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2013 AACRAO Tech
Matt Bemis, USC
Jim Bouse, University of Oregon
Life After Transcript Receipt Electronic Transcripts/Data
Processing at USC and Univ. of Oregon
Presentation Overview
Electronic Data efforts at USC Inbound EDI and its efficiencies Outbound EDI project launch Data Rendering stuff Resources available now to get you started
Application Program Interface project for TA rules Automation of Transfer Articulation course review Dynamic connection with CollegeSource TES data TA rules insert for multi-rule sets Management Audit of TA rules processing
Presentation Overview Continued
University of Oregon electronic data efforts Advanced Placement In-state EDI efforts of TA rules processing
Future vendor initiatives Importance of getting the data into an ERP
Timeline for EDI data processing
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://registrar.utexas.edu/speede/
Texas Server Registrant Lists and Activity reports
Registrant and Transaction Detail:
Other Resources of Interest
Transfer Articulation Application Program Interface - Why we built it
Borne out of necessity to provide auditors and managers with reporting of transfer course rules added to TA tables
USC’s unique processing requirements and mutli-rule evaluation rule sets unwieldy.
Outsourcing of transcripts processing to ADM area
Need to leverage CollegeSource TES data as part of the evaluation process
Desire to link the API with our imaging system
USC’s Unique TA Processing Needs
Transfer work based on when a student took the course
Most TA rules require multiple sets of TA rules to ensure accurate processing results
TA processing results are communicated to students without review or evaluation of any kind (automated notification)
Electronic transcripts receipt, pre-approval self service web applications and transfer planning guide services require robust table processing
USC’s Unique TA Processing Needs – Why we require rule sets:
No equivalencies granted for college course work completed while in high school.
Can transfer General Education and lower division Writing courses if completed prior to matriculation to USC
Other subject matter content may vary depending on when the student took the course work
USC’s Unique TA Processing Needs – Why we require rule sets:
Example of how PSYCH 001 would transfer: If taken while in High School, gets elective credit only.
If taken in summer after high school, gets PSYC100 equivalency and General Education credit.
If taken after Matriculation to USC, gets PSYC100 equivalency but not General Education credit.
This would require three unique rules for one course offering.
Ways in which Transcript course data is loaded onto student records
Key punched by operators Data loaded electronically through EDI data
transmission Data loaded through OCR (Scanned transcripts) Data loaded by Students through student portal Data loaded through tape processing (AP score
reports)
Began to explore the ability to insert rule sets through an API
Built a comprehensive matrix of all possible rules sets: USC equivalent Courses Standardized Course IDs Elective Credit only Subject credit only Does not Transfer Overseas Studies Course
Wrote Specifications on rules inserts, to include courses that require multi-rule inserts.
Defined on the matrix what USC equivalent Courses Standardized Course IDs Elective Credit only Subject credit only Does not Transfer Overseas Studies Course
Got our best SQL programming resource assigned to the project
Identified (and overcame) obstacles Creating multi-rule inserts properly Dynamically inserting ‘Memo’ field data (necessary for the
Articulation Agreement web utility that USC publishes) Defaulting Alternate Identity values Use of Standardized titles in rules creation Listing of USC equivalencies available to evaluators How to handle rule inserts for unknown TSEG values How to handle rule inserts for TA tables with multiple date ranges Adding rules for sponsored overseas studies programs TA tables that reference District shared TA Tables
Explored Grand Opportunities
Co-development with CollegeSource Began building an interface to extract TES data
Course title data Course description data Prerequisite and Co-requisite data Source catalog year reference data
Built crosswalk tables to map CEEB and OPEID data Explored the concept of ‘Context View’ data
Development of Management Audit reporting utilities
Explored Grand Opportunities
What we built…
Worksheet details – Required data
Worksheet Details – Optional data
Live Demo…
Where we are now
• Has been in use in production since January 2013
• Has replaced the majority of one FTE assigned to the TA enterprise
• Continue to develop utilities that serve evaluator needs
• Link to image viewer data• Context view capabilities
• Development of Context View
• Looking at next release enhancements (many-to-one and many-to-many rule sets)
Worksheet Details – Management Reporting tool:
Support Tables for Rules Insert:
Support Tables for Rules Insert:
Overseas Studies Strategy
Reporting of TA results and data write to SIS
The Oregon Path
EDX: Electronic Data Exchange (EDI or XML) SIS Uploading Workflow and Imaging Articulation
AP Scores PDF’s Paper: still increasing
Past
Akin to any other institution not involved in the electronic transfer of documents Paper Handling Processing orders Manual articulation Slower routing
Keep Looking to the Future
Electronic format for sending and receiving Routing can be handled much quicker No printing Auto handling to imaging and workflow systems All about the data
Access to original data Reducing errors Automating transfer articulation
High School Transcripts
60% of Oregon HS students can send EDI/XML now
CCWD assisted with bringing Community Colleges live
PDF has grown
UO Today
19 of top 20 senders are received electronically Electronic accounts for 50% of all transfer
articulation 98% of all articulations (paper and EDI) are now
completed within 3 days. Electronic transcripts allow auto loading to
imaging system, workflow triggering and data loads to SIS for one click articulation.
Continue to grow partners and services Partner data loading to ERP is an issue
Technology Trifecta
1. EDI transcripts arrive and image(s) created
2. Data loads to SIS
3. Records are matched in SIS
4. Image(s) are loaded into workflow
5. Staff process workflow tasks
6. Transcript data is waiting in SIS
7. Courses are articulated with one button
Articulation Sighting…
Articulate over 18,000 transcripts annually This number continues to increase
Load over 4,000 AP records annually Articulate 2,500 + in July
AP articulation used to account for almost 35% of Registrar’s work in July
AP scores continue to arrive and are increasing
Quick Facts: AP Articulation
If yes? Then…why wait???
Student’s unable to register at orientation?
Parents frustrated?
Automate
1. Retrieve and save encrypted AP file from ETS email
2. Upload AP file into SIS (Banner)
3. Run a job to match students already in the SIS
4. Run another job to load and articulate scores
5. Updates student records
6. Run another job to update degree audits with AP credit for students and advisors
7. Process one final job for deducts
How it works – quick summary
Articulation sighting…
PDF Issues
Rights Management: Retrieve what others store DRM upload blocking and solutions
How to handle incoming transcripts? Individual PDF Bulk documents packaged with other docs
No Data Data is possible though
PDF Transcript Numbers
This Year Same Days Last Year
PDF Paper (Rush) Paper (Rush)
Last 30 days 446 262 190
Last 60 days 787 403 389
Last 1 Yr Equiv 4240 1858 1853
Growing your Trading Partnerships
Use of the Texas server Registrant list is a great resource
Value added networks that may already be sending EDI data
Reaching out to vendors who facilitate transcript fulfillment – they too may be listed on the TS registrant list.
Help with partner data loading
