Transcript Slide 1
The Functional to Technical Overview of Implementing Electronic Data Exchange
Date:
Sunday, February 1, 2015 1:00-3:00 pm 201D
Session ID: S1.05
Susan Dorsey Assistant Registrar for Enrollment University of Colorado Boulder
Jerald Bracken Software Engineer Brigham Young University
Tuan Anh Do Director Enrollment Management Technology San Francisco State University
1
This Session is brought to you by the AACRAO SPEEDE Committee http://aacrao.org/About-AACRAO/committees/speede.aspx
http://www.pesc.org
SPEEDE – A Professional Development Committee of the American Association of Collegiate Registrars and Admissions Officers
AACRAO
Implementing Electronic Data Exchange (EDX)
Computer-to-computer exchange of standardized business documents
An electronic replacement for Mail Fax Courier Eliminates or reduces Fraud Delays Re-keying of Data Errors (both in keying and interpretation) 4
Resources
AACRAO SPEEDE Committee http://aacrao.org/About-AACRAO/committees/speede.aspx
Who is doing EDX (EDI or XML) SPEEDE State Contacts SPEEDE State Status SPEEDE-L Listserv Other SPEEDE Resources SPEEDE Committee Members Best Practices P20W Electronic Standards Council http://www.pesc.org
Implementation Guides (‘Standards & Info’) – EDI & XML XML Schemas Crosswalk of Institutional Codes 5
Resources
(continued)
Electronic Data Exchange Primer – AACRAO Publication Written by the AACRAO SPEEDE Committee Addresses the most commonly asked questions regarding electronic data exchanges, including matters relating to both traditional EDI standards and contemporary XML data standards • National Student Clearinghouse’s Server speedeserver.org
Implementing Electronic Data Exchange (EDX)
Printed Transcripts Fraudulent Transcripts Print Transcripts Student Data Transcript Request and Tracking PDF Transcripts EDX Transcripts XML or EDI Format Transcript Servers Postal Service PDF Agents Scan, Data Enter, & Evaluate Transcript Acknowledgements Print Transcript Process XML or EDI Student Data
Lessons:
1.
We now have it within our power to completely eradicate fraudulent transcripts (using combination of EDX & PDF).
2.
EDX & PDF Transcripts are no harder to implement than printing transcripts was originally. It is just a different Format .
3.
The facility to send and receive EDX & PDF transcripts already exists within many student systems.
4.
The facility to automatically process EDX transcripts already exists within many student systems.
• • • •
EDI Format
Delimited – like a CSV file Named “Segments” Mixture of Optional and Required fields and segments Multiple Occurring and Nested Segments
EDI Format
(continued) Delimiter full SES|200507|1|||Fall 2005; SUM|U|4|N|||1|||3.33; CRS|R|U||1|01|B+||||82|0014.000|3.33||CECN|801|Principles of Eng Economics; SES|200601|1|||Winter 2006; SUM|U|U|N|||1|||3.67; CRS|R|U||1|01|A-||||||3.67||CVL|425|Hydrology and Hydraulic Eng; SES|200609|1|||Fall 2006; SUM|U|U|N|||1|||3.67; CRS|R|U||1|01|A-||||||3.67||CVL|324|Geotech Properties of Soil I; Named Segment Empty – i.e. Optional Fields Segment Terminator
EDI Format
(continued) full
TS130 Implementation Guide
EDI Format
(continued)
EDI Format
(continued) • • • Common Formatting Questions: Transmission Segments & Fields Institution ID’s Transcript Legend
XML Format
XML Format –
Implementation Guide
XML Format –
Implementation Guide
EDI & XML Formats Compared: • • • • • EDI Terse Positional Delimited Requires an IG to read Closed standard • • • • • • XML Verbose Named fields IG useful but not required to read Schema controlled Open standard Parsing tools readily available No New Development Active Development
The Role of Acknowledgements
• • TS 997 – Functional Acknowledgement TS 131 – Transcript Acknowledgement • XML Transcript Acknowledgement
Tools
Translation Software?
Bridges the gap between EDX and your Application Software Translates transactions in/out of EDI format Provides the electronic “envelope” Provides Transmission Capability Manages EDX Documents Receives/Reconciles Acknowledgments Reports Archiving
Tools
EDX Translation Software • Banner – integrated • • • • PeopleSoft – integrated Inovis (TrustedLink) – Standalone, EDI only 1 EDI Source – Standalone, EDI/XML UT Austin (Quick ‘N Easy Software) – easy print
Tools
XML Parsing and Schema Validation?
XML & XML Schema Editors LiquidXML Altova – XML Spy IDE’s – IntelliJ, NetBeans, etc.
CSS XSLT
Tools
EDI to XML and XML to EDI Software
Identify Trading Partners
Top 10 Feeder Schools Regional Project Server Registrant Tables AACRAO Activity List State EDX Status Report and Contact Report 24
Trading Partner Agreements?
Agree that document is ‘official’ Define the decision making process Determine which version should be used Identify problem resolution Include Mapping Issues specific to the trading partners involved List version, protocol, security, etc. used 25
Security Issues
Authentication Acknowledgements (131’s, 997’s, and XML Responses) Identify process for reconciling your transcripts Site Security Privacy Encryption
Acronyms & Terms:
ANSI
– American National Standards Institute
X12
– ANSI Committee responsible for electronic data standards … it comes after X11
EDI
– Electronic Data Interchange
AACRAO
– American Association of Collegiate Registrars and Admissions Officers
SPEEDE
– Standardization of Postsecondary Education Electronic Data Exchange – both an AACRAO committee and the standards the committee created
EXPRESS
– EXchange of Permanent Records Electronically for Students and Schools – Secondary school data
SIF
– Schools Interoperability Framework – Secondary school data 27
Acronyms & Terms
(continued)
:
PESC
– P20W Electronic Standards Council
XML
– eXtensible Mark-up Language
XSD
– XML Schema Definition
Core Lib
– Base Lib used by PESC XML Schemas
Sector Lib
– Local Lib used by a specific PESC XML Schema
– Portable Document Format
EDX
– Electronic Data Exchange of EDI and XML Standards 28
Resources
What’s Happening in Your State/Region?
www.aacrao.org/home/about/committees/aacrao -speede-committee/state-status-on-speede
State Contact List:
www.aacrao.org/home/about/committees/aacrao -speede-committee/speede-state-contacts
Other SPEEDE Sessions
SACRAO 2015
Tools to Successfully Implement Electronic Transcript Exchange The Latest in the Secure Electronic Exchange of PDF Student Transcripts Show Me the Money – Costs/Benefits of Electronic Exchange of Student Transcripts
AACRAO 2015
Considerations and Best Practices in the Electronic Exchange of Student Transcripts Birds of a Feather Discussion for Institutions Interested in Sending/Receiving What the Heck is EDX? (Poster Session) The Functional to Technical Overview of Implementing Electronic Data Exchange Case Studies: The Secure Electronic Exchange of PDF Student Transcripts Wringing Electronic Data from Paper and PDF Transcripts
AACRAO Tech 2015 & Webinars 2015
TBD
Resources
Jerry Bracken [email protected]
Tuan Ahn Do [email protected]
Susan Dorsey [email protected]
SPEEDE Committee: [email protected]
SPEEDE Discussion List: [email protected]
SPEEDE Webpage: www.aacrao.org/About-AACRAO/committees/speede.aspx
PESC Website: www.pesc.org