Articulation and Transfer Clearinghouse Update December 5, 2006.

Articulation and Articulation and Transfer Clearinghouse Transfer Clearinghouse UpdateUpdate

December 5, 2006December 5, 2006

December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 22

AgendaAgenda

What is the Articulation and What is the Articulation and Transfer Clearinghouse?Transfer Clearinghouse?

How will it work?How will it work? How will we implement it?How will we implement it?


What is the Articulation and What is the Articulation and Transfer Clearinghouse Transfer Clearinghouse (ATC)?(ATC)? The ATC establishes a statewide transfer The ATC establishes a statewide transfer

support mechanism tosupport mechanism to– Securely move electronic transcripts between Securely move electronic transcripts between

the state-supported institutions using the state-supported institutions using nationally accepted standardsnationally accepted standards

– Consistently apply the state-wide Articulation Consistently apply the state-wide Articulation and Transfer course equivalencies and Transfer course equivalencies established through TAGs, OANs, and review established through TAGs, OANs, and review processesprocesses

– Flexibly respond to changes in policies, Flexibly respond to changes in policies, curriculum, and technologycurriculum, and technology


Why do I need the Why do I need the ATC?ATC? Facilitate routing of electronic Facilitate routing of electronic

transcripts in nationally accepted, transcripts in nationally accepted, standard formatstandard format– PESC XML with Ohio implementation detailsPESC XML with Ohio implementation details

Off-load institutional complexity in Off-load institutional complexity in application of course equivalency rulesapplication of course equivalency rules

Consistently and comprehensively Consistently and comprehensively apply the rules based on latest faculty apply the rules based on latest faculty panel decisionspanel decisions


Delivery of Delivery of functionalityfunctionality Production – Production – Pilot appx. 3/1/07, production appx. 4/1/07Pilot appx. 3/1/07, production appx. 4/1/07

– Web page to send transcriptWeb page to send transcript– Web service to send transcriptWeb service to send transcript– Web page to receive transcriptWeb page to receive transcript– Web service to receive transcriptWeb service to receive transcript– User interfaceUser interface– Full security modelFull security model– Electronic communication – emailElectronic communication – email– Central ATC provides transcript and an empty course equivalency Central ATC provides transcript and an empty course equivalency

supplementsupplement

Acknowledgement to source institution that transcript was received Acknowledgement to source institution that transcript was received and processed by destinationand processed by destination

Course equivalency in supplement – Course equivalency in supplement – Pilot appx. 7/1/07, production Pilot appx. 7/1/07, production appx. 8/1/07appx. 8/1/07

Ohio Transfer Module in supplementOhio Transfer Module in supplement Further enhancements…Further enhancements…


Student’s home institution

Transcript requests &

status

Original ElectronicTranscript and Course EquivalencySupplement

Student’s target institution

Thoughtful Student

Target Credit Transfer Process

ElectronicTranscript

CASNSC

OBR Dataetc

Status, advising

Central Clearinghouse

Processes Original Transcript and Creates Equivalency Supplement


What you won’t see What you won’t see todaytoday Final implementation of the security modelFinal implementation of the security model

– Working with Gartner, Agile, and Haverstick Working with Gartner, Agile, and Haverstick consultants to create the modelconsultants to create the model

– First production deliveryFirst production delivery Course equivalency mappingCourse equivalency mapping

– ““Hard-coded” for nowHard-coded” for now– Will be in delivery of functionality Summer Will be in delivery of functionality Summer

20072007– Starting detailed requirements work December, Starting detailed requirements work December,

20062006 New Regents web site look and feelNew Regents web site look and feel

– Will be in first production deliveryWill be in first production delivery


Demonstration Demonstration ScenarioScenario Gabriella Settle (not a real Gabriella Settle (not a real

student) has requested her student) has requested her transcript be sent from Lorain transcript be sent from Lorain County Community College to the County Community College to the University of Cincinnati via University of Cincinnati via Lorain’s web siteLorain’s web site

Request has been received in Request has been received in Lorain’s Records Office.Lorain’s Records Office.


Business ProcessesBusiness Processes

At LorainAt Lorain– Records office willRecords office will

clear student’s accountsclear student’s accounts initiate an electronic process to extract student initiate an electronic process to extract student

data from Lorain’s Jenzabar TE Student data from Lorain’s Jenzabar TE Student Information System, format the transcript in the Information System, format the transcript in the agreed upon standard, and deliver it to the agreed upon standard, and deliver it to the Central Clearinghouse via a web service callCentral Clearinghouse via a web service call

At CincinnatiAt Cincinnati– Registrar’s Office will periodically log onto Registrar’s Office will periodically log onto

the Central Clearinghouse to see if any the Central Clearinghouse to see if any transcripts are available to view or transcripts are available to view or download via a web page interface.download via a web page interface.

DemonstrationDemonstration

At Lorain: Trey MitchellAt Lorain: Trey Mitchell

From Cincinnati: Doug From Cincinnati: Doug BurgessBurgess


Sending institution – Sending institution – records office transcript records office transcript requestrequest


Sending institution – Sending institution – ATC central responseATC central response


ATC Central – Login ATC Central – Login PagePage


ATC Central – Download ATC Central – Download PagePage


ATC Central – Transcript Details ATC Central – Transcript Details PagePage


XML TranscriptXML Transcript


Screenshot of Draft Formatted Screenshot of Draft Formatted TranscriptTranscript

DRAFT


XML SupplementXML Supplement


Screen Shot of Draft Formatted Screen Shot of Draft Formatted SupplementSupplement

DRAFT


AcknowledgementsAcknowledgements

LorainLorain– Trey MitchellTrey Mitchell– Marjorie Martinez-BensonMarjorie Martinez-Benson

University of CincinnatiUniversity of Cincinnati– Bob MillerBob Miller– Barb CombessBarb Combess– Doug BurgessDoug Burgess– Wendy LambingWendy Lambing– Fran MeyerFran Meyer


AcknowledgementsAcknowledgements

Regents - Regents - Articulation and Articulation and TransferTransfer– David BarberDavid Barber– Brett BerlinerBrett Berliner– Paula ComptonPaula Compton– Travis DowdsTravis Dowds– Alex LeaderAlex Leader– Jon TaffelJon Taffel

Regents - ITRegents - IT– Ian DavisIan Davis– Mike McGeeMike McGee– Roman RudyRoman Rudy

Regents - HEIRegents - HEI– Jeremy BoeckmanJeremy Boeckman– Daniel BowerDaniel Bower– Eric BurkeEric Burke– John ChiuJohn Chiu– Jamie ClarkeJamie Clarke– Jerome HampsonJerome Hampson– Jay JohnsonJay Johnson– Stephanie McCannStephanie McCann


Where are we now –Where are we now –Central Clearinghouse?Central Clearinghouse?

Completed hardware and software Completed hardware and software procurementprocurement

Have implemented 3 development Have implemented 3 development and test environments at Regentsand test environments at Regents

Have started planning for hosting Have started planning for hosting production environmentproduction environment

Established development and Established development and testing infrastructuretesting infrastructure


What will be different in What will be different in production releases?production releases?

Additional security surrounding the Additional security surrounding the Central ClearinghouseCentral Clearinghouse

Sending institution will have an option to Sending institution will have an option to log onto the Central Clearinghouse to log onto the Central Clearinghouse to manually upload transcripts via web manually upload transcripts via web page interfacepage interface

Receiving Institution may opt to receive Receiving Institution may opt to receive the transcript and supplement in the the transcript and supplement in the agreed upon national standard format via agreed upon national standard format via web service and process the information web service and process the information electronically into its SIS, articulation electronically into its SIS, articulation tables, and degree auditstables, and degree audits

Today’s process

Long term new process


Security Security considerationsconsiderations MessageMessage

– Transcript came from whom it was sentTranscript came from whom it was sent– Transcript has not been changed since it was sentTranscript has not been changed since it was sent– No unauthorized eyes have seen itNo unauthorized eyes have seen it– Transcript is being sent to whom it should be sentTranscript is being sent to whom it should be sent– Intended recipient is only one that can read itIntended recipient is only one that can read it

Central ClearinghouseCentral Clearinghouse– Secure and reliable facilitySecure and reliable facility– Role-based authentication and authorizationRole-based authentication and authorization– FirewallsFirewalls– Disaster recovery policiesDisaster recovery policies


Deployment and Deployment and ImplementationImplementation


Deployment strategy Deployment strategy considerationsconsiderations

Which institutions will go into production use Which institutions will go into production use first?first?– What is the level of readiness?What is the level of readiness?

TechnologyTechnology Business ProcessesBusiness Processes

– What is the level of interest?What is the level of interest?– What software platform is being used?What software platform is being used?– How is transfer evaluation done today?How is transfer evaluation done today?– What third party products are in use?What third party products are in use?– What SIS are in use?What SIS are in use?– Are there any SIS changes or upgrades planned?Are there any SIS changes or upgrades planned?

Which institutions will be part of the pilots?Which institutions will be part of the pilots?


Student information Student information systemssystems

Banner, 10

Datatel, 7

Homegrown, 4

Banner Power Campus, 2

CoCo, 2

PeopleSoft, 2

AMS, 2

CAST, 1

Jenzabar, 6


SIS ConsiderationsSIS Considerations

Known ChangesKnown Changes– 1 CAST to Jenzabar1 CAST to Jenzabar– 1 AMS to PeopleSoft – 1/091 AMS to PeopleSoft – 1/09– 1 AMS to TBD (RFP)1 AMS to TBD (RFP)– 1 Homegrown to Datatel – 2/071 Homegrown to Datatel – 2/07– 1 Homegrown to PeopleSoft - 20091 Homegrown to PeopleSoft - 2009– 1 Jenzabar TE to TBD – Fall 20081 Jenzabar TE to TBD – Fall 2008– 1 COCO to TBD (RFP)1 COCO to TBD (RFP)

Native PESC XML SupportNative PESC XML Support– Banner 7.3Banner 7.3– PeopleSoft 9.0PeopleSoft 9.0


Institutional support so Institutional support so farfar Established 3 centers focused on institutional Established 3 centers focused on institutional

software development needssoftware development needs Worked with 2 other institutions to validate Worked with 2 other institutions to validate

transcriptstranscripts Initiated bi-weekly communications with SIS Initiated bi-weekly communications with SIS

center leadscenter leads Initiated monthly communications with all Initiated monthly communications with all

institutions to facilitate the technical institutions to facilitate the technical implementation as well business process implementation as well business process redevelopmentredevelopment– Will go to bi-weeklyWill go to bi-weekly

Added Regents staff to assist institutions with Added Regents staff to assist institutions with testing and support.testing and support.


Send Paper Transcripts Paper Transcripts MoveReceive and Process

Paper Transcripts

Send Electronic Transcripts (Web Page,

Web Service)

Process Paper TranscriptsXML

TranscriptATC

Central

Receive Electronic Transcript

(Web Page)

Send Electronic Transcripts (Web Service) Process XML Transcripts

XML Transcript

ATCCentral

Receive Electronic Transcript

(Web Service)

Institutional Process Institutional Process EvolutionEvolution

12/1/2006 12/31/2007

1/1/2007 2/1/2007 3/1/2007 4/1/2007 5/1/2007 6/1/2007 7/1/2007 8/1/2007 9/1/2007 10/1/2007 11/1/2007 12/1/2007

3/1 - 3/31Pilot

(4-6 Inst.)

12/5Demonstration

12/11Start

Course Equivalency Requirements4/1

ProductionSend via Web Page, Service

Receive via Web Page, ServiceFull Security

7/1 - 7/30Pilot

(4-6 Inst.)

8/1Course Equivalency Supplement

4/1/2007 - 7/1/2007End-to-end acknowledgement

Web AdministrationFetch via Web service

Institutional Implementation Timeframes

12/1/2006 12/31/2007

1/1/2007 2/1/2007 3/1/2007 4/1/2007 5/1/2007 6/1/2007 7/1/2007 8/1/2007 9/1/2007 10/1/2007 11/1/2007 12/1/2007

3/1 - 3/31Pilot

(4-6 Inst.)

12/5Demonstration

12/11Start

Course Equivalency Requirements4/1

ProductionSend via Web Page, Service

Receive via Web Page, ServiceFull Security

7/1 - 7/30Pilot

(4-6 Inst.)

8/1Course Equivalency Supplement

4/1/2007 - 7/1/2007End-to-end acknowledgement

Web AdministrationFetch via Web service

3/1 5/15

3/1/2007 - 5/15/2007Institutions Send via Web Page

Institutions Send via Web ServiceInstitutions Receive via Web Page

4/1 8/15

7/1 12/317/1 - 12/31

Full Electronic Transcriptand

Course Equivalency Processing

12/31

All Institutions Connected

All dates are tentative

4/1/2007 - 8/15/2007Institutions Receive via Web Service

12/11 5/1

Institutional

process redevelopment and software implementation

Institutional Implementation Timeframes


Institutional Institutional implementation needsimplementation needs Identify single point of contact for all ATC Identify single point of contact for all ATC

implementation mattersimplementation matters Document existing business processesDocument existing business processes

– Send transcriptSend transcript– Receive transcriptReceive transcript– Received-transcript processingReceived-transcript processing

Identify needed changes to sending and Identify needed changes to sending and receiving processesreceiving processes

Document institutional project Document institutional project implementation plan and merge with ATC implementation plan and merge with ATC Central implementation planCentral implementation plan


Additional support Additional support under considerationunder consideration Peer reviews of business processesPeer reviews of business processes

– Possible Business Process Redevelopment Possible Business Process Redevelopment ConferenceConference

Third-party Software ConferenceThird-party Software Conference– Docufide, IMS, Credentials, ScripSafeDocufide, IMS, Credentials, ScripSafe

Possible on-site consultingPossible on-site consulting– Pass 1 – Process design, environment Pass 1 – Process design, environment

assessmentassessment– Pass 2 – Interface and process Pass 2 – Interface and process

implementationimplementation


What we need from the What we need from the council council

Identification of single point of contact at Identification of single point of contact at each institution for ATC implementation who each institution for ATC implementation who willwill– Work with Regents staff to develop the institutional Work with Regents staff to develop the institutional

project team and project plan,project team and project plan,– Have knowledge of the IT infrastructure,Have knowledge of the IT infrastructure,– Be familiar with the SIS implementation, andBe familiar with the SIS implementation, and– Have transcript processing knowledgeHave transcript processing knowledge

Support for identifying and implementing Support for identifying and implementing needed process changesneeded process changes

Support for implementing necessary software Support for implementing necessary software changeschanges


Thank-you!Thank-you!

Articulation and Transfer Clearinghouse Update December 5, 2006.

Documents

Transcript of Articulation and Transfer Clearinghouse Update December 5, 2006.