1. E-RATE: PAST-PRESENT-FUTURE
OESCA
September 16, 2016 By
Brian Talbott

2. AGENDA Where we started Where we wanted to be Where we went
Where we are now
Where we are going

3. 01.
Where we started

4. Original IT Systems Applications
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
Age of system created risk.
Recommended software upgrades not performed when new versions were released, which meant upgrading through intermediate steps to the earliest supported version.
Some software no longer supported by vendor.
Number and frequency of required reboots of the system required due to slowness.

5. 02.
Where we wanted to be

6. New system procurement and implementation
Where we wanted to be
New system procurement and implementation
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.
Appian platform was chosen as the product that best met USAC’s needs, considering function and price.
E-rate Productivity Center (EPC) was the name given to the new Schools and Libraries system.
Development started in 2015, with the first external-facing functionality rolled out in July 2015.

7. 03.
Where we went

8. Where we went Implementation (2015)
Basic structure planned and implemented.
Data migrated from original system in waves – organizations created for applicants, service providers, and consultants.
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.

9. Challenges to implementation and outreach
Where we went
Challenges to implementation and outreach
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.
Migration of legacy data to EPC proved difficult and was error-prone.
EPC terminology is unfamiliar to users (news, records, related actions, manage).

10. 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, 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).

11. 04.
Where we are now

12. Where we are now FY2015 FY2016 Window close – Window close –
April 16, 2015
First wave – May 21, 2015
Committed in first wave:
$ million
Committed after 12 waves:
$ 1.18 billion
31,942 applications
63.6% of applications
Window close –
May 26, 2016 (schools)
July 21, 2016 (libraries/consortia)
First wave – June 16, 2016
Committed in first wave:
$ 17.7 million
Committed after 12 waves:
$ million
25,383 applications
57.0% of applications

13. Pace of FY2016 funding commitments
Where we are now
Pace of FY2016 funding commitments
Process is new for everyone – reviewers and applicants both.
Most applications need closer review because program changes caused confusion among applicants.
Multiple applications from the same applicant are being reviewed together.
Additional fiber clarifications are needed (Is the fiber lit, dark, or self- provisioned?)
A variety of EPC systems issues continue to hamper our ability to review some forms and enhancements and bug fixes are ongoing.
Some automated processes are triggering incorrectly.
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.

14. Direct BEAR (billed entity/applicant) payments
Where we are now
Direct BEAR (billed entity/applicant) payments
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.
Data continues to be successfully migrated from EPC to the legacy system for invoicing.
Personal Identification Numbers (PINs) need to be created for some applicants.
Invoice processing and payment for both applicants and service providers has been timely and successful for FY2016!

15. 05.
Where we are Going

16. Where we are going Preparing for FY2017
FCC Form 470 for FY2017 became available July 1.
240 forms certified for FY2017 as of September 8.
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.
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.

17. Where we are going Changes for FY2017
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.
We are thinking through the FY2017 application process, and will be soliciting comments and providing user testing opportunities for all stakeholder groups.
We welcome your feedback!

18. 2016 training locations and dates:
Where you should go
2016 training locations and dates:
Location
Date
Status 1
Washington, DC
September 26, (Monday)
Waiting List 2
Orlando, FL
October 6, (Thursday)
Open 3
Houston, TX
October 14, (Friday) 4
Philadelphia, PA
October 18, (Tuesday) 5
Minneapolis, MN
November 1, (Tuesday) 6
St. Louis, MO
November 10, (Thursday) 7
Seattle, WA
November 16, (Wednesday) 8
Los Angeles, CA
November 18, (Friday)

19. QUESTIONS