1. EDI – an overview Linda SatherCheryl Kolbe Oregon State UniversityConsultant Office of the Registrar

2. EDI – an overview What is EDI? Why use it? How does it work? What does it take to implement? How much ongoing support is required? Who in Oregon is using it?

3. Electronic Data Interchange EDI Is the electronic transfer of information between two trading partner’s systems using a set of transactions that have been adopted as a national or international standard for the particular business function.

4. Request Transcript Student Information System Print Transcript U.S. Mail Receive Transcript Re-key Data Recipient’s Student Information System The Transcript Trail

5. Request Transcript Student Information System Print Transcript U.S. Mail Receive Transcript Re-key Data Recipient’s Student Information System EDI The Transcript Trail with EDI

6. Why use it? Oregon K-16 data transfer system College Admission & Placement Profile

7. The College Admission and Placement Profile (CAPP) Electronically transfers traditional high school transcript elements, state assessment data, and other data indicating student proficiency from Oregon school districts to Oregon's community colleges and the Oregon University System campuses.

8. The College Admission and Placement Profile (CAPP) High school counselors/registrars can electronically send data on an individual student to many institutions for use in college admission and/or placement.

9. K-16 Integrated Data Transfer System

10. What it takes to use EDI EDI server Internet access Translation & mapping software Staffing Registration Encryption software

11. Your EDI Server Install translation & mapping software on stand-alone machine or on an existing server. Old, spare pc works great for EDI.Smart Trusted Link software requires Windows 95 or better

12. Internet Access

13. Software Buy it off the shelf EDI.Smart Partner Sungard SCT Quick ‘n’ Easy Freeware Receive & Print Inovis Trusted Link Partner Datatel Mercator Integration Broker AXIOM Write your own Univ. of Maryland

14. Registration Univ. of Texas – Austin Internet EDI server Free 1 e-mail Receive reply with username & password

15. Security Encryption software Optional What’s available sftp to/from UT server PGP Freeware RSA security CryptoHeaven

16. Communications with U.T.Austin Other Universities, Colleges & High Schools U.T. Austin Server Your FTP Server Your EDI Server

17. EDI & Banner at OSU Other Universities, Colleges & High Schools U.T. Austin Server OSU’s FTP drop point OSU’s EDI.Smart Server OSU’s Banner download Area Banner SHREDIR & SHREDIP Processes Banner SHREDIY Process OSU’s Banner System

18. EDI & Trusted Link at CCC Other Universities, Colleges & High Schools U.T. Austin Server CCC’s FTP drop point CCC’s Trusted Link Server CCC’s Datatel download Area Datatel EITP Process Datatel STRQ Process CCC’s Datatel System

19. Staffing Installation & Mapping Registrar’s office and Admissions office Functional/Technical manager IT Systems Analyst/Programmer Analyst Daily Operation Office Specialist/Transcript Staff Maintenance Same as Installation & Mapping

20. Implementation Timeline To be ready to test with a partner 2 – 3 months Speed process by sharing information between institutions Testing with trading partners Approx. 2 weeks each (in real world) Develop good sample pack of transcripts

21. Testing Issues Review all modifications to your transcript print process Known issues with your software Process differences (paper vs. EDI) Confidentiality/FERPA

22. Additional Test Cases Two or more transfer institutions Multiple degrees Repeated courses Student with Holds Old courses, all grade codes In-progress courses Ungraded and graded in same term

23. *UO began receiving in July EDI Transcripts in Oregon by Sender 2004

24. EDI Transcripts in Oregon Trades January – April, 2005

25. EDI Transcripts in Oregon Total transcripts traded in Oregon in 2004 is 11,118 Average = 927 per month 3 institutions are sending 5 institutions are receiving At least 4 institutions are now in the process of implementing EDI Chemeketa CC, Clackamas CC, Lane CC, Southern Oregon U.

26. EDI or XML What is XML? Characteristics of EDI Characteristics of XML Is EDI going away?

27. Extensible Markup Language XML Is a dynamic trading language that enables applications to flexibly, intelligently & cost efficiently exchange information. XML- based EDI is well suited to use over the Internet.

28. Characteristics of EDI Provides standardized rigid format American National Standards Institute (ANSI) EDI standards (X12) Stability and uniformity High level of security Point-to-point integration Exchanges large amounts of data with no intervention

29. Characteristics of EDI Requires dedicated EDI server Minimizes file size in the exchange Machine decipherable (difficult for a person to read) Focus on data and structure Not web based Many trading partners available

30. Characteristics of XML Transacts over existing internet Focus on syntax and graphics Developed for graphic representations A way to format & manipulate text Very large file size Less efficient transmission A cousin to HTML New, hot technology; easy to learn

31. Characteristics of XML Approved Version 1.0.0 by the Postsecondary Electronic Standards Committee in April 2004 UT Austin Server supports PESC XML standard XML users cannot trade with EDI users (crosswalk is being developed) Man and machine decipherable (easy to read by humans; not as secure)

32. Is EDI going away? NO There are benefits of both EDI and XML. One significant factor in favor of EDI is that our current trading partners are using EDI.

33. Benefits of EDI More Secure than paper Cost savings Acknowledgements from receiving institution Speed Easy partner exchange each term Automated transfer articulation Small file size

34. Perspectives Server issues All technological systems need upgrades Staff training Interface with your student software system Move from SSN to generated ID Web transcript requests Who owns EDI processing?

35. EDI on the Web AACRAO EDI in Education: general introduction to EDI technology http://www.aacrao.org/speede/index.htmhttp://www.aacrao.org/speede/index.htm Quick ‘n’ Easy SPEEDE: includes the software, implementation guide, and FAQ’s http://www.utexas.edu/student/giac/speede/spaacrao/ http://www.utexas.edu/student/giac/speede/spaacrao/ Univ. of Texas-Austin EDI Server: includes registration how to, list of participants, and FAQ’s http://www.utexas.edu/student/giac/speede/ediserv.html http://www.utexas.edu/student/giac/speede/ediserv.html MIT Distribution Center: download the freeware version of PGP 6.5.8 http://web.mit.edu/network/pgp.htmlhttp://web.mit.edu/network/pgp.html

36. Beginner’s Guide to PGP: step-by-step instructions for installing & using PGP http://www.utexas.edu/student/registrar/pgp/http://www.utexas.edu/student/registrar/pgp/ EDI.Smart Discussion List: listserv for Banner schools listserv@sct.com Conferences: AACRAO Technology Conference (encompassing EDI and XML) October 9 - 11 in Atlanta, GA http://www.aacrao.org/tech05/index.htm EDI on the Web (more)

37. Questions? Linda Sather Cheryl Kolbe linda.sather@oregonstate.edulinda.sather@oregonstate.edu kolbec@earthlink.netkolbec@earthlink.net