1 CCCTran Transcript Exchange Implementation CISOA Conference 2009

2WWW.CCC-TRAN.ORG Current Status Launched into Production – July 2007 Currently 47 colleges Participants 31 California Community Colleges 14 California State University University of California  UC Santa Barbara Proof of Concept Independents  National University  University of Phoenix 52,000 Live Transcripts Sent Online

3 Participating Institutions  American River  Bakersfield  Butte  Canada  Cerro Coso  Chaffey  College of San Mateo  College of the Sequoias  Cosumnes River  Crafton Hills  Cypress  DeAnza  El Camino  Evergreen Valley  Folsom Lake  Fullerton  Cal Poly Pomona  CSU Channel Islands  CSU Chico  CSU East Bay  CSU Fullerton  CSU Long Beach  CSU Monterey Bay  CSU Northridge  CSU Sacramento  CSU San Bernardino  CSU San Marcos  San Diego State  San Francisco State  San Jose State  National University  University of Phoenix  Hartnell  Merced  MiraCosta  Moorpark  Oxnard  Palomar  Porterville  Riverside  Sacramento City  San Bernardino Valley  San Jose City  Santa Rosa  Shasta  Skyline  Ventura 31 CA Community Colleges 14 CA State Universities UC Santa Barbara Proof of Concept 2 Private Universities

4 CCCTran UCCCCCSUK-12AICCU - Provide secure web based transcript exchange system between all California colleges

5 CCCTran’s Future Direction

6 Major Functionality Request View status View/Download Transcripts Process Request Hold? Response Fulfillment Transcript RecipientTranscript Source Pull Push Setup for either Manual or Automated processing Common CCCTran Data Dictionary (ASCII based) Automated messaging (optional setup)

7 Benefits Secure institution to institution transcript exchange Improve student placement with transcripts on demand One system - college and high school transcripts Reduce staff time, paper, and postage costs Reduce errors in re-keying transcripts into your system Eliminate transcript fraud Standardized transcript format online and printed Standards – XML and EDI / HTML and PDF Go green - go paperless

8 Implementation Planning Where to start? Design and development  What are your institution’s requirements? Request processing and transcript generation? Testing with trading partners?

9 Where to start? CCCTran Implementation Guide Build your team CCCTran Data Dictionary CCCTran Transcript View Spec CCCTran Listservs IT staff at Live colleges

10 1. Scope of This Document 2. Implementation Phases 3. Understanding CCCTran 4. Putting Together Your Team 5. Exploring CCCTran Resources 6. Understanding How Your College Will Use CCCTran 7. Developing Your Interface Programs 8. Developing Your Staff Procedures 9. Preparing Your Staff to Use CCCTran 10. Beta-Testing Your Software and Processes 11. Going Live! Implementation Guide TOC

11 CCCTran: Resources for Project Team Websites: CCCTran Project Site: XAP Beta Control Center : (XAP site for CCCTran testing) XAP Control Center : (XAP site for CCCTran Production) Important Documents : 1. CCCTran Data Dictionary - Overview (a general description of CCCTran functionality & explanation of CCCTran file structures) 2. CCCTran Data Dictionary - Data Definitions (fully describing the nature, values, usage, and mapping of each field) 3. CCCTran Views Spec (displayable/printable transcript views specification) 4. XAP Communicator User’s Guide (explains in details how to automate the process of downloading and uploading files) 5. CCCTran Implementation and Programming Guide (provides guidelines for developing & testing of transcript output files and the software necessary to locally process transactions downloaded from CCCTran) Potential CSU Testing Partners in Production: 1. Northern California : CSU San Jose, CSU San Francisco, CSU Sacramento 2. Southern California : CSU Northridge, CSU San Diego, CSU Fullerton Current Colleges in Production (Who accepts electronic requests): PeopleSoft : Sacramento City, American River, Cosumnes River, Folsom Lake Banner : Cypress, Fullerton, Skyline, Canada, College of San Mateo Datatel : Evergreen Valley (SQL), El Camino (Unidata)

12 Building Your Team Admissions and Records  Staff involved in Transcript processing  Participate in design decisions, identify test cases and testing, identify new workflows and document new procedures, train A&R staff and implement new procedures when GO LIVE. IT Department  Include someone with student system experience  Participate in design decisions, server configuration and setup, programming and testing.

13 Student Information Systems Existing CCCTran members are willing to share their program code to assist new colleges to come online more easily. Colleges have been able to acquire existing code and go live within a few weeks. Districts experienced in sharing code  Los Rios; PeopleSoft (available on website)  North Orange County; Banner  El Camino; Datatel

14 Terminology CCCTran – Partners involved:  Requesting Institution  Recipient Institution  Transcript Institution CCCTran – Files involved:  Request File  Response File  Transcript File

15 Terminology (cont.) Unsolicited (pushed) Transcript  Simply send a transcript through CCCTran. District-wide Transcript  Transcript file includes student record for all colleges in your district (College A, B, C) Request Recycling (built-in filters)  Unlimited, repeated downloads of a request. Allows processing of ON HOLD requests

16 Transaction Types CCCTran supports three types of transactions related to transcript exchange:  Request – A structured electronic file from the requesting institution (Requestor) asking the transcript college (Transcriptor) for a transcript to be sent to an identified Recipient.  Response – A structured electronic file from the Transcriptor indicating something about the Transcriptor’s response to the Request (such as a failure to identify a specific student record, a financial hold, or an offline record search).  Transcript – A structured electronic file from the Transcriptor sending a transcript to the Recipient designated in the Request

17 Possible User Interfaces Admissions and Records  XAP Control Center Initiate transcript requests View Offline Record Search Required & Partials Manually enter Response to transcript recipient  Student Information System (SIS) Staff entry of Transcript request Partial Transcript Report (or use Control Center) Batch request to send transcripts to recipient Student  Web Transcript Request

18 Design and Development Questions to answer:  Will you accept online requests from others?  How will you use transcripts received?  What file formats will you use (upload & download)?  Will you automate? What will you automate?  Will you support request hold options? (wait until grade posting, degree/cert award, etc.)  Do you have any student holds that prevent release of transcript (Balance Due, Athletic Equip., Library fines)?  What fields are required to match students in your SIS (SSN, Birth date, Name, Student ID)?  How will you handle offline records searches

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20 Request Processing What does a request file look like? ASCII example: RCL|O Adams| |1515|OR|T|||||||| REQ|038713|004462| |Folsom Lake College|Christine College Parkway|Folsom|CA|US|95630 TRN|038713|004462| |Folsom Lake College REC||038713|004462| |Folsom Lake College|Christine College Parkway|Folsom|CA|US|95630 STU|Adams|John|||||||||||||||||||| ||| ||||||||| ||||||| 99A|O Adams What do all these fields mean? That’s what you need the Data Dictionary for!

21 Programming - Transcript What fields to include? Optional?  Include everything on your official transcript SIS free text to CCCTran coded field  If variable may be difficult or impossible to translate

22 Programming - Transcript Structure and Construction of Transcript Files - The CCCASCII Transcript file includes these segments: Transaction Controls Segment (01A) – General Transcript information: Transcript ID; Request tracking ID; date and time; flags for official/unofficial, original/replacement, production/test, partial/complete, district-wide. Student Identity Segment (02A) – Identity and contact information about the student District Identity Segment (03A) – Identity and contact information about the college district College Identity Segment (03B) – Identity and contact information about the colleges providing Transcript data. Various transcript data segments (04x to 09x) – Consult the CCCTran Data Dictionary Recipient Institution Identity Segment (10A) – Identity and contact information about the college to receive the Transcript. End of Request Segment (99A) – Repetition of the Transcript ID.

23 Testing Xap Control Center/beta server  Allows complete testing Admissions and Records should test all info that appears on your transcript  To/from your own college (transcript views)  With trading partners  Follow Best Practices for guarding SSNs

24 Windows Server – Xap Communicator Same or separate server from CCCApply?  Separate schedules  Manage schedule with Windows Scheduler  Coordinate downloads & uploads

25 Xap Communicator - Upload Directories  Upload Waiting (single or multi record files)  Upload Completed Successfully  Upload Failed

26 Questions and Contacts Website: Keith Regional Sales Manager - Xap Tim Project Director – CCCCO Leonard Robison Project Manager – CCCCO