Transcript Implementation of High School and Postsecondary XML

Karen Nunn
University System of Georgia
Board of Regents
University System of Georgia






4 Research Universities
2 Regional Universities
13 State Universities
8 State Colleges
8 Two-Year Colleges
1 Independent Research Unit


The Georgia Board of Regents collaborated with the
SunGard modifications center to develop the
Postsecondary XML transcript exchange functionality,
which has been incorporated into Banner baseline. We
began beta testing in February 2006 based on Student
6.4/Student 7.2 and have since trained 35 institutions
in the use of this functionality.
The High School XML Transcript project came to life
during this same time period. In conjunction with The
Georgia Student Finance Commission, a standardized
high school transcript was created for use by all Georgia
high schools and a load of transcript data was
developed for use by all University System of Georgia
institutions.




Previously, transcripts were exchanged via paper documents
sent through mail.
◦ Modified version of SHRTRTC
◦ Includes Georgia specific information
University System of Georgia elected not to use SunGard HE
Banner’s EDI.Smart product
Partnership with SunGard Higher Education. Increasing the
number of institutions available for exchange as any
Postsecondary institution utilizing the Banner Student product
has the ability to participate in the exchange with greater
ease
Based on PESC standards



Allowed for use of User Defined Elements (UDEs)
◦ Non-Course requirements
◦ Regents’ GPA
◦ Student Attributes
Ability to work with University of Texas-Austin server
allowing a student’s academic data to be securely transmitted
between institutions
Facilitates transcript exchange amongst like ERP systems and
allows for an open exchange between many electronic
transcript formats in the UT-Austin repository.






Set-up supporting validation and rules in Banner
Set-up translations in Banner
To send a transcript
◦ Create transcript request
◦ Run export process
UT Austin Server
To receive a transcript
◦ Run import process
◦ Match student
◦ Route data to appropriate tables
PGP / SFTP

Implementation began in February of 2007 with five User
Acceptance Training (UAT) sessions for both functional and
technical personnel from 35 institutions

Composed technical and functional documentation for
SunGard HE baseline and Georgia enhanced functionality

Maintained contact with the institutions via:

231 e-mail messages were sent to encourage the
implementation of Postsecondary Transcript Exchange

◦ monthly webinars
◦ listserv communications
◦ follow-up classroom training sessions
Created a dedicated web page to keep USG institutions upto-date with software enhancements, defect corrections, and
current production status at all USG institutions
In an effort to encourage the use of electronic
transcript exchange, USG staff members:




presented sessions at national and regional conferences
(SunGard Summit and SETA)
moderated a panel discussion at the annual USG computing
conference (Rock Eagle)
demonstrated functionality at state-wide user group
meetings (Georgia Summit)
assisted and served as a resource for implementation at
institutions outside of the USG




Extensive set-up required prior to use
Change of business practices at all 35
institutions
SFTP / PGP set-up required
Recloning and upgrades of database
potentially requires set-up to be redone
Georgia State University
“…reduce time currently spent by admissions staff
entering course credits as well as eliminate errors
that occur entering them manually. Our advisement
offices should then be able to communicate with
new transfer students quickly about expected
transfer credit and start the advisement process for
new students. This is a critical component to
recruiting and retaining new transfer students at
the University.”
“…result in more efficient and timely processing of
students' transfer records…”
Georgia Southwestern University
“…it is quicker than a paper transcript and provides
the information we need.”
“…the export process saves time and money…”
“…there is no human handling or postage involved.”




Needed the ability to load the high school transcript into
college databases utilizing a third party load process (Xap
and SSD Technology Partners)
Needed the ability to track the Georgia Testing ID (GTID). The
Georgia Department of Education and the USG entered into a
collaborative agreement to track students throughout their
public education using this standard ten digit identification
number. The GTID follows students from kindergarten
through college.
Needed a standardized high school transcript for use by all
Georgia high schools and a load of transcript data for use by
all University System of Georgia institutions.
Needed PESC standard transcript

Set-up required in Xap

Set-up required in SSD Axiom

Set-up supporting validation and rules in Banner

Download transcript from Xap

Export data into Axiom

Upload data into Banner database

Implementation began in February of 2009 with training
workshop session for both functional and technical personnel
from USG institutions

Developed Georgia Enhancement functionality to assist in
campuses utilizing high school data

Composed technical and functional documentation for Xap,
Axiom and Georgia enhanced functionality

Maintained contact with the institutions via:

E-mail messages sent to encourage the implementation of the
High School XML Transcript

◦ monthly webinars
◦ listserv communications
Created a dedicated web page to keep USG institutions up-todate with software enhancements and current production status
at all USG institutions





Required the use of a standardized course listing
from the Department of Education (DOE)
DOE course numbers are ten digits; Banner only
houses six
Managing coordination and communication
between third party vendors, institutions and the
USG
Needed improved print copy without XML tags
Issues with importing into Banner Transfer
Articulation
Kennesaw State University
“Electronic receipt of transcripts allows a much greater
level of customer service to our college applicants.”
“Our download processes in the Office of Admissions allows
much faster review of the high school transcript and
admission decisions.”
“During these difficult budget times, it is even more imperative
that we find ways to work smarter, not harder.”
Murray County High School
“Previously, school counselors and admissions offices have
been bogged down in the process of sending and receiving
transcripts. Now the Transcript Exchange in our state has
placed the ability to send transcripts and verify receipt in the
hands of the students and their parents.”
“The process is smooth, simple, and efficient.”


Opportunity cost – missing the good waiting
on the perfect
Cultural Change
◦ Paper = Security
◦ Massaged data from common admissions
application into constructed PDF to be imaged in SIS
(BDMS)

No quotes from stakeholder most impacted –
Students
◦ Succeeded in transparency
◦ Service improvement – time to delivery of data




The Georgia Board of Regents has provided leadership in the
area of electronic transcript exchange.
Early provision for and adoption of the technology led to the
incorporation of the Postsecondary XML Transcript into the
baseline Banner product.
The success of this project has impacted not only the USG
system, but has facilitated Postsecondary XML transcript
exchange functionality for the entire SGHE Banner customer
base.
The success of the High School XML Transcript project has
impacted all USG institutions as well as all public high schools
in Georgia.










PESC – establishing the foundation
Tonya Lam, Associate Vice Chancellor for Student
Affairs, GaBOR
SunGard HE
◦ Ed Hauser, Gren Hayes and Paula Brower
GSFC
XAP
SSD
◦ Lisa Detwiler
Georgia DOE
AACRAO
GaBOR institutions
Georgia High School counselors
Karen Nunn
[email protected]
706-583-2000