4 Introduction to the eTranscript Projects 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.
6 Why the Postsecondary XML Transcript? Previously, transcripts were exchanged via paper documents sent through mail.Modified version of SHRTRTCIncludes Georgia specific informationUniversity System of Georgia elected not to use SunGard HE Banner’s EDI.Smart productPartnership 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 easeBased on PESC standards
7 Why the Postsecondary XML Transcript? Allowed for use of User Defined Elements (UDEs)Non-Course requirementsRegents’ GPAStudent AttributesAbility to work with University of Texas-Austin server allowing a student’s academic data to be securely transmitted between institutionsFacilitates transcript exchange amongst like ERP systems and allows for an open exchange between many electronic transcript formats in the UT-Austin repository.
8 What is the Postsecondary XML Transcript process?
9 How does it work? Set-up supporting validation and rules in Banner Set-up translations in BannerTo send a transcriptCreate transcript requestRun export processUT Austin ServerTo receive a transcriptRun import processMatch studentRoute data to appropriate tablesPGP / SFTP
10 Implementation PlanImplementation began in February of 2007 with five User Acceptance Training (UAT) sessions for both functional and technical personnel from 35 institutionsComposed technical and functional documentation for SunGard HE baseline and Georgia enhanced functionalityMaintained contact with the institutions via:monthly webinarslistserv communicationsfollow-up classroom training sessions231 messages were sent to encourage the implementation of Postsecondary Transcript ExchangeCreated a dedicated web page to keep USG institutions up- to-date with software enhancements, defect corrections, and current production status at all USG institutions
11 Sharing the knowledgeIn 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
12 Challenges Extensive set-up required prior to use Change of business practices at all 35 institutionsSFTP / PGP set-up requiredRecloning and upgrades of database potentially requires set-up to be redone
13 OutcomeGeorgia 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…”
14 Outcome 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.”
16 Why the High School XML Transcript? 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
17 What is the High School XML Transcript process?
18 How does it work? Set-up required in Xap Set-up required in SSD Axiom Set-up supporting validation and rules in BannerDownload transcript from XapExport data into AxiomUpload data into Banner database
19 Implementation PlanImplementation began in February of 2009 with training workshop session for both functional and technical personnel from USG institutionsDeveloped Georgia Enhancement functionality to assist in campuses utilizing high school dataComposed technical and functional documentation for Xap, Axiom and Georgia enhanced functionalityMaintained contact with the institutions via:monthly webinarslistserv communicationsmessages sent to encourage the implementation of the High School XML TranscriptCreated a dedicated web page to keep USG institutions up-to- date with software enhancements and current production status at all USG institutions
20 ChallengesRequired the use of a standardized course listing from the Department of Education (DOE)DOE course numbers are ten digits; Banner only houses sixManaging coordination and communication between third party vendors, institutions and the USGNeeded improved print copy without XML tagsIssues with importing into Banner Transfer Articulation
21 OutcomeKennesaw 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.”
22 OutcomeMurray 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.”
23 Reflections Opportunity cost – missing the good waiting on the perfect Cultural ChangePaper = SecurityMassaged data from common admissions application into constructed PDF to be imaged in SIS (BDMS)No quotes from stakeholder most impacted – StudentsSucceeded in transparencyService improvement – time to delivery of data
24 SummaryThe 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.
25 Expression of Gratitude PESC – establishing the foundationTonya Lam, Associate Vice Chancellor for Student Affairs, GaBORSunGard HEEd Hauser, Gren Hayes and Paula BrowerGSFCXAPSSDLisa DetwilerGeorgia DOEAACRAOGaBOR institutionsGeorgia High School counselors