The Georgia Board of Regents collaborated with the SunGard modifications center to develop the Postsecondary XML transcript exchange functionality, which has been incorporated into Banner baseline. We began beta testing in February 2006 based on Student 6.4/Student 7.2 and have since trained 35 institutions in the use of this functionality. The High School XML Transcript project came to life during this same time period. In conjunction with The Georgia Student Finance Commission, a standardized high school transcript was created for use by all Georgia high schools and a load of transcript data was developed for use by all University System of Georgia institutions.
Previously, transcripts were exchanged via paper documents sent through mail. ◦ Modified version of SHRTRTC ◦ Includes Georgia specific information University System of Georgia elected not to use SunGard HE Banner’s EDI.Smart product Partnership with SunGard Higher Education. Increasing the number of institutions available for exchange as any Postsecondary institution utilizing the Banner Student product has the ability to participate in the exchange with greater ease Based on PESC standards
Allowed for use of User Defined Elements (UDEs) ◦ Non-Course requirements ◦ Regents’ GPA ◦ Student Attributes Ability to work with University of Texas-Austin server allowing a student’s academic data to be securely transmitted between institutions Facilitates transcript exchange amongst like ERP systems and allows for an open exchange between many electronic transcript formats in the UT-Austin repository.
Set-up supporting validation and rules in Banner Set-up translations in Banner To send a transcript ◦ Create transcript request ◦ Run export process UT Austin Server To receive a transcript ◦ Run import process ◦ Match student ◦ Route data to appropriate tables PGP / SFTP
Implementation began in February of 2007 with five User Acceptance Training (UAT) sessions for both functional and technical personnel from 35 institutions Composed technical and functional documentation for SunGard HE baseline and Georgia enhanced functionality Maintained contact with the institutions via: ◦ monthly webinars ◦ listserv communications ◦ follow-up classroom training sessions 231 e-mail messages were sent to encourage the implementation of Postsecondary Transcript Exchange Created a dedicated web page to keep USG institutions up- to-date with software enhancements, defect corrections, and current production status at all USG institutions
In an effort to encourage the use of electronic transcript exchange, USG staff members: presented sessions at national and regional conferences (SunGard Summit and SETA) moderated a panel discussion at the annual USG computing conference (Rock Eagle) demonstrated functionality at state-wide user group meetings (Georgia Summit) assisted and served as a resource for implementation at institutions outside of the USG
Extensive set-up required prior to use Change of business practices at all 35 institutions SFTP / PGP set-up required Recloning and upgrades of database potentially requires set-up to be redone
Georgia State University “…reduce time currently spent by admissions staff entering course credits as well as eliminate errors that occur entering them manually. Our advisement offices should then be able to communicate with new transfer students quickly about expected transfer credit and start the advisement process for new students. This is a critical component to recruiting and retaining new transfer students at the University.” “…result in more efficient and timely processing of students' transfer records…”
Georgia Southwestern University “…it is quicker than a paper transcript and provides the information we need.” “…the export process saves time and money…” “…there is no human handling or postage involved.”
Needed the ability to load the high school transcript into college databases utilizing a third party load process (Xap and SSD Technology Partners) Needed the ability to track the Georgia Testing ID (GTID). The Georgia Department of Education and the USG entered into a collaborative agreement to track students throughout their public education using this standard ten digit identification number. The GTID follows students from kindergarten through college. Needed a standardized high school transcript for use by all Georgia high schools and a load of transcript data for use by all University System of Georgia institutions. Needed PESC standard transcript
Set-up required in Xap Set-up required in SSD Axiom Set-up supporting validation and rules in Banner Download transcript from Xap Export data into Axiom Upload data into Banner database
Implementation began in February of 2009 with training workshop session for both functional and technical personnel from USG institutions Developed Georgia Enhancement functionality to assist in campuses utilizing high school data Composed technical and functional documentation for Xap, Axiom and Georgia enhanced functionality Maintained contact with the institutions via: ◦ monthly webinars ◦ listserv communications E-mail messages sent to encourage the implementation of the High School XML Transcript Created a dedicated web page to keep USG institutions up-to- date with software enhancements and current production status at all USG institutions
Required the use of a standardized course listing from the Department of Education (DOE) DOE course numbers are ten digits; Banner only houses six Managing coordination and communication between third party vendors, institutions and the USG Needed improved print copy without XML tags Issues with importing into Banner Transfer Articulation
Kennesaw State University “Electronic receipt of transcripts allows a much greater level of customer service to our college applicants.” “Our download processes in the Office of Admissions allows much faster review of the high school transcript and admission decisions.” “During these difficult budget times, it is even more imperative that we find ways to work smarter, not harder.”
Murray County High School “Previously, school counselors and admissions offices have been bogged down in the process of sending and receiving transcripts. Now the Transcript Exchange in our state has placed the ability to send transcripts and verify receipt in the hands of the students and their parents.” “The process is smooth, simple, and efficient.”
Opportunity cost – missing the good waiting on the perfect Cultural Change ◦ Paper = Security ◦ Massaged data from common admissions application into constructed PDF to be imaged in SIS (BDMS) No quotes from stakeholder most impacted – Students ◦ Succeeded in transparency ◦ Service improvement – time to delivery of data
The Georgia Board of Regents has provided leadership in the area of electronic transcript exchange. Early provision for and adoption of the technology led to the incorporation of the Postsecondary XML Transcript into the baseline Banner product. The success of this project has impacted not only the USG system, but has facilitated Postsecondary XML transcript exchange functionality for the entire SGHE Banner customer base. The success of the High School XML Transcript project has impacted all USG institutions as well as all public high schools in Georgia.
PESC – establishing the foundation Tonya Lam, Associate Vice Chancellor for Student Affairs, GaBOR SunGard HE ◦ Ed Hauser, Gren Hayes and Paula Brower GSFC XAP SSD ◦ Lisa Detwiler Georgia DOE AACRAO GaBOR institutions Georgia High School counselors