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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

Linda SatherCheryl Kolbe

Oregon State University Consultant

Office of the Registrar

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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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Electronic Data Interchange


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.

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The Transcript Trail

Print Transcript

Re-key Data

Receive Transcript

U.S. Mail

Student Information System

Recipient’s Student Information System

Request Transcript

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The Transcript Trail with EDI

Print Transcript

Re-key Data

Receive Transcript

U.S. Mail

Student Information System


Recipient’s Student Information System

Request Transcript

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Why use it?Oregon K-16 data transfer system

College Admission & Placement Profile

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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.

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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.

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What it takes to use EDI

  • EDI server

  • Internet access

  • Translation & mapping software

  • Staffing

  • Registration

  • Encryption software

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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

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  • 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

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  • Univ. of Texas – Austin

    • Internet EDI server

      • Free

      • 1 e-mail

      • Receive reply with username & password

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  • Encryption software

    • Optional

  • What’s available

    • sftp to/from UT server

    • PGP

      • Freeware

    • RSA security

    • CryptoHeaven

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Communications with U.T.Austin





FTP Server

U.T. Austin


Other Universities, Colleges & High Schools

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EDI & Banner at OSU


drop point




Banner SHREDIR & SHREDIP Processes

U.T. Austin


OSU’s Banner

download Area


Banner System

Other Universities, Colleges & High Schools

Banner SHREDIY Process

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EDI & Trusted Link at CCC


drop point


Trusted Link


Datatel EITP Process

U.T. Austin


CCC’s Datatel

download Area


Datatel System

Other Universities, Colleges & High Schools

Datatel STRQ Process

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  • 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

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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

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Testing Issues

  • Review all modifications to your transcript print process

  • Known issues with your software

  • Process differences (paper vs. EDI)

  • Confidentiality/FERPA

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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

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EDI Transcripts in Oregon by Sender 2004

*UO began receiving in July

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EDI Transcripts in OregonTradesJanuary – April, 2005

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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.

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  • What is XML?

  • Characteristics of EDI

  • Characteristics of XML

  • Is EDI going away?

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Extensible Markup Language


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.

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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

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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

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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

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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)

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Is EDI going away?


There are benefits of both EDI and XML. One significant factor in favor of EDI is that our current trading partners are using EDI.

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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

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  • 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?

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  • 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

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EDI on the Web (more)

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Questions? installing & using PGP

Linda Sather Cheryl Kolbe

[email protected]@earthlink.net