Ed i Presentation Dpp

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 [email protected]

 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

[email protected] [email protected]