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The Functional to Technical Overview of Implementing Electronic Data Exchange

Date: Thursday, July 17, 201410:00-11:00 am Parlor GH

Session 4F

Jerald BrackenSoftware EngineerBrigham Young Universityjeraldbracken@gmail.com

Tuan Anh DoDirector Enrollment Management TechnologySan Francisco State Universitydoey@sfsu.edu

This Session is brought to you by the AACRAO SPEEDE Committee

http://aacrao.org/About-AACRAO/committees/speede.aspxhttp://www.pesc.org

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

AACRAO

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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ResourcesAACRAO 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 Councilhttp://www.pesc.org

Implementation Guides (‘Standards & Info’) – EDI & XML XML Schemas Crosswalk of Institutional Codes

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Electronic Data Exchange Primer – AACRAO PublicationWritten 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

You are here

Implementing Electronic Data Exchange (EDX)

StudentData

Printed TranscriptsTranscript Request

and Tracking

Print Transcripts

PostalService

Fraudulent Transcripts PDF

Transcripts

PDF Agents

Scan, Data Enter, & Evaluate Transcript

StudentData

XML or EDIFormat

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

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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>

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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

GoActive 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 LiquidXMLAltova – XML Spy IDE’s – IntelliJ, NetBeans, etc.

CSSXSLT

Tools

Tools

EDI to XML and XML to EDI Software

Identify Trading PartnersTop 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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AuthenticationAcknowledgements (131’s, 997’s, and XML equivalents)

Identify process for reconciling your transcriptsSite SecurityPrivacyEncryption

Security Issues

Acronyms & Terms:ANSI – American National Standards InstituteX12 – ANSI Committee responsible for electronic data standards …

it comes after X11EDI – Electronic Data InterchangeAACRAO – American Association of Collegiate Registrars and Admissions OfficersARUCC – Association of Registrars of Universities and Colleges of CanadaSPEEDE – 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 CouncilXML – eXtensible Mark-up LanguageXSD – XML Schema DefinitionCore Lib – Base Lib used by PESC XML SchemasSector Lib – Local Lib used by a specific PESC XML SchemaPDF – Portable Document FormatFDF – Forms Data FormatEDX – Electronic Data Exchange of EDI and XML Standards

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