EDI an overview Linda Sather Cheryl Kolbe

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

EDI – an overview What is EDI? n Why use it? n How does it work? n What does it take to implement? n How much ongoing support is required? n Who in Oregon is using it? n

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 Print Transcript Re-key Data U. S. Mail Receive Transcript Student Information System Request Transcript Recipient’s Student Information System

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

Why use it? Oregon K-16 data transfer system College Admission & Placement Profile

The College Admission and Placement Profile (CAPP) n 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 (CAPP) n High school counselors/registrars can electronically send data on an individual student to many institutions for use in college admission and/or placement.

K-16 Integrated Data Transfer System

What it takes to use EDI server n Internet access n Translation & mapping software n Staffing n Registration n Encryption software n

Your EDI Server n n n 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

Internet Access

Software n Buy it off the shelf n EDI. Smart • Partner Sungard SCT n Quick ‘n’ Easy • Freeware • Receive & Print n Inovis Trusted Link • Partner Datatel n n n Mercator Integration Broker AXIOM Write your own n Univ. of Maryland

Registration n Univ. of Texas – Austin n Internet EDI server • Free • 1 e-mail • Receive reply with username & password

Security n Encryption software n n Optional What’s available n n sftp to/from UT server PGP • Freeware n n RSA security Crypto. Heaven

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

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

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

Staffing n Installation & Mapping n Registrar’s office and Admissions office • Functional/Technical manager n IT • Systems Analyst/Programmer Analyst n Daily Operation n n Office Specialist/Transcript Staff Maintenance n Same as Installation & Mapping

Implementation Timeline n To be ready to test with a partner n n n 2 – 3 months Speed process by sharing information between institutions Testing with trading partners n n Approx. 2 weeks each (in real world) Develop good sample pack of transcripts

Testing Issues n n Review all modifications to your transcript print process Known issues with your software Process differences (paper vs. EDI) Confidentiality/FERPA

Additional Test Cases n n n n 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 *UO began receiving in July

EDI Transcripts in Oregon Trades January – April, 2005

EDI Transcripts in Oregon n n 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 n Chemeketa CC, Clackamas CC, Lane CC, Southern Oregon U.

EDI or XML What is XML? n Characteristics of EDI n Characteristics of XML n Is EDI going away? n

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 n n Provides standardized rigid format n American National Standards Institute (ANSI) EDI standards (X 12) n Stability and uniformity High level of security Point-to-point integration Exchanges large amounts of data with no intervention

Characteristics of EDI n n n 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 n n Transacts over existing internet Focus on syntax and graphics n n n A way to format & manipulate text Very large file size n n n Developed for graphic representations Less efficient transmission A cousin to HTML New, hot technology; easy to learn

Characteristics of XML n n 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? 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 n n n n More Secure than paper Cost savings Acknowledgements from receiving institution Speed Easy partner exchange each term Automated transfer articulation Small file size

Perspectives n n Server issues All technological systems need upgrades Staff training Interface with your student software system n n n 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’s http: //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 (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 listserv@sct. com Conferences: AACRAO Technology Conference (encompassing EDI and XML) October 9 - 11 in Atlanta, GA http: //www. aacrao. org/tech 05/index. htm

Questions? Linda Sather Cheryl Kolbe linda. sather@oregonstate. edu kolbec@earthlink. net