Ellucian eTranscripts: A Functional User’s Guide to Implementation

Russell (Rusty) S. Horton,Systems Manager | Pacific Lutheran UniversityMarch 20,2017SESSION ID 95215

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The views and opinions in this presentation are those of the presenter and do not necessarily reflect the position of Ellucian.

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Disclaimer

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Sample agenda slide

1 Institutional Environment & Status Quo Processes

2 What is Ellucian / Clearinghouse eTranscripts?

3 Adoption of Streamlined Services & Processes

4 Implementation: Planning & Testing Phases

5 Implementation: Going Live & Initial Results

© 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY. SESSION ID

• Today’s session is intended to be a funky-tech and end-user’s guide to the implementation of the delivered Ellucian eTranscript functionality in conjunction with the Clearinghouse’s order process for Banner®.

• Outcomes:

• Gain Perspective on the implementation process.

• Gain awareness of pitfalls and lessons learned.

• Understand the staffing and work involved in the transition process.

• Insight into preliminary implementation and usage outcomes.

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Introduction

Topic #1

Institutional Environment & Status Quo Processes

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• About Pacific Lutheran University

• Approximately 3,000 students – mostly undergraduate with targeted graduate and continuing education programs.

• Combination of Liberal Arts and professional programs: “The New American Univ.”

• Transcripts processed by the Student Services office. Registrar’s office oversees the Banner processes and funds transcript paper, envelopes, and postage.

• Student Services acts as a “one-stop shop” and assumes front office duties for the Registrar’s office.

• Registrar’s office manages evaluations, scheduling, curricular changes, student systems, graduation clearance, academic progress, CAPP, etc.

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Topic #1: Institutional Environment & Status Quo Processes

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• Transcript processing using the Clearinghouse for ordering only.

• Fulfillment is a labor intensive process completed entirely in house.

• Order monitoring of non-conforming situations uses significant time.

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Topic #1: Institutional Environment & Status Quo Processes

Topic #2

What is Ellucian / Clearinghouse eTranscripts?

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• Takes the next step from NSC mediated ordering to NSC fulfillment.

• Transforms the SHARQTC transcript ordering process into a new package of forms and views to facilitate electronic fulfillment.

• Electronic processing occurs via the NSC, Ellucian Cloud, your local ERP, and back-and-forth between systems as needed to process.

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Topic #2: What is Ellucian / Clearinghouse eTranscripts?

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• Most transcripts do not require human intervention.

• Accommodates hold processes and term-end processes

• Locally configurable matching rules allow continuance of local business processes and strong identity verification

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Topic #2: What is Ellucian / Clearinghouse eTranscripts?

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• Non-electronic transcripts are still printed and mailed locally.

• Enhancements are coming to allow NSC to also mail transcripts without local intervention.

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Topic #2: What is Ellucian / Clearinghouse eTranscripts?

Topic #3

Adoption of Streamlined Services & Processes

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• Recent process improvements & changes 2014-2017:

– Increased data sharing with the Clearinghouse.

– Implemented automated Enrollment Verifications via the Clearinghouse.

– Assumed transcript processing for a closed institution & established a second Clearinghouse account to facilitate ordering.

– And of course, implementation of Ellucian eTranscripts!

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Topic #3: Adoption of Streamlined Services & Processes

Topic #4

Implementation: Planning & Testing Phases

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• Getting ready: Ensure your Banner® instance is sufficiently updated

• Using XE technology: Banner 9 restful APIs & Ellucian Cloud Account

• Configure forms in Banner

• Prepare transcript templates for electronically fulfilled transcripts

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Topic #4: Implementation: Planning & Testing Phases

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STVETTP Transcript Type Validation

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Topic #4: Implementation: Planning & Testing Phases

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• Technical set-up of Ellucian Cloud

• Configure sFTP

• TEST, TEST, TEST . . . and TEST some more!

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Topic #4: Implementation: Planning & Testing Phases

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STVETST Status Validation

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Topic #4: Implementation: Planning & Testing Phases

Topic #5

Implementation: Going Live & Initial Results

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• Project management from pre-start to evaluation

• Including front-line end users in testing processes

• Implementers and/or supervisors as local process experts

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Topic #5: Implementation: Going Live & Initial Results

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• Training

• Push eTranscripts into production

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Topic #5: Implementation: Going Live & Initial Results

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• Outcomes:

• Streamlines transcript production

• Most transcripts process in a few minutes and require little, if any, human contact

• Allows staff to invest more time in the challenging or unusual cases

• Cuts down on use of paper and mailing supplies

• Improves our service to students

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Topic #5: Implementation: Going Live & Initial Results

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• Functionality is delivered as part of Banner baseline, so it is relatively straight forward to implement.

• The Clearinghouse is a great partner; be sure to utilize their assistance.

• Significant cost savings and improvement in service – opportunities for increased value-added services.

• Be flexible & prepare for the unexpected!

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Summary

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• Steps to move forward:

• Consult with your IT staff to determine their availability for the project.

• Try to fit the project outside of your heaviest transcript ordering seasons.

• Be patient and prepare to train end users on the new processes.

• Testing is critical to a successful e-connection and role out.

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Summary

Questions & answers

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Presenter name[s]Russell (Rusty) S. Horton, Pacific Lutheran University, hortonrs@plu.edu

Session ID 95215

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