Guide Parchment to Implementation Send K-12 and User Automation: Guide PeopleSoft
2 Contents OVERVIEW 3 PRODUCT OVERVIEW 4 Access 4 Transcript Ordering 4 Request Processing 4 Transcript Request Fulfillment 5 Summary of Available Fulfillment Options 5 PROCESSING OVERVIEW 6 AUTHENTICATION 7 Transcript Request Web Services 7 SFTP Response Processing 7 REQUIRED RESOURCES 8 Implementing Institution Resources 9 IMPLEMENTATION LIFECYCLE 10 KICK OFF CALL 12 FUNCTIONAL WORKSHOP 14 TECHNICAL WORKSHOP 16 TESTING & TRAINING WORKSHOP 19 GO LIVE WORKSHOP 21 PROJECT REVIEW 23 ADDENDUM: MULTI-CAMPUS CONFIGURATION 25 ADDENDUM: MULTIPLE DEGREE LEVEL CONFIGURATION 28 ADDENDUM: OUTSOURCED PRINT & MAIL SERVICE 30 ADDENDUM: STUDENTCHECK WEB SERVICE 32 ADDENDUM: SFTP 33 CONTACT INFORMATION 35
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
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 Oracle s Integration Broker.
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
6 Processing Overview
7 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 Search 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. TRANSCRIPT REQUEST WEB SERVICES Leverage the PeopleSoft Integration Broker to create a web service for processing transcript requests. SFTP RESPONSE PROCESSING Configure the Parchment SFTP server to fulfill requests and send status updates, providing timely results and informative updates.
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
9 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. * based on institution specific modifications
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 golive 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 workshop will include a technical review of the technical requirements and environment that will be in used to authenticate, process orders, and fulfill requests. This workshop 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 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.
11 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 60-90 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.
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
13 OUTCOME/ACTION ITEMS Parchment Member
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 PeopleSoft implementations. REQUIRED ATTENDEES 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 60-90 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) Order processing - Current Students (Authenticated) - Former Students (Un-authenticated)
15 Transcript processing and fulfillment - 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 PeopleSoft interface. Parchment Member
16 Technical Workshop OVERVIEW Clearly set timelines and expectations to execute the student ordering workflow. REQUIRED ATTENDEES PREPARATION/REQUIREMENTS Functional requirements are defined. Provide Parchment technical team external access to the development instance of your PeopleSoft Integration Broker. DURATION 60-90 minutes AGENDA Deep dive of Authentication methods - Single Sign-On (Secure Redirect) - Search/Match (Web Service, If applicable) - Service Indicators Order Processing - Transcript Request (Web Service or SFTP) - PESC XML Request
17 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 - Locally-prepared Paper Transcripts - SFTP vs. Web Service SUPPLEMENTAL INFORMATION (PROVIDED POST KICK OFF MEETING) SSO Guide - Sample Oracle/SQL code included SFTP Transcript Processing Guide - SFTP Key Generation Web Services Transcript Request Processing Guide Web Services Transcript Response Processing Guide PESC XML Request data mapping spreadsheet - ISO 3166 Country and Zone List and UI explanation PESC XML Response mapping spreadsheet Shared PeopleCode (Provided by member institution)
18 OUTCOME/ACTION ITEMS Parchment Member
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 PREPARATION/REQUIREMENTS The integration is deployed and ready for end to end functional testing in a test/qa environment. DURATION 60-90 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 PeopleSoft) - Former Students (Imaged or Split Records)
20 - Hard copy (paper) Transcript Execute test plan and utilize as a training tool (May require additional workshop) OUTCOME/ACTION ITEMS Parchment Member Sample Test Matrix
21 Go live Workshop OVERVIEW Define a plan to deploy the implementation into a production environment. REQUIRED ATTENDEES PREPARATION Test plan has been defined, executed, and signed off on by the project leads. DURATION 30-60 minutes AGENDA Verify testing is complete Verify migration and deployment plan Coordinate dates Verify production migration and deployment Go-live!
22 OUTCOME/ACTION ITEMS Parchment Member
23 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 PREPARATION Production system is active and processing transcript requests. DURATION 30-60 minutes AGENDA Successes Areas for Improvement Known issues Implementation Survey Introduction to support methodology Open Q/A
24 OUTCOME/ACTION ITEMS Parchment Ongoing Support After the transition to your dedicated Account Executive and Parchment s Support team, you will receive ongoing support to ensure that your etranscript solution continues to function properly. Your Account Executive will serve as your main point of contact and will be able to assist with any training or marketing coordination, contractual questions, or enhancement discussions. Parchment s support team provides phone and online support for individual transcript trouble shooting or assistance with student requests
25 Addendum: Multi-Campus Configuration 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) INSTITUTIONAL RESOURCES 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
26 - Deliverables: Working System for testing 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?
27 - What group/user visibility is required TECHNICAL REQUIREMENTS Site Branding Per Campus Document Artwork Per Campus Document Naming or SFTP inbox/outbox
28 Addendum: Multiple Degree Level Configuration 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. AVG AMOUNT OF TIME REQUIRE TO IMPLEMENT Duration: 20 Days (Additional to standard implementation) Effort: 20 Hrs (Additional to standard implementation) INSTITUTIONAL RESOURCES 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
29 Meeting 3: Technical Workshop - Working meeting with SIS Automation Team to implement multiple degree level 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 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 - 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 coursework (combining degree levels) - One Document Type per degree level 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 ordering workflow? - What group/user visibility is required TECHNICAL REQUIREMENTS Per Degree Level Document Artwork Per Degree Level Document Naming or SFTP inbox/outbox
30 Addendum: Outsourced Print & Mail Service Parchment Print & Mail handles all transcript print operations for a Member. AVG AMOUNT OF TIME REQUIRE TO IMPLEMENT Duration: <5 Days (Additional to standard implementation) Effort: <10 Hrs (Additional to standard implementation) INSTITUTIONAL RESOURCES 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:
31 Review print operations workflow Implement SIS Automation support for print operations 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)
32 Addendum: StudentCheck Web Service The StudentCheck Web Service is used to authenticate students and check to see if they have any holds that would prevent them from ordering a transcript. It is invoked by the ordering service in two different situations or modes: 1. Authentication: The StudentCheck web service may be invoked each time a student creates an account by self-registration. The web service will accept the student s authentication information as inputs (i.e. name while attending, dob, years attended, etc) and return the student s SIS id and any holds that may prevent transcript ordering. 2. Hold Check: The StudentCheck web service will also be invoked by the ordering site each time a user logs in either through the Single Sign-On or Self Registering interface. This web service will accept the student s SIS Id as inputs and return the Hold Reasons that would prevent the student from ordering a transcript. WEB SERVICE DEFINITION WSDL REQUEST RESPONSE
33 Addendum: SFTP 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
34 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.
35 Contact information PARCHMENT CORPORATE HEADQUARTERS Parchment Inc. 6263 N Scottsdale Road, Ste 330 Scottsdale, Arizona 85250 TECHNICAL SUPPORT Go to /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.