1. Matt Bemis, USC Jim Bouse, University of Oregon
Life After Transcript Receipt Electronic Transcripts/Data Processing at USC and Univ. of Oregon
2013 AACRAO Tech
Matt Bemis, USC
Jim Bouse, University of Oregon

2. Presentation Overview
Electronic Data efforts at USC
Inbound EDI and its efficiencies
Outbound EDI project launch
Data Rendering stuff
Resources available now to get you started
Application Program Interface project for TA rules
Automation of Transfer Articulation course review
Dynamic connection with CollegeSource TES data
TA rules insert for multi-rule sets
Management Audit of TA rules processing

3. Presentation Overview Continued
University of Oregon electronic data efforts
Advanced Placement
In-state EDI efforts of TA rules processing
Future vendor initiatives
Importance of getting the data into an ERP

4. Timeline for EDI data processing

5. Electronic data workflow at USC

6. Transcript Viewer Utility

7. Rendered TS130 Data, with additional data populated from SIS:

8. Weekly activity report – Very important!

9. Resources Available to You: http://registrar.utexas.edu/speede/

10. Texas Server Registrant Lists and Activity reports

11. Registrant and Transaction Detail:

12. Other Resources of Interest

13. Transfer Articulation Application Program Interface - Why we built it
Borne out of necessity to provide auditors and managers with reporting of transfer course rules added to TA tables
USC’s unique processing requirements and mutli-rule evaluation rule sets unwieldy.
Outsourcing of transcripts processing to ADM area
Need to leverage CollegeSource TES data as part of the evaluation process
Desire to link the API with our imaging system

14. USC’s Unique TA Processing Needs
Transfer work based on when a student took the course
Most TA rules require multiple sets of TA rules to ensure accurate processing results
TA processing results are communicated to students without review or evaluation of any kind (automated notification)
Electronic transcripts receipt, pre-approval self service web applications and transfer planning guide services require robust table processing

15. USC’s Unique TA Processing Needs – Why we require rule sets:
No equivalencies granted for college course work completed while in high school.
Can transfer General Education and lower division Writing courses if completed prior to matriculation to USC
Other subject matter content may vary depending on when the student took the course work

16. USC’s Unique TA Processing Needs – Why we require rule sets:
Example of how PSYCH 001 would transfer:
If taken while in High School, gets elective credit only.
If taken in summer after high school, gets PSYC100 equivalency and General Education credit.
If taken after Matriculation to USC, gets PSYC100 equivalency but not General Education credit.
This would require three unique rules for one course offering.

17. Ways in which Transcript course data is loaded onto student records
Key punched by operators
Data loaded electronically through EDI data transmission
Data loaded through OCR (Scanned transcripts)
Data loaded by Students through student portal
Data loaded through tape processing (AP score reports)

18. Began to explore the ability to insert rule sets through an API
Built a comprehensive matrix of all possible rules sets:
USC equivalent Courses
Standardized Course IDs
Elective Credit only
Subject credit only
Does not Transfer
Overseas Studies Course

19. Defined on the matrix what
Wrote Specifications on rules inserts, to include courses that require multi-rule inserts.
Defined on the matrix what
USC equivalent Courses
Standardized Course IDs
Elective Credit only
Subject credit only
Does not Transfer
Overseas Studies Course

20. Got our best SQL programming resource assigned to the project
Identified (and overcame) obstacles
Creating multi-rule inserts properly
Dynamically inserting ‘Memo’ field data (necessary for the Articulation Agreement web utility that USC publishes)
Defaulting Alternate Identity values
Use of Standardized titles in rules creation
Listing of USC equivalencies available to evaluators
How to handle rule inserts for unknown TSEG values
How to handle rule inserts for TA tables with multiple date ranges
Adding rules for sponsored overseas studies programs
TA tables that reference District shared TA Tables

21. Explored Grand Opportunities
Co-development with CollegeSource
Began building an interface to extract TES data
Course title data
Course description data
Prerequisite and Co-requisite data
Source catalog year reference data
Built crosswalk tables to map CEEB and OPEID data
Explored the concept of ‘Context View’ data
Development of Management Audit reporting utilities

22. Explored Grand Opportunities
What we built…

24. Worksheet details – Required data

25. Worksheet Details – Optional data

27. Live Demo…

28. Where we are now Has been in use in production since January 2013
Has replaced the majority of one FTE assigned to the TA enterprise
Continue to develop utilities that serve evaluator needs
Link to image viewer data
Context view capabilities
Development of Context View
Looking at next release enhancements (many-to-one and many-to-many rule sets)

29. Worksheet Details – Management Reporting tool:

30. Support Tables for Rules Insert:

31. Support Tables for Rules Insert:

32. Overseas Studies Strategy

33. Reporting of TA results and data write to SIS

34. The Oregon Path EDX: Electronic Data Exchange (EDI or XML) AP Scores
SIS Uploading
Workflow and Imaging
Articulation
AP Scores
PDF’s
Paper: still increasing

35. Past
Akin to any other institution not involved in the electronic transfer of documents
Paper
Handling
Processing orders
Manual articulation
Slower routing

36. Keep Looking to the Future
Electronic format for sending and receiving
Routing can be handled much quicker
No printing
Auto handling to imaging and workflow systems
All about the data
Access to original data
Reducing errors
Automating transfer articulation

37. High School Transcripts
60% of Oregon HS students can send EDI/XML now
CCWD assisted with bringing Community Colleges live
PDF has grown

38. UO Today 19 of top 20 senders are received electronically
Electronic accounts for 50% of all transfer articulation
98% of all articulations (paper and EDI) are now completed within 3 days.
Electronic transcripts allow auto loading to imaging system, workflow triggering and data loads to SIS for one click articulation.
Continue to grow partners and services
Partner data loading to ERP is an issue 38

39. Technology Trifecta EDI transcripts arrive and image(s) created
Data loads to SIS
Records are matched in SIS
Image(s) are loaded into workflow
Staff process workflow tasks
Transcript data is waiting in SIS
Courses are articulated with one button 39

40. Articulation Sighting…

41. Quick Facts: AP Articulation
Articulate over 18,000 transcripts annually
This number continues to increase
Load over 4,000 AP records annually
Articulate 2,500 + in July
AP articulation used to account for almost 35% of Registrar’s work in July
AP scores continue to arrive and are increasing

42. If yes? Then…why wait??? Automate
Struggle to articulate AP credit on time?
Student’s unable to register at orientation?
Parents frustrated?
Faculty/advisors frustrated?
If yes? Then…why wait???

43. How it works – quick summary
Retrieve and save encrypted AP file from ETS
Upload AP file into SIS (Banner)
Run a job to match students already in the SIS
Run another job to load and articulate scores
Updates student records
Run another job to update degree audits with AP credit for students and advisors
Process one final job for deducts

44. Articulation sighting…

45. PDF Issues Rights Management: Retrieve what others store
DRM upload blocking and solutions
How to handle incoming transcripts?
Individual PDF
Bulk documents packaged with other docs
No Data
Data is possible though
Stanford University has launched an integration project to perform a real time delivery of the PESC-standard PDF transcript (and in phase 2, to include a PESC-standard XML transcript) in an online admission application system from a third party provider. The project involves Shibboleth identity authentication; the PESC XML transcript request standard; PESC PDF transcript (and PESC XML transcript); and the PESC DTS protocol. These standards and protocols will be sequenced to allow an applicant to order her/his transcript within the application system, which after proper authentication, will call Stanford's SIS and return to the application a certified electronic transcript within moments after the applicant submits the request. Contrast this approach with what happens now: the applicant applies online, then after the application is started or submitted, the applicant must go the institution's online transcript request site (if available) to order a transcript. The applicant must choose the delivery method specified by the receiving institution and, in most instances, the receiving institution has developed elaborate processes to match the applicant's transcript with the applicant's application. The aforementioned new approach ensures that the transcript and the application are matched before the institution even receives the application: one complete package! 45

46. PDF Transcript Numbers
This Year
Same Days Last Year
PDF
Paper (Rush)
Last 30 days
446
262
190
Last 60 days
787
403
389
Last 1 Yr Equiv
4240
1858
1853

47. Growing your Trading Partnerships
Use of the Texas server Registrant list is a great resource
Value added networks that may already be sending EDI data
Reaching out to vendors who facilitate transcript fulfillment – they too may be listed on the TS registrant list.
Help with partner data loading

48. Questions?