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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
Doug Holmes
Programmer Analyst III
Ontario Universities Application Centre
Tuan Anh Do
Director Enrollment Management Technology
San Francisco State University
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
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
Transcripts
Postal
Service
Fraudulent
TranscriptsPDF
Transcripts
Agents
Scan, Data Enter, &
Evaluate Transcript
Student
Data
XML or EDI
Format
EDX
Transcripts
Acknowledgements
Transcript
Servers
Process XML or EDI
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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