SPEEDE in Action: EDI and Beyond

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SPEEDE in ActionEDI and Beyond
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UNIS EDI BRIDGE
Presented By Mark Renner Mary
Westendorf
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Presentation Overview

• Background
• Environment at UNI
• Design Features
• Processing Flow
• Data Base Design
• Online Application
• Summary

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Background
1993 EDI Project Started
Jan 99 Completed Bridge
Feb 95 Parallel Production
Dec 94 Purchased Translator
May 95 Sent First Production
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Background

• Demographic Driven
• 12,000 undergraduates
• 2,100 freshmen/ 27 transfer work
• 1,100 transfers/ 33 multiple schools
• 900 summer semester transcripts
• Total of 4,000 transcripts/year
• Majority of Credit from In-State Institutions
• Manual Transfer Course Evaluation System

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Environment at UNI

• IBM Mainframe
• MVS/ESA Operating System
• Supra Database Management System
• Mantis
• EDI Translator
• SCTs EDI.Smart
• Gateway 2000 P5-200 PC
• Internet Server - OpenVMS Cluster

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Design Features

• Intermediate storage system
• Store most recent transcript only
• Evaluate course equivalence
• Never override Admissions decisions
• Calculate transfer totals - GPA, Grade Pts
• Ability to re-evaluate a transcript
• Ability to process manually

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Processing Flow
Online Applications
Mainframe Batch Processes
Admission and Transcript Databases
Transcript Databases
Transcript Flat File
Degree Audits
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Processing Flow - Translator

• EDI Translator Changes
• Eliminated the printing of EDI.Smarts transcript
• Created a file of transcript data
• Changed mapping specifications
• Test/Production indicator
• Student number and SSN
• Several other data elements

Transcript Flat File
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Processing Flow
Online Applications
Mainframe Batch Processes
Admission and Transcript Databases
Transcript Databases
Transcript Flat File
Degree Audits
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Processing Flow - Batch
Transcript Flat File

• Interface Program
• Makes decisions
• Stores transcript
• Prints transcript
• Creates reports

Interface Program
Original EDI Database
Printed Transcripts
Reports
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Processing Flow - Batch
Transcript Flat File

• Do we store the transcript?
• High School transcripts are not stored
• Test transcripts are not stored
• Production college transcripts are stored
• Stores most recent transcript only for each
  student/institution

Interface Program
Original EDI Database
Printed Transcripts
Reports
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Processing Flow - Batch
Transcript Flat File

• Do we print the transcript?
• High school and test transcripts are printed
• Undergrad transcripts are printed
• Graduate transcripts are printed when students
  apply for admission

Interface Program
Original EDI Database
Printed Transcripts
Reports
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Processing Flow - Batch
Transcript Flat File

• Reports
• Inform Admissions of EDI transcripts that are
  ready to be processed
• Applied for Admission report
• Count reports

Interface Program
Original EDI Database
Printed Transcripts
Reports
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Processing Flow - Batch
Original EDI Database

• Transcript Evaluation Program
• Uses Original EDI database as input
• Creates or Updates transcript databases
• Audit trail changes
• Updates status code
• Sets review flag

Transcript Evaluation Program
Transcript Databases
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Processing Flow - Batch
Original EDI Database

• Transcript Evaluation Program
• Evaluates each course
• Determines UNI course equivalent
• Added electronic course ID to course master
  database

Transcript Evaluation Program
Transcript Databases
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Processing Flow - Batch
Original EDI Database

• Transcript Evaluation Program
• Evaluates each course (cont)
• Converts grade to UNI grade scheme
• Converts Quarter/Trimester hours to Semester
  hours
• Calculates UNI transfer totals

Transcript Evaluation Program
Transcript Databases
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Processing Flow - Batch
Original EDI Database

• Major Issues
• Keys to implementing the 1 transcript approach
• Comparison of previous to new transcript
• Course elements updated
• Other elements replaced
• Duplicate Course Processing

Transcript Evaluation Program
Transcript Databases
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Database Design
Original Database

• Original Database
• Stores incoming EDI transcript
• Stores 1 transcript per student/institution
• Printed Transcript uses this data
• Input for creating the other EDI databases

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Database Design
Original Database

• Institution Database
• Stores students name from the sending
  institution
• Stores date received
• Stores EDI transcript record status
• Stores review and recreate flags

Institution Database
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Database Design
Original Database

• Course Database
• Stores the transfer course and the UNI
  equivalent.
• Also contains other course information such as
  credit type, grade, session, grade qualifier

Course Database
Institution Database
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Database Design
Original Database

• Previous Institution Database
• Stores previous institutions the student attended
  
• Summary Database
• Stores the sending institutions summary
  information

Prev Inst Database
Course Database
Institution Database
Summary Database
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Database Design
Original Database

• Note Database
• Stores all notes the sending institution sent to
  UNI
• Stores notes created by batch program when
  analyzing the data
• Degree/Major
• Suspend/Probation

Prev Inst Database
Course Database
Institution Database
Summary Database
Note Database
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Database Design
Original Database

• Transfer Database
• Stores the transfer summary information that
  will be transferred to our Student Records system
• Accepted Hrs, Graded Ungraded Hrs, GPA, Grade
  Points, Degree

Prev Inst Database
Course Database
Institution Database
Summary Database
Note Database
Transfer Database
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Database Design
Original Database

• Audit Database
• Stores audit trail records
• Examples
• grade changes
• course additions and deletions
• course name chgs
• status changes

Prev Inst Database
Course Database
Institution Database
Summary Database
Note Database
Transfer Database
Audit Database
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Processing Flow
Online Applications
Mainframe Batch Processes
Admission and Transcript Databases
Transcript Databases
Transcript Flat File
Degree Audits
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• Night Falls on an Iowa Corn Field

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Before Change
After Change
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Summary

• What the EDI Bridge Isnt
• It isnt always easy.
• It isnt impossible.
• It isnt necessarily a total solution.
• It isnt a high cost item.

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Summary

• What the EDI Bridge is...
• It is a viable method to increase productivity.
• It is both a change tool and a change manager.
• It is the wave of the future and,
• It is now.

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Summary

• Contact Information
• Mark Renner - mark.renner_at_uni.edu
• [phone]
• Mary Westendorf - mary.westendorf_at_uni.edu
• [phone]