How TO Get Started: EDI Step-BY
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1 How TO Get Started: EDI Step-BY BY-Step Date: 3/2/2007 1pm 2pm Session ID: Tuan Anh Do DBA/Systems Analyst San Francisco State University Doey@sfsu.edu
2 My Experiences with EDI Member SPEEDE Committee since April Using EDI Transcript Exchange since Currently feeding EDI into DARS Beta Tester for CCCTran Project Current Main Trading Partners DeAnza, Foothill, Community College of San Francisco, College of Marin, Southwestern Community College. 2
3 Session Objectives Steps to EDI Implementation: Understanding EDI Evaluate Your Situation Identify Trading Partners Develop Project Plan 3 Steps are the same for XML!
4 Session Objective (Cont.) Define Your EDI Process Choose EDI Translation Software Mapping Data To and From EDI Application Development, Integration, and Automation Establishing Trading Partner Agreements EDI Testing EDI Implementation 4 Steps are the same for XML!
5 Get to Know EDI (Cont.) Attend Sessions WEB Sites ListServes SPEEDE Implementation Guides Understanding Acronyms 5
6 Acronyms EDE Electronic Data Exchange EDI Electronic Data Interchange SPEEDE Standardization of Postsecondary Education Electronic Data Exchange both an AACRAO committee and the standards the committee created EXPRESS EXchange of Permanent Records Electronically for Students and Schools secondary school data ANSI American National Standards Institute X12 ANSI Committee responsible for electronic data standards it comes after X11 6
7 Acronyms cont d PESC Postsecondary Electronic Standards Council XML extensible Mark-up Language AACRAO American Association of Collegiate Registrars and Admissions Officers More E-Commerce Terms in Handout! 7
8 Electronic Data Interchange 8 Computer-to-computer exchange of standardized business documents An electronic replacement for Mail Fax Courier Eliminates or reduces Delays Re-keying of Data Errors (both in keying and interpretation)
9 SPEEDE Standardization of Postsecondary Education Electronic Data Exchange The standards are the key they act like a common language. 9
10 Evaluate Your Situation Institutional Commitment Management Technical End User Determine Benefits Cost Analysis 10
11 Evaluate Your Situation (Cont.) Assess Student Information System EDI Capable? To what extent? Data Extraction/Data Mapping (EDI or XML?) Communication Capabilities Document Management Reporting Capabilities 11
12 Identify Trading Partners Top 10 Feeder Schools Regional Project EDI Internet Server Registrant Table AACRAO Activity List State EDI Status Report and Contact 12 Report
13 Develop Project Plan Staffing EDI Coordinator? Part-time? Roles, Responsibilities, Deliverables,Timelines, etc. Testing Ongoing Operations Maintenance 13
14 Define Your EDI Process Define the Scope of Your Project Identify Documents to Exchange Transcripts, Applications, Etc. Will You Send? Less labor intensive Will You Receive? Print and/or Update Student Information System 14
15 Define Your EDI Process (Cont.) How will documents be exchanged? Transmission Methods/Protocols to consider Dial Up Leased Line Van Internet EDI Internet Server FTP 15
16 Choose EDI Translation Software What is Translation Software? Bridges the gap between EDI (or XML) and your Application Software Translates transactions in/out of EDI format Provides the electronic envelope Provides Transmission Capability Manages EDI Documents Receives/Reconciles Acknowledgments Reports Archiving 16
17 Choose EDI Translation Software Build EDI Translation Software? Time and Resource Intensive Vulnerable to Staff Turnover Version Updates 17
18 Choose EDI Translation Software Buy EDI Translation Software? Can be costly Training/Support Hardware Issues 18
19 Choose EDI Translation Software Criteria for Vendor Selection Years of Experience Stability of Company Support/Help Line Reports Document Management Capabilities 19
20 Choose EDI Translation Software (Cont.) 20 Criteria for Vendor Selection (Cont.) Supported Transaction Sets Standards/Version Updates Method and Time Communication Protocols Supported Internet (FTP or ) or Dial Up Reconcile outgoing documents with incoming Acknowledgments References
21 Choose EDI Translation Software (Cont.) 21 EDI Translation Software Vendors SCT EDI Smart Integrated into SCT Banner, SCT Banner Plus Can be used with other SIS PeopleSoft (partially integrated) Inovis (TrustedLink) Standalone 1 EDI Source Standalone UT Austin (Quick N Easy Software)
22 Mapping Data Process of associating your data with the EDI (or XML) Standard and vice versa If You Are Sending Documents Map your data to EDI (or XML) Standard If You Are Receiving Documents Equate EDI (or XML) Transaction Set to your data and/or print format More complex 22
23 Mapping Data (Cont.) Time and Resource Intensive Critical to success of project Crosswalk Table/Institution Codes (FICE,ETS,ACT,etc.) 23
24 Application Development, Integration, And Automation Example: Integration into your system 24 Flag Institution as EDI partner in database Existing transcript program writes data to separate flat file for these institutions rather than to print file Flat file loads into Translation Software Translation Software produces EDI file
25 Application Development, Integration, And Automation (Cont.) Automate Process Send Data Extraction to Flat File Translate Flat File to EDI Send EDI data Receive Acknowledgments Reconcile Acknowledgments 25 Report/Archive
26 Application Development, Integration, And Automation (Cont.) Automate Process Receive Receive EDI Data Translate EDI data to Flat File Upload into SIS and/or Print Transactions Generate and Send Acknowledgments 26
27 Application Development, Integration, And Automation (Cont.) 27 Security Issues Authentication Acknowledgements (131 s and 997 s) Identify process for reconciling your transcripts Site Security Privacy Encryption
28 Establishing Trading Partner Agreements Agree that document is official Define the decision making process Determine which version should be used Identify problem resolution Include Mapping Issues specific to the trading partners involved List version, protocol, security, etc. used 28
29 Testing Test Scenarios Create document identifying all the different test cases Test Period Identify Transactions as TEST during this period Test Agreement 29
30 Implementation Parallel Processing Ongoing Operations Management Send/Receive documents Reconcile acknowledgments Review error and activity reports Final Trading Partner Agreement 30
31 Session Review Steps to EDI (or XML) Implementation: Understanding EDI Evaluate Your Situation Identify Trading Partners Develop Project Plan 31
32 Session Review (Cont.) Define Your EDI Process Choose EDI Translation Software Mapping Data To and From EDI Application Development, Integration, and Automation Establishing Trading Partner Agreements EDI Testing 32 EDI Implementation
33 Web Sites AACRAO SPEEDE Who is is doing SPEEDE SPEEDE State Contacts SPEEDE State Status SPEEDE-L Listserv Postsecondary Electronic Standards Council Implementation Guides ( Standards & Info ) 33
34 More Web Sites Internet EDI (UT Austin) Server Quick N Easy Software White Papers on EDI PGP Beginners Guide Recommended Best Practices ( RIPS ) 34
35 How TO Get Started: EDI Step-BY BY-Step Thank you! Please Fill Out Evaluation Forms! Date: 3/2/2007 1pm 2pm Session ID: Tuan Anh Do DBA/Systems Analyst San Francisco State University
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