1 The Functional to Technical Overview of Implementing Electronic Data Exchange Date: Thursday, July 17, :00-11:00 am Parlor GH Session 4F Jerald Bracken Software Engineer Brigham Young University Tuan Anh Do Director Enrollment Management Technology San Francisco State University

This Session is brought to you by the AACRAO SPEEDE Committee 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) 3

Resources AACRAO SPEEDE Committee 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 Implementation Guides (‘Standards & Info’) – EDI & XML XML Schemas Crosswalk of Institutional Codes 4

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 speedeserver.org

Implementing Electronic Data Exchange (EDX)

Student Data Printed Transcripts Transcript Request and Tracking Print Transcripts Postal Service Postal Service Fraudulent Transcripts PDF Transcripts PDF Agents Scan, Data Enter, & Evaluate Transcript Student Data XML or EDI Format 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| |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 Guide EDI Format (continued) full

EDI Format (continued)

Common Formatting Questions: Transmission Segments & Fields Institution ID’s Transcript Legend

XML Format SM99 Quarter Regular Quarter Undergraduate S LowerDivision COMM 121 COMMUNICATIONS I... full Tags End Tags Data

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

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 23

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 24

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 data 26

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 27