put some wind in your sails: tools to successfully implement electronic transcript exchange
DESCRIPTION
Sunday, July 1 st , 2012 Crystal Room Session 151. Put Some Wind in Your Sails: Tools to Successfully Implement Electronic Transcript Exchange. AACRAO Technology Conference 2012. Agenda. Getting Started Options to Consider Benefit Analysis Cost Factors Security & Ferpa Compliance - PowerPoint PPT PresentationTRANSCRIPT
Put Some Wind in Your Sails: Tools to Successfully Implement
Electronic Transcript Exchange
AACRAO Technology Conference 2012
American Association of Collegiate Registrars and Admissions Officers
Sunday, July 1st, 2012Crystal RoomSession 151
Agenda• Getting Started• Options to Consider• Benefit Analysis• Cost Factors• Security & Ferpa Compliance• Checklists & Resources• Q & A
Getting Started
Problem to Be Solved
Quick Hits Medium Term
Goals Long Term Goals
Tactical vs. Strategic Implementation
Phased Approach Your Environment
vs. Industry
Project Plan Strategy
Options to ConsiderWith dozens of vendors who should you
pick? What processes do they support? (ordering, sending, receiving,
reporting) What flexibility can they offer for various methods of transcript
exchange (PDF, EDI, XML)? Do they use a proprietary format or the PESC Standard? Do they send their transactions through the Texas Server or a private
network? Are you required to pay a fee to send or receive transcripts? Are you required to sign a contract to receive member institution
transcripts? Are they willing to send transactions through the Texas Server? Is the solution they are pitching live in production or under
development? Are they compatible with your desired trading partners? Who is on their list of active senders and receivers? Will their member institutions accept your orders and transcripts, and
send you transcripts (even out of state)?
Options to ConsiderWatch
out here
comes some
multiple
methods of
exchange
EDI
XML
PDFEmbedd
edPDF
Benefit AnalysisSending• Paper generally at least twice as costly as
electronic• Staffing efficiency is proportionate to % sent
electronically • Increased securityRequesting & Receiving • Staffing efficiency is proportionate to %
requested and received electronically and level of data integration
• Cycle time drastically reduced General Expectations• 25-35% savings for sending• 65-75% savings for receiving
(impacted by amount of automation upon receipt)
Cost FactorsELECTRONIC COSTS PAPER COSTSComputer hardware / software Computer hardware/softwareTechnical expertise with programming & networking
Printer / toner
Functional expertise with mapping data School sealStaff training Stuffing / sorting/collatingAltered business process Fraud prevention efforts/security paperTrading partners (# can effect ROI) Mailing / postage Printer / paper if you are not fully automated
Cost of slower service (rework or student changes mind)
Format conversion (PDF, EDI, XML)? Vendor fees if outsourced
Import (imaging, SIS, Degree Audit) Staff inefficiencies higher FTE ratioRelationship building (staff position) Increased errors due to manual handlingVendor costs (if applicable) Increased risk of compliance breech PII
Security
Paper System Solutions, Issues, Stabs in the Dark
Security paper Color background/
foreground Formatting Watermarks University Seal Signatures (hand-
written, stamps, pre-printed)
Security Envelopes Federal Postal System
Color Printers Desktop Publishing
software Whose seal? Digital Scanners Old –fashioned steam iron “Black-Hole”
Security Features Possible Stab Wounds
Ferpa ComplianceFERPA Regulations support electronic
exchange of transcripts under the following conditions…
FERPA regulations do not prohibit the use of electronic methods of exchange
The business process really determines if exchanging a request electronically is appropriate
These transactions are compliant as long as they are initiated from a trusted source
Protect your students and institution by having them sign the consent/release form to authorize a request
EDI / XML Research Checklist
Electronic Communications
VAN Internet (ftp, e-mail,
http) Vendor fees
Operational Integration Mapping EDI or XML
into existing business processes & systems
Content management & business rules
Multiple standards (X12 EDI, XML, proprietary)
Versions
Audit / Reporting Volume Successful and
unsuccessful transmissions
User Interface / Access Tools for users to
monitor data Interface for users to
review and process transcripts sending and/or receiving transcripts
Pre-work Research Checklist
Learn what vendor-delivered software tools and programs are available
Build on experience of others (networking from conferences)
Identify experience / knowledge of existing staff
Identify cost share opportunities Partner institutions Other groups at your own institution (Records,
Admissions, Fin Aid) State/Regional Initiatives (mandates or grants)
ROI Analysis ChecklistDistinguish one-time vs. recurring
costs One-time
Mapping Trading partner
relationships Integration
Recurring Software license
fees Maintenance
contracts Staffing
Resources EDX Primer publication & other AACRAO Technical
publicationshttp://www.aacrao.org/publications/publications_catalog/publications_catalog_technology.aspx
Texas SPEEDE Server Documentation, FAQ’s & Software http://registrar.utexas.edu/speede
SPEEDE listserv for questions and answers in the SPEEDE Community AACRAO electronic transcript discussion
Post Secondary Electronic Standards Council electronic exchange community, workgroups, schemas and implementation guideshttp://www.pesc.org
SPEEDE – A Professional Development Committee of AACRAOAmerican Association of Collegiate Registrars and Admissions Officers
Questions & Discussion
ContactsRick Skeel
Monterey [email protected] presentation was brought to you by the
AACRAO SPEEDE Committee [email protected]