2014 AACRAO Technology
Case Studies: Electronic Data Life Cycle from Application to Enrollment
2014 AACRAO Technology Matt Bemis, University of Southern California Tuan Anh Do, San Francisco State University
Presentation Overview
USC Case Study – Leveraging systems, standards and service providers to streamline data processing and improve services
Getting the most out of electronic transcripts transmissions
Automating your processing of student Test Score data
EDI transcripts exchange successes at USC
AP Exam data - What you need to know to process data efficiently
Creating electronic exchange partnerships with vendors
Automation of International Degree Verifications and transfer credit evaluation processing through successful vendor partnerships
EDI transcripts exchange successes at USC EDI
development timeline at USC
Began
mapping inbound EDI transactions in late 2009 as part of the EtranscriptCA efforts three weeks to go live in production – found the inbound effort very easy to configure with existing degree audit software application system.
Took
Thought
we were hot stuff with the ease of implementation.
EDI transcripts exchange successes at USC
What we learned as we broadened our base of EDI trading partners (i.e. Texas Server deliverables):
EDI acknowledgement transactions are necessary for most senders
Handling EDI data from district schools
Imaging EDI transactions to existing systems (in real time)
Handling prior degree information in EDI transactions
Mapping FICE, ACT, and CEEB data reliably
Data rendering interface for Advisor use
EDI transcripts exchange successes at USC
Other lessons learned with EDI transcripts:
Handling ‘Unknown’ student transcript transactions
Handling unexpected transactions (unknown CEEBs)
How to handle EDI data for students not yet admitted
Reporting ‘change of data’ instances for administrative review
The importance of weekly reporting of EDI receipt activity
Development and production of outbound USC EDI transcript transactions – a humbling experience.
EDI transcripts exchange successes at USC
Where we were, and how far we have come:
2010 -- 1474 inbound TS130 transactions received
2011 -- 2212 inbound TS130 transactions received
2012 -- 4287 inbound TS130 transactions received
2013 -- 5828 inbound TS130 transactions received
2014 (through June 1) – 5300 inbound TS130 transactions received What really has changed? Hassle free, hands free transfer credit evaluations for every EDI transcript received (almost).
Electronic data workflow at USC
Electronic data workflow at USC
Transcript Viewer Utility
Rendered TS130 Data, with additional data populated from SIS:
Weekly activity report – Very important!
Resources Available to You: http://speedeserver.org
AP Exam data processing ETS
service provider makes available encrypted file for download
Easy
to register and use key pairs for decryption of data
Records
matching/mapping and data management will be your challenge
AP Exam data processing at USC Lessons
learned in handling this data well:
Records
USC uses last name, first name, and date of birth Intentionally, SSN matching is not engaged
How
matching criteria:
to manage unmatched records
Process to ‘re-index’ records Necessary on records where data is transposed or ill formatted Handling records where multiple student IDs are matched Process to archive data that has been re-indexed or deleted from process file queue Creating ‘inquiry’ records for unmatched record IDs
Handling AP
error codes No AP exam file left unprocessed. Period.
Successful vendor partnerships
USC sought help with a major processing bottleneck: International degree verification.
Facts:
USC is the largest provider of postsecondary education to international students
Every graduate student must have a prior degree verification on file, as a condition of admission
Successful vendor partnerships
The Problem:
The registrar’s office assumed responsibility for this service but was not provided any staff with subject matter expertise
The learning curve associated with the evaluation and authentication of transcript and diploma documents
The incident of fraudulent transcripts and credentials for international documents
USC is the largest provider of postsecondary education to international students
Successful vendor partnerships
The Solution:
Changed business practices to outsource evaluation services
Made the decision to single source the third party service provider
Began early in the vendor selection the discussion of codevelopment of services to deliver evaluation results through established EDI and/or XML standards
Represented this co-development as a win-win for all parties involved – USC, the vendor, and students
Successful vendor partnerships
Where we are today
We LOVE our third party vendor, IERF!
Open to co-development of any area that would improve services Always accessible and responsive Very helpful in other areas of processing
Since going live in November 2013, more than 750 verifications have been processed successfully (will process 2000+ annually) Has removed a full FTE+ assignment from this service area Has greatly improved quality and consistency of the evaluation process Protects USC from fraudulent documents and other areas of exposure Rollout of EDI transmissions could have not gone more smoothly
Questions?
Email: [email protected]
2014 AACRAO Technology Matt Bemis, University of Southern California Tuan Anh Do, San Francisco State University
Presentation Overview
USC Case Study – Leveraging systems, standards and service providers to streamline data processing and improve services
Getting the most out of electronic transcripts transmissions
Automating your processing of student Test Score data
EDI transcripts exchange successes at USC
AP Exam data - What you need to know to process data efficiently
Creating electronic exchange partnerships with vendors
Automation of International Degree Verifications and transfer credit evaluation processing through successful vendor partnerships
EDI transcripts exchange successes at USC EDI
development timeline at USC
Began
mapping inbound EDI transactions in late 2009 as part of the EtranscriptCA efforts three weeks to go live in production – found the inbound effort very easy to configure with existing degree audit software application system.
Took
Thought
we were hot stuff with the ease of implementation.
EDI transcripts exchange successes at USC
What we learned as we broadened our base of EDI trading partners (i.e. Texas Server deliverables):
EDI acknowledgement transactions are necessary for most senders
Handling EDI data from district schools
Imaging EDI transactions to existing systems (in real time)
Handling prior degree information in EDI transactions
Mapping FICE, ACT, and CEEB data reliably
Data rendering interface for Advisor use
EDI transcripts exchange successes at USC
Other lessons learned with EDI transcripts:
Handling ‘Unknown’ student transcript transactions
Handling unexpected transactions (unknown CEEBs)
How to handle EDI data for students not yet admitted
Reporting ‘change of data’ instances for administrative review
The importance of weekly reporting of EDI receipt activity
Development and production of outbound USC EDI transcript transactions – a humbling experience.
EDI transcripts exchange successes at USC
Where we were, and how far we have come:
2010 -- 1474 inbound TS130 transactions received
2011 -- 2212 inbound TS130 transactions received
2012 -- 4287 inbound TS130 transactions received
2013 -- 5828 inbound TS130 transactions received
2014 (through June 1) – 5300 inbound TS130 transactions received What really has changed? Hassle free, hands free transfer credit evaluations for every EDI transcript received (almost).
Electronic data workflow at USC
Electronic data workflow at USC
Transcript Viewer Utility
Rendered TS130 Data, with additional data populated from SIS:
Weekly activity report – Very important!
Resources Available to You: http://speedeserver.org
AP Exam data processing ETS
service provider makes available encrypted file for download
Easy
to register and use key pairs for decryption of data
Records
matching/mapping and data management will be your challenge
AP Exam data processing at USC Lessons
learned in handling this data well:
Records
USC uses last name, first name, and date of birth Intentionally, SSN matching is not engaged
How
matching criteria:
to manage unmatched records
Process to ‘re-index’ records Necessary on records where data is transposed or ill formatted Handling records where multiple student IDs are matched Process to archive data that has been re-indexed or deleted from process file queue Creating ‘inquiry’ records for unmatched record IDs
Handling AP
error codes No AP exam file left unprocessed. Period.
Successful vendor partnerships
USC sought help with a major processing bottleneck: International degree verification.
Facts:
USC is the largest provider of postsecondary education to international students
Every graduate student must have a prior degree verification on file, as a condition of admission
Successful vendor partnerships
The Problem:
The registrar’s office assumed responsibility for this service but was not provided any staff with subject matter expertise
The learning curve associated with the evaluation and authentication of transcript and diploma documents
The incident of fraudulent transcripts and credentials for international documents
USC is the largest provider of postsecondary education to international students
Successful vendor partnerships
The Solution:
Changed business practices to outsource evaluation services
Made the decision to single source the third party service provider
Began early in the vendor selection the discussion of codevelopment of services to deliver evaluation results through established EDI and/or XML standards
Represented this co-development as a win-win for all parties involved – USC, the vendor, and students
Successful vendor partnerships
Where we are today
We LOVE our third party vendor, IERF!
Open to co-development of any area that would improve services Always accessible and responsive Very helpful in other areas of processing
Since going live in November 2013, more than 750 verifications have been processed successfully (will process 2000+ annually) Has removed a full FTE+ assignment from this service area Has greatly improved quality and consistency of the evaluation process Protects USC from fraudulent documents and other areas of exposure Rollout of EDI transmissions could have not gone more smoothly
Questions?
Email: [email protected]
