1. Implementation of High School and Postsecondary XML Transcripts
Karen Nunn
University System of Georgia
Board of Regents

2. Who are we? University System of Georgia 4 Research Universities
2 Regional Universities
13 State Universities
8 State Colleges
8 Two-Year Colleges
1 Independent Research Unit

3. Who are we?

4. Introduction to the eTranscript Projects
The Georgia Board of Regents collaborated with the SunGard modifications center to develop the Postsecondary XML transcript exchange functionality, which has been incorporated into Banner baseline. We began beta testing in February 2006 based on Student 6.4/Student 7.2 and have since trained 35 institutions in the use of this functionality.
The High School XML Transcript project came to life during this same time period. In conjunction with The Georgia Student Finance Commission, a standardized high school transcript was created for use by all Georgia high schools and a load of transcript data was developed for use by all University System of Georgia institutions.

5. Postsecondary XML Transcript

6. Why the Postsecondary XML Transcript?
Previously, transcripts were exchanged via paper documents sent through mail.
Modified version of SHRTRTC
Includes Georgia specific information
University System of Georgia elected not to use SunGard HE Banner’s EDI.Smart product
Partnership with SunGard Higher Education. Increasing the number of institutions available for exchange as any Postsecondary institution utilizing the Banner Student product has the ability to participate in the exchange with greater ease
Based on PESC standards

7. Why the Postsecondary XML Transcript?
Allowed for use of User Defined Elements (UDEs)
Non-Course requirements
Regents’ GPA
Student Attributes
Ability to work with University of Texas-Austin server allowing a student’s academic data to be securely transmitted between institutions
Facilitates transcript exchange amongst like ERP systems and allows for an open exchange between many electronic transcript formats in the UT-Austin repository.

8. What is the Postsecondary XML Transcript process?

9. How does it work? Set-up supporting validation and rules in Banner
Set-up translations in Banner
To send a transcript
Create transcript request
Run export process
UT Austin Server
To receive a transcript
Run import process
Match student
Route data to appropriate tables
PGP / SFTP

10. Implementation Plan
Implementation began in February of 2007 with five User Acceptance Training (UAT) sessions for both functional and technical personnel from 35 institutions
Composed technical and functional documentation for SunGard HE baseline and Georgia enhanced functionality
Maintained contact with the institutions via:
monthly webinars
listserv communications
follow-up classroom training sessions
231 messages were sent to encourage the implementation of Postsecondary Transcript Exchange
Created a dedicated web page to keep USG institutions up- to-date with software enhancements, defect corrections, and current production status at all USG institutions

11. Sharing the knowledge
In an effort to encourage the use of electronic transcript exchange, USG staff members:
presented sessions at national and regional conferences (SunGard Summit and SETA)
moderated a panel discussion at the annual USG computing conference (Rock Eagle)
demonstrated functionality at state-wide user group meetings (Georgia Summit)
assisted and served as a resource for implementation at institutions outside of the USG

12. Challenges Extensive set-up required prior to use
Change of business practices at all 35 institutions
SFTP / PGP set-up required
Recloning and upgrades of database potentially requires set-up to be redone

13. Outcome
Georgia State University “…reduce time currently spent by admissions staff entering course credits as well as eliminate errors that occur entering them manually. Our advisement offices should then be able to communicate with new transfer students quickly about expected transfer credit and start the advisement process for new students. This is a critical component to recruiting and retaining new transfer students at the University.” “…result in more efficient and timely processing of students' transfer records…”

14. Outcome Georgia Southwestern University
“…it is quicker than a paper transcript and provides the information we need.”
“…the export process saves time and money…”
“…there is no human handling or postage involved.”

15. High School XML Transcript

16. Why the High School XML Transcript?
Needed the ability to load the high school transcript into college databases utilizing a third party load process (Xap and SSD Technology Partners)
Needed the ability to track the Georgia Testing ID (GTID). The Georgia Department of Education and the USG entered into a collaborative agreement to track students throughout their public education using this standard ten digit identification number. The GTID follows students from kindergarten through college.
Needed a standardized high school transcript for use by all Georgia high schools and a load of transcript data for use by all University System of Georgia institutions.
Needed PESC standard transcript

17. What is the High School XML Transcript process?

18. How does it work? Set-up required in Xap Set-up required in SSD Axiom
Set-up supporting validation and rules in Banner
Download transcript from Xap
Export data into Axiom
Upload data into Banner database

19. Implementation Plan
Implementation began in February of 2009 with training workshop session for both functional and technical personnel from USG institutions
Developed Georgia Enhancement functionality to assist in campuses utilizing high school data
Composed technical and functional documentation for Xap, Axiom and Georgia enhanced functionality
Maintained contact with the institutions via:
monthly webinars
listserv communications
messages sent to encourage the implementation of the High School XML Transcript
Created a dedicated web page to keep USG institutions up-to- date with software enhancements and current production status at all USG institutions

20. Challenges
Required the use of a standardized course listing from the Department of Education (DOE)
DOE course numbers are ten digits; Banner only houses six
Managing coordination and communication between third party vendors, institutions and the USG
Needed improved print copy without XML tags
Issues with importing into Banner Transfer Articulation

21. Outcome
Kennesaw State University “Electronic receipt of transcripts allows a much greater level of customer service to our college applicants.” “Our download processes in the Office of Admissions allows much faster review of the high school transcript and admission decisions.” “During these difficult budget times, it is even more imperative that we find ways to work smarter, not harder.”

22. Outcome
Murray County High School “Previously, school counselors and admissions offices have been bogged down in the process of sending and receiving transcripts. Now the Transcript Exchange in our state has placed the ability to send transcripts and verify receipt in the hands of the students and their parents.” “The process is smooth, simple, and efficient.”

23. Reflections Opportunity cost – missing the good waiting on the perfect
Cultural Change
Paper = Security
Massaged data from common admissions application into constructed PDF to be imaged in SIS (BDMS)
No quotes from stakeholder most impacted – Students
Succeeded in transparency
Service improvement – time to delivery of data

24. Summary
The Georgia Board of Regents has provided leadership in the area of electronic transcript exchange.
Early provision for and adoption of the technology led to the incorporation of the Postsecondary XML Transcript into the baseline Banner product.
The success of this project has impacted not only the USG system, but has facilitated Postsecondary XML transcript exchange functionality for the entire SGHE Banner customer base.
The success of the High School XML Transcript project has impacted all USG institutions as well as all public high schools in Georgia.

25. Expression of Gratitude
PESC – establishing the foundation
Tonya Lam, Associate Vice Chancellor for Student Affairs, GaBOR
SunGard HE
Ed Hauser, Gren Hayes and Paula Brower
GSFC
XAP
SSD
Lisa Detwiler
Georgia DOE
AACRAO
GaBOR institutions
Georgia High School counselors

26. Questions

27. Thank You!
Karen Nunn