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Tools to Successfully Implement Electronic Transcript Exchange
American Association of Collegiate Registrars and Admissions Officers
Monday February 2nd , 2015
Location 203B Session M3.08
1:30-2:30
Agenda
• Options to Consider• Defining Strategy• ROI• Getting Started• Security & Ferpa Compliance• Checklists & Resources• Q & A
EDX Value Proposition
Electronic Commerce is the way we do business
Efficiency for students and institutions
Accuracy for student academic record and transfer credit evaluation
Security in electronic exchange outweighs all other benefits combined
Defining Your Strategy: Homework Consider Pain Points Research State Initiatives & Funding
Opportunities Identify Best Practices
Districts with eNetworks Between HS and College
Institutions Using the Newest Technology Analyze Vendor Distribution Determine Future Needs
Automate Import of Data Automation of Evaluations Enable Self Service
ROI: Benefit AnalysisSending• Paper generally at least twice as costly as
electronic• Staffing efficiency is proportionate to % sent
electronically • Increased securityRequesting & Receiving • Staffing efficiency is proportionate to %
requested and received electronically and level of data integration
• Cycle time drastically reduced
General Expectations• 25-35% savings for sending• 65-75% savings for receiving
(impacted by amount of automation upon receipt)
ROI: Cost FactorsELECTRONIC COSTS PAPER COSTS
Computer hardware / software Computer hardware/software
Technical expertise with programming & networking
Printer / toner
Functional expertise with mapping data
School seal
Staff training Stuffing / sorting/collating
Altered business process Fraud prevention efforts/security paper
Trading partners (# can effect ROI) Mailing / postage
Printer / paper if you are not fully automated
Cost of slower service (rework or student changes mind)
Format conversion (PDF, EDI, XML)? Vendor fees if outsourced
Import (imaging, SIS, Degree Audit) Staff inefficiencies higher FTE ratio
Relationship building (staff position) Increased errors due to manual handling
Vendor costs (if applicable) Increased risk of compliance breech PII
Getting Started: Your Project Charter
Visibility/Sponsorship
Problem Statement
ROI Milestones
Quick Hits Medium Term
Goals Long Term Goals
Tactical vs. Strategic Implementation
Phased Approach Your Environment
vs. Industry How will you
measure success
Elements of your
Project PlanElements of your Implementation
Getting Started:Questions to Ask Service Providers
What processes do they support? (ordering, sending, receiving, reporting)
What flexibility can they offer for various methods of transcript exchange (PDF, EDI, XML)?
Do they use a proprietary format or the PESC Standard?
Do they send their transactions through the SPEEDE Server or a private network?
Are you required to pay any transaction fees as a sender/receiver? Where do the fees go to the vendor or the institution?
Are there maintenance or licensing fees and what is the frequency?
Are you required to sign a contract? Do they guarantee service levels?
Getting Started:Questions to Ask Service Providers
What security audits has the service provider been through?
Is the solution in production or in development? What is your implementation timeline? How many trading partners can you realize
(what are their in network institutions)? Which institutions specifically are active
senders, receivers, or both? Will their member institutions and process fit
your operating process and needs? Can you get several institution contact names
for references (senders and receivers).
Getting Started: Trading Partner Agreement Tips
Information provides a valuable starting point to document relationships & guidelines
Provides a common set of expectations prior to full implementation
Communication details for establishing connectivity
An agreement of what is considered official
Testing requirements Financial agreements Functions or
transactions that are required/optional
Data Clarifications
Why Include
Paper System Solutions, Issues, Stabs in the Dark
Security paper Color background/
foreground Formatting Watermarks University Seal Signatures (hand-
written, stamps,
pre-printed) Security Envelopes Federal Postal System
Color Printers Desktop Publishing
software Whose seal? Digital Scanners Old –fashioned steam iron “Black-Hole”
Security Features Possible Stab Wounds
Electronic Acknowledgements Notifies sender of delivery
EDI: TS997, TS131, TS147 XML: Functional Acknowledgement, Transcript
Acknowledgment, Request Response
Implies recipient has processed transcript Yes and No
Alerts sender if document sent by someone not authorized
Provides checks on data items to assure complete transmission
Convenient - can be programmed into automated system
Allows for an open system
Another good service to the student
FERPA ComplianceFERPA Regulations support electronic
exchangeof transcripts under the following
conditions… FERPA regulations do not prohibit the use of
electronic methods of exchange The business process really determines if
exchanging a request electronically is appropriate
These transactions are compliant as long as they are initiated from a trusted source
Protect your students and institution by having them sign the consent/release form to authorize a request
EDI / XML Research ChecklistElectronic
Communications VAN Internet (ftp, e-mail,
http) Vendor fees
Operational Integration
Mapping EDI or XML into existing business processes & systems
Content management & business rules
Multiple standards (X12 EDI, XML, proprietary)
Versions
Audit / Reporting Volume Successful and
unsuccessful transmissions
User Interface / Access Tools for users to
monitor data Interface for users to
review and process transcripts sending and/or receiving transcripts
Pre-work Research Checklist
Learn what vendor-delivered software tools and programs are available
Build on experience of others (networking from conferences)
Identify experience / knowledge of existing staff
Identify cost share opportunities Partner institutions Other groups at your own institution (Records,
Admissions, Fin Aid) State/Regional Initiatives (mandates or grants)
ROI Analysis Checklist
Identify one time vs. recurring costs One-time
Mapping Trading partner relationships
Integration
RecurringSoftware license fees
Maintenance contracts
Staffing
Resources EDI & XML Technical Resources (IG’s, RIPS)
http://www.aacrao.org/home/about/committees/aacrao-speede-committee/technical-resources
AACRAO SPEEDE Committee Info (members & links to resources)http://www.aacrao.org/home/about/committees/aacrao-speede-committee
Email [email protected]
Who is doing electronic exchangehttp://www.aacrao.org/home/about/committees/aacrao-speede-committee/who%27s-doing-speede-
Resources EDX Primer publication & other AACRAO Technical
publicationshttp://www4.aacrao.org/publications/catalog.php?item=0123
NSC SPEEDE Server Documentation, FAQ’s & Software
http://speedeserver.org/
SPEEDE listserv for questions and answers in the SPEEDE Community
P20W Education Standards Council (formerly the Postsecondary Electronic Standards Council) electronic exchange community, workgroups, schemas and implementation guides
http://www.pesc.org
SPEEDE – A Professional Development Committee of AACRAOAmerican Association of Collegiate Registrars and Admissions Officers
Contacts
Jerald D. [email protected]
Monterey [email protected]
This presentation was brought to you by the
AACRAO SPEEDE Committee