the functional to technical overview of implementing electronic data exchange
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The Functional to Technical Overview of Implementing Electronic Data Exchange
Date: Thursday, July 17, 201410:00-11:00 am Parlor GH
Session 4F
Jerald BrackenSoftware EngineerBrigham Young Universityjeraldbracken@gmail.com
Tuan Anh DoDirector Enrollment Management TechnologySan Francisco State Universitydoey@sfsu.edu
This Session is brought to you by the AACRAO SPEEDE Committee
http://aacrao.org/About-AACRAO/committees/speede.aspxhttp://www.pesc.org
SPEEDE – A Professional Development Committee of theAmerican Association of Collegiate Registrars and Admissions Officers
AACRAO
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)
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ResourcesAACRAO 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 Councilhttp://www.pesc.org
Implementation Guides (‘Standards & Info’) – EDI & XML XML Schemas Crosswalk of Institutional Codes
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Electronic Data Exchange Primer – AACRAO PublicationWritten 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
You are here
Implementing Electronic Data Exchange (EDX)
StudentData
Printed TranscriptsTranscript Request
and Tracking
Print Transcripts
PostalService
Fraudulent Transcripts PDF
Transcripts
PDF Agents
Scan, Data Enter, & Evaluate Transcript
StudentData
XML or EDIFormat
EDX Transcripts
Acknowledgements
Transcript Servers
Process XML or EDI
Print 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
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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
GoActive 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 LiquidXMLAltova – XML Spy IDE’s – IntelliJ, NetBeans, etc.
CSSXSLT
Tools
Tools
EDI to XML and XML to EDI Software
Identify Trading PartnersTop 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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AuthenticationAcknowledgements (131’s, 997’s, and XML equivalents)
Identify process for reconciling your transcriptsSite SecurityPrivacyEncryption
Security Issues
Acronyms & Terms:ANSI – American National Standards InstituteX12 – ANSI Committee responsible for electronic data standards …
it comes after X11EDI – Electronic Data InterchangeAACRAO – American Association of Collegiate Registrars and Admissions OfficersARUCC – Association of Registrars of Universities and Colleges of CanadaSPEEDE – 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 CouncilXML – eXtensible Mark-up LanguageXSD – XML Schema DefinitionCore Lib – Base Lib used by PESC XML SchemasSector Lib – Local Lib used by a specific PESC XML SchemaPDF – Portable Document FormatFDF – Forms Data FormatEDX – Electronic Data Exchange of EDI and XML Standards
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