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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
EDI – an overview

Linda SatherCheryl Kolbe

Oregon State University Consultant

Office of the Registrar

edi an overview2
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?
electronic data interchange

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.

the transcript trail
The Transcript Trail

Print Transcript

Re-key Data

Receive Transcript

U.S. Mail

Student Information System

Recipient’s Student Information System

Request Transcript

the transcript trail with edi
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

why use it oregon k 16 data transfer system

Why use it?Oregon K-16 data transfer system

College Admission & Placement Profile

the college admission and placement profile capp
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.
the college admission and placement profile capp8
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.
what it takes to use edi
What it takes to use EDI
  • EDI server
  • Internet access
  • Translation & mapping software
  • Staffing
  • Registration
  • Encryption software
your edi server
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
software
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
registration
Registration
  • Univ. of Texas – Austin
    • Internet EDI server
      • Free
      • 1 e-mail
      • Receive reply with username & password
security
Security
  • Encryption software
    • Optional
  • What’s available
    • sftp to/from UT server
    • PGP
      • Freeware
    • RSA security
    • CryptoHeaven
communications with u t austin
Communications with U.T.Austin

Your

EDI

Server

Your

FTP Server

U.T. Austin

Server

Other Universities, Colleges & High Schools

edi banner at osu
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

edi trusted link at ccc
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

staffing
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
implementation timeline
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
testing issues
Testing Issues
  • Review all modifications to your transcript print process
  • Known issues with your software
  • Process differences (paper vs. EDI)
  • Confidentiality/FERPA
additional test cases
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
edi transcripts in oregon by sender 2004
EDI Transcripts in Oregon by Sender 2004

*UO began receiving in July

edi transcripts in oregon
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.
edi or xml
EDI or XML
  • What is XML?
  • Characteristics of EDI
  • Characteristics of XML
  • Is EDI going away?
extensible markup language

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.

characteristics of edi
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
characteristics of edi29
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
characteristics of xml
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
characteristics of xml31
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)
is edi going away
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.

benefits of edi
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
perspectives
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?
edi on the web
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
edi on the web more
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
  • [email protected]
  • 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)
questions
Questions?

Linda Sather Cheryl Kolbe

[email protected]@earthlink.net

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