Transcript Slide 1

5th Annual Conference
on Technology &
Standards
April 28 – 30, 2008
Hyatt Regency Washington
on Capitol Hill
www.PESC.org
Exchange of Electronic Transcripts via Ohio Board of Regents (OBR)
Articulation & Transfer Clearinghouse (ATC)
Presenters
Allison Rhea, Sinclair Community College [email protected]
Terry Young, Wright State University [email protected]
5th Annual Conference
on Technology &
Standards
About our Institutions:
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Both located in Dayton, Ohio approximately 12 miles apart
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Wright State University (WSU)
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Sinclair Community College (SCC)
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4 year state university
Suburban Campus
Fall 2006 enrollment of 16,214
Uses Banner from Sungard Higher Education
2-year college
Urban Campus
Fall 2006 enrollment of 22,786
Uses Colleague from Datatel
Many students in common
5th Annual Conference
on Technology &
Standards
What finally made us jump into
the 21st century?
• On September of 2007, the Ohio Board of Regents (OBR)
Articulation and Transfer Clearinghouse (ATC) went online
in Production mode.
• All Ohio public schools will need to begin trading
undergraduate transcripts electronically using the ATC.
• Part of the newly formed University System of Ohio.
5th Annual Conference
on Technology &
Standards
• Guarantee from OBR for course equivalencies from Ohio
public postsecondary schools - 70% rule
• Increase speed and accuracy of data entry into
transferring institution
• Increase graduation rates and keep graduates in Ohio
• Dual admission possibilities
5th Annual Conference
on Technology &
Standards
Their wish, our command
• In Sept ’07, WSU and SCC became the first Ohio
colleges to begin trading PESC Postsecondary XML
transcripts using the ATC clearinghouse.
• The University of Cincinnati is now both sending and
receiving from WSU and SCC.
• Bowling Green State University is receiving from both
WSU and SCC
• Ohio State University will be sending and receiving to
SCC by the end April.
5th Annual Conference
on Technology &
Standards
Location, location, location…er, no!
Communication, communication, communication!
• During the pilot and planning phase of implementation
WSU and SCC conducted face-to-face and conference
call meetings.
• This communication between the IT and
Admission/Registrar staff of at each college was critical
in improvements, fixes, validation of data, and
determining business rules/flow of the process.
• Equally important, the communication between these
offices at SCC and WSU
5th Annual Conference
on Technology &
Standards
• A plan of who to communicate with, under what
circumstances was created and documented.
• Multiple forms of communication were identified and
used: Instant Messenger (IM), phone, or faxing paper
transcripts for validation purposes.
• Legal and Security from each school were consulted to
ensure that all issues were identified and satisfied prior
to trading electronically.
5th Annual Conference
on Technology &
Standards
• When issues and concerns arose, they were addressed
and corrected as we went. This was key!
• As the processes started running smoothly cost savings
was realized along with a more timely transfer
articulation process for the undergraduate students of
both schools.
5th Annual Conference
on Technology &
Standards
Excerpt from Written Implementation Plan
“Implementation Plan for Electronic Trading of Transcripts between
Wright State University and Sinclair Community College
On September 10th, 2007 Sinclair Community College (SCC) will begin
sending transcripts to Wright State University (WSU) via the Ohio Board
of Regents (OBOR) server. What follows is an implementation plan as
defined by the two institutions at a meeting that took place at SCC on
August 16, 2007.
Monday September 10th –
Tammy Downs, Records Coordinator at SCC, will process any transcript
request to WSU and will send that transcript electronically. Upon
sending it electronically, Tammy will also print out a copy of the
transcript and fax that to Lora Booher in the office of Undergraduate
Admissions at WSU. Tammy will also contact Lora at WSU via
telephone or Instant Messenger, in order to alert Lora that a transcript is
being sent.
Lora and Terry Young will process the transcripts electronically. They will
compare the faxed transcript to the PDF of the transcript that is
downloaded from the OBOR server in order to ensure accuracy of the
information being transmitted. Lora and Terry will communicate directly
with Tammy on any data integrity issues they are seeing. Marcus
Milligan and Sue Wood of SCC’s Information Technology department
will also be available for any technical issues that may arise.
This process will be replicated throughout the day. It is understood that in
order for this to be a valid test of the system there needs to be adequate
volume of transcripts traded in this manner however the system cannot
be flooded. Both institutions will work to ensure the optimal number of
transcripts are sent.
…”
5th Annual Conference
on Technology &
Standards
5th Annual Conference
on Technology &
Standards
Continuity and Growth
• As more schools become available for trading and
receiving same procedures are followed
• Helps SCC and WSU to guide other schools in the
process
• Standardizes (brownie points for use of word  ?) the
implementation process
5th Annual Conference
on Technology &
Standards
In March 2008:
# of transcripts
WSU to SCC
62
WSU to UC
10
WSU to BGSU
1
SCC to WSU
169
SCC to UC
23
SCC to BGSU
8
UC to WSU
14
UC to Sinclair
20
5th Annual Conference
on Technology &
Standards
5th Annual Conference
on Technology &
Standards
5th Annual Conference
on Technology &
Standards
Sinclair’s Business Process - after
• When sending a transcript out:
– Student orders transcript online via 3rd party vendor (Credentials)
– Transcript is taken from the Colleague system, PESC XML standards
are apply to encode the transcript.
– XML code is pushed back to Credentials web server.
– Credentials sends it to OBR ATC
– OBR ATC notifies school that transcripts are in ATC to be picked up
• Reverse happens when receiving
5th Annual Conference
on Technology &
Standards
WSU Business Process Flow
• Exporting XML transcript using Banner
• Create an XML transcript, extract, then upload to the
ATC using the ATC website.
• The ATC will validate the PESC XML transcript along
with creating two files of the transcript a pdf and xml for
downloading.
5th Annual Conference
on Technology &
Standards
WSU Business Process Flow
• Both files the ATC provides for download will have the
OBR guaranteed coursework if applicable.
• WSU will then download the xml and pdf transcripts from
the ATC website. Run import program, match xml
students in Banner, load xml into DARS, run the DARS
articulation process.
5th Annual Conference
on Technology &
Standards
WSU Business Process Flow
• After coursework is articulated. Students or Advisors can
then run DARS degree audits and or Banner advising
reports.
• If an advisor has a need to see an official transcript
(paper) they can look at the OBR pdf which was
imported into the WSU document management system
(Xtender).
5th Annual Conference
on Technology &
Standards
WSU Business Process Flow
• If a student from Sinclair brings in a paper transcript to
WSU, the clerical staff in the registrar’s office call Sinclair
to request an XML transcript. That’s how much the
clerical staff loves the XML transcripts!
• WSU created a new Banner Screen for DARS and
importing Banner XML data. This has improved speed
and accuracy.
5th Annual Conference
on Technology &
Standards
5th Annual Conference
on Technology &
Standards
5th Annual Conference
on Technology &
Standards
WSU thoughts for improvements of the
process:
• Work with Sungardhe’s development team how the
xml import and export process could be improved.
• WSU does some minor massaging of xml data for
process to work. (Need to get that fixed) Manual
upload and download to OBR secure server using
PERL scripts.
• Use a web service push and pull to OBR secure
server for XML and PDF files. (Kent State University is
developing for Banner schools)
5th Annual Conference
on Technology &
Standards
• WSU thoughts for improvements of the
process:
• Need to add OBR’s extension schema in Banner
User Defined Programs.
• The ability to update other Student records beside
transfer coursework.
5th Annual Conference
on Technology &
Standards
Sinclair’s Business Process
5th Annual Conference
on Technology &
Standards
Questions?