Banner and EDI.SMART Training Workbook Release 8.2 – June 2009 Updated 6/6/2012
_______________________________________________________________________________________________

Prepared by: Ellucian

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Revision History Log

Publication Date	Summary
June 2009	New version that supports 8.2 software.

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Table of Contents

Introduction	4

What is EDI and EDI.SMART?	6

Functional vs. Technical Implementation	7

Getting Started	9

Setup in Banner	10

Introduction	11

Banner Forms	12

Banner Term Type Validation Form (STVTRMT)	29

Transcript Type Code Validation (STVTPRT)	31

Mapping the Electronic Transcript	45

EDI.SMART Workstation	46

Toolbar	49

Trading Partners	52

Banner Forms	57

EDI.SMART	59

To Recipient…	63

Back to EDI.Smart…	65

Back to Banner…	67

Other Reports and Options	73

Archiving and Purging	79

Review	87

Introduction

Course goal

The purpose of this course is to demonstrate the integration of the functional and technical set up responsibilities of the EDI.SMART implementation. In addition, it serves as an introduction to the EDI.SMART software.

Course objectives

At the end of this course, participants will be able to

discuss EDI and EDI.SMART

discuss what is needed to begin the implementation

discuss what fields, forms, and reports are needed in Banner

discuss the EDI.SMART Workstation

discuss the process of transferring data from Banner to EDI.SMART

discuss the reports available using EDI.SMART

discuss the Archiving and Purging of records.

Intended audience

Technical users who will be involved in implementing EDI.SMART and/or continuing on with its usage and Functional users who are familiar with the client’s General Student and Transcript processing policies and who will be extracting the data from and importing the data into Banner.

Prerequisites

To complete this course, you should have

completed the Training Services computer-based training (CBT) tutorial Banner 8 Fundamentals, or have equivalent experience navigating in the Banner system

administrative rights to create and perform the necessary set up in Banner

registered with the UT Austin Server

checked network connection to UT Austin

if using PGP, installed and sent key to UT Austin

contacted an established EDI capable institution to be used as a testing partner and had them send a test file

Note: These prerequisites must be met in order to complete this workbook.

What is EDI and EDI.SMART?

Electronic Data Interchange

Electronic Data Interchange (EDI) is a set of standards that were originally developed in 1975 to address the problems of company-to-company, computer-to-computer exchanges of data that can be automatically processed.

EDI.SMART

There are several EDI processes that can be used in Higher Education. These include Educational Verifications, Electronic Applications, and Transcripts. The data that will transmit electronically must adhere to a standard that was set forth by the E DI Standards Committee. EDI.SMART assists with converting Banner data into the standard format needed to send data electronically.

EDI.SMART, once implemented, will download the data from Banner, convert it into the proper format, transmit the data, and will receive notification from the receiving institution once the data was received. In addition, EDI.SMART can receive software and upload the data into Banner.

Functional vs. Technical Implementation

Roles

Before the system can be implemented, the technical office can assist the client in registering with the UT Austin Server, checking the network connection to UT Austin, and if using PGP, installing and sending the key to UT Austin. While the technical office is assisting with the initial set up with UT Austin, the functional users can then complete and review the data types to be entered in the Banner forms.

The functional piece of the implementation is typically performed by the functional users and consists of cross-walking their Banner codes to the appropriate ANCI X12 standard codes. This portion of the implementation is performed by the functional user since it is the functional user that is familiar with validation tables, rules forms, and transcript requests. In addition, certain functions of the Banner program SHREDIY (Formerly SHREDIE) depend upon the data standard of High School and College codes.

The functional and technical offices must work together to map the EDI functions with current Banner practices. The technical office should run the scripts to populate the SOAXREF tables with the High School and College codes.

While the technical office is making the needed modifications from the mapping of the information, the functional user will set up the EDI trading partners in the new EDI software.

Together, both offices participate in the testing of the software.

Implementation diagram

Getting Started

Resources

To begin the implementation process, the client must have:

Implementation Guides - These are delivered with the EDI.SMART software. It is highly recommended that clients read these before beginning the implementation.

the Workstation Implementation Guides

the EDI.SMART Data Mapping Job Aid

a copy of A Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript))

a copy of Guide to the Implementation of Electronic Transcripts and Student Records Appendix B: Code Lists.

Access to necessary Banner validation tables and rule forms

Access to EDI.SMART Software

This is only necessary when the client is ready to begin setting up trading partners and testing the system.

Trading Partners

This is not necessary until testing begins. Using several trading partners is recommended in order to try simultaneous transmissions to each.

Setup in Banner

Introduction

This section discusses necessary Banner forms and tables for EDI.SMART Processing.

Objectives

At the end of this section, the user will be able to:

Determine which Banner codes need to be cross-walked to ANCI X12 standard codes

Enter those codes in the appropriate Banner forms.

Introduction

Form review

Using the EDI.Smart Data Mapping job aid, the Workstation Implementation Guides, a copy of A Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) and a copy of Guide to the Implementation of Electronic Transcripts and Student Records Appendix B: Code Lists, review each of the forms needed to process an EDI Transcript.

Banner Forms

Academic Standing Code Validation Form (STVASTD)

The Academic Standing Code Validation Form (STVASTD) in Banner contains an EDI Eqv field to populate the ANSI X12 standard values that equate to your Academic Standing Code values. Multiple Banner Standing Codes may have the same EDI equivalent.

ACADEMIC STANDING CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #SSE03 641.

Status Reason Code (Reason for Entry or Exit)

B27 Student is eligible to continue or return or both

B28 Student is on suspension or dismissal

B29 Student is expelled (from PreK - grade 12)

B31 Not currently enrolled

B38 Dropped

B39 Academic Probation

B40 Suspended

B51 Student on Suspension or Dismissal; Eligible to Apply for Reentry

B52 According to established regulations or statutes

Citizen Type Code Validation Form (STVCITZ)

The Citizenship Type Code Validation Form (STVCITZ) in Banner contains an EDI Equivalent field to populate the ANSI X12 standard values that equate to your Citizenship Type Code values. At least one Citizenship code must be equated to an EDI value.

CITIZEN TYPE CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #DMG06 1066.

Citizenship Status Code

1 U.S. Citizen

2 Non-Resident Alien

3 Resident Alien

4 Illegal Alien

5 Alien

6 U.S. Citizen - Non-Resident

7 U.S. Citizen - Resident

8 Citizen

9 Non-citizen with Student Authorization

A Non-permanent Resident Alien

B Permanent Visa

C Temporary Visa

Class Code Validation Form (STVCLAS)

The Class Code Validation Form (STVCLAS) in Banner contains an EDI Eqv field to populate the ANSI X12 standard values that equate to your Class Code values. This is the code identifying the grade level or academic level of the student for this session and does not refer to the level of courses taken.

CLASS CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #SES10 1131

Level of Individual, Test, or Course Code (Grade or Academic Level of Student)

20 Non-Degree or Temporary Undergraduate in Postsecondary school

21 Postsecondary First Year Student

22 Postsecondary Sophomore

23 Postsecondary Junior

24 Postsecondary Senior

25 Postsecondary Post-Baccalaureate Student

26 Postsecondary Non-Degree Graduate Student

27 Postsecondary Professional Student

28 Postsecondary Master's Degree Student

29 Postsecondary Doctoral Student

30 Postdoctoral Student

31 Postsecondary Bachelor Preliminary Year

32 Postsecondary Fifth Year Student

33 Postsecondary Masters Qualifying Year

AD Adult

PF Professional

Diploma Type Validation Form (STVDPLM)

The Diploma Type Validation Form (STVDPLM) in Banner contains an EDI Equivalent field to populate the ANSI X12 standard values that equate to your Diploma Type Code values and indicates the status reason of the type of high school diploma or certification the student was, or is expected to be, awarded. In the postsecondary record, this may reflect the basis of admission at the sending institution.

DIPLOMA TYPE CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #SST01 641

Status Reason Code (High School Graduation Type Code)

B17 Did not complete secondary school

B18 Standard high school diploma

B19 Advanced or honors diploma

B20 Vocational diploma

B21 Special education diploma

B22 Certificate of completion or attendance

B23 Special certificate of completion

B24 General Education Development Diploma (GED)

B25 Other high school equivalency diploma

B26 International diploma or certificate (such as International Baccalaureate)

Ethnic Code Validation Form (STVETHN)

The Ethnic Code Validation Form (STVETHN) in Banner contains an EDI Equivalent field to populate the ANSI X12 standard values that equate to your Ethnic Code values.

ETHNIC CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #DMG05 1109.

Race or Ethnicity Code

7 Not Provided

A Asian or Pacific Islander

B Black

C Caucasian

D Subcontinent Asian American

E Other Race or Ethnicity

F Asian Pacific American

G Native American

H Hispanic

I American Indian or Alaskan Native

J Native Hawaiian

N Black (Non-Hispanic)

White (Non-Hispanic)

P Pacific Islander

Z Mutually Defined

Institutional Honors Code Validation Form (STVHONR)

The Institutional Honors Code Validation Form (STVHONR) in Banner contains an EDI Equiv field to populate the ANSI X12 standard values that equate to your Institutional Honors Code values. This is a code indicating honors status reason associated with the degree. This is not the place to indicate that the student was enrolled in an honors program.

INSTITUTIONAL HONORS CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #DEG05 641.

Status Reason Code (Honors Level of Degree)

B35 Highest Honors

B36 Second Highest Honors

B37 Third Highest Honors

Level Code Validation Form (STVLEVL)

The Level Code Validation Form (STVLEVL) in Banner contains an EDI Equivalent field to populate the ANSI X12 standard values that equate to your Level Code values.

This form displays the institution's academic grade and/or course level codes and their equivalent EDI Standard Codes. This code indicates the level or type or both, of work which is reflected in the grade point average and the credit hours in the overall academic summary, each individual academic session summary, individual course grades, and awarded degrees. The list of valid ANSI X12 standard codes is extensive, but only G – Graduate, P – Professional and U – Undergraduate should be attached to any of your Banner level codes.

LEVEL CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #SUM02 1142.

Academic Grade or Course Level Code (Level of Coursework)

G Graduate (postsecondary)

P Professional

U Undergraduate (postsecondary)

Marital Status Code Validation Form (STVMRTL)

The Marital Status Code Validation Form (STVMRTL) in Banner contains an EDI Equiv field to populate the ANSI X12 standard values that equate to your Marital Status Code values.

MARITAL CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #DMG04 1067.

Marital Status Code

A Common Law

B Registered Domestic Partner

D Divorced

I Single

K Unknown

M Married

R Unreported

S Separated

U Unmarried (Single or Divorced or Widowed)

W Widowed

X Legally Separated

Residence Code Validation Form (STVRESD)

The Residence Code Validation Form (STVRESD) in Banner contains an EDI Equiv field to populate the ANSI X12 standard values that equate to your Residence Code values.

RESIDENCE CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #SST09 1073.

Yes/No Condition or Response Code (Residency Code for Fee Purposes)

N No

(The student is not (or was not) considered to be a legal resident for fee purposes)

U Unknown

(The residency status is unknown or not available in the transcript record)

Y Yes

(The student is or was considered to be a legal resident for fee purposes)

Nation Code Validation Form (STVNATN)

The Nation Code Validation Form (STVNATN) in Banner contains an EDI Equivalent field to hold the ANSI X12 standard values that equate to your Nation Code values. ANCI X12 codes use ISO country codes. Refer to the EDI.Smart Data Mapping job aid, Worksheet A for more information.

NATION CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Appendix B: Code Lists under data element #26 COUNTRY CODES.

AD Andorra

AE United Arab Emirates

AF Afghanistan

AG Antigua & Barbuda

AI Anguilla

AL Albania

AM Armenia

AN Netherlands Antilles

AO Angola

AQ Antarctica

AR Argentina

AS American Samoa

AT Austria

AU Australia

State/Province Code Validation Form (STVSTAT)

The State/Province Code Validation Form (STVSTAT) in Banner contains an EDI Equivalent field to hold the ANSI X12 standard values that equate to your State/Province Code values. The ANCI X12 code values come from the “National Zip Code and Post Office Directory." The EDI equivalent value field can be left blank if the client is using ANSI X12 standard codes in their Banner State/Province Code field. If the EDI equivalent value is blank, SHREDIY (Formerly SHREDIE) will move the first two characters of the State/Province Code field into the EDI Flat File fields.

Review the EDI Equivalent values on the State/Province Code Validation Form (STVSTAT) against the ANSI X12 values and enter any values needing modification.

Refer to the EDI.Smart Data Mapping job aid, Worksheet B for more information.

STATE/PROVINCE CODESCODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Appendix B: Code Lists under data element #156 STATE OR PROVINCE CODES.

AL Alabama

AK Alaska

AZ Arizona

AR Arkansas

CA California

CZ Canal Zone

CO Colorado

CT Connecticut

DE Delaware

DC District of Columbia

FL Florida

GA Georgia

GU Guam

HI Hawaii

ID Idaho

IL Illinois

IN Indiana

EDI Academic Grade Qualifier (SHAGEDI)

The EDI Academic Grade Qualifier (SHAGEDI) is used to indicate the grading scheme used at the institution for each institutional level.

ACADEMIC GRADE QUALIFIER

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Appendix B: Code Lists under data element #1148 ACADEMIC GRADE QUALIFIER.

Banner Term Type Validation Form (STVTRMT)

The Term Type Validation Form (STVTRMT) is used to designate the default term type on the Academic History Control Form (SHACTRL) and to equate the institutional terms defined in the Term Validation Form (STVTERM) to the term type code needed for the electronic transcript. isThis formis used for EDI SPEEDE/EXPRESS only. Only the values needed for EDI processing should be entered into this validation form.

TERM TYPE CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #SES04 1139.

Session Code (Type of Session)

1 Full year

2 Semester

3 Trimester

4 Quarter

5 Quinmester

6 Mini-term

7 Summer Session

8 Intersession (Year Round Schools)

9 Long Session (longer than a semester, quarter or trimester but shorter than a full year)

Transcript Type Code Validation (STVTPRT)

The Transcript Type Code Validation Form (STVTPRT) is used to create the Term Type code to be used in processing electronic transcripts. Once the code has been entered, define the transcript rules on the Transcript Type Rules Form (SHATPRT) and also define this transcript type on the Academic History Control Form (SHACTRL).

Transcript Type Rules Form (SHATPRT)

The Transcript Type Rules Form (SHATPRT) is used to designate the print options attached to a Transcript Type. There isis some data that can be selected on SHATPRT that although selected, will not be included in the electronic transcript. These options are:

Academic History Control Form (SHACTRL)

The Academic History Control Form (SHACTRL) is used to define Academic History rules. Enter the default term type (from STVTRMT) and the default electronic transcript type (from STVTPRT) on the Academic History Control Form. These are both required for processing electronic transcripts.

Term Code Validation Form (STVTERM)

The Term Code Form (STVTERM) is used to designate a term type for any term that is different from the default term entered in the Academic History Control Form (SHACTRL). A Term Type is only entered here if the term has a Term Type that is different from the default.

Source/Background Institution Code Validation Form (STVSBGI)

The Source/Background Institution Code Validation Form (STVSBGI) in Banner contains an EDI field that indicates that an institution is EDI capable and needs to be populated with an E for Transfer Partners to receive transcripts via the EDI electronic process.

This form also indicates which type of Institution Translation codes are to be used.

Translations may need to be entered depending on what codes are used as well or if the FICE field on STVSBGI is used for an identifier.

The function must be changed by a technical staff member in the process SHREDIY (Formerly SHREDIE). Refer to the EDI.Smart Data Mapping job aid, Worksheet C and D for instructions.

If FICE codes are being used as the source background code, then no value needs to be maintained in the FICE Code field.

The technical office will need to run the xrefhsch2.sql and xrefcoll2.sql scripts to populate the STVSBGIC and STVSBGIH labels of SOAXREF

If not using FICE codes as your source/background institution code on STVSBGI, the FICE Code field on STVSBGI will need to be populated with either FICE codes, CB codes or CS codes (US institutions typically use FICE codes).

The technical office will need to run the xrefhsch.sql and xrefcoll.sql scripts to populate the STVSBGIC and STVSBGIH labels of SOAXREF

Note: The type of institution translation codes used in STVSBGI, must match the institution identifier used in SOAXREF – STVSBGIC, in SOAXREF - SBGIQLFR and in SAAERUL – DFLTPCOLQLFR.

Major, Minor, Concentration Code Validation Form (STVMAJR/STVSUBJ)

Subject Code Validation Form (STVSUBJ)

EDI uses the CIP Codes for Subject codes AS WELL AS major codes.

If you do not use these codes for both subject and major, modifications MUST be made following the directions in the EDI.Smart Data Mapping job aid, Worksheet E.

Electronic Admissions Application Rules (SAAERUL)

The Electronic Admissions Application Rules Form (SAAERUL) in Banner contains a Value field to populate the ANSI X12 standard value to designate the default Prior College Qualifier to be used for EDI Electronic Transcript processing. The Qualifier used here must match the type used in SOAXREF – STVSBGIC and in SOAXREF – SBGIQLFR. A crosswalk table for code sets 71, 72, 73, 74, CB and CS is available from AACRAO.

PRIOR COLLEGE QUALIFIER CODES

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #PCL01 66.

Identification Code Qualifier (Institution Code Qualifier)

71 Integrated Postsecondary Education Data System (IPEDS) set of codes (Available from the U.S. Department of Education's National Center of Education Statistics)

72 The College Board's Admission Testing Program (ATP)

73 Federal Interagency Commission on Education (FICE) number (Available from the U.S. Department of Education)

74 American College Testing (ACT) list of postsecondary educational institutions.

CB Statistics Canada Canadian College Student Information System Institution Codes

CS Statistics Canada University Student Information System University Codes

DI Cross-Reference Rules (SOAXREF)

The EDI Cross-Reference Rules Form (SOAXREF) is used to crosswalk incoming EDI ANSI X12 standard codes to Banner codes. Crosswalk only the codes that are valid for your business processes and that have a valid translation that you want brought into.Banner. Multiple EDI values may be cross-walked to the same Banner value.

Those EDI ANSI X12 values that do not having meaning should not be cross-walked. For example, High School level coursework is typically not accepted, so this level would not be cross-walked. The following Cross-Reference Labels need to be defined:

Educational Institution Qualifier (SOAXREF SBGIQLFR)

The Educational Institution Qualifier (SBGIQLFR) values defined here need to match the default used in SAAERUL - DFLTPCOLQLFR and in SOAXREF – STVSBGIC.

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #PCL01 66.

Grade or Course Level Codes Label (SOAXREF GRCRLEVL)

Values from the Grade or Course Level Codes label (GRCRLEVL) are translated to academic grade or course level codes defined in the Level Code Validation Form STVLEVL. The minimum that should be cross-walked to Banner values are G – Graduate, P – Professional and U – Undergraduate, however, if any other EDI values come in that you would want to be translated to your Banner equivalent of G, U or P, enter the appropriate Banner value.

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #SUM02 1142.

Honor Level Codes Label (SOAXREF HONRLEVL)

Values from the Honor Level Codes label (HONRLEVL) are translated to honors levels of the degree, which are translated to Banner Honor levels that can be associated with a degree as defined in the Institutional Honors Code Validation Form STVHONR.

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #DEG05 641.

High School Graduation Codes Label (SOAXREF HSCHRSON)

Values from the High School Graduation Codes label (HSCHRSON) are translated to the Banner Diploma Type codes as defined in the Diploma Type Validation Form STVDPLM.

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #SST01 641.

Degree Level – Degree Code Label (SOAXREF STVDEGC)

Values from the Degree Level-Degree Code label (STVDEGC) are translated to the Banner Degree codes as defined in the Degree Code Validation Form STVDEGC.

The ANSI X12 codes can be found in the Guide to the Implementation of Electronic Transcripts and Student Records Part 1: TS 130 - Student Educational Record (Transcript) under Data Element Reference and ID #PCL05 1126.

Transfer Effective Term Code Maintenance Form (SHADTRM)

The Transfer Effective Term Code Maintenance Form (SHADRTM) can be used as an option to map incoming term start dates to a different term than indicated on STVTERM. Once any data is entered for an institution, STVTERM is no longer used for that institution.

Electronic Document Status Code Validation Form (STVDSTS)

The Electronic Document Status Code Validation Form (STVDSTS) is used to define codes and descriptions that represent the typical actions and procedural steps that may apply to processing a transcript. Only Priority the codes with the lowest number in the Priority field will be added to the student upon the EDI transcript load into the Online Transcript Activity Form (SHAEDIS). At a minimum, a code for each of the following needs to be defined:

Verify ID – (Typically VERF) Needs to be ranked as lowest priority number in the Priority field. More than 1 Status code can be identified with same priority number. The codes identified with the lowest priority are the only Status codes added upon the load of the transcript. Once the transcript is verified, the P status will change to a C.

Ready for Articulation – (Typically TA) Ranked Approx 50 for Priority. Set TA field = Y – Lets SHATAEQ know there is an EDI transcript to be articulated. Once a transcript is loaded in SHATAEQ, the P status will change to a C.

Archive – (Typically ARC) Ranked Priority 99 (or the highest). Set ARC field = Y. Indicates the EDI transcript is rolled to history and should be archived and not purged. Once a transcript is loaded in SHATRNS, the P status will change to a C.

Crosswalk Validation Form (GTVSDAX)

The Crosswalk Validation Form (GTVSDAX) is used to indicate whether attendance periods in SHATRNS will be manually or automatically created. The Internal Code = INSATTENDP and Group Code = HISTORY will need to have the External Code set to either a Y or an N. After the SHATRNS record is created, you can enter different values in the Attendance Period field.

INSATTENDP = Y will allow the system to automatically create attendance periods by overriding SHATAEQ’s check for an attendance periods. If Multiple Attendance periods come in, the system will create the matching Multiple Attendance Periods in SHATRNS. If a Single Attendance Period comes in, the system will create that Attendance Period. It cannot create Multiple Attendance Periods if a Single Attendance Period comes in or vice-versa.

INSATTENDP = N will mandate manual creation of the SHATRNS record before loading the transcript.

Mapping the Electronic Transcript

Introduction

this point during the implementation process, all fields and rule forms have been entered into Banner and the technical staff is ready to begin mapping the data according to the decisions that were made using the worksheets in the Data Mapping Job Aid.

This section is an introduction of the EDI.SMART Workstation. It will discuss the various fields and buttons on the EDI.SMART Workstation, as well as the reports and processes that are performed from the workstation

Objectives

Understand the interactions and flow of between EDI.SMART and Banner

Understand the EDI.SMART Workstation

Set up Trading Partners in EDI.SMART and in Banner

Be able to run all EDI job submission processes to generate the files used in processing incoming and outgoing electronic transcripts.

EDI.SMART Workstation

Features

This is an example of the EDI.SMART workstation when a user first logs in to the system.

The Activity Status window displays messages for current activity since a user has logged in, stating the operator signed in to the system, transcripts that have been received, transcripts that have been sent, status of the automatic processing, and any messages that may be waiting to be read.

The direction window controls viewing information in the At a Glance window. The In radial button will display all inbound processes that have occurred since a user has logged in, the Out radial button will display all outbound processes that have occurred since a user has logged in.

The buttons in below “Orient By” control how the information in the At a Glance window is displayed.

The buttons on the left of the form are shortcuts to processes and reports that will be discussed later.

Toolbar

Toolbar Icons

Each icon is discussed below, in order from left to right.

(1)Do All Moves – This button will download the electronic transcript from Banner, prepare the transcript for submission, and connect with the server to send the transcript. In addition, it can receive data and upload it into Banner. This button allows everything to be completed without have to perform each function individually.

(2)Transaction Summary – This button will produce a summary report of the transactions that have been processed.

(3)Browse Option – This button produces a Transaction log of data that was sent and who it was sent to with additional information that may be needed later for problem resolution.

(4)EDI Communication Logs – This button produces a report containing information about the success of the transactions and the size of the files that have been sent per network ID.

(5)Functional Acknowledgement – This button will produce a report displaying the transactions that were sent to an institution, the date and time sent, and the success or failure of the transaction.

(6)Transaction Log – This button displays the Transaction log. This will be discussed a little later in the presentation.

(7)EDI Partners – This button is a short cut to the forms needed to set up EDI partners for the exchange of transcripts. This process will be discussed later in the presentation.

(8)Network and EXREFS – This button is used by the technical staff to set up the EDI.SMART Workstation.

Alternatives

The next sets of Buttons are an alternative to the first button of Do All Moves. These buttons allow the user to do each transaction separately.

(9)Prepare Outbound EDI – This button can be used as a short cut to prepare the Data that has been downloaded from Banner into the correct format needed to transmit the data electronically.

(10)Move Data from Banner – This button (proper title is Move Data From Host (download)) will take the transcripts that have been prepared by the process in Banner, SHREDIY (Formerly SHREDIE)), and place them into the EDI.SMART Workstation to be formatted into the TS189 (electronic transcript) format.

(11)Performs the Transfer of Records – This button (proper title is Communicate EDI) will connect to the server and send the data electronically.

(12)Upload to Banner – This button (proper title is Move Data To Host (Upload)) will upload the received transcripts during communication into Banner according to the mapping occurred by the technical staff.

(13)Host Disposition Report – This button will initiate a transaction that will relay the status of the external requests to the host. This transaction is used when a university chooses to have automatic processing in place.

Additional Reports or Transactions

(14)Action Item Log – This button produces a report of Transactions that have system messages attached to the files that were sent/received. These messages may include errors, a notification that a paper copy of the transcript is also being sent, or other information that is needed.

(15)Daily Activity – This button produces the daily Activity Report. This report can be run automatically is set within the automatic processing rules, or can be ran on demand. The user can determine what he/she wishes displayed in this report. Transaction Logs can be listed by date (age date), Inbound Status files, Outbound Status Files, and System Messages are included in this report.

(16)System Message Log – This button will produce a log of the events of the session currently being used by the operator and any errors detected by the system.

(17)Statistics Report – This button will produce information on either the Network inbound and outbound statistics, the EDI inbound and outbound statistics, or both. This is handled through the reporting properties that are set by a technical staff member based on the needs of the university.

(18)Change Password – This button initiates the process allowing the user to change his/her password.

(19)Help – This button allows the user to access the EDI.SMART Online User’s Manual.

Trading Partners

o send an electronic transcript to a school, it must be set up as a trading partner in the EDI.SMART Workstation as well as in Banner. The IT Office typically will set up each EDI capable institution as a Trading Partner in the EDI.SMART Workstation and Functional users typically set up each institution in Banner.

Trading Partner Form in EDI.SMART Workstation

After selecting the Trading Partner button displayed earlier or the EDI Partners button located on the workstation home page, the Trading Partner form will be displayed.

Use the tabs titled ‘Identification’, ‘Headers’, ‘Network’, ‘Contact’, and ‘Application’ to input the information about the new trading partner. Ask the technical staff for assistance setting up the Header and Network information for the school.

Use the Find button to perform a search making sure the school does not already exist in the system.

Use the New button to create a new record.

The Contact information will be the person from the school that your university should contact if there is a problem with a transaction.

When all of the information is entered, select the Save button. Using the other buttons on the right of the form allows you to edit a school's properties, view the properties, and sort the schools in a particular order.

Trading Partner Set Up in Banner

Each Trading Partner needs to be built in Banner so that the institutions name, address, level, calendar type and grading scheme can be sent/received electronically.

Source/Background Institution Base Form (SOASBGI)

The Source Background Institution Base Form (SOASBGI) is used to attach an institutions’ address information.

Transfer Articulation Institution (SOABGTA)

The Transfer Articulation Institution Form (SOABGTA) is used to indicate the institutions Transfer Levels and Calendar Type.

Transfer Grade Code Maintenance Form (SHATGRD)

Transfer Grade Code Maintenance Form (SHATGRD) is used to build each transfer institutions’ grading scheme and their Banner equivalents.

Banner Forms

Transcript Request Form (SHARQTC)

Request a transcript using the Banner Transcript Request FForm (SHARQTC).

In the type field, insert the transcript type you indicated as the EDI default on the Academic History Control Form (SHACTRL).

Insert the Outside Institution Code to which the transcript will be sent. (This is the Source/Background code from STVSBGI) When the Outsource code is entered, the name defaults in as well as an E in the EDI information Type field. This marks the transcript as an electronic transcript for the Process SHREDIY (Formerly SHREDIE) to select.

Run Electronic Data Interchange Extract (SHREDIY)

The user will run the Electronic Data Interchange Extract (SHREDIY) job submission process. TTimes for running the process will be a procedural decision of the institution. This process converts the data as decided upon during the mapping process preparing the transcripts for downloading into the EDI.SMART Workstation. The files are placed in an area waiting for the EDI.SMART Download process to retrieve them.

Creates three files in the job submission directory:

sedictl.dat ( the control file)

sediflt.dat ( the data file you will ftp to a machine to upload to EDI.Smart)

sedilog.dat ( the log file)

Parameters:

01 Used SHRTPOP? (Y-Yes or N-No)

02 Running for an individual student or all? (For an individual student, you need to go to SHARQTC and find the 3 digit Transcript Request Number of the request and add that number on to the end of the student ID or enter % for all students)

03 Enter the EDI transcript type code used in the requests

04 Today’s Date

05 1MA (Enter as many address types as apply)

06 Process by Campus? (Y-Yes or N-No)

07 If 06 is Y, enter Campus code

08 GPA Format? (R-Rounded, T-Truncated)

09 Process requests awaiting grades? (Y-Yes or N-No)

10 Process requests awaiting degrees? (Y-Yes or N-No)

EDI.SMART

Once the operator has logged into EDI.SMART, he/she will select the Move Data From Host button. This will activate the process of EDI.SMART downloading the files that were produced by SHREDIY into the workstation.

If the Operator chose to view the transaction log at this point of the process, the Status summary would display that a Transaction record was created, and the system is waiting for a functional and application acknowledgement (this means it is waiting to format the data).

After the data has been downloaded, perform the Prepare Outbound EDI process (Click mouse for graphic) using the Prepare Outbound EDI button. This takes the data from Banner and formats it to the approved EDI standard.

If the Operator chose to view the transaction log at this point of the process, the Status summary would display that an EDI Transmission group was created, and the system is waiting for a functional and application acknowledgement (this means it is waiting to send the data to the respective school).

To Recipient…

Send the data to the school (Click mouse for graphic) by using the Communicate EDI button.

Notice the At a Glance window now displays what transactions have been sent. The Orientation is showing to whom the files were sent.

If the Operator chose to view the transaction log at this point of the process, (Click mouse for graphic) the Status summary would display that an the system in waiting for an acknowledgement from the receiving institution of receipt of the data, and the system is waiting for a functional acknowledgement (this is the acknowledgement that is also sent from the receiving institution).

Back to EDI.Smart…

Selecting the Communicate EDI button again (click mouse for graphic) will allow the workstation to receive any acknowledgements from receiving institutions.

If the Operator chose to view the transaction log at this point of the process, the Status summary would display this in addition to the system received an acknowledgement message from the receiving school.

Back to Banner…

Run Reconcile EDI Flat File (SHREDIR)

After running the Host Disposition Report in the EDI.SMART Workstation, return to Banner and run the ReconcileReconcile EDI Flat File (SHREDIR) job submission process. This will update the transcript record to show that the electronic transcript has been sent and will be displayed in the transcript history on SHARQTC until purged.

Parameters:

01 Audit or Update (A-Audit, U-Update – creates the report)

02 Print Error only? (Y - unreconciled records, N - all records)

03 Path and File Name of disposition – Get from IT - example, /u02/s7s80/jobsub/d.txt. (file returned from EDI.Smart with the transcript requests in the Transcript Request Collector Table SHTTRAN)

04 Path and File Name of signal file – Get from IT - example, /u02/s7s80/jobsub/l.txt.

Run EDI Transcript Upload Parcer (SHREDIP)

Run the EDI Transcript Upload Parcer (SHREDIP) job submission process to process incoming EDI Flat 130 files produced by EDI.SMART. This data is loaded into the Banner holding tables and is viewable by the user in the Online Transcript Activity List Form (SHAEDIS). The functional users will use the SHAEDIS form to process all incoming electronic transcripts.

Parameters:

01 Enter the full path of EDI download file location (x:\directory\filename.dat)

02 Y

03 Y

04 Y

Online Transcripts Activity List (SHAEDIS)

The Online Transcript Activity List Form (SHAEDIS) is used to view and process incoming electronic transcripts. The progression of the electronic transcript from the initial load to the final step of loading into academic history is tracked using the status codes developed in the EDI Transcript Status Code Validation Form (STVDSTS).

From SHAEDIS, the ID of the student must be either matched to an existing Banner ID, or a new ID must be created to associate with the transcript. Once the Verification status of the ID has been completed, and any additional internal tasks and/or processes that may have been defined on STVDSTS are completed, the transcript is ready for review using the Transfer Articulation Form (SHATAEQ). Once the transcript is saved in SHATAEQ, the transcript status of Articulation is complete and the transcript is flagged as ready to be Archived. A transcript that has been rolled to the Transfer Course Information Form (SHATRNS) from the SHATAEQ form will then have an Archived status that is complete.

Transfer Articulation Evaluation (SHATAEQ)

The Transfer Articulation Evaluation Form is used to process both electronic transcripts and paper transcripts. Electronic transcripts will not be detected by SHATAEQ unless a pending transcript status with the Transfer Articulation Ind field checked, from STVDSTS, has been attached to the transcript in SHAEDIS.

Once a pending electronic transcript has been detected, the electronic transcript can be flagged for processing into either Single or Multiple Attendance Periods using the Transfer Course Information Form (SHATRNS).

Transfer Course Information Form (SHATRNS)

The Transfer Course Information Form (SHATRNS) is used to attach the institution to a student and define the Attendance Periods associated with the transcript. Once Attendance Periods have been established, the electronic transcript is articulated and rolled to history, through SHATAEQ, using the same procedures as a paper transcript.

Run Electronic Transcript Upload Purge (SHRETRP)

Run the Electronic Transcript Upload Purge (SHRETRP) process to purge electronic transcript data. This would be done by the functional user after electronic transcripts have been processed to their final step (usually after rolling the transfer articulation to history) in the Student System. Also, storage of a large number of records may negatively impact online processing. EDI.Smart users should keep in mind that EDI.Smart includes archiving capability, so that if any future questions might arise about a previously received, articulated, and purged transcript, the original data would still be available through EDI.Smart.

Note: An electronic transcript will not be for purged unless a routing status code exists for the transcript that has the Archive Status Indicator set to Y on the EDI Document Status Code Validation Form (STVDSTS).

Parameters:

01 Process by STVSBGI Code (% for all archived)

02 Received Date listed on SHAEDIS (Today’s date for all archived)

03 Sorted by N-Name, S_Sending Institution Name or I-ID

04 Print Summary report (Y-Prints Summary, N-Prints Detail)

05 Print transcripts not eligible for purge (Y-Prints Non purged, N-Doesn’t print non purged)

06 Run in Audit or Update Mode (A-Audit, U-Update).

Other Reports and Options

Statistics report

Statistics collected during network and EDI translation processes will be compiled into a report and may be viewed or printed.

EDI Communications Session Log

Data for this log is automatically prepared during a communications session and provides information about the success of the transmission and the size of files transmitted.

Daily Activity Report

This report can be run automatically is set within the automatic processing rules, or can be ran on demand. The user can determine what he/she wishes displayed in this report. Transaction Logs can be listed by date (age date), Inbound Status files, Outbound Status Files, and System Messages are included in this report.

Transaction Summary

The report displays a statistical summary showing, for the specified records, the cumulative data by trading partner and message set. Inbound and Outbound data are shown in separate report sections. The data is related to the number of records in the Transaction Log.

Action Item Report

This report includes records selected from the Transaction Log that have status codes indicating a system message was generated. Information from several files that pertains to a particular message or transaction set is listed so that all data related to the problem is on a single report. If the report pertains to an error detected during EDI translation, the affected EDI data is included with framing characters to the left and right of the data in question. The View Data button allows you to see the data in question.

System Message Report

This Report includes data on significant system events and also any errors detected by the system.

Archiving and Purging

ARCHIVE

To begin the archiving process, select the tools option and the Outbound or Inbound Transmission Records.

The transaction records are now displayed. (Be sure to explain that a particular transaction record can be found using the Find button)

Notice the checkbox is not marked and a message stating that 0 records are marked for processing.

Check the box to select the record.

Once you have selected the records you wish to archive, (click mouse for next graphic) select Process and Archive to perform the archiving transaction.

You will receive two message windows. The first message will tell you that the records have been selected to be archived and will ask you if you wish to proceed with the process.

You will then get a message stating the records will be archived during the next processing cycle.

PURGE

To begin the purge process, select the tools option and the Outbound or Inbound Transmission Records.

The transaction records are now displayed.

Notice the checkbox is not marked and a message stating that 0 records are marked for processing.

Check the box to select the record.

Once you have selected the records you wish to purge, (click mouse for next graphic) select Process and Archive to perform the purging transaction.

You will receive two message windows. The first message will ask you if you wish to purge the selected records.

You will then get a message stating the records will be purged and a warning stating that this will permanently delete the record. To proceed with the purge, select OK. The selected transactions are deleted.

Review

EDI and EDI.SMART

How to begin

Banner

EDI.Smart Workstation

Sending an EDI Transcript

Other reports

Archiving and Purging