OUETS Annual Meeting 2006EDI Technical Review Session Thursday by cye22025

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									OUETS
Annual Meeting 2006:EDI Technical Review Session
Thursday, September 28, 2006
12:30 – 3:00 p.m.
             OUETS Annual Meeting 2006:
             EDI Technical Review Session
                      Thursday, September 28, 2006
                            12:30 – 3:00 p.m.

1. Overview of EDI                 4. Overview of Ontario Conventions
     a. What it is                      a. Why they’re needed
     b. What it does                    b. Where to find spreadsheet(s)
     c. What it doesn’t            5. Overview of BC & PETE-specific
2. Overview of OUETS Process            Conventions
     a. What it does                    a. Why they’re needed
     b. What it doesn’t                 b. Where to find spreadsheet(s)
     c. Transactional Flow         6. Problems Arising from Not Following
     d. Process Flow                    Conventions
3. Overview of Mapping             7. Feedback on Presentation
    a. What it is
    b. What it isn’t
    c. Example of how to do it
What is EDI?  “Electronic Data Interchange”



• “…Electronic Transmission of
  Standard Business Documents in a
  Predetermined Format from one
  company’s business computer
  application to it’s Trading Partners’
  business computer application.”
  Cannon, 1993
EDI’s goal is to go from this …
    -- Sender --                            -- Receiver --
                                                       Re-key Data
 Data File


             Bus. Doc.                  Bus. Doc.
                         Mail / Fax /
                         Courier




                                          Recipient
                                          Data Files
             Request
             Processed
                          To this …
      -- Sender --                       -- Receiver --

        EDI               Network            E DI
       Format                               Format

Coded To:                                            Decoded
                                                     From:


  Data File
                                                   Recipient
                                                   Data Files




                                      Request
                                      Transfer
              Request
                                      Complete
              Processed
Sample EDI File
             OUETS Annual Meeting 2006:
             EDI Technical Review Session
                      Thursday, September 28, 2006
                            12:30 – 3:00 p.m.

1. Overview of EDI                 4. Overview of Ontario Conventions
     a. What it is                      a. Why they’re needed
     b. What it does                    b. Where to find spreadsheet(s)
     c. What it doesn’t            5. Overview of BC & PETE-specific
2. Overview of OUETS Process            Conventions
     a. What it does                    a. Why they’re needed
     b. What it doesn’t                 b. Where to find spreadsheet(s)
     c. Transactional Flow         6. Problems Arising from Not Following
     d. Process Flow                    Conventions
3. Overview of Mapping             7. Feedback on Presentation
    a. What it is
    b. What it isn’t
    c. Example of how to do it
             OUETS Annual Meeting 2006:
             EDI Technical Review Session
                      Thursday, September 28, 2006
                            12:30 – 3:00 p.m.

1. Overview of EDI                 4. Overview of Ontario Conventions
     a. What it is                      a. Why they’re needed
     b. What it does                    b. Where to find spreadsheet(s)
     c. What it doesn’t            5. Overview of BC & PETE-specific
2. Overview of OUETS Process            Conventions
     a. What it does                    a. Why they’re needed
     b. What it doesn’t                 b. Where to find spreadsheet(s)
     c. Transactional Flow         6. Problems Arising from Not Following
     d. Process Flow                    Conventions
3. Overview of Mapping             7. Feedback on Presentation
    a. What it is
    b. What it isn’t
    c. Example of how to do it
                                                OUETS Transaction Flow Diagram

                                                                                              Paper transcript

                 2
                                                                                   Web link


                                    OCT                                          TS131



 Applicant                                                                     TS130                                                                                       Paper
                                                        Acknowledgement                                                                                                  transcript
                                                        Problem Notification                                                                   Paper
                                                                                                                                             transcript

                 3                                                                                                                            TS146
                                               TS130                                            TS130                                         TS130
                                                                                                                                              TS131
                                     BC                          Texas                                                                                              ON
                                                                                                                   OUAC                 Non-EDI requests
                                    PSI’s                        Server                                                                                         Universities
                                                                                                                                              TS130
                                               TS131                                            TS131                                         TS147
  Student                                                                                                                                     TS131

                                                                                          TS146
                                                                                          TS130
                 4                                                                        TS147                         Acknowledgement
                                                                                          TS131                         Problem Notification

                                   OCAS
                                                TS146                                                TS146
                                                TS130                                                TS130                          1
                                                TS147                                                TS147
 Applicant
                                                TS131                                                TS131
                                  Non-EDI
                                                                  GXS
                  Paper           requests
                transcript                      TS146
                                                TS130
                                                TS147
                                                                                                                  Applicant
                                                TS131
                                    ON
                                  Colleges
                                                                                                                 Paper transcript


                                                                                                                          Paper transcript




Ref: o:\edi\visio\OUETS transaction flow.vsd                                                                                                               Revised: 2006/09/25
             OUETS Annual Meeting 2006:
             EDI Technical Review Session
                      Thursday, September 28, 2006
                            12:30 – 3:00 p.m.

1. Overview of EDI                 4. Overview of Ontario Conventions
     a. What it is                      a. Why they’re needed
     b. What it does                    b. Where to find spreadsheet(s)
     c. What it doesn’t            5. Overview of BC & PETE-specific
2. Overview of OUETS Process            Conventions
     a. What it does                    a. Why they’re needed
     b. What it doesn’t                 b. Where to find spreadsheet(s)
     c. Transactional Flow         6. Problems Arising from Not Following
     d. Process Flow                    Conventions
3. Overview of Mapping             7. Feedback on Presentation
    a. What it is
    b. What it isn’t
    c. Example of how to do it
Mapping and Translation
An Example of Mapping Data - Done “once” manually


              TS 130 Segment Table
        SEGMENT NAME            USAGE MAX USE
        ST         Start        M     1
        BGN        Begin        M     1
        ERP        Purpose      M     1
        REF        Ref Numb     M     10
        DMG        Demographic O      1
        LUI        Language     O     >1
        IND        Indiv Info   O     2
         DMG Segment Layout
Ref.     Data   Data Name             Req.    Type Min/
Descr.   Elem                         Descr        Max
DMG01    1250   Date Time Qualifier   X       ID   2/3
DMG02    1251   Date of Birth         X       AN 1/35
DMG03    1068   Gender Code           O       ID   1/1
DMG04    1067   Marital Status        O       ID   1/1
DMG05    1109   Race/Ethnicity        O       ID   1/1
DMG06    1066   Citizenship Status    O       ID   1/2
DMG07    26     Country Citz Code     O       ID   2/3
DMG08    659    Basis of Verif        O       ID   1/2
DMG09    380    Age                   O       R    1/15
Data Element 1067 - Marital Status
         (Used in DMG segment)
     A Common Law
     B Registered Domestic Partner
     D Divorced
     I Single
     K Unknown
     M Married             But I only use
     R Unreported          M and S!!!!!!
     S Separated
     U Unmarried
     W Widowed
     X Legally Separated
  Data Element 1067 - Marital Status
           (Used in DMG segment)
Your
        M < A - Common Law
Codes
        M < B - Registered Domestic Partner
        S < D - Divorced
        S   I - Single
        S < K - Unknown
        M M - Married
        S < R - Unreported
        M < S - Separated
        S < U - Unmarried
        S < W - Widowed
        S < X - Legally Separated
An Example of Translation of Data – Done every time automagically

 A semester entry on a hard-copy transcript may look like:

 First Semester 1996-97 Class 4 SCI 906 Main Campus
                                              Qual.
   Course    Course Title      Grade Credit Points
 CHEM 115 GENERAL CHEM          A       4.0 12.0
 ENGL 101 ENGLISH COMP          B       3.0    9.0
 FREN 101 INTRO FRENCH I        CR      3.0   CLEP
 FREN 102 INTRO FRENCH II CR            3.0   By Exam
 MATH 161 ANAL GEO&CALC C               5.0 10.0

  Credit from University of Anywhere
 ECON 251 MICROECONOMICS CR                     3.0
  Professor: Mr. Edward Somebody
         CRS Segment Layout
Ref.     Data   Data Name                     Req.    Type   Min/
Descr.   Elem                                 Descr          Max
CRS01    1147   Academic Credit Basis         M       ID     1/1
CRS02    1141   Academic Credit Type          O       ID     1/1
CRS03    380    Credit Course Worth           O       R      1/15
CRS04    380    Credit Earned                 O       R      1/15
CRS05    1148   Grade Qualifier               X       ID     1/3
CRS06    1258   Grade                         O       AN     1/3
 :
 :
CRS14    93     Subject Abbreviation          O       AN     1/60
CRS15    127    Course Number                 O       AN     1/30
CRS16    93     Course Title                  O       AN     1/60
 :
 :
CRS20    1152   Override Course Source Code   O       ID     2/2
Translation software reads mapping (rules) …
   … and outputs EDI-formatted courses.
The electronic course segments could be translated (based on
user-defined mapping) and sent as:

CRS*R*S**4.0*25*A******12.0**CHEM*101*GENERAL CHEM;
CRS*R*S**3.0*25*B******9.0**ENGL*101*ENGLISH COMP;
CRS*C*S**3.0*503*CR******0.0**FREN*101*INTRO FRENCH I;
CRS*B*S**3.0*503*CR******0.0**FREN*102*INTRO FRENCH II;
CRS*R*S**5.0*25*C******10.0**MA*161*ANAL GEO&CALC;

And the transfer credit course as:

CRS*T*S**3.0*504*CR******0.0**ECON*251*MICROECONOMICS****TC;
REF*N1*ECON 201;
NTE**Professor: Mr. Edward Somebody;
N1*OS*UNIVERSITY OF ANYWHERE*72*8888;
         Transcript Legend Information
There is no legend on the back of the data. So, how do we send
the grade scales??


             
CRS*R*S**3.0*25*B******9.0**ENGL*101*ENGLISH COMPnl
CRS*C*S**3.0*503*CR******0.0**FREN*101*INTRO FRENCH Inl
              


SPEEDE Format for transcript incorporated AMCAS grade scale
qualifier code set in CRS05.
Translation Software - What Does It Do?
       Mapping           Translation



                                                Comm.
             Interface             EDI         Network
 SIS         (Extract)          Translation    (ssh, ftp,
                File             Software       email,
                                                 VAN)

  Sending
                                         Receiving
             OUETS Annual Meeting 2006:
             EDI Technical Review Session
                      Thursday, September 28, 2006
                            12:30 – 3:00 p.m.

1. Overview of EDI                 4. Overview of Ontario Conventions
     a. What it is                      a. Why they’re needed
     b. What it does                    b. Where to find spreadsheet(s)
     c. What it doesn’t            5. Overview of BC & PETE-specific
2. Overview of OUETS Process            Conventions
     a. What it does                    a. Why they’re needed
     b. What it doesn’t                 b. Where to find spreadsheet(s)
     c. Transactional Flow         6. Problems Arising from Not Following
     d. Process Flow                    Conventions
3. Overview of Mapping             7. Feedback on Presentation
    a. What it is
    b. What it isn’t
    c. Example of how to do it
Where to find mapping documentation
• The OUETS Web site !!

   – OUETS mapping conventions ”click”

   – NTE prefixes ”click”

   – Using FOS to represent program titles "click“

   – Institution-specific transcript legends "click“

   – OUAC transcript printing specifications "click"

   – … and more! -- see
     http://admissions.ouac.on.ca/ouets

   – Also links to the “full” SPEEDE Standard “click”
             OUETS Annual Meeting 2006:
             EDI Technical Review Session
                      Thursday, September 28, 2006
                            12:30 – 3:00 p.m.

1. Overview of EDI                 4. Overview of Ontario Conventions
     a. What it is                      a. Why they’re needed
     b. What it does                    b. Where to find spreadsheet(s)
     c. What it doesn’t            5. Overview of BC & PETE-specific
2. Overview of OUETS Process            Conventions
     a. What it does                    a. Why they’re needed
     b. What it doesn’t                 b. Where to find spreadsheet(s)
     c. Transactional Flow         6. Problems Arising from Not Following
     d. Process Flow                    Conventions
3. Overview of Mapping             7. Feedback on Presentation
    a. What it is
    b. What it isn’t
    c. Example of how to do it
    Where to find spreadsheet(s)

• The OUETS Web site … again !!

  – Ontario University / Ontario College / B.C. PSI Comparison
    "click"
             OUETS Annual Meeting 2006:
             EDI Technical Review Session
                      Thursday, September 28, 2006
                            12:30 – 3:00 p.m.

1. Overview of EDI                 4. Overview of Ontario Conventions
     a. What it is                      a. Why they’re needed
     b. What it does                    b. Where to find spreadsheet(s)
     c. What it doesn’t            5. Overview of BC & PETE-specific
2. Overview of OUETS Process            Conventions
     a. What it does                    a. Why they’re needed
     b. What it doesn’t                 b. Where to find spreadsheet(s)
     c. Transactional Flow         6. Problems Arising from Not Following
     d. Process Flow                    Conventions
3. Overview of Mapping             7. Feedback on Presentation
    a. What it is
    b. What it isn’t
    c. Example of how to do it
What challenges do we/you face?
• Incomplete information

• Invalid information
      • Information provided incorrectly (syntax and/or
         semantics)

• Conflicting information
     • Paper and EDI copies provide different or
        differently

• Unsupported information
     • EDI provides for lots of extra data … trading
       partners may not expect or be able to handle!
What challenges do we/you face?

• Timely information
     • Communicating with applicant and/or trading
       partner:
          – Distance (only paper contact)
          – Hold-ups (invalid contact; timing of contact)
          – Misunderstandings (the “telephone” game)

• Costly information
     • Postage/mailing, phone/fax, staff time
     • To the institutions, OUAC and
        applicant/student/alumni
             OUETS Annual Meeting 2006:
             EDI Technical Review Session
                      Thursday, September 28, 2006
                            12:30 – 3:00 p.m.

1. Overview of EDI                 4. Overview of Ontario Conventions
     a. What it is                      a. Why they’re needed
     b. What it does                    b. Where to find spreadsheet(s)
     c. What it doesn’t            5. Overview of BC & PETE-specific
2. Overview of OUETS Process            Conventions
     a. What it does                    a. Why they’re needed
     b. What it doesn’t                 b. Where to find spreadsheet(s)
     c. Transactional Flow         6. Problems Arising from Not Following
     d. Process Flow                    Conventions
3. Overview of Mapping             7. Feedback on Presentation
    a. What it is
    b. What it isn’t
    c. Example of how to do it

								
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