1. The structure of EPC is more rigid than the legacy systems.
‣
For example, in legacy, any entity could fill out any type of
application. In EPC, a user can only file applications for the
organization (school, school district, library, library system,
consortium) with which he or she is associated.
2. Migration of legacy data to EPC proved difficult and was error-prone.
3. EPC terminology is unfamiliar to users (news, records, related
actions, manage).
Light at the End of the Tunnel
9
WHERE WE WENT
Implementation (2015-2016)
FY2016 application process
‣
FCC Form 470 was available in EPC in early July 2015.
‣
USAC continued to worked through profile updates and system
enhancements.
‣
FCC Form 471 application filing window opened February 3, 2016
and was slated to close April 29, 2016.
‣
USAC realized that discount calculations for libraries and consortia
depended on school student numbers being entered in school
profiles.
✴
This led to two extended windows with two deadlines – one for
schools (May 26), one for libraries and consortia (July 21).
Light at the End of the Tunnel
10
04.
WHERE WE ARE NOW
WHERE WE ARE NOW
FY2015
FY2016
1. Window close –
1. Window close –
•
April 16, 2015
• May 26, 2016 (schools)
• July 21, 2016 (libraries/consortia)
2. First wave – May 21, 2015
2. First wave – June 16, 2016
3. Committed in first wave:
3. Committed in first wave:
•
$ 150.9 million
4. Committed after 12 waves:
• $ 17.7 million
4. Committed after 12 waves:
‣
$ 1.18 billion
• $ 520.57 million
‣
31,942 applications
• 25,383 applications
‣
63.6% of applications
• 57.0% of applications
Light at the End of the Tunnel
12
WHERE WE ARE NOW
Pace of FY2016 funding commitments
1. Process is new for everyone – reviewers and applicants both.
2. Most applications need closer review because program changes caused
confusion among applicants.
3. Multiple applications from the same applicant are being reviewed together.
4. Additional fiber clarifications are needed (Is the fiber lit, dark, or selfprovisioned?)
5. A variety of EPC systems issues continue to hamper our ability to review
some forms and enhancements and bug fixes are ongoing.
6. Some automated processes are triggering incorrectly.
7. Contract records could not be modified so new contract records had to be
created.
We are handling these issues through workarounds, system changes,
and extra outreach.
Light at the End of the Tunnel
13
WHERE WE ARE NOW
Direct BEAR (billed entity/applicant) payments
1. The legacy system is being used for all invoicing.
‣
However, FCC Form 498 for applicants wishing to receive
direct reimbursement (i.e., provide banking info.), functionality
was created in EPC.
2. Data continues to be successfully migrated from EPC to the
legacy system for invoicing.
3. Personal Identification Numbers (PINs) need to be created for
some applicants.
4. Invoice processing and payment for both applicants and service
providers has been timely and successful for FY2016!
Light at the End of the Tunnel
14
05.
WHERE WE ARE GOING
WHERE WE ARE GOING
Preparing for FY2017
1. FCC Form 470 for FY2017 became available July 1.
‣
240 forms certified for FY2017 as of September 8.
2. Applicants with profile difficulties for FY2016 applications were
given workarounds to get their applications certified within the
window. We are working through those profile changes to
make sure the profiles are correct for FY2017.
3. Applicants will not need to create new profiles for themselves
or their organizations – all of the work they did in FY2016
remains in their profiles and can populate FY2017 forms.
‣
Applicants should review profile information for accuracy.
Light at the End of the Tunnel
16
WHERE WE ARE GOING
Changes for FY2017
1. Small but important improvements are planned in applicant and
service provider profiles, program forms, reports, and search tools
based on stakeholder feedback from the FY2016 application
process.
‣
We don’t want to make major changes now, so that users can
feel more comfortable with the existing process and take the
time they need to suggest improvements.
2. We are thinking through the FY2017 application process, and will
be soliciting comments and providing user testing opportunities for
all stakeholder groups.
3. We welcome your feedback!
Light at the End of the Tunnel
17
WHERE YOU SHOULD GO
2016 training locations and dates:
Location
Date
1
Washington, DC
2
Orlando, FL
October 6, 2016 (Thursday)
Open
3
Houston, TX
October 14, 2016 (Friday)
Open
4
Philadelphia, PA
October 18, 2016 (Tuesday)
Open
5
Minneapolis, MN
November 1, 2016 (Tuesday)
Open
6
St. Louis, MO
November 10, 2016 (Thursday)
Open
7
Seattle, WA
November 16, 2016
Open
8
Los Angeles, CA
November 18, 2016 (Friday)
Open
Light at the End of the Tunnel
September 26, 2016 (Monday)
Status
Waiting List
18
QUESTIONS