Transcript
EDI – an overview
Linda Sather Cheryl KolbeOregon State University ConsultantOffice of the Registrar
EDI – an overview What is EDI? Why use it? How does it work? What does it take to implement? How much ongoing support is
required? Who in Oregon is using it?
Electronic Data Interchange
EDI Is the electronic transfer of information between two trading partner’s systems using a set of transactions that have been adopted as a national or international standard for the particular business function.
Request Transcript
Student Information System
Print Transcript
U.S. Mail
Receive Transcript
Re-key Data
Recipient’s Student Information System
The Transcript Trail
Request Transcript
Student Information System
Print Transcript
U.S. Mail
Receive Transcript
Re-key Data
Recipient’s Student Information System
EDI
The Transcript Trail with EDI
Why use it?Oregon K-16 data transfer system
College Admission & Placement Profile
The College Admission and Placement Profile (CAPP) Electronically transfers traditional high
school transcript elements, state assessment data, and other data indicating student proficiency from Oregon school districts to Oregon's community colleges and the Oregon University System campuses.
The College Admission and Placement Profile (CAPP)
High school counselors/registrars can electronically send data on an individual student to many institutions for use in
college admission and/or placement.
K-16 Integrated Data Transfer System
What it takes to use EDI EDI server Internet access Translation & mapping software Staffing Registration Encryption software
Your EDI Server Install translation &
mapping software on stand-alone machine or on an existing server.
Old, spare pc works great for EDI.Smart
Trusted Link software requires Windows 95 or better
Internet Access
Software Buy it off the shelf
EDI.Smart • Partner Sungard SCT
Quick ‘n’ Easy• Freeware• Receive & Print
Inovis Trusted Link• Partner Datatel
Mercator Integration Broker
AXIOM Write your own
Univ. of Maryland
Registration Univ. of Texas –
Austin Internet EDI server
• Free• 1 e-mail• Receive reply with
username & password
Security Encryption software
Optional
What’s available sftp to/from UT server PGP
• Freeware RSA security CryptoHeaven
Communications with U.T.Austin
Other Universities, Colleges & High
Schools
U.T. Austin Server
YourFTP Server
Your EDI
Server
EDI & Banner at OSU
Other Universities, Colleges & High
Schools
U.T. Austin Server
OSU’s FTPdrop point
OSU’s EDI.Smart
Server
OSU’s Banner download Area
Banner SHREDIR & SHREDIP
Processes
Banner SHREDIY Process
OSU’s Banner System
EDI & Trusted Link at CCC
Other Universities, Colleges & High
Schools
U.T. Austin Server
CCC’s FTPdrop point
CCC’s Trusted Link
Server
CCC’s Datateldownload Area
Datatel EITP Process
Datatel STRQ Process
CCC’s Datatel System
Staffing Installation & Mapping
Registrar’s office and Admissions office• Functional/Technical manager
IT • Systems Analyst/Programmer Analyst
Daily Operation Office Specialist/Transcript Staff
Maintenance Same as Installation & Mapping
Implementation Timeline To be ready to test with a partner
2 – 3 months Speed process by sharing information
between institutions Testing with trading partners
Approx. 2 weeks each (in real world) Develop good sample pack of transcripts
Testing Issues Review all modifications to your transcript
print process Known issues with your software Process differences (paper vs. EDI) Confidentiality/FERPA
Additional Test Cases Two or more transfer institutions Multiple degrees Repeated courses Student with Holds Old courses, all grade codes In-progress courses Ungraded and graded in same term
*UO began receiving in July
EDI Transcripts in Oregon by Sender 2004
0500
100015002000250030003500400045005000
LBCC OSU PCC
LBCCOSUPCCPSUUO*
EDI Transcripts in OregonTrades January – April, 2005
0
500
1000
1500
2000
2500
3000
3500J anFebMarAprMayJ uneJ ulyAugSeptOctNovDec
EDI Transcripts in Oregon Total transcripts traded in Oregon in 2004
is 11,118 Average = 927 per month 3 institutions are sending 5 institutions are receiving At least 4 institutions are now in the
process of implementing EDI Chemeketa CC, Clackamas CC, Lane CC,
Southern Oregon U.
EDI or XML What is XML? Characteristics of EDI Characteristics of XML Is EDI going away?
Extensible Markup Language
XML Is a dynamic trading language that enables applications to flexibly, intelligently & cost efficiently exchange information. XML-based EDI is well suited to use over the Internet.
Characteristics of EDI Provides standardized rigid format
American National Standards Institute (ANSI) EDI standards (X12)
Stability and uniformity High level of security Point-to-point integration Exchanges large amounts of data with no
intervention
Characteristics of EDI Requires dedicated EDI server Minimizes file size in the exchange Machine decipherable (difficult for a
person to read) Focus on data and structure Not web based Many trading partners available
Characteristics of XML Transacts over existing internet Focus on syntax and graphics
Developed for graphic representations A way to format & manipulate text Very large file size
Less efficient transmission A cousin to HTML New, hot technology; easy to learn
Characteristics of XML Approved Version 1.0.0 by the
Postsecondary Electronic Standards Committee in April 2004
UT Austin Server supports PESC XML standard
XML users cannot trade with EDI users (crosswalk is being developed)
Man and machine decipherable (easy to read by humans; not as secure)
Is EDI going away?
NO
There are benefits of both EDI and XML. One significant factor in favor of EDI is that our current trading partners are using EDI.
Benefits of EDI More Secure than paper Cost savings Acknowledgements from receiving
institution Speed Easy partner exchange each term Automated transfer articulation Small file size
Perspectives Server issues All technological systems need upgrades Staff training Interface with your student software
system Move from SSN to generated ID Web transcript requests
Who owns EDI processing?
EDI on the Web
AACRAO EDI in Education: general introduction to EDI technology http://www.aacrao.org/speede/index.htm
Quick ‘n’ Easy SPEEDE: includes the software, implementation guide, and FAQ’s
http://www.utexas.edu/student/giac/speede/spaacrao/
Univ. of Texas-Austin EDI Server: includes registration how to, list of participants, and FAQ’s
http://www.utexas.edu/student/giac/speede/ediserv.html
MIT Distribution Center: download the freeware version of PGP 6.5.8 http://web.mit.edu/network/pgp.html
Beginner’s Guide to PGP: step-by-step instructions for installing & using PGP http://www.utexas.edu/student/registrar/pgp/
EDI.Smart Discussion List: listserv for Banner schoolslistserv@sct.com
Conferences:AACRAO Technology Conference (encompassing EDI and XML) October 9 - 11 in Atlanta, GA
http://www.aacrao.org/tech05/index.htm
EDI on the Web (more)
Questions?
Linda Sather Cheryl Kolbe
linda.sather@oregonstate.edu kolbec@earthlink.net
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