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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?
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 33
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 44
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 55
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…
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 66
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 77
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 88
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.
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 99
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1111
Sending institution – Sending institution – records office transcript records office transcript requestrequest
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1212
Sending institution – Sending institution – ATC central responseATC central response
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1313
ATC Central – Login ATC Central – Login PagePage
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1414
ATC Central – Download ATC Central – Download PagePage
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1515
ATC Central – Transcript Details ATC Central – Transcript Details PagePage
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1616
XML TranscriptXML Transcript
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1717
Screenshot of Draft Formatted Screenshot of Draft Formatted TranscriptTranscript
DRAFT
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1818
XML SupplementXML Supplement
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 1919
Screen Shot of Draft Formatted Screen Shot of Draft Formatted SupplementSupplement
DRAFT
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 2020
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 2121
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 2222
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 2323
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 2626
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 2727
Deployment and Deployment and ImplementationImplementation
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 2828
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?
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 2929
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 3030
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 3131
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.
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 3232
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 3535
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 3636
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 3737
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
December 5, 2006December 5, 2006 Articulation and Transfer CouncilArticulation and Transfer Council 3838
Thank-you!Thank-you!