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1 Automation Parchment Send Implementation K-12 Guide: User Guide Ellucian exchange.parchment.com

2 Table of Contents Overview... 2 Product Overview... 3 Access... 3 Transcript Ordering... 3 Request Processing:... 3 Transcript Request Fulfillment:... 4 Summary of Available Fulfillment Options:... 4 Processing Overview... 5 Authentication... 5 Ellucian Communication Methods... 5 Ellucian etranscript APIs... 6 SFTP Response Processing... 6 Required Resources... 7 Implementation Lifecycle... 9 Kick Off Call Functional Workshop Technical Workshop Testing & Training Workshop Sample Test Matrix Go Live Workshop Project Review Ongoing Support Addendum: Multi-Campus Configuration Addendum: Multiple Degree Level Configuration Addendum: Outsourced Print & Mail Service Addendum: SFTP... 30

3 Overview Parchment works with every institution to determine the best way to implement etranscript delivery to optimize current business process and technical requirements. Parchment utilizes standard project management methodology to scope your institution s needs, evaluate your technical landscape, and create an implementation strategy that will result in the best solution for you. Successful implementations evaluate the functional experience for students and staff and then work with the technical team to fulfill the functional requirements. Every project will address each of these areas:! Identification & Authentication (Student Matching and FERPA Consent)! Bi-directional system messaging! Transcript Request Entry! Student Hold and Exception Handling! Transcript Request Fulfillment etranscript (PDF, XML, EDI) HardCopy - Print and Mail, or Parchment Print Operations Parchment s Ellucian Community Partnership: As an Ellucian Community Partner, Parchment has access to the complete set of Ellucian etranscript API code, an integration and testing environment, all updates, and support. Any institution wishing to use the native Ellucian etranscripts solution is able to do so in with complete success with Parchment. Because Parchment has been integrating etranscripts with Ellucian s ERP solutions since 2006, Parchment is specially suited to provide additional services above and beyond the native APIs. Options for customizing transcripts, integrating with Single-Sign-On services, or supporting multiplecampuses or documents are all options which Parchment can offer above and beyond the native etranscript solution in Ellucian. To learn more about Parchment s integration of the Ellucian etranscript APIs, please refer to the full documentation here: For Ellucian Colleague For Ellucian Banner 2

4 Product Overview Parchment Send is a step by step process for students to order transcripts and for administrators to receive and process transcript requests. To make the process meet the expectations and business processes you support, some basic decision points need to be determined. Access How will your students and alumni access the Parchment Send Ordering Service?! Students and alumni can self-register by creating a new account! Integrate with your student portal with Parchment Send using SAML (Shibboleth), or Parchment s secure Single Sign-on How do you want to support Alumni/Former Student requests? Parchment Send allows students and alumni to create an account for ordering transcripts.! Student Check Web Service: Extend the login module to use web services to invoke your Search Match processes.! Student Attributes: Dynamically change the student s ordering experience based on their attributes! Institution Defined Validation Rules: Validate the authentication information provided by the student during account creation. Transcript Ordering How would you like to configure the student ordering (storefront) options?! Institutionally Branded Interface: Apply institutional graphics, logo, and colors to storefront! Institution Specific Messaging: Override default messaging to meet your specific business workflows.! Document Types: Institutions may select which documents they wish to make available to requesters. Examples of common documents include: etranscripts (PDFs) Institutionally Printed Transcripts (pick up or mail) Parchment Printed Transcripts Other documents (diplomas, apostilles, etc) Request Processing:! Automate the transcript request process using PESC Transcript Request XML messaging delivered with Web Services through Ellucian etranscripts native APIs. 3

5 Transcript Request Fulfillment: There are a variety of features in the Parchment Send service that allow the Member to fulfill a transcript request. These features are included in the service, but may require specific resources at your institution to ensure their proper implementation.! Official Certified etranscripts: Secure your PDF transcripts with your institution s certificate.! Branded & formatted etranscript, cover letter, legend: Design the layout, seals, signatures, and other features you desire on your etranscript PDF. Determine the text and instructions to be included in the PDF cover letter and legend.! Branded Transcript Printed by Parchment: Build the security paper, layout, seals, signatures, and other features you desire on any transcripts printed and mailed from Parchment s secure Print Center.! Legacy transcript processing: Process requests for students with documents in legacy systems, such as ImageNow, by integrating legacy systems into the automated workflow.! Batch processing: Support for uploading, splitting, and processing bulk or batch transcript processes.! Multi-branded PDFs: Create multiple PDF brands for use across various segments or groups at your institution. Summary of Available Fulfillment Options: Access! Self-registration for students and alumni! Single Sign On! User Variables (Optional)! User Defined Form Validation (Optional)! Student Matching Web Service (Optional) Transcript Ordering! Branded Interface! Institutional messaging! Products: etranscripts, Institutionally Printed Transcripts (pick up or mail), Parchment Printed Transcripts, Other documents Request Processing! Web Interface to-do list integration! Hold checking! Status updates and communication Request Fulfillment! Legacy transcript processing! Blue Ribbon Security! Branded & formatted etranscript, cover letter, legend! Batch processing (Optional)! Multi-branded PDFs (Optional) 4

6 Processing Overview Authentication Parchment allows you to extend the Access module to authenticate users and check for processing restrictions! Current Students access the service using Single Sign-On (SSO) and are therefore already authenticated. The service may be extended to check for processing restrictions, or service indicators, when these students log in. This provides a very user friendly workflow for your current students! The Find/Match Web Service is used to authenticate students and check to see if they have any holds that would prevent them from ordering a transcript. Ellucian Communication Methods Parchment supports a variety of methods for communicating with your Ellucian administrative system. The option that is best for your institution will depend upon the technical landscape and resources in place. Any of the automation methods will process the majority of transcript requests without any administrative effort eliminating manual request entries from paper order forms, institutional handling of transcript fees, manual checking for holds, and even allowing Parchment to print and mail paper transcripts on the institution s behalf. 5

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8 Required Resources Every implementation project brings a full team of Parchment resources to advise, manage, and develop the best overall experience. With more than ten years of implementation projects Parchment has a deep reserve of expertise to draw from, and we have learned that the most successful projects are a true partnership between Parchment and the implementing institution. Below are the roles and responsibilities we recommend for a highly successful implementation. Parchment Role Responsibility Sales Associate Account Executive Manager, Member Consulting Team Project Manager & Business Analyst Manager, Application Services Team & Technical Lead Implementation Specialist Advise and guide potential members towards a mutually beneficial transcript processing solution. Dedicated long term relationship manager. Oversee Project Management team & Implementation Specialists. Responsible for the planning, facilitation, and execution of the project in conjunction with your project management team. The Project Manager will also act as the lead business analyst as the expert on the Parchment platform. Facilitates the back end integration between Parchment and Ellucian. Assists in the business analysis and configuration of the Parchment Send platform. Implementing Institution Resources: Note: Multiple roles are commonly performed by a single person. Your institution is not required to provide a unique individual for each of these roles. Role Responsibility Associated Titles Effort (in hours) Project Sponsor Has ability to make critical business level decisions. VP Student Services, VP Enrollment, VP Student Records, Registrar 8 Project Manager Responsible for the planning, facilitation, and execution of the project in conjunction with our project management team. Project Manager, Registrar, Associate Registrar 80 7

9 Functional Lead, Business Analyst (BA) Owns the overall business analysis for processing transcripts. Responsible for the test matrix design. Business Analyst, Registrar, Assistant Registrar 40 Transcript Staff Representative Responsible for day to day fulfillment of transcript requests and intimate with the fulfillment/support process. This role is generally heavily involved with testing. Transcript Staff Lead 40 Ellucian Administrator Has access and ability to identify and execute functional changes to PeopleSoft. Web Communications Oversees the branding, messaging, and communications configured in the Parchment Send platform. This role also needs to be able to make minor changes to the main.edu site. Ellucian Administrator, Assistant Registrar Assistant Registrar, Communications Lead 8 8 Technical Lead Has ability to own or assign a resource to develop the single sign on functionality from the student portal to the Parchment Send platform. CTO, Assistant Registrar of Technology, Senior Developer 40 Ellucian Developer Database Administrator (DBA) Student Portal Developer Strong understanding of Ellucian ERP and Ellucian etranscripts (if using APIs) Understanding of Ellucian s database schema. Typically collaborates with Ellucian Developer(s). Web Developer with an understanding of the student facing portal Ellucian Developer 10-60* DBA 20 Web Developer 16 Systems Administrator Grant access externally to the Ellucian system. Manage systemlevel tasks, such as SFTP access.. Systems Administrator 4 * based on institution specific modifications, Employing Ellucian etranscript APIs will reduce the estimated hours. See the full Ellucian etranscripts Guide for a detailed project plan. 8

10 Implementation Lifecycle Parchment uses traditional project management principles to work closely with your institution to determine the automation plan and implementation schedule that meets your needs. Every implementation project will include the following phases: Introduction Call: We like to start the project out with an informal introduction call between the project sponsors and owners. This main purpose of this call is to level set expectations and determine a mutual go-live date. Kick Off Call: Introduction to the team and overview of implementation lifecycle methodology. Review of the applications, automation requirements, and desired functionality. Assignments and timelines will be determined and mutually agreed upon. The entire implementation team should be present at this call. Functional Workshop: Review access requirements and determine the functional experience desired for students, alumni, and staff. Discuss messaging, branding, and authentication. Meeting outcomes will include directives on messaging, branding and overall workflow and will determine the automation model that best fits your institutional processes and technical landscape. This call should be attended by the business/communication process owner and authentication workflow owner at the institution. Technical Workshop: This meeting will address the technical requirements that are a result of the functional requirements. The will include a technical review of the technical requirements and environment that will be in used to authenticate, process orders, and fulfill requests. This should be attended by technical staff who can provide information that will support the desired completed workflow. Testing & Training Workshop: We will work with your functional and technical staff to design, build, and execute a test plan that is tailored to your workflow. This will be a hands on activity that is designed to engage your staff in an interactive training. After all technology has been completed, configured, and passed the status checks, training will be provided to the various 9

11 stakeholders. This is not a required step before Launch but should be completed within the go-live window. Go-Live Workshop: Releasing the product to the institution for use. Define a plan to deploy the implementation into a production environment. Parchment provides standard go-live materials such as student guides, press release and newspaper templates, and posters. Parchment s Project Manager will provide best practices on successfully communicating with the institution at large about the benefits of etranscripts and how to begin using them. Project Review: Review the project and facilitate the formal hand off to Parchment s member development and support teams. This will be the time to share and document any known issues or enhancement requests. Ongoing Support: After Launch, institutions will continue to work closely with Parchment s implementation team to refine the performance and work out any issues that might arrive for days after launch. After this initial period, the ongoing support for institution administrators will be transitioned to a dedicated Account Executive and Parchment s Support team. 10

12 Kick Off Call Overview Intro to the Parchment team, platform, project methodology, scope, and timeline. We will have a discussion around assigning resources and defining the scope. and gain commitment This is also the time where we will want to set a mutual go-live date. Required Attendees We suggest that the entire project team listed above attends the kickoff discussion. Preparation/Requirements! For our primary meeting we ask that the project leaders assemble all necessary functional and technical participants. We also strongly suggest that any collateral provided prior to the meeting has been reviewed.! Parchment will have a fully functional instance configured with best practice defaults ready for testing. Duration 60 minutes Agenda! Introductions! Product Overview! etranscript Certification & Branding! Project Methodology! Process Overview! Technical Overview! Timeline Discussion! Go Live Strategy Introduction Outcome/Action Items Parchment Tasks Task # Owner Description Timing 1 Project Manager Schedule Functional & technical calls During Kick off 2 Project Manager Set expectations and define a mutual go live date. During Kick off 3 Project Manager / Technical Lead 4 Implementation Specialist Distribute collateral Configure storefront and settings Immediately following Kick off Prior to functional 11

13 Member Tasks Task # Owner Description Timing 1 Project Manager Schedule Functional & technical s 2 Project Manager Grant entire team access to the Parchment Integration environment. During Kick off Post 3 Ellucian Administrator Provide output from Ellucian. Prior to technical 4 Project Manager Provide transcript artwork, cover letter, legend to Parchment team. Parchment Rendering Requirements.pdf Prior to functional 5 Project Sponsor, Project Manager 6 Web Communications, Functional Lead Begin Certificate/Blue Ribbon request process. Parchment Rendering Requirements.pdf Review storefront branding (Images, colors, etc) Prior to functional Prior to functional 7 Web Communications, Functional Lead Review storefront messaging and s. Prior to functional 8 Project Sponsor, Functional Lead Determine end user pricing and shipping costs for paper transcripts. Prior to functional 9 Functional Lead Prepare general explanation of existing process around identification and authentication for former students. 10 Functional Lead Prepare for a general discussion of existing transcript ordering process (Fax, Mail, Self-Service, etc). Prior to functional Prior to functional 11 Technical Lead, Student Portal Developer 12 Functional Lead, Technical Lead, PeopleSoft Developer 13 Technical Lead, Systems Administrator 14 Ellucian Administrator Review Single Sign On (SSO) Documentation from post-meeting collateral. Parchment Single Sign On Set-up Guide v4.2.4.pdf Review implementation guides and shared code. Grant external firewall access to Ellucian system. Ellucian Cloud user and permissions configured for API authentication. Prior to technical Prior to functional Prior to technical Prior to technical 12

14 Functional Workshop Overview We will walk through the student ordering workflow for both current and former students. This workflow was built on best practice defaults from other Ellucian implementations. Required Attendees Parchment Project Manager Implementation Specialist Technical Lead or Technical Implementation Specialist Member Project Manager Functional Lead/BA Ellucian Administrator Technical Lead Transcript Staff Representative Preparation/Requirements All tasks marked to be completed by this call are complete. It is very important that we have a basic understanding of the current transcript request process to achieve our goal for this call. Duration minutes Agenda! Identification, Authentication, and Service Indicators Current Students (SSO) Integrate with your student portal with Parchment Send using Shibboleth, SAML, or Parchment s secure Single Sign-on Former Students (Self-Registration) Find Student/Matching API Web Service! Order processing Current Students (Authenticated) Former Students (Un-authenticated)! Transcript processing and fulfillment 13

15 Current Students (Record stored in PeopleSoft) Former Students (Imaged or Split Records) Hard copy (paper) Transcript Determine delivery options such as edelivery, local pick up, print and mail by Parchment, document tracking, and document rights management. Outcome/Action Items Gain a mutual understanding of the student ordering workflow as it pertains to the Parchment platform and Ellucian interface. Parchment Tasks Task # Owner Description Timing 1 Project Manager Explain the student ordering workflow. During Member Task # Owner Description Timing 1 Functional Lead/BA 2 Functional Lead/BA 3 Functional Lead/BA 4 Functional Lead/BA 5 Functional Lead/BA 6 Functional Lead/BA 7 Functional Lead/BA Finalize identification and authentication method for current students. Finalize identification and authentication method for former students (If applicable). Finalize Search/Match rules if applicable. Finalize order processing flow for current students. Finalize order processing flow for former students. Finalize electronic transcript fulfillment method for students with records in PeopleSoft. Finalize electronic transcript fulfillment method for the student population with offline, imaged, or split records. Finalize process for hard copy (paper) transcript fulfillment. During During During During During During During 14

16 Technical Workshop Overview Clearly set timelines and expectations to execute the student ordering workflow. Required Attendees Parchment Project Manager Technical Lead Technical Implementation Specialist Member Project Manager Functional Lead/BA Ellucian Administrator Ellucian Developer Student Portal Developer Systems Administrator Preparation/Requirements! Functional requirements are defined.! Provide Parchment technical team external access to the development instance of your PeopleSoft Integration Broker. Duration minutes Agenda! Deep dive of Authentication methods Single Sign-On (Secure Redirect) Search/Match (API Web Service, If applicable) Service Indicators! Order Processing Transcript Request (API Web Service or SFTP) PESC XML Request! Transcript Fulfillment Electronic Transcript SFTP vs. Data Transport Specification (DTS) Java client Statewide data exchange/edi (If applicable) Parchment Transcript Print Services XML Status Responses 15

17 Locally-prepared Paper Transcripts SFTP vs. Web Service Supplemental information (Provided post Kick Off meeting)! SSO Guide Sample Oracle/SQL code included! Guide to Ellucian etranscripts API Implementation! SFTP Transcript Processing Guide SFTP Key Generation! PESC XML Request data mapping spreadsheet ISO 3166 Country and Zone List and UI explanation! PESC XML Response mapping spreadsheet! Shared Banner or Colleague Code (Provided by member institution) Outcome/Action Items Parchment Tasks Task # Owner Description Timing 1 Project Manager Summarize technical requirements. During 2 Technical Lead Explain the product s capabilities around each item in the agenda. Provide best practices and guidance for each. During 3 Technical Implementation Specialist 4 Technical Implementation Specialist 5 Technical Implementation Specialist Test external firewall access to Ellucian system. Verify Parchment SFTP account setup. Verify Single Sign-On process Before Before Immediately following 6 Technical Lead Configure Find/Match Web Service using published WSDL. 7 Technical Lead Configure Transcript Request Web Service using published WSDL. Immediately following Immediately following 8 Technical Implementation Specialist Configure SFTP XML response and PDF transcript sweeper. Immediately following 16

18 Member Tasks Task # Owner Description Timing 1 Systems Administrator 2 Systems Administrator 3 Ellucian Administrator Test external firewall access to Parchment. Test Parchment SFTP account using generated private/public key pair. Verify Ellucian Cloud user and permissions setup for Web Services. Before Before Before 4 Technical Lead Develop technical design/plan. Immediately following 5 Systems Administrator, Ellucian Administrator, Ellucian Developer 6 Ellucian Administrator, Ellucian Developer 7 Ellucian Developer 8 Ellucian Administrator, Ellucian Developer 9 Ellucian Developer 10 Systems Administrator, Ellucian Administrator Develop Single Sign-On process. Configure Find/Match Web Service with the Ellucian Cloud. Test externally with SoapUI. Finalize development for Search/Match Web Service using provided Application Class. Configure Transcript Creation Web Service with the Ellucian Cloud. Test externally with SoapUI. Finalize development for Transcript Creation Web Service using provided Application Class Finalize SFTP process for Transcript XML Responses and Transcript PDF files. Immediately following Immediately following Immediately following Immediately following Immediately following Immediately following 17

19 Testing & Training Workshop Overview Collaboratively develop a testing plan to cover the defined functional requirements of the project. We will then leverage the test plan and a training tool. Required Attendees Parchment Project Manager Technical Lead Technical Implementation Specialist Member Project Manager Functional Lead/BA Ellucian Developer (Troubleshooting) Student Portal Developer (Troubleshooting) Systems Administrator (Troubleshooting) Preparation/Requirements The integration is deployed and ready for end to end functional testing in a test/qa environment. Duration minutes Agenda! Define Test cases for Identification, Authentication, and Service Indicators Current Students (SSO) Former Students (Self-Registration)! Define Test cases for Order processing Current Students (Authenticated) Former Students (Un-authenticated)! Define Test cases for Transcript processing and fulfillment Current Students (Record stored in Ellucian) Former Students (Imaged or Split Records) Hard copy (paper) Transcript! Execute test plan and utilize as a training tool (May require additional ) Outcome/Action Items 18

20 Parchment Tasks Task # Owner Description Timing 1 Project Manager Assist in the test plan creation process. Provide best practices. During Member Tasks Task # Owner Description Timeline 1 Functional Lead/BA 2 Functional Lead/BA & Staff Define functional requirements Execute Test Plan During During 3 Project Manager Sign off that testing is complete. Prior to next Sample Test Matrix User type Scenario Expected Outcome Current Student without hold Current student with Hold Current Student without hold Login via SSO from student portal Login via SSO from student portal Place etranscript request See all document options Student portal displays hold message and stops process. Fulfill request from SIS. Verify etranscript output. Former Student Create account See all document options. Former Student Login See all document options. Former Student with record in SIS Former Student with record in SIS Former Student with record in SIS Former Student with split record Place etranscript request Place paper transcript request Place paper transcript request with rush shipping. Place etranscript request Fulfill request from SIS. Verify etranscript output. Fulfill request and verify printed output. Verify messaging and fees. Fulfill request and verify printed output. Fulfill request from SIS & imaging system. Verify etranscript output. 19

21 Go Live Workshop Overview Define a plan to deploy the implementation into a production environment. Required Attendees Parchment Project Manager Technical Lead Technical Implementation Specialist Member Project Manager Functional Lead/BA Ellucian Developer (Troubleshooting) Student Portal Developer (Troubleshooting) Systems Administrator (Troubleshooting) Preparation Test plan has been defined, executed, and signed off on by the project leads. Duration minutes Agenda! Verify testing is complete! Verify migration and deployment plan Coordinate dates! Verify production migration and deployment! Go-live! Outcome/Action Items Parchment Tasks Task # Owner Description Timing 1 Project Manager Explain the deployment methodology from a functional perspective. During 20

22 2 Technical Lead Explain the deployment methodology from a technical perspective. During 3 Technical Implementation Specialist 4 Technical Implementation Specialist Configure external access to the production Ellucian system. Verify external access to the production Ellucian system. Prior to go-live Prior to go-live 5 Implementation Specialist Migrate settings from the Parchment Integration environment to Parchment production environment. Prior to go-live Member Tasks Task # Owner Description Timeline 1 Functional Lead/BA Assist in the definition of the migration and deployment strategy. 2 Ellucian Administrator Migrate any configuration and setting necessary to the production environment. 3 Systems Administrator Configure external access to the production environment. 4 Ellucian Developer Migrate code and configure Ellucian Cloud settings in production environment. 5 Student Portal Developer Migrate single sign on code to production environment. 6 Ellucian Administrator Verify configuration and settings are migrated properly to the production environment. 7 Systems Administrator Verify external access to the production environment. 8 Ellucian Developer Verify code and configure Ellucian Cloud settings are migrated properly to the production environment. 9 Student Portal Developer Verify SSO code is migrated properly to the production During Prior to go-live Prior to go-live Prior to go-live Prior to go-live Prior to go-live Prior to go-live Prior to go-live Prior to go-live 21

23 environment. Project Review Overview Shortly after launch, we will review the project and facilitate the formal hand off to Parchment s member development and support teams. This will be the time to share and document any known issues or enhancement requests. Required Attendees Parchment Account Executive Project Manager Technical Lead Member Project Sponsor Project Manager Functional Lead/BA Technical Lead Transcript Staff Representative Preparation Production system is active and processing transcript requests. Duration minutes Agenda! Successes! Areas for Improvement! Known issues! Implementation Survey! Introduction to support methodology! Open Q/A Outcome/Action Items Parchment /Member Tasks Owner Description Timing 22

24 Project Manager Discuss project. Record any know enhancements or defects. During Review Ongoing Support After the conclusion of the implementation project, ongoing support is available through Parchment s Member Development team. This team consists of a dedicated Account Executive and a team of Support engineers. Combined this team will help with day-to-day issues, training, and contractual questions. In addition to direct communication with your Account Executive, and online database of documentation, tutorials, and videos is available to administrators and students 24/7. Online tickets may be submitted to address specific questions. The online support portal is available at 23

25 Addendum: Multi-Campus Configuration Description: If a campus has multiple entities that require unique transcript/document branding, unique processing procedures, or custom programming a multi-campus module is appropriate. Multi-Campus support lets staff process transcripts/documents using their unique systems and processes in the manner that works for them. Students are able to order transcripts with the appropriate campus branding. Average amount of time require to implement: Duration: 30 Days (Additional to standard implementation) Effort: 40 Hrs (Additional to standard implementation) Member Resources: Role Responsibility Associated Titles Project Sponsor Project Manager Functional Lead/BA SIS Administrator IT Network/Security Has ability to make critical business level decisions. Has influence over all campuses. Coordinate meeting attendance, project milestones, and stakeholder sign off. This role is the main point of contact with Parchment s Project Manager Owns the overall business process for processing transcripts. Designs the testing matrix. Has access and ability to make functional changes to the student information system (SIS). Has access and ability to make access and security changes to the network VP Student Services, Registrar Project Manager, Registrar, Associate Registrar Business Analyst, Registrar, Assistant Registrar SIS Administrator, Assistant Registrar Network Engineer / Security Engineer Number of meetings required (4):! Meeting 1: Feature Overview Introduction to features, scoping, Business Analysis Deliverables: List of Action Items/Decisions to be made! Meeting 2: Functional Workshop Working meeting to implement feature based on decisions from Meeting 1 May be combined with main implementation Functional Workshop Deliverables: Working System for testing 24

26 ! Meeting 3: Technical Workshop Working meeting with SIS Automation Team to implement multi-campus processing May be combined with main implementation Technical Workshop Deliverables: Working System for testing! Meeting 4: Testing/Validation Review of issues found during testing and validation Deliverables: Close plan for feature validation and signoff Overview of the main milestones that need to be completed:! Define business rules for supporting multiple campuses! Collect Branding collateral (per campus artwork, banner images, etc)! Implement SIS Automation support for multi-campus processing! Configure Service for Multi-campus! Testing and Validation Business Decisions that need to be made:! Site Branding: How should the site be branded to reflect the University System?! Student Identification: How are students assigned to a campus? Do they need to be assigned to a campus? SSO - attribute passed during SSO? Self-Register - Self Reported?! Document Ordering: How will the student request a transcript of their coursework? Single Transcript Document for all campuses? One Document Type per campus?! Transcript Fulfillment: How will the requests be fulfilled by the SIS Automation? Will the SIS support the desired ordering workflow?! Administration: How will the staff support the multi-campus workflow? What group/user visibility is required Technical Requirements:! Site Branding! Per Campus Document Artwork! Per Campus Document Naming or SFTP inbox/outbox 25

27 Addendum: Multiple Degree Level Configuration Description: Many schools have multiple degree levels such as Undergraduate, Graduate, Medical, etc. Multiple degree levels often require unique transcript/document branding, unique processing procedures, or custom programming. Multiple Degree Level support lets staff process transcripts/documents for all of their departments, colleges and degree levels. Students are able to order transcripts with the specific coursework that they are interested in. Average amount of time require to implement: Duration: 20 Days (Additional to standard implementation) Effort: 20 Hrs (Additional to standard implementation) Member Resources: Role Responsibility Associated Titles Project Sponsor Project Manager Functional Lead/BA SIS Administrator Has ability to make critical business level decisions. Coordinate meeting attendance, project milestones, and stakeholder sign off. This role is the main point of contact with Parchment s Project Manager Owns the overall business process for processing transcripts. Designs the testing matrix. Has access and ability to make functional changes to the student information system (SIS). VP Student Services, Registrar Project Manager, Registrar, Associate Registrar Business Analyst, Registrar, Assistant Registrar SIS Administrator, Assistant Registrar Number of meetings required (4):! Meeting 1: Feature Overview Introduction to features, scoping, Business Analysis Deliverables: List of Action Items/Decisions to be made! Meeting 2: Functional Workshop Working meeting to implement feature based on decisions from Meeting 1 May be combined with main implementation Functional Workshop Deliverables: Working System for testing! Meeting 3: Technical Workshop Working meeting with SIS Automation Team to implement multiple degree level processing 26

28 May be combined with main implementation Technical Workshop Deliverables: Working System for testing! Meeting 4: Testing/Validation Review of issues found during testing and validation Deliverables: Close plan for feature validation and signoff Overview of the main milestones that need to be completed:! Define business rules for supporting multiple degree levels! Collect Branding collateral (per document artwork)! Implement SIS Automation support for multiple degree levels! Configure Service! Testing and Validation Business Decisions that need to be made:! Student Identification: How are students authorized to request a specific degree level transcript? SSO Identify attributes passed during SSO Self-Register Determine how to handle Self Reported Registrations! Document Ordering: How will the student request a transcript of their coursework? Single Transcript Document for all coursework (combining degree levels) One Document Type per degree level! Transcript Fulfillment: How will the requests be fulfilled by the Ellucian? Will the Ellucian support the desired ordering workflow?! Administration: How will the staff support the ordering workflow? What group/user visibility is required Technical Requirements:! Per Degree Level Document Artwork! Per Degree Level Document Naming or SFTP inbox/outbox 27

29 Addendum: Outsourced Print & Mail Service Description: Parchment Print & Mail handles all transcript print operations for a Member. Average amount of time require to implement: Duration: <5 Days (Additional to standard implementation) Effort: <10 Hrs (Additional to standard implementation) Member Resources: Role Responsibility Associated Titles Project Sponsor Project Manager Functional Lead/BA SIS Administrator Has ability to make critical business level decisions. Has influence over all campuses. Coordinate meeting attendance, project milestones, and stakeholder sign off. This role is the main point of contact with Parchment s Project Manager Owns the overall business process for processing transcripts. Designs the testing matrix. Has access and ability to make functional changes to the student information system (SIS). VP Student Services, Registrar Project Manager, Registrar, Associate Registrar Business Analyst, Registrar, Assistant Registrar SIS Administrator, Assistant Registrar Number of meetings required (2):! Meeting 1: Feature Overview, Workshop Introduction to features, scoping, Business Analysis Technical discussion on changes to fulfillment workflow Deliverables: All information required to configure service! Meeting 2: Testing/Validation Review of issues found during testing and validation Deliverables: Close plan for feature validation and signoff Overview of the main milestones that need to be completed:! Review print operations workflow! Implement SIS Automation support for print operations 28

30 ! Configure Service! Testing and Validation Business Decisions that need to be made:! Pick-Up Transcript Option - Will the school support a locally printed (on campus) transcript available for pickup by the student? Technical Requirements:! Support Print Ops Fulfillment - For paper document requests, an electronic transcript document needs to be returned to Parchment for printing (similar to etranscript fulfillment) 29

31 Addendum: SFTP Configuration Description: SFTP (SSH File Transfer Protocol) is a file manipulation and transfer protocol used in an SSH channel. It replicated much of the functionality of the standard FTP protocol in a much more secure environment. Setup Authentication Keys: Connection to the Parchment SFTP Server is accomplished using key based authentication. The school will need to generate a private key, and send the public key to Parchment. SFTP Server Connection Information SFTP Connection Server: sftp.parchment.com Port: 22 SFTP Connection Details Name Value Comment Server User sftp.parchment.com <supplied by Parchment> Outbox./outbox Order Files (PESC Transcript Request XMLResponse XML) will be placed in this folder by Parchment. The school will read files from this folder. The school will delete files when successfully read and processed Inbox./inbox Status Files (PESC Transcript Request) will be placed in this folder by the school. PDF files will be placed in 30

32 this folder by the school Parchment will read files from this folder and delete files when successfully read and processed Archive./archive This folder is available to the school for archiving in process files. Generate a Key Pair Connection to the Parchment SFTP Server is accomplished using key based authentication. The school will need to generate a private key, and send the public key to Parchment. If the school does not have a Private key, an open source tool such as PuTTYgen may be used. Once the SFTP connection has been established, the shared code and processes will be put into place and Parchment and your SIS will be able to share information effectively. 31

33 Contact information PARCHMENT CORPORATE HEADQUARTERS Parchment Inc N Scottsdale Road, Ste 330 Scottsdale, Arizona TECHNICAL SUPPORT Go to exchange.parchment.com/support where you can search our Support Center for answers to questions. Make sure you re logged in first because we create special content just for you! Or click Submit a ticket from the home page of our Support Center and someone from our technical support team will get back to you right away. exchange.parchment.com