Designing Tools and Implementing Workflows to Enhance Serials EDI

Christian BurrisErik Mitchell

Z. Smith Reynolds LibraryWake Forest University

EndUser 2003 April 25, 2003

Scope of Presentation

What is EDISerials EDI workflowsEDI outside VoyagerWorkflow / software solutions

What is EDI?

Electronic Data InterchangeEDIFACT is an international

standard format for exchanging data

A string of data elements representing an order transaction (www.whatis.com)

Serials EDI Invoice Workflow

Vendor notifies staff via E-mail Systems transfers the file to

Voyager Serials loads the file and

produces the invoice(s) Serials resolves unmatched line

items

Serials EDI Invoice Importing

Serials EDI Invoice Workflow

Serials periodically deletes the EDI messages from the incoming section

Systems performs routine file maintenance on the EDI directories

Serials EDI Claiming Workflow

Serials reviews problem list and produces claims

Serials processes claims via the EDI processing section

Serials periodically removes EDI messages from outgoing section

Serials EDI Claim Processing

Serials EDI Claim Processing

Serials EDI Claiming Workflow

Systems transfers EDI claim files to EBSCO

EBSCO sends an e-mail confirmation

Monthly claim checker is done via E-mail or US mail

Workflow Problems

File transmission/maintenance separated from Serials

FTP profiles difficult to manage Too many steps, staff Daily EDI claim transmissions

illustrated need for a solution

Managing EDI Outside Voyager

File availability notification File transfer and maintenance FTP connection profile settings EDI transmission logging

The Goal

To enable staff to easily transfer and manage files

To more effectively manage FTP connection information

To keep track of EDI transmissions

Required Functionality

Basic FTP operations Upload, download, delete, log

Secure access Maintain connection profiles

Server name Default transfer type Default upload type Username / Password Default directories

Possible Solutions

UNIX FTP Cron jobs Windows FTP Software Web Based FTP Software

Train Serials Staff in UNIX

Pros No client configuration No specialized software

Cons Extensive Training High level of technical knowledge Security concerns / multiple user profiles No profile management solution

Run Server Cron Jobs

Pros Little staff training required No client configuration No user interface required

Cons Lack of staff control over transmissions Transmission problems must be resolved

by system administrator EDI workflow does not follow predictable

schedule

Windows FTP Software

Pros Easy to implement Staff control of EDI transmissions Staff can easily configure new vendors

Cons Client / Host solution not streamlined Profile info located on multiple machines FTP access to entire Voyager box Feature overload

Windows FTP Software

Satisfies main functional requirements

Simple, cost effective solution Specific Applications

WS FTP(Host to Client)http://www.ipswitch.com/

XProFTP (Host to Host)http://www.remotetek.com/xperts/

WSFTP

XProFTP

Web FTP Software

Pros Custom, simplified interface Web based, portable Easiest to implement for multiple users Satisfy specific vendor requirements

Cons Large development investment Security concerns of web interface

Web Interface Development

Development software Perl

DBI, NET::FTP, CGI Oracle

FTP profile database

Application setup FTP application lives on Voyager box Profile database lives on University

Oracle server

Profile Application

FTP Application

Security Concerns / Solutions

Write access to Voyager box from web

Apache runs as nobody, owns all downloaded files

Web access limited to incoming / outgoing directories

EDI connection profiles in database entirely separate from Voyager box

More Security

Require authentication Validate library staff users in Voyager

database Cookie acts as authentication token

Additional measures Could run secure connection if we put

certificates on server Considered user / security setting

combinations but decided on current setup

NET::FTP Module

Create a Connection $ftp = NET::FTP->new(servername)

Login $ftp->login(uname, password)

FTP commands $ftp->get($rfile, $lfile) $ftp->put($lfile, $rfile) $ftp->append($lfile, $rfile) $ftp->ascii, $ftp->binary

DBI, DBD::Oracle DB Module

Database connection $db = DBI->connect(host, sid)

Create a recordset $rs = $db->prepare($SQL) $rs->execute

Retrieve data from that recordset $hsref = $rs->fetchrow_hashref %hash = %{$hsref}

CGI Web Application Module

Form Creation $cgi->start_form(method, action) $cgi->form_element(name, value, label) $cgi->end_form

Element retrieval $cgi->param(ParamName)

Cookies $cgi->cookie(name, value, expires)

HTML header $cgi->header(HTML, Cookie, etc)

Standard Perl Functions

File management Open(FILE, “>>$filename”) Unlink $filename Chmod(0777, $filename)

Data Output Print “” Print FILE “”

Modules and Documentation

Modules http://www.cpan.org

Documentationhttp://www.perldoc.com

BooksWall, Larry. Programming Perl.

O’Reilly 2000. 3rd edition.Christiansen, Tom. Perl Cookbook.

O’Reilly. 1999.

What's Next

Consider Windows FTP application Host to Host ftp software offers same

functionality without support / development issues

Scheduled tasks feature enables cron like functionality without extra development

What’s Next

EDI for monographs Beginning YBP invoice testing

Expanded EDI for serials Include Standing Orders, Continuations Add Vendors

Contact Information

Christian BurrisSerials Unit Coordinatorburriscj@wfu.edu

Erik MitchellSystems Librarianmitcheet@wfu.edu

EndUser 2003

Presenter Name(s) and Affiliation(s):

1) Erik Mitchell Z. Smith Reynolds Library Wake Forest University

2)Christian Burris Z. Smith Reynolds Library Wake Forest University

3)

Session Title: Designing Tools and Implementing Workflows to Enhance Serials EDI

 

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