Session Title
Considerations and Best Practices in the Electronic Exchange of Student Transcripts: EDI, XML, PDF Presented by: W. Matt Bemis, Associate Registrar, University of Southern California
Tuesday, April 01 Session ID 2059
Sue Reyes, M.S., Enrollment Services, San Diego State University
Doug Holmes, Software Developer, Ontario Universities’ Application Centre
1:00 PM - 2:00 PM
Session Rules of Etiquette • Please turn off your cell phone/pager • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session • Please complete the session evaluation Thank you for your cooperation! AACRAO - Denver 2014
Session ID: 2059
Agenda • A brief history and considerations of various methods of transcript exchange to include: • EDI Transcripts
• PDF Transcripts • XML Transcripts
AACRAO - Denver 2014
Session ID: 2059
EDI History
• The AACRAO Standardization of Postsecondary Education Electronic Data Exchange Committee (SPEEDE) began developing national standard in 1989
• AACRAO SPEEDE developed the initial format for the College Transcript • US Department of Education’s National Center for Education Statistics (NCES) began developing a national standard during same timeframe • NCES developed the format for the K-12 Transcript • Both groups worked with the American National Standards Institute (ANSI) Accredited Standards Committee (ASC) X12 to develop standard formats • ANSI ASC X12 Transaction Set 130 for the Student Educational Record (Transcript) approved in early ’90’s • Goal to transmit data with the least amount of characters necessary
AACRAO - Denver 2014
Session ID: 2059
EDI Process Benefits • Standards are consistent • Resources are available
• Sender and receiver are identified
• Processes can be batched and automated
• Automated acknowledgements of both delivery and receipt possible
• Large volume of current institutions using standard
• Transmission through SPEEDE Server benefits trading partners
• State/Province and district initiatives
• Costs decrease
AACRAO - Denver 2014
• Speede delivery
Session ID: 2059
EDI Institutional Considerations • Capabilities of the organization • IT resources available • Interest level of senior management • Compatibility with SIS
• Cost/benefit analysis • In house vs. vendor sponsored solution • Efficiency gains • Strategic goals • Preferred trading partner methodologies
AACRAO - Denver 2014
Session ID: 2059
EDI Process Considerations • Technical complexity limits some institutions • Need for translation software or SIS compatibility to recognize full benefits • Data mapping can be cumbersome • Perception of complexity or lack of IT resources • ANSI ASC X12A Education sub-committee inactive since 2005 • Many small important setup details, but it’s only done once
AACRAO - Denver 2014
Session ID: 2059
PDF History • Portable Document Format (PDF) Created by Adobe Systems 19+ years ago • Released as an open standard in 2008 • Electronic image vs. electronic data
• Extract a dataset from sending institution and spool to PDF document • Secure PDF signed and certified as authentic -- digitally signed for authentication • Encryption/Decryption sender and receiver keys – Provides a secure method of transmission • PDF files can have document-level and page-level file attachments AACRAO - Denver 2014
Session ID: 2059
PDF Transcripts Benefits • Can be sent to any computer anywhere; not just to another school • More secure than mail • Less opportunity for fraud • Faster delivery and easy for human to print or view • Low cost • Ease of Import into document management systems • Fast implementation • Easier batching abilities
AACRAO - Denver 2014
Considerations • Upload of data to SIS can difficult • Longevity – Different philosophies on appropriateness of expiration
• Multiple transmission methodologies – Vendor differences – Varying cost models for senders/receivers – Closed networks
Session ID: 2059
PDF Transcripts in Review – USC’s Experience • USC released its first PDF transcript in May 2008. • How early adopted policies have evolved. • PDF transcripts are considered an official USC transcript. • PDFs are ‘certified’, guaranteeing hat the have been created by USC, and assuring the content of the transcripts are unaltered. • Certification and document rights managed through service provider • Ordering process fully integrated into existing transcript process and SIS • PDFs comprise more than 30% of current transcript orders • Current development is focusing on embedding other documents into PDF transcript (e.g. PDF Diplomas as a service) AACRAO - Denver 2014
Session ID: 2059
PDF Challenges • • • • •
Mac users Email directed to spam filters Bad email address Print or no print Are recipients willing to accept a PDF transcript?
AACRAO - Denver 2014
Session ID: 2059
What is XML ? • XML stands for eXtensible Markup Language • XML is a markup language much like HTML • XML was designed to carry data, not to display data • XML is designed to be self-descriptive
AACRAO - Denver 2014
Session ID: 2059
XML High School Transcript Schema
AACRAO - Denver 2014
Session ID: 2059
XML Example - <Student> - <SchoolAssignedPersonID>309032191 582425187 123456789 1989-06-12 Kristen <MiddleName /> Young Female
AACRAO - Denver 2014
Session ID: 2059
Key Benefits of XML • Content identification • Enforced structure • International standard • Industry standardization
AACRAO - Denver 2014
Session ID: 2059
Additional XML Benefits • It supports Unicode, allowing almost any information in any written human language to be communicated • Format uses English and less abbreviations making it less technical to read than EDI format • It can be updated incrementally • It is platform-independent, thus relatively immune to changes in technology • Forward and backward compatibility are relatively easy to maintain despite changes in Schema • Compatible with SEVIS, IPEDS and NCATE (for teachers) • XML preferred by IT because it is a format they are familiar with AACRAO - Denver 2014
Session ID: 2059
XML Considerations • XML syntax is large relative to EDI (binary) representations of similar data • This results in higher storage, transmission and processing costs – Example 2K EDI = 30k XML (compression available in Office 07)
• XML syntax is verbose, especially for human readers, relative to other alternative 'text-based' data – Number of tags = more to sift through to determine what you need for your SIS as a receiver
AACRAO - Denver 2014
Session ID: 2059
Resources Available to You: http://speedeserver.org/
AACRAO - Denver 2014
Session ID: 2059
SPEEDE Server Registrant Lists and Activity Reports
AACRAO - Denver 2014
Session ID: 2059
AACRAO - Denver 2014
Session ID: 2059
Other Resources of Interest
AACRAO - Denver 2014
Session ID: 2059
Upcoming Conference Opportunities AACRAO’s Technology & Transfer Conference – Ft Lauderdale, July 6-8, 2014 http://aacrao.org/training-and-events/meetings/current-meetings/2014technology-and-transfer-conference
Regional - RMACRAO Conference – Albuquerque, July 16-18, 2014 http://www.rmacrao.org/rmacrao-annual-meeting-2014/ PESC - Fall 2014 Data Summit – tbd, October 2014 http://www.pesc.org/interior.php?page_id=234
AACRAO - Denver 2014
Session ID: 2059
Additional Resources • AACRAO Professional Development • AACRAO offers professional development opportunities through meetings, online classes and webinars. For more information, please visit http://www.aacrao.org/index.aspx
• Publications • AACRAO offers a valuable library of resources on transfer and other higher education topics. For a listing of our recent publications, please visit http://aacrao.org/professional-resources/publications
AACRAO - Denver 2014
Session ID: 2059
Questions? [email protected] http://www4.aacrao.org/committees/?period=present&committee=SPEEDE
• Additional Resources • • • •
http://www.aacrao.org/About-AACRAO/committees/speede.aspx www.x12.org [email protected] pesc.org
AACRAO - Denver 2014
Session ID: 2059
Tuesday, April 01 Session ID 2059
Sue Reyes, M.S., Enrollment Services, San Diego State University
Doug Holmes, Software Developer, Ontario Universities’ Application Centre
1:00 PM - 2:00 PM
Session Rules of Etiquette • Please turn off your cell phone/pager • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session • Please complete the session evaluation Thank you for your cooperation! AACRAO - Denver 2014
Session ID: 2059
Agenda • A brief history and considerations of various methods of transcript exchange to include: • EDI Transcripts
• PDF Transcripts • XML Transcripts
AACRAO - Denver 2014
Session ID: 2059
EDI History
• The AACRAO Standardization of Postsecondary Education Electronic Data Exchange Committee (SPEEDE) began developing national standard in 1989
• AACRAO SPEEDE developed the initial format for the College Transcript • US Department of Education’s National Center for Education Statistics (NCES) began developing a national standard during same timeframe • NCES developed the format for the K-12 Transcript • Both groups worked with the American National Standards Institute (ANSI) Accredited Standards Committee (ASC) X12 to develop standard formats • ANSI ASC X12 Transaction Set 130 for the Student Educational Record (Transcript) approved in early ’90’s • Goal to transmit data with the least amount of characters necessary
AACRAO - Denver 2014
Session ID: 2059
EDI Process Benefits • Standards are consistent • Resources are available
• Sender and receiver are identified
• Processes can be batched and automated
• Automated acknowledgements of both delivery and receipt possible
• Large volume of current institutions using standard
• Transmission through SPEEDE Server benefits trading partners
• State/Province and district initiatives
• Costs decrease
AACRAO - Denver 2014
• Speede delivery
Session ID: 2059
EDI Institutional Considerations • Capabilities of the organization • IT resources available • Interest level of senior management • Compatibility with SIS
• Cost/benefit analysis • In house vs. vendor sponsored solution • Efficiency gains • Strategic goals • Preferred trading partner methodologies
AACRAO - Denver 2014
Session ID: 2059
EDI Process Considerations • Technical complexity limits some institutions • Need for translation software or SIS compatibility to recognize full benefits • Data mapping can be cumbersome • Perception of complexity or lack of IT resources • ANSI ASC X12A Education sub-committee inactive since 2005 • Many small important setup details, but it’s only done once
AACRAO - Denver 2014
Session ID: 2059
PDF History • Portable Document Format (PDF) Created by Adobe Systems 19+ years ago • Released as an open standard in 2008 • Electronic image vs. electronic data
• Extract a dataset from sending institution and spool to PDF document • Secure PDF signed and certified as authentic -- digitally signed for authentication • Encryption/Decryption sender and receiver keys – Provides a secure method of transmission • PDF files can have document-level and page-level file attachments AACRAO - Denver 2014
Session ID: 2059
PDF Transcripts Benefits • Can be sent to any computer anywhere; not just to another school • More secure than mail • Less opportunity for fraud • Faster delivery and easy for human to print or view • Low cost • Ease of Import into document management systems • Fast implementation • Easier batching abilities
AACRAO - Denver 2014
Considerations • Upload of data to SIS can difficult • Longevity – Different philosophies on appropriateness of expiration
• Multiple transmission methodologies – Vendor differences – Varying cost models for senders/receivers – Closed networks
Session ID: 2059
PDF Transcripts in Review – USC’s Experience • USC released its first PDF transcript in May 2008. • How early adopted policies have evolved. • PDF transcripts are considered an official USC transcript. • PDFs are ‘certified’, guaranteeing hat the have been created by USC, and assuring the content of the transcripts are unaltered. • Certification and document rights managed through service provider • Ordering process fully integrated into existing transcript process and SIS • PDFs comprise more than 30% of current transcript orders • Current development is focusing on embedding other documents into PDF transcript (e.g. PDF Diplomas as a service) AACRAO - Denver 2014
Session ID: 2059
PDF Challenges • • • • •
Mac users Email directed to spam filters Bad email address Print or no print Are recipients willing to accept a PDF transcript?
AACRAO - Denver 2014
Session ID: 2059
What is XML ? • XML stands for eXtensible Markup Language • XML is a markup language much like HTML • XML was designed to carry data, not to display data • XML is designed to be self-descriptive
AACRAO - Denver 2014
Session ID: 2059
XML High School Transcript Schema
AACRAO - Denver 2014
Session ID: 2059
XML Example - <Student> - <SchoolAssignedPersonID>309032191 582425187 123456789 1989-06-12 Kristen <MiddleName /> Young Female
AACRAO - Denver 2014
Session ID: 2059
Key Benefits of XML • Content identification • Enforced structure • International standard • Industry standardization
AACRAO - Denver 2014
Session ID: 2059
Additional XML Benefits • It supports Unicode, allowing almost any information in any written human language to be communicated • Format uses English and less abbreviations making it less technical to read than EDI format • It can be updated incrementally • It is platform-independent, thus relatively immune to changes in technology • Forward and backward compatibility are relatively easy to maintain despite changes in Schema • Compatible with SEVIS, IPEDS and NCATE (for teachers) • XML preferred by IT because it is a format they are familiar with AACRAO - Denver 2014
Session ID: 2059
XML Considerations • XML syntax is large relative to EDI (binary) representations of similar data • This results in higher storage, transmission and processing costs – Example 2K EDI = 30k XML (compression available in Office 07)
• XML syntax is verbose, especially for human readers, relative to other alternative 'text-based' data – Number of tags = more to sift through to determine what you need for your SIS as a receiver
AACRAO - Denver 2014
Session ID: 2059
Resources Available to You: http://speedeserver.org/
AACRAO - Denver 2014
Session ID: 2059
SPEEDE Server Registrant Lists and Activity Reports
AACRAO - Denver 2014
Session ID: 2059
AACRAO - Denver 2014
Session ID: 2059
Other Resources of Interest
AACRAO - Denver 2014
Session ID: 2059
Upcoming Conference Opportunities AACRAO’s Technology & Transfer Conference – Ft Lauderdale, July 6-8, 2014 http://aacrao.org/training-and-events/meetings/current-meetings/2014technology-and-transfer-conference
Regional - RMACRAO Conference – Albuquerque, July 16-18, 2014 http://www.rmacrao.org/rmacrao-annual-meeting-2014/ PESC - Fall 2014 Data Summit – tbd, October 2014 http://www.pesc.org/interior.php?page_id=234
AACRAO - Denver 2014
Session ID: 2059
Additional Resources • AACRAO Professional Development • AACRAO offers professional development opportunities through meetings, online classes and webinars. For more information, please visit http://www.aacrao.org/index.aspx
• Publications • AACRAO offers a valuable library of resources on transfer and other higher education topics. For a listing of our recent publications, please visit http://aacrao.org/professional-resources/publications
AACRAO - Denver 2014
Session ID: 2059
Questions? [email protected] http://www4.aacrao.org/committees/?period=present&committee=SPEEDE
• Additional Resources • • • •
http://www.aacrao.org/About-AACRAO/committees/speede.aspx www.x12.org [email protected] pesc.org
AACRAO - Denver 2014
Session ID: 2059
