Functional/Technical Overview: Implementing Academic Record Electronic Exchange Date: Tuesday, July 11, 2017 8:00 – 9:00 am Bayside A Session ID: 6630 Patrick Elliott Associate Vice President for Enrollment Services Harford Community College paelliott@harford.edu Jerald Bracken Software Engineer Brigham Young University jeraldbracken@gmail.com

This Session is brought to you by the AACRAO SPEEDE Committee http://aacrao.org/home/about/committees/aacrao-speede-committee http://www.pesc.org SPEEDE – A Professional Development Committee of the American 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)

Resources AACRAO SPEEDE Committee P20W Electronic Standards Council http://aacrao.org/home/about/committees/aacrao-speede-committee Who is doing EDX (EDI or XML) SPEEDE State Contacts SPEEDE State Status SPEEDE-G Listserv Other SPEEDE Resources SPEEDE Committee Members Best Practices P20W Electronic Standards Council http://www.pesc.org Implementation Guides (‘Standards & Info’) – EDI & XML XML Schemas Crosswalk of Institutional Codes

Resources (continued) 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 National Student Clearinghouse’s Server - speedeserver.org

You are here Implementing Electronic Data Exchange (EDX)

Printed Transcripts EDX Transcripts PDF Transcripts Student Data Print Transcript Request and Tracking Print Transcripts XML or EDI Format EDX Transcripts Acknowledgements Transcript Servers Fraudulent Transcripts PDF Transcripts Agents Postal Service Scan, Data Enter, & Evaluate Transcript Student Data Process XML or EDI Print Transcript

Lessons: We now have it within our power to completely eradicate fraudulent transcripts (using combination of EDX & PDF). EDX & PDF Transcripts are no harder to implement than printing transcripts was originally. It is just a different Format. The facility to send and receive EDX & PDF transcripts already exists within many student systems. The facility to automatically process EDX transcripts already exists within many student systems.

EDI Format Delimited – like a CSV file Named “Segments” Mixture of Optional and Required fields and segments Multiple Occurring and Nested Segments

EDI Format (continued) full Delimiter 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; CRS|R|U||1|01|A-||||||3.67||CVL|324|Geotech Properties of Soil I; Named Segment Empty – i.e. Optional Fields Segment Terminator

TS130 Implementation Guide EDI Format (continued) TS130 Implementation Guide full

EDI Format (continued)

EDI Format (continued) Common Formatting Questions: Transmission Segments & Fields Institution ID’s Transcript Legend

XML Format full Tags End Tags <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> Tags End Tags

XML Format – Implementation Guide

XML Format – Implementation Guide

Go EDI & XML Formats Compared: XML EDI Verbose Terse Named fields 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 Go Active Development No New Development Volume – 10.5 million Volume – 300,000

The Role of Acknowledgements TS 997 – Functional Acknowledgement TS 131 – Transcript 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

Tools EDX Translation Software Banner – integrated PeopleSoft – integrated OpenText TrustedLink – Standalone, EDI only 1 EDI Source – Standalone, EDI/XML UT Austin (Quick ‘N Easy Software) – easy print

Tools XML Parsing and Schema Validation? XML & XML Schema Editors CSS LiquidXML Altova – XML Spy IDE’s – IntelliJ, NetBeans, etc. CSS XSLT

Tools EDI to XML and XML to EDI Software

Identify Trading Partners Top 10 Feeder Schools Regional Project Server Registrant Tables AACRAO Activity List State EDX Status Report and Contact Report 1) Trading Partners are those who you will be exchanging electronic documents with… 2) Often find these Trading Partners by looking at your top 10 feeder schools. This continues to be important when you begin to get requests from schools who want to exchange EDI with you. If you only send a few transcripts a semester you may want to think twice before exchanging with them.` Or…you may be participating in a regional or state-wide project. At the University of California we asked our main feeder Community College to participate.

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

Security Issues Authentication Acknowledgements (131’s, 997’s, and XML Responses) Identify process for reconciling your transcripts Site Security Privacy Encryption

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 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 data

Acronyms & Terms (continued): PESC – P20W Electronic 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 EDX – Electronic Data Exchange of EDI and XML Standards

Resources What’s Happening in Your State/Region? http://aacrao.org/home/about/committees/aacrao-speede-committee/state-status-on-speede State Contact List: http://aacrao.org/home/about/committees/aacrao-speede-committee/speede-state-contacts

Resources SPEEDE Committee: SPEEDE@aacrao.org SPEEDE Discussion List: speede-g@vt.edu SPEEDE Webpage: http://aacrao.org/home/about/committees/aacrao-speede-committee PESC Website: www.pesc.org

Questions?