The Functional to Technical Overview of Implementing Electronic Data Exchange

1. The Functional to Technical Overview of Implementing Electronic Data Exchange Date: Thursday, July 17, 2014 10:00-11:00am Parlor GH Session 4F Jerald Bracken Software Engineer Brigham Young University jeraldbracken@gmail.com Tuan Anh Do Director Enrollment Management Technology San Francisco State University doey@sfsu.edu

2. 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 theAmerican Association of Collegiate Registrars and Admissions Officers AACRAO

3. 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)

4. 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 Codes

5. Resources (continued) • 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 • National Student Clearinghouse’s Server - speedeserver.org

6. You are here Implementing Electronic Data Exchange (EDX)

7. Student Data EDX Transcripts Transcript Request and Tracking Printed Transcripts Print Transcripts XML or EDI Format Fraudulent Transcripts PDF Transcripts Transcript Servers Postal Service PDF Agents Acknowledgements Print Transcript Scan, Data Enter, & Evaluate Transcript Process XML or EDI Student Data

8. Lessons: We now have it within our power to completely eradicate fraudulent transcripts (using combination of EDX & PDF). EDX & PDF Transcripts are no harder to implement than printing transcripts was originally. It is just a different Format. The facility to send and receive EDX & PDF transcripts already exists within many student systems. The facility to automatically process EDX transcripts already exists within many student systems.

9. EDI Format • Delimited – like a CSV file • Named “Segments” • Numbered “Elements” • Mixture of Optional and Required fields and segments • Multiple Occurring and Nested Segments

10. EDI Format (continued) full Delimiter 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; Segment Terminator Empty – i.e. Optional Fields Named Segment

11. EDI Format (continued) full TS130 Implementation Guide

12. EDI Format (continued)

13. EDI Format (continued) • Common Formatting Questions: • Transmission Segments & Fields • Institution ID’s • Transcript Legend

14. XML Format full • <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> Tags Data End Tags

15. XML Format – Implementation Guide

16. XML Format – Implementation Guide

17. EDI & XML Formats Compared: • XML • Verbose • Named fields • IG useful but not required to read • Schema controlled • Open standard • Parsing tools readily available • EDI • Terse • Positional • Delimited • Requires an IG to read • Closed standard No New Development Go Active Development

18. The Role of Acknowledgements • TS 997 – Functional Acknowledgement • TS 131 – Transcript Acknowledgement • XML Functional Acknowledgement • XML Transcript Acknowledgement

19. 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

20. Tools • 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

21. Tools XML Parsing and Schema Validation? • XML & XML Schema Editors • LiquidXML • Altova – XML Spy • IDE’s – IntelliJ, NetBeans, etc. • CSS • XSLT

22. Tools EDI to XML and XML to EDI Software

23. 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

24. 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

25. Security Issues • Authentication • Acknowledgements (131’s, 997’s, and XML equivalents) • Identify process for reconciling your transcripts • Site Security • Privacy • Encryption

26. 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 data

27. 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