Ellucian eTranscripts Overview Suzanne McCool May 22, 2014 - PowerPoint PPT Presentation

Ellucian eTranscripts Overview Suzanne McCool May 22, 2014

Ellucian eTranscripts No cost , seamless , Ellucian Strategic Partner electronic transcript processing and delivery system that enables secure, real-time electronic authentication, Ellucian Community Partners production, and transfer of transcripts between leading transcript ordering vendors and Ellucian’s administrative systems. 2

Business challenges  Transcripts are largely paper based  Producing transcripts is slow and labor intensive  FERPA regulatory requirements force signature of requestor, or authenticated login  Students demand and expect faster service  The job market is competitive - transcripts cannot slow the process for students who are seeking employment 3

Benefits ***(Use this slide for Banner schools and remove this line)  Provide better service “This service is for the  Deliver transcripts in minutes rather than days benefit of students who  Deliver anytime, may need very quick turn- anywhere around for a transcript.  Reduce workload on They may need it for a job registrar staff application or to apply for a  Touch-free transcript scholarship and they may delivery need it today.”  Improve security - Elaine Henrie, Registrar  Verifies “no holds” and Emporia State University student identification 4

Benefits ***(Use this slide for Colleague schools and remove this line)  Provide better service “ eTranscripts provides an  Deliver transcripts in outstanding ‘touch - free’ electronic minutes rather than days transcript processing and delivery  Deliver anytime, option for students. Students can anywhere submit a transcript request  Reduce workload on outside of normal office hours and receive an official transcript PDF registrar staff within 20 to 30 minutes. This is a  Touch-free transcript great service for them when they delivery are applying for jobs,  Improve security scholarships, or admission to a university .”  Verifies “no holds” and student identification - Lee Colaw, CIO Amarillo College 5

Ellucian eTranscript requirements  Requestors order transcripts from the Clearinghouse public site or through Clearinghouse Student Self-Service. Orders are sent via the eTranscripts API into the ERP  To take advantage of eTranscripts, each school must:  Be active with Clearinghouse Transcript Ordering  Banner  Available with Banner Student 8.6.2; includes eTranscript 9.0 XE APIs  Pre-requisites are Banner General 8.6 and Banner Student 8.6  Database Extension Utility (DBEU) must be applied  Banner Student 8.6.1 is not required  APIs are included in a .war file that is deployed to a WebLogic server  Colleague  Release R18 is required. Ellucian eTranscript will be delivered as a software update and as WebAPI 1.3.  PowerCampus  Ellucian eTranscript will be delivered in PowerCampus 8.5 6

How does it work? 7 May 21, 2014

Supports all transcript processing stages 1. Student Identification  Supports anonymous and authenticated single sign on from Ellucian ERP systems (Authenticated SSO utilizes existing NSC component) 2. Student Validation  Checks entered data against data in ERP to ensure transcript can be produced  Checks institutional holds in real time with the ERP 3. Order Collection  Sends order data to ERP: student name, numeric identifier, transcript type, processing option, and delivery method 4. Order Fulfillment 8

Student enters transcript request from vendor’s system  Student accesses the transcript ordering vendor’s application and first select’s their institution. 9 May 21, 2014

Student enters their information 10 May 21, 2014

System searches for students and identifies any holds 11 May 21, 2014

Not all orders are processed immediately  When the student is not identified initially  End up in research queue  When the student has a transcript hold  When the student requests future processing  After grades are posted for a particular term  After a particular degree has been awarded  When the student includes an attachment that needs to be reviewed by the registrar

Select transcript recipient 13 May 21, 2014

Select transcript type 14 May 21, 2014

Payment is handled by the transcript ordering vendor 15 May 21, 2014

Order status in Ellucian ERP 16 May 21, 2014

Final email notifications and order tracking  Email is sent to the recipient with a link to where the transcript can be downloaded  Password to download the transcript is sent to the recipient in a separate email  Emails sent to the requestor notifying them that:  Transcript was sent by the educational institution to the recipient  Transcript was received by the recipient  Orders can also be tracked on the website 17

Sample PDF Output 18

Benefits of Ellucian eTranscripts over Proprietary Vendor interfaces  Supported by Actionline  Single interface – no bouncing back and forth between two interfaces  Integrates within existing infrastructure – no additional hardware  Tested by Ellucian QA against new releases

Summary  Ellucian eTranscript streamlines the processing of electronic transcripts:  Providing better service to the student by sending the transcript in minutes not weeks  Providing the Registrar the means to send an electronic transcript without any staff intervention  Ellucian eTranscript is yet another proof point of the Ellucian XE vision 20

Learn more  Visit the websites  http://www.ellucian.com/Solutions/Ellu cian-eTranscripts/  http://www.transcriptservices.org/etran scripts.php  Watch a recorded webinar 21