Receiving Parchment Data Via SPEEDELessons Learned and Best Practices

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About University of Maryland University College

UMUC offers the best of both worlds—a convenient online education from a respected state university.

• A member of the University System of Maryland, providing credibility and recognition in the job market.

• For more than 65 years, UMUC has provided educational opportunities to students around the world, earning the university a global reputation for excellence.

• UMUC is the largest public university in the country, educating more than 95,000 students.

• With divisions in Asia and Europe and a presence on military installations in more than 25 countries and territories, UMUC is also a leading provider of education services to the U.S military.

http://umuc.edu/visitors/about/

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About Patrick Elliott

• Associate Registrar with 10 years of experience in higher education;

• Manages Parchment Receive Premium services for UMUC;

• Eight years of experience working with electronic transcripts, electronic data interchange (EDI), optical character recognition (OCR), and document imaging systems;

• Active within AACRAO and CAPACRAO (Maryland and DC chapter).

patrick.elliott@umuc.edu

https://www.linkedin.com/in/pselliott

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The Problem

• UMUC receives about 65,000 transcripts per year;

• In 2014 about 13% of transcripts came in pure data format (EDI);

• Goal is to receive > 30% EDI by 2018;

• UMUC and the University System of Maryland is heavily invested in SPEEDE EDI;

• Increased pressure to cut cost and improve efficiency.

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What is SPEEDE?

Source: Bliss, H. (2013, August 5). “Do you know why I pulled over?” New Yorker. Retrieved from http://www.condenaststore.com/-sp/Do-you-know-why-I-pulled-you-over-New-Yorker-Cartoon-Prints_i9717282_.htm

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What is SPEEDE?

• Developed by AACRAO taskforce and launched in 1995;

• Standardized format of data for sending requests for transcripts, transcripts, and transcript acknowledgements;

• No fees to use;

• Adheres to national standards and can work with other networks using those standards (e.g., Parchment).

Source: Tashjian, T. & Stones, D. (2012). The UT SPEEDE Server: The Past, Present, and Future… Sending Electronic Transcripts. PowerPoint presentation at the AACRAO Annual Meeting, San Francisco, CA. Retrieved from http://handouts.aacrao.org/am12/finished/DavidStones81648916.pdf

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University System of Maryland ET Server

• Homegrown system;

• Operated by USM information technology staff;

• Serves the 11 degree-granting constituents of the system and Maryland community colleges and secondary schools;

• Spoke and hub model;

• UMUC receives one daily batch.

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The Solution

• Integrate Parchment and SPEEDE;

• Have Parchment send any transcript with underlying data through SPEEDE (no PDF, just data);

• Identify top receivers that also use Parchment Send and work with Parchment to develop data templates (send more through SPEEDE);

• Started project in July 2014 and began receiving data in April 2015.

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The Reasons Behind the Solution

• Budget constraints – needed to use available systems and technology;

• Because of spoke and hub model, Parchment could not push EDI via SFTP;

• Supporting Maryland’s commitment to SPEEDE.

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Challenges & Lessons Learned

• Integrating with a homegrown system;

• First time opening up Maryland ET server to a vendors;

• Update SPEEDE registrant data to capture Parchment SPEEDE senders;

• Parchment unified inbox, custom destinations, and filters;

• Reframing the goal: make it quicker and easier for students to submit credentials by supporting allmajor electronic transcript networks.

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Destination and Filter Setup

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Any questions?

Thank you!