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Technology Trifecta Achieved!

Technology Trifecta Achieved!. Integrating Automated EDI, Imaging, and Workflow with the Student Information System PACRAO 2009 Newport Beach, CA. Presented by: Jim Bouse, Associate Registrar for Technology University of Oregon. Session Rules of Etiquette. Thank you!.

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Technology Trifecta Achieved!

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  1. Technology TrifectaAchieved! Integrating Automated EDI, Imaging, and Workflow with the Student Information System PACRAO 2009 Newport Beach, CA Presented by: Jim Bouse, Associate Registrar for Technology University of Oregon

  2. Session Rules of Etiquette Thank you! Please turn off your cell phone. You may not ignore your handheld, but at least look around so no more than half of the room is checking email at once. Please avoid side conversations during the session….unless you’ve got some good dirt, in which case share with everyone. Please turn off your cell phone.

  3. About the University of Oregon • Eugene, Oregon • 4-year public, doctoral • 21,500 students • College of Arts and Sciences plus six professional schools and a Law School • AAU University

  4. The Infrastructure • EDI.Smart on Windows 2003. • Singularity imaging system on multiple Red Hat Ent. 4, Apache Tomcat web, Oracle 10g RAC and Fiber Channel SAN. • Sungard Banner Student Information System on Oracle 10g housed on a Linux Cluster.

  5. Areas of Intersection Imaging EDI Workflow Streamlining Transfer Articulation Re-engineering and optimizing the way you do business.

  6. “I’m all for progress …… its change I don’t like” - Mark Twain

  7. Imaging Archive: The Electronic File Cabinet Workflow: The Automated Inbox Data to Image: EDI Transcripts, etc.

  8. EDI to Image Process ExplainedStep 1 • Retrieve EDI documents from TX Server every 10 minutes. • Upload EDI TS130 (transcript) data to Sungard Banner SIS every 10 minutes.

  9. 10 Min 10 Min TS130 Data EDI.Smart Banner SIS EDI to Image Process ExplainedStep 1 TX Server

  10. EDI to Image Process ExplainedStep 2 • Print on Upload to SIS • Prints to Miraplacid’s “Text Driver” ($50) which captures the text print stream. • Generates a copy to Peer Net’s “TIFF Image Printer 7” ($124). • VB Script runs and renames TIF images based on captured print stream text.

  11. 10 Min 10 Min TS130 Data TX Server EDI.Smart Banner SIS Print to Text Driver on Upload to SIS Capture Print Stream Data Copy to TIFF Image Run VB Script on Print Data Name and Move TIFFs EDI to Image Process ExplainedStep 2

  12. EDI to Image Process ExplainedStep 2 Example • One reason standards are great. • TIF file format created: • SenderType_ID_Sender_PageNum.tif • Ex. AS_123456789_003223_1.tif

  13. EDI to Image Process ExplainedStep 3 • Transcript_Loader Program Runs • Incoming File Detection (ProcessDirs) • ID Matching (confirmMatch)

  14. TIFFs Named From Step 2 Transcript_Loader Program Runs Every 5 Min Files Moved and Directory Created on EDI.Smart Server Incoming File Detection Update Incoming Transcripts Table in SIS Match Incoming Transcript IDs to SIS IDs EDI to Image Process ExplainedStep 3

  15. EDI to Image Process ExplainedStep 3 • Transcript_Loader Program Runs • Incoming File Detection (ProcessDirs) • ID Matching (confirmMatch) • XML File Creation (generateXML) • XML Uploading (loadXML)

  16. Match Incoming Transcript IDs to SIS IDs generateXML Runs loadXML Runs confirmMatch Finds a Match EDI to Image Process ExplainedStep 3 Continued

  17. EDI to Image Process ExplainedStep 4 • Image now exists in Singularity and generates a workflow. • The workflow checks for presence of Admissions applications and 13 possible routes based on student data. • Personnel receive the workflow, know EDI data is present in the SIS and is ready for articulation.

  18. EDI and Articulation

  19. EDI Transcripts into Sungard HE SIS/Banner Upload to SIS (Student Information System). Moving Data through SIS. Process.

  20. Data to Images • EDI College Transcripts (6-7,000 annual) • EDI High School Transcripts (6-7,00 annual) • Admissions Applications (24,400, 14,800 FR annual) • 32% FR Application increase • About 190 reams of paper saved, and all that goes with that. • Paper, printer, toner, personnel handling, filing, scanning, indexing, time. • AP/IB Scores • Generated Letters, etc. • Online Forms

  21. Benefits of Data to Image • No Printing • No Scanning • No Indexing (Filing) • Quicker Routing and Service • Retention (born electronic stays electronic)

  22. Imaging Workflows All about defining how you do work. Understand your process. Continuously evaluate for re-engineering opportunities.

  23. One Day Transcript Workflow

  24. Tasks: Days to Complete

  25. Articulation in SIS with EDI • Some Issues: • Populating SHATRNS: • Institutions attended. • Attendance period. • Converting terms. • Rolling history. • Grade changes. • Avoid overwriting previous manual changes • The need to maintain accurate course catalogs doesn’t go away.

  26. On and Over the Horizon CAS and ATLAS. More partnerships and testing. Transition to XML or accepting both EDI and XML. Receiving PDF transcripts with XML data contained in the PDF.

  27. Questions?

  28. Contact Information Jim Bouse Associate Registrar for Technology University of Oregon 541-346-3182 e-Mail: jbouse@uoregon.edu Thanks and Credits to : Eric Forbes, CSU NorthridgeHershey Systems, Inc.

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