Tools to Successfully Implement Electronic Transcript Exchange American Association of Collegiate Registrars and Admissions Officers Monday February 2.

Tools to Successfully Implement Electronic Transcript Exchange

American Association of Collegiate Registrars and Admissions Officers

Monday February 2nd , 2015

Location 203B Session M3.08

1:30-2:30

SACRAO Conference Info

Agenda

• Options to Consider• Defining Strategy• ROI• Getting Started• Security & Ferpa Compliance• Checklists & Resources• Q & A

Top 10 Reasons to be here!

Decisions: EDI, XML or PDF???

EDX Adoption FAST?SECURE?FREE?

EDX Value Proposition

Electronic Commerce is the way we do business

Efficiency for students and institutions

Accuracy for student academic record and transfer credit evaluation

Security in electronic exchange outweighs all other benefits combined

Defining Your Strategy: Homework Consider Pain Points Research State Initiatives & Funding

Opportunities Identify Best Practices

Districts with eNetworks Between HS and College

Institutions Using the Newest Technology Analyze Vendor Distribution Determine Future Needs

Automate Import of Data Automation of Evaluations Enable Self Service

Defining Your Strategy: Building Effective Partnerships

ROI: Benefit AnalysisSending• Paper generally at least twice as costly as

electronic• Staffing efficiency is proportionate to % sent

electronically • Increased securityRequesting & Receiving • Staffing efficiency is proportionate to %

requested and received electronically and level of data integration

• Cycle time drastically reduced

General Expectations• 25-35% savings for sending• 65-75% savings for receiving

(impacted by amount of automation upon receipt)

ROI: Cost FactorsELECTRONIC COSTS PAPER COSTS

Computer hardware / software Computer hardware/software

Technical expertise with programming & networking

Printer / toner

Functional expertise with mapping data

School seal

Staff training Stuffing / sorting/collating

Altered business process Fraud prevention efforts/security paper

Trading partners (# can effect ROI) Mailing / postage

Printer / paper if you are not fully automated

Cost of slower service (rework or student changes mind)

Format conversion (PDF, EDI, XML)? Vendor fees if outsourced

Import (imaging, SIS, Degree Audit) Staff inefficiencies higher FTE ratio

Relationship building (staff position) Increased errors due to manual handling

Vendor costs (if applicable) Increased risk of compliance breech PII

Getting Started: Your Project Charter

Visibility/Sponsorship

Problem Statement

ROI Milestones

Quick Hits Medium Term

Goals Long Term Goals

Tactical vs. Strategic Implementation

Phased Approach Your Environment

vs. Industry How will you

measure success

Elements of your

Project PlanElements of your Implementation

Getting Started:Questions to Ask Service Providers

What processes do they support? (ordering, sending, receiving, reporting)

What flexibility can they offer for various methods of transcript exchange (PDF, EDI, XML)?

Do they use a proprietary format or the PESC Standard?

Do they send their transactions through the SPEEDE Server or a private network?

Are you required to pay any transaction fees as a sender/receiver? Where do the fees go to the vendor or the institution?

Are there maintenance or licensing fees and what is the frequency?

Are you required to sign a contract? Do they guarantee service levels?

Getting Started:Questions to Ask Service Providers

What security audits has the service provider been through?

Is the solution in production or in development? What is your implementation timeline? How many trading partners can you realize

(what are their in network institutions)? Which institutions specifically are active

senders, receivers, or both? Will their member institutions and process fit

your operating process and needs? Can you get several institution contact names

for references (senders and receivers).

Getting Started: Trading Partner Agreement Tips

Information provides a valuable starting point to document relationships & guidelines

Provides a common set of expectations prior to full implementation

Communication details for establishing connectivity

An agreement of what is considered official

Testing requirements Financial agreements Functions or

transactions that are required/optional

Data Clarifications

Why Include

Security

Paper System Solutions, Issues, Stabs in the Dark

Security paper Color background/

foreground Formatting Watermarks University Seal Signatures (hand-

written, stamps,

pre-printed) Security Envelopes Federal Postal System

Color Printers Desktop Publishing

software Whose seal? Digital Scanners Old –fashioned steam iron “Black-Hole”

Security Features Possible Stab Wounds

Electronic Acknowledgements Notifies sender of delivery

EDI: TS997, TS131, TS147 XML: Functional Acknowledgement, Transcript

Acknowledgment, Request Response

Implies recipient has processed transcript Yes and No

Alerts sender if document sent by someone not authorized

Provides checks on data items to assure complete transmission

Convenient - can be programmed into automated system

Allows for an open system

Another good service to the student

FERPA ComplianceFERPA Regulations support electronic

exchangeof transcripts under the following

conditions… FERPA regulations do not prohibit the use of

electronic methods of exchange The business process really determines if

exchanging a request electronically is appropriate

These transactions are compliant as long as they are initiated from a trusted source

Protect your students and institution by having them sign the consent/release form to authorize a request

EDI / XML Research ChecklistElectronic

Communications VAN Internet (ftp, e-mail,

http) Vendor fees

Operational Integration

Mapping EDI or XML into existing business processes & systems

Content management & business rules

Multiple standards (X12 EDI, XML, proprietary)

Versions

Audit / Reporting Volume Successful and

unsuccessful transmissions

User Interface / Access Tools for users to

monitor data Interface for users to

review and process transcripts sending and/or receiving transcripts

Pre-work Research Checklist

Learn what vendor-delivered software tools and programs are available

Build on experience of others (networking from conferences)

Identify experience / knowledge of existing staff

Identify cost share opportunities Partner institutions Other groups at your own institution (Records,

Admissions, Fin Aid) State/Regional Initiatives (mandates or grants)

ROI Analysis Checklist

Identify one time vs. recurring costs One-time

Mapping Trading partner relationships

Integration

RecurringSoftware license fees

Maintenance contracts

Staffing

Resources EDI & XML Technical Resources (IG’s, RIPS)

http://www.aacrao.org/home/about/committees/aacrao-speede-committee/technical-resources

AACRAO SPEEDE Committee Info (members & links to resources)http://www.aacrao.org/home/about/committees/aacrao-speede-committee

Email [email protected]

Who is doing electronic exchangehttp://www.aacrao.org/home/about/committees/aacrao-speede-committee/who%27s-doing-speede-

Resources EDX Primer publication & other AACRAO Technical

publicationshttp://www4.aacrao.org/publications/catalog.php?item=0123

NSC SPEEDE Server Documentation, FAQ’s & Software

http://speedeserver.org/

SPEEDE listserv for questions and answers in the SPEEDE Community

[email protected]

P20W Education Standards Council (formerly the Postsecondary Electronic Standards Council) electronic exchange community, workgroups, schemas and implementation guides

http://www.pesc.org

SPEEDE – A Professional Development Committee of AACRAOAmerican Association of Collegiate Registrars and Admissions Officers

Contacts

Jerald D. [email protected]

Monterey [email protected]

This presentation was brought to you by the

AACRAO SPEEDE Committee

[email protected]