1. 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
Jerald Bracken
Software Engineer
Brigham Young University

2. 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

3. 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)

4. Resources AACRAO SPEEDE Committee P20W Electronic Standards Council
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
Implementation Guides (‘Standards & Info’) – EDI & XML
XML Schemas
Crosswalk of Institutional Codes

5. 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

6. You are here
Implementing Electronic Data Exchange (EDX)

7. 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

8. 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.

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

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

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

12. EDI Format (continued)

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

14. XML Format full Tags End Tags <AcademicRecord> . . .
<AcademicSession>
<AcademicSessionDetail>
<SessionDesignator> </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

15. XML Format – Implementation Guide

16. XML Format – Implementation Guide

17. 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

18. The Role of Acknowledgements
TS 997 – Functional Acknowledgement
TS 131 – Transcript Acknowledgement
XML Transcript Acknowledgement

19. 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

20. 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

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

22. Tools
EDI to XML and XML to EDI Software

23. 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.

24. 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

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

26. 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

27. 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

28. Resources What’s Happening in Your State/Region?
State Contact List:

29. Resources
SPEEDE Committee:
SPEEDE Discussion List:
SPEEDE Webpage:
PESC Website:

30. Questions?