Education Business Process Reengineering

Vision Statement

Members

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Minutes

Committee Minutes

Sponsored by the Department of Veterans Affairs
Web Site Hosted by Minnesota State University Moorhead

Education Business Process Reengineering Community of Practice

Conference Call

April 10, 2001

Opening Comments - Celia Dollarhide

Several years ago a BPR task force reviewed the adjudication process and recommended changes to streamline and improve claims processing to better serve veterans and the needs of school officials, VA claims processors and SAA personnel. The recommendations required statutory changes, regulatory changes and procedural changes. To date, the majority of the recommendations have been accomplished.

It is now critical that we turn to the front end of the business: approval, compliance, supervision and oversight to determine whether the procedures in place continue to be relevant in light of the changes made in the educational curriculum and delivery methods of today. The SAA's have taken note of many changes and reacted accordingly. For example, in the area of distance learning, VA and SAA's are ahead of the Dept. of Education in our recognition for approval and payment purposes.

It is important to validate what we are doing well and modify those procedures which no longer are value added relevant or could be reengineered to streamline and improve the administration of the program.

Emphasis has been placed on expanding opportunities for veterans in the apprentice/on-job-training area. Outreach is increasingly becoming more important as an SAA function. Some states have initiated excellent outreach activities. Should these be recognized as a best practice for consideration nationwide?

As we continue to automate the claims process compliance and oversight is increasingly important. Does our current quality assurance and oversight program satisfy controls necessary for increased automation?

The last formal review of the approval compliance and oversight portion of the education program was accomplished more than 20 years ago. With the changing needs of the workforce of today and the technology available to streamline and improve governmental functions, it is important to take a systematic look at our program and recommend changes for improvement which make sense and better serve veterans and the public. We administer a national program; proposals should so reflect that fact. In addition, actions that we do well and contribute to the effectiveness of the program should be recognized.

Each of you comes to this task force with a great deal of expertise in the field of veterans' education. We are confident that with the backgrounds, interest and differing perspectives in veterans education which you bring to the table, you will identify processes, functions, or policy issues which could be addressed in a more effective way to improve our service to veterans. I wish you well and appreciate your interest in this important effort.

Orlando Conference - Ted Van Hintum

Definite – Thursday pm, July 12 – Saturday, July 14.

Updates - Education Service Staff

Licensure and Certification Data Base - John Pearson

Database is still being modified but problems are being fixed. Several programs have already been entered. Will make it available to the public as soon as it is ready.

VONAPP - Karen Norfleet

Form automation with VA. VONAPP (Veterans Online Application) is a web portal through which veterans may apply for compensation, pension, vocational rehabilitation, medical, and now, GI Bill education benefits. Similar to TurboTax leads the veteran through the process based on answers. Veteran prints a signature page and mail it in to Regional Processing Offices. http://vabenefits.vba.va.gov/vonapp/ Nothing developed yet to notify the school. Application goes to processing center, issues a certificate of eligibility and school can send certification. About 150 applications received since going online.

WAVE - Ralph Debar

Ralph met with contractor and made progress. Found few problems, should be fixed tomorrow, then test again. Should be up and running early May. Further funding is questionable to due a budgetary shortfall within VA, but funds may be restored. Planning on monthly verification for 1606 but that requires WAVE. Will not install until WAVE is operational. Note: Since conference call, 1606 monthly verification has been delayed until June 2002.

Outreach Activities - Lee Sherrill

Has developed new benefit brochure. Working on VEAP conversion information. Continue to mail active duty about 12 month notification. Planning an ESO training handbook. Working on chapter 30 pamphlet, it is nearly ready probably next month. DANTES will help distribute to bases.

Training Activities - Rosemary Tunnell

National Institute of Veterans Education for certifying officials. First Internet course for certifying officials. http://www.vba.va.gov/gibilltrain.htm

Further Information on Training Prepared by Rosemary follows

Education Service Training

Education Training

We operate the National Institute of Veterans Education that is a web site containing training material for Education employees. There are job related lessons and quizzes that can be taken independently, or taught in conjunction with classroom training. These are available for the following employees:

Veterans Claims Examiners

Education Liaison Representatives

Education Compliance Survey Specialists

Work-Study Coordinators

Supervisors

In addition, we offer the following courses by distance learning. (Via the Internet or conference call, or a combination)

Reader Focused Writing

PowerPoint

VaCert/Etcert

Forms & tables

Non-education Training

We have offered an instructor development course for VBA virtual instructors for the Reader Focused Writing course. We have also offered a course on presentation skills for LEAD participants.

School Certifying Officials

Our newest training efforts have been directed toward new certifying officials. We are offering all training via the Internet. We have piloted an Introduction to the Certification of VA Education Benefits course which was very successful. Another course is being offered in April and another one in May. Both classes filled within the first week of being announced, and there is a large waiting list for the next class that we hope to schedule in July.

Other courses that are planned for school officials include:

Historical & organizational structure of VA and the SAA

Chapter 30 & 1606

Other Education Benefit programs

VA Compliance Surveys & SAA Supervisory visits

VACERT/ETCERT

Military Transcript Registry

Updates from Project Team Leaders

E-approval process - Danny Stewart