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The Functional to Technical Overview of Implementing Electronic Data Exchange

Date: Tuesday, July 8, 2014

9:15-11:30 am

Salon B

Session ID: 2786

Jerald Bracken

Software Engineer

Brigham Young University

jeraldbracken@gmail.com

Doug Holmes

Programmer Analyst III

Ontario Universities Application Centre

doug@ouac.on.ca

Tuan Anh Do

Director Enrollment Management Technology

San Francisco State University

doey@sfsu.edu

This Session is brought to you by the

AACRAO SPEEDE Committee

http://aacrao.org/About-AACRAO/committees/speede.aspx

http://www.pesc.org

SPEEDE – A Professional Development Committee of the

American Association of Collegiate Registrars and Admissions OfficersAACRAO

Implementing Electronic Data Exchange (EDX)

Computer-to-computer exchange of standardized business documents

An electronic replacement for

Mail

Fax

Courier

Eliminates or reduces

Fraud

Delays

Re-keying of Data

Errors (both in keying and interpretation)

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Resources AACRAO SPEEDE Committee

http://aacrao.org/About-AACRAO/committees/speede.aspx

Who is doing EDX (EDI or XML)

SPEEDE State Contacts

SPEEDE State Status

SPEEDE-L Listserv

Other SPEEDE Resources

SPEEDE Committee Members

Best Practices

Postsecondary Electronic Standards Council http://www.pesc.org

Implementation Guides (‘Standards & Info’) – EDI & XML

XML Schemas

Crosswalk of Institutional Codes4

Electronic Data Exchange Primer – AACRAO Publication

Written by the AACRAO SPEEDE Committee

Addresses the most commonly asked questions regarding electronic data exchanges, including matters relating to both traditional EDI standards and contemporary XML data standards

Resources (continued)

• National Student Clearinghouse’s Server -speedeserver.org

Implementing Electronic Data Exchange (EDX)

Student

Data

Printed TranscriptsTranscript Request

and Tracking

Print

Transcripts

Postal

Service

Fraudulent

TranscriptsPDF

Transcripts

PDF

Agents

Scan, Data Enter, &

Evaluate Transcript

Student

Data

XML or EDI

Format

EDX

Transcripts

Acknowledgements

Transcript

Servers

Process XML or EDI

Print

Transcript

1. We now have it within our power to completely eradicate fraudulent transcripts (using combination of EDX & PDF).

2. EDX & PDF Transcripts are no harder to implement than printing transcripts was originally. It is just a different Format.

3. The facility to send and receive EDX & PDF transcripts already exists within many student systems.

4. The facility to automatically process EDX transcripts already exists

within many student systems.

Lessons:

EDI Format

• Delimited – like a CSV file• Named “Segments”• Numbered “Elements”• Mixture of Optional and Required fields and

segments• Multiple Occurring and Nested Segments

SES|200507|1|||Fall 2005;

SUM|U|4|N|||1|||3.33;

CRS|R|U||1|01|B+||||82|0014.000|3.33||CECN|801|Principles of Eng Economics;

SES|200601|1|||Winter 2006;

SUM|U|U|N|||1|||3.67;

CRS|R|U||1|01|A-||||||3.67||CVL|425|Hydrology and Hydraulic Eng;

SES|200609|1|||Fall 2006;

SUM|U|U|N|||1|||3.67;

CRS|R|U||1|01|A-||||||3.67||CVL|324|Geotech Properties of Soil I;

Named Segment Empty – i.e. Optional Fields Segment Terminator

EDI Format (continued)

Delimiter

full

TS130 Implementation GuideEDI Format (continued) full

EDI Format (continued)

EDI Format (continued)

Common Formatting Questions:• Transmission Segments & Fields• Institution ID’s• Transcript Legend

XML Format<AcademicRecord>

. . .<AcademicSession>

<AcademicSessionDetail><SessionDesignator>1999-06</SessionDesignator><SessionName>SM99</SessionName><SessionType>Quarter</SessionType>

</AcademicSessionDetail><Course>

<CourseCreditBasis>Regular</CourseCreditBasis><CourseCreditUnits>Quarter</CourseCreditUnits><CourseCreditLevel>Undergraduate</CourseCreditLevel><CourseCreditValue>4</CourseCreditValue><CourseCreditEarned>0</CourseCreditEarned><CourseAcademicGradeScaleCode>511</CourseAcademicGradeScaleCode><CourseAcademicGrade>S</CourseAcademicGrade><CourseCIPCode>230401</CourseCIPCode><CourseQualityPointsEarned>0</CourseQualityPointsEarned><CourseLevel>LowerDivision</CourseLevel><CourseSubjectAbbreviation>COMM</CourseSubjectAbbreviation><CourseNumber>121</CourseNumber><CourseTitle>COMMUNICATIONS I</CourseTitle>

</Course>. . .

</AcademicSession>

full

Tags

End Tags

Data

XML Format – Implementation Guide

XML Format – Implementation Guide

EDI & XML Formats Compared:

EDI• Terse• Positional• Delimited• Requires an IG to read• Closed standard

XML• Verbose• Named fields• IG useful but not required to read• Schema controlled• Open standard• Parsing tools readily available

No New Development

Active Development

The Role of Acknowledgements

• TS 997 – Functional Acknowledgement• TS 131 – Transcript Acknowledgement

• XML Functional Acknowledgement• XML Transcript Acknowledgement

Tools

Translation Software? Bridges the gap between EDX and your Application

Software Translates transactions in/out of EDI format

Provides the electronic “envelope”

Provides Transmission Capability

Manages EDX Documents Receives/Reconciles Acknowledgments

Reports

Archiving

Some can be used for both EDI and XML, providing potential operational/admin efficiencies

EDX Translation Software• Ellucian (Banner/Colleague) – integrated

• PeopleSoft – integrated

• OpenText (TrustedLink, BizLink) – Standalone, EDI/XML

• 1 EDI Source – Standalone, EDI/XML

• NSC’s SPEEDE Server (Quick ‘N Easy Software) – easy print & acknowledgement

Tools

XML Parsing and Schema Validation?

XML & XML Schema Editors LiquidXML

Altova – XML Spy

IDE’s – IntelliJ, NetBeans, etc.

CSS

XSLT

Tools

Tools

EDI to XML and XML to EDI Software

Identify Trading Partners

Top 10 Feeder Schools

Regional Project

NSC’s SPEEDE Server Registrant Tables

AACRAO Activity List

State EDX Status Report and Contact Report

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Trading Partner Agreements?

Agree that document is ‘official’

Define the decision making process

Determine which version should be used

Identify problem resolution

Include Mapping Issues specific to the trading partners

involved

List version, protocol, security, etc. used

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Authentication

Acknowledgements (131’s, 997’s, and XML equivalents) Identify process for reconciling your transcripts

Site Security

Privacy

Encryption

Security Issues

Acronyms & Terms:ANSI – American National Standards Institute

X12 – ANSI Committee responsible for electronic data standards … it comes after X11

EDI – Electronic Data Interchange

AACRAO – American Association of Collegiate Registrars and Admissions Officers

ARUCC – Association of Registrars of Universities and Colleges of Canada

SPEEDE – Standardization of Postsecondary Education Electronic Data Exchange – both an AACRAO committee and the standards the committee created

EXPRESS – EXchange of Permanent Records Electronically for Students and Schools – Secondary school data

SIF – Schools Interoperability Framework – Secondary school data26

Acronyms & Terms (continued):

PESC – P20W Education Standards Council

XML – eXtensible Mark-up Language

XSD – XML Schema Definition

Core Lib – Base Lib used by PESC XML Schemas

Sector Lib – Local Lib used by a specific PESC XML Schema

PDF – Portable Document Format

FDF – Forms Data Format

EDX – Electronic Data Exchange of EDI and XML Standards

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