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EDI – an overview

EDI – an overview. Linda Sather Cheryl Kolbe Oregon State University Consultant Office of the Registrar . 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?.

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EDI – an overview

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  1. EDI – an overview Linda SatherCheryl Kolbe Oregon State University Consultant 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. The Transcript Trail Print Transcript Re-key Data Receive Transcript U.S. Mail Student Information System Recipient’s Student Information System Request Transcript

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

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

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

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

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

  24. EDI Transcripts in OregonTradesJanuary – 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. AACRAO EDI in Education: general introduction to EDI technology http://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/ • Univ. of Texas-Austin EDI Server: includes registration how to, list of participants, and FAQ’shttp://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.html EDI on the Web

  36. Beginner’s Guide to PGP: step-by-step instructions for installing & using 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.edukolbec@earthlink.net

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