ellucian etranscripts api implementation guide - … etranscripts for colleague api guide 2!...

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Parchment Send K-12User Guide

Ellucian eTranscripts for Colleague API Guide

Table of Contents Overview .................................................................................................................................................... 2

Parchment’s Support for Ellucian eTranscripts .................................................................................... 2

Uncompromising Ellucian Support ..................................................................................................... 2

Enhancements Available Only Through Parchment ........................................................................ 2

Student Experience Considerations ................................................................................................... 3

Technical Considerations ..................................................................................................................... 3

Ellucian eTranscript Requirements ........................................................................................................ 4

Colleague Web API Server .................................................................................................................. 4

Colleague Software Updates ............................................................................................................... 4

Security ................................................................................................................................................... 5

Integration Components ....................................................................................................................... 5

Implementation .......................................................................................................................................... 6

Resources, Roles & Responsibilities ................................................................................................. 6

Parchment Resources ...................................................................................................................... 6

Member Institution Resources ........................................................................................................ 7

Project Plan ............................................................................................................................................ 8

Task 6: Requesting Access to Ellucian Cloud ............................................................................ 11

Task 14: Creating Colleague Credentials for Ellucian Cloud .................................................... 12

Task 15: Configure the File Translation Tables form (FLTT) .................................................... 16

Task 16: Defining Transcript Order Parameters (TROP) .......................................................... 17

Third Party Connections ................................................................................................................. 18

Ellucian Cloud Connection ............................................................................................................. 18

Ellucian eTranscripts for Colleague API Guide 2

Overview Parchment Send is a comprehensive process for current and former students to order transcripts and for administrators to receive and fulfill transcript requests. Parchment works with every institution to determine the best way to implement Parchment Send to optimize current business processes and technical requirements.

Ellucian eTranscripts is a new set of functionalities native to Ellucian administrative systems, allowing any institution to automate the fulfillment of transcript requests. This automation will process the majority of transcript requests without any administrative effort—eliminating manual request entries from paper order forms, institutional handling of transcript fees, manual checking for holds, and even allowing Parchment to print and mail paper transcripts on the institution’s behalf. This native solution for automation is one of many supported by the Parchment Send service. Since it is included as baseline functionality within Ellucian’s administrative system, it can be implemented quickly, without additional cost, code, or development required.

Parchment’s Support for Ellucian eTranscripts

Uncompromising Ellucian Support As an Ellucian Community partner, Parchment will always provide compatibility with new versions and updates for Ellucian eTranscripts. Parchment maintains a dedicated test environment which can be used for testing with the institutional pre-production administrative system for Ellucian updates, prior to institutional deployment.

Parchment is committed to providing the most advanced transcript exchange platform to serve the education community. Recently campus leaders surveyed across the country by higher education management trade publication University Business named Parchment a 2014 Readers' Choice Top Product.

Enhancements Available Only Through Parchment The native eTranscripts from Ellucian provide a seamless way for the Ellucian ERP to communicate with Parchment, but there are some factors surrounding the core API functionality that Parchment’s integration provides exclusively to Parchment members. Each of these features can be scoped and enabled as part of your overall project implementation.

• Extensive Experience with Automation: Parchment’s extensive experience implementing integration across a wide array of institutional requirements ensures that each institution’s unique requirements are understood. Parchment’s suite of integration options allows every institution to choose the tools that are right for their environment. Ellucian eTranscripts is an important option within that suite of tools.


• Data: Parchment Send is the only platform that provides effortless data exchange, allowing an institution to deliver transcripts in data formats, including PESC XML and TS-130 EDI, using Ellucian eTranscripts. This means institutions do not have to maintain separate processes for sending transcripts as data to other institutions. Parchment automatically performs the conversion and delivery of data without any additional effort on the part of the institution.

• Comprehensive Services for Paper & Electronic Fulfillment: Parchment is a full service provider for transcripts, both delivered electronically, as well as those delivered as mailed paper. Parchment’s integration supports requests for printed transcript and can deliver those requests to an institutional print queue, or to Parchment’s secure transcript printing facility where most transcripts are printed and mailed the same business day.

Student Experience Considerations In any automation project, there are a variety of functional requirements that need to be determined to create the student and staff experience desired. The Parchment Send Implementation Guide: Ellucian illustrates the functional considerations that should be factored into the overall project plan. At a high level, they include options for student identification and authentication, branding and messaging, the types of documents available for request, and options for request fulfillment.

Technical Considerations Parchment has the most experience in the industry, having automated with Ellucian administrative systems since 2006, and can recommend the best integration path given an institutions requirements and resources. The Parchment Send Implementation Guide: Ellucian provides an in depth discussion of Parchment’s implementation methodology and the series of calls and workshops that will guide the implementing institution through to a successful project.

The purposes of this document is to provide details specific to the Ellucian eTranscripts native solution, and enumerate the considerations unique to this SIS communication method. Parchment has identified the following technical considerations for review.

Parchment provides solutions to accommodate each of these considerations, to achieve the eTranscripts solution ideally suited for you. However, we feel it important to illustrate where some technical limitations to the native Ellucian eTranscript solution might impact you.

• PDF Generation Tools: Ellucian eTranscripts uses new, native PDF creation tools, built into the administrative system. These tools are based on new transcript generation processes. If the institution uses a report processing tool, such as eVisions or Crystal Reports, additional processes may need to be implemented by the institution to replace the native PDF tool.

• Support for Custom Ellucian Code: It is important to note that any modification to baseline Colleague transcript tables or output could potentially break any upgrade


path to the API support. If the institution uses custom code to generate transcripts, another integration method, besides APIs, may need to be used to accommodate creation of the custom transcript.

• Student Authentication: Ellucian eTranscripts includes functionality to identify students who are not authenticated through the institution’s portal, however, there are limitations to the required attributes that are collected for matching, and limitations on the returned student’s attributes and academic record, such as available transcript types (e.g. imaged records). If requirements include offering different document types, indicators driving student experience must be sent via flags during the Single Sign-On process.

• Non-Transcript Support: Ellucian eTranscripts does not support the automated fulfillment of any documents other than official transcripts and does not automate delivery of any records which are not completely contained within the administrative system. Institutions can use other Parchment fulfillment and automation tools to deliver such requests.

If any of these technical considerations impact you, and you wish to develop solutions, Parchment has ready code and solutions to help. Please raise your desired workflow during the functional workshop to ensure the proper solution is developed.

Ellucian eTranscript Requirements To enable Ellucian eTranscripts, the following deployments and updates, available from Ellucian, must be made by the institution prior to testing.

Colleague Web API Server Institutional integration points for Ellucian eTranscripts must be created to allow delivery of requests from the Ellucian Cloud into the Colleague ERP. This occurs through the Colleague Web API server, which must be hosted at the institution, on a Microsoft Windows Server 2008 or 2008 R2 server. The Colleague Web API installation requires the following components.

• Internet Information Services (IIS) 7.0 or later • IIS 6 Compatibility pack • .NET Framework 4.x • ASP.NET 4.x (included with .NET 4.x)

Colleague Software Updates In addition to the Colleague Web API installation, the following Software Updates must be installed to enable Ellucian eTranscripts in the Colleague ERP.

• SU62497.37-1805: Colleague Student Update for Ellucian eTranscripts • SU12495-1805: Colleague eTranscripts Maintenance


• SU62947.07-1805: Colleague Update for support of Web API 1.3 • SU011633-485: Web API 1.3 Envision Support • SU11726-4.1.0: SFTP DMI Update • SU011729-485: SFTP Envision Update for eTranscript Support • IN011654: Web API Installer for SFTP Support

Security There are two points where communications must be secured at the institution via SSL:

• Ellucian Cloud server to Colleague Web API server • Colleague Web API server to Colleague ERP server

An SSL certificate must be installed on the Colleague Web API Server to secure communications between the Ellucian Cloud server and Colleague Web API server. An SSL certificate must be installed on the Colleague ERP server to secure the communications with the Colleague Web API server and the DMI Listener.

Self-signed certificates are not supported by Ellucian eTranscripts. Both institutionally deployed SSL certificates must be signed by a valid Certificate Authority (CA).

Integration Components There are five required components that interact within the Ellucian eTranscripts solution.

• Parchment’s hosted storefront, configured for accepting requests • The Ellucian Cloud, providing connectivity between Parchment and the institution • Colleague Web API, supporting the real-time integration between these components • The institution’s Colleague server, holding configuration and forms, as well as

processing requests • SFTP for transcript file transfer and fulfillment

Ellucian eTranscripts bring automation to every step of transcript processing. Parchment provides a fully branded hosted storefront, which can be linked to the institutional portal, to allow secure requests of transcripts as well as other institutionally specific official documents. Requests that meet institutional automation criteria are securely transmitted to the Ellucian Cloud, an Ellucian hosted integration layer that is configured to accept requests for the institution.

The institution establishes a secure account within the Ellucian Cloud, and configures it with privileged access to the administrative system. With this access, the Ellucian Cloud can interact with the system to provide a number of services, including student matching, hold checking, transcript production, and fulfillment.


When an electronic request can be automatically fulfilled, the transcript file will be produced by the administrative system and returned to Parchment via SFTP, where it will be customized to the institutions delivery requirements through the addition of institutional artwork, cover pages, and legend pages. Transcripts requested for delivery to an email address will also receive an institutionally specific digital signature to ensure the highest level of security and control on the delivered document.

High-level Integration Diagram

Additional components that can be implemented include Single Sign-On, Self-Registration, and support for other document types. These are scoped as part of the Functional Workshop and will be implemented as part of your overall project. Along with the new transcript related forms and jobs inside the Ellucian administrative system, Parchment provides robust administrative interfaces for managing order details, exceptions, request attachments, reporting, and more.

Implementation

Resources, Roles & Responsibilities This list of roles required to successfully deploy this project. Your exact attendee list may vary and it is possible that a single person could fill one or more roles in the project.

Parchment Resources Role Responsibility Regional Director Advises and guides institutions towards mutually beneficial transcript

processing solutions. Account Executive Manages the long term relationship with the institution to ensure all

necessary support and assistance is provided.


Manager, Member Consulting Team

Oversees Project Management team and Implementation Specialists.

Project Manager & Business Analyst

Responsible for the overall planning, facilitation, and execution of the project. The Project Manager will also act as the lead business analyst, as the expert on the Parchment platform.

Manager, Application Services Team & Technical Lead

Facilitates the back end integration between Parchment and the Ellucian administrative system.

Implementation Specialist

Assists in the business analysis and configuration of the Parchment Send platform.

Member Institution Resources Role Responsibility Associated Titles Project Sponsor Makes critical business level decisions. VP Student Services or

Student Records, VP Enrollment, Registrar

Project Manager Responsible for the planning, facilitation, and execution of the project in conjunction with Parchment’s project team.

Project Manager, Registrar, Associate Registrar

Functional Lead, Business Analyst

Owns the overall business analysis for processing transcripts. Responsible for the test matrix design.

Business Analyst, Registrar, Assistant Registrar

Transcript Staff Representative

Responsible for day to day fulfillment of transcript requests and provides with the fulfillment/support process.

Transcript Staff Lead

SIS Administrator Has access and ability to identify and execute functional changes to Colleague SIS.

SIS Administrator, Assistant Registrar

Technical Lead Has ability to own or assign a resource to develop the single sign on functionality from the student portal to the Parchment Send platform.

CTO, Assistant Registrar of Technology, Senior Developer

SIS Developer Strong understanding of SIS tables, form, & PL SQL.

SIS Developer

Database Administrator (DBA)

Understanding of SIS database schema. Typically collaborates with Developer(s).

DBA

Systems Administrator Grant access externally to the SIS system. Manage system-level tasks, such as SFTP access. Note: This may require the ability to navigate internal security policies.

Systems Administrator


Project Plan Based on the Parchment Send Implementation Guide: Ellucian details the calls and workshops needed and provides specific agendas and tasks for each group the table below details the project plan for implementing Ellucian eTranscripts using the native APIs. Documentation will be provided prior to each call. Instructions specific to the API implementation are detailed below, numbered by their corresponding task in the table.

Task Reference Resource Effort Notes 1 Attend

Introduction Call

Parchment and Functional lead

1 hour Parchment hosted, web-enabled conference call.

2 Review the readiness document.

Ellucian eTranscripts Readiness

Functional and Technical teams

4 hours Review what is needed at your institution in order to be ready and able to install and use Ellucian eTranscripts.

3 Attend Kickoff Call

Parchment, Functional, and Technical teams


4 Review and Deploy the Colleague Web API server

eTranscripts Guidelines for Installing the Colleague Web API and Setting Up Colleague Web API Manual

Technical team 2 hours

5 Deploy or Verify other required updates

Ellucian eTranscript Requirements section (detailed above)


6 Complete and Submit Ellucian Cloud Account Enablement form

Detailed instructions below.

Technical team <1 hour Ellucian will respond to the submitted form by providing Ellucian Cloud credentials to the institution within two business days.

7 Attend Functional Workshop



8 Attend Technical Workshop

Parchment, Functional, and Technical



teams

9 Set up a Secure SFTP connection for eTranscripts.

Ellucian’s eTranscripts Guidelines for Setting Up SFTP And detailed instructions below.

Technical team <1 hour Review these steps for use when setting up your test and later your production site connections.

10 Define your printing requirements for each transcript grouping. Enter the name of the subroutine to be called when printing transcripts in the Print Subroutine field.

Ellucian’s Getting Started with Colleague Student manual Transcript Grouping Printing (TGPR) form Detail from the Transcript Groupings (TRGR) form.


1 hour Define the printing requirements for each transcript grouping. Colleague will print transcripts even if you do not enter a subroutine here. If you do not specify another subroutine, Colleague uses S.PRINT.STU.TRANSCRIPT. See your System Administrator about writing custom subroutines to be executed based on any overrides in the transcript grouping.

11 Review the COUNTRIES file.

Foreign addresses that are included in an eTranscripts order need to use country codes that are compliant with the ISO 3166-1 Alpha-2 standard: http://www.iso.org/iso/ country_codes

Technical team 2 hours Entries in the COUNTRIES file that are not keyed with an ISO compliant country code need to be updated to set the CTRY.ISO.CODE field to the 2-character ISO compliant country code. You can use the Colleague Countries (CTRY) form to maintain the COUNTRIES file.

12 Review how your institution handles recipient address information in a transcript request.


<1 hour The recipient name and address information received in a third-party transcript order may be up to 60 characters in length. If your institution makes use of the recipient address information on the STUDENT.REQUEST.LO GS file to produce mailing labels or to print onto the transcript itself, you should review those processes to ensure that they can accommodate this address information.

13 Define your print Getting Started with Functional and 2 hours Define restrictions that a


restrictions for a student’s transcript order.

Colleague Student manual Transcript Print Restrictions (TRPR) form The Transcript Print Restrictions (TRPR) form can both be accessed by detailing from the Academic Records Parameters (ACPR) form.

Technical teams

student must pass (such as paying library fees or parking fines) prior to their request for a transcript being fulfilled. These restrictions will to be communicated to Parchment. If you do not define any transcript print restrictions, Colleague allows a transcript to be produced for all students.

14 Review how to set up and assign roles and permissions for the Ellucian Cloud.


Technical team <1 hour

15 Use the Colleague forms in this chapter to set up your eTranscripts orders


Technical team 1 hour

16 Use the Colleague forms in this section to configure your eTranscripts orders


Technical team 1 hour

17 Review/Revise Ellucian baseline PDF Transcript output


18 Attend Testing and Training Workshop


2 hours Parchment hosted, web-enabled conference call.

19 Complete Test Plan

Functional team 18 hours

20 Migrate Ellucian eTranscripts to Production


4 hours


Task 6: Requesting Access to Ellucian Cloud To enable access to the Ellucian Cloud for the institution, complete the Ellucian Cloud Enablement Document and email it to [email protected] with the subject eTranscript Activation. Ellucian Cloud credentials for the test and production accounts should be provided by Ellucian Support within two business days.

This document can be found: http://exchange.parchment.com/wp-content/uploads/0.0-eTranscript-Cloud-Enablement-Request.docx

Task 9: Setting up SFTP Connections in Colleague

In order to define a new SFTP configuration record for Parchment, access the Colleague form SFTP. Create the account that is appropriate for the institution’s stage of deployment.

• Description: Parchment Send TEST or Parchment Send PRODUCTION • Host Name:

o Test – int-asftp.parchment.com o Production – asftp.parchment.com

• Host Port: 22 • User Name: Provided by Parchment Member Consulting during implementation • Password: Parchment uses public key authentication for SFTP, therefore no password

should be entered into this field • Private Key’s Path on App Server: Enter the path to the private key file. This path

would lead to the application server which has installed the application listener. This key must be in 256-bit OpenSSH format.

• Private Key’s Passphrase: if the private key was created with a passphrase, enter it in this field

• Remote Directory: Enter the path to the folder on the remote SFTP host where files are sent or retrieved. Example: /media/<school_code>/inbox/

o Note: Actual path provided by Parchment Member Consulting during implementation

• By default, Parchment will install the same key for test and production environments. However, if unique keys are requested those can be supported.


Task 14: Creating Colleague Credentials for Ellucian Cloud These actions must be completed in the institution’s testing environment during implementation for validation and user acceptance testing.

Sub-task Colleague Form 1 Create a new role for Transcript

Automation Organization Role Definition (ORGR)

2 Create and grant permission to new role

Maintain Role Permission Relationships (MRPR)

3 Create record in Person file Name and Address (NAE) 4 Create DMI user in the resource

database DMI Registry User Setup (DRUS)

5 Assign role to resource database user

Org Roles (AROR)

Sub-task 1: Create a role for Transcript Automation


Figure 2: Organization Role Definition (ORGR) Form

Use the Organization Role Definition (ORGR) form to define a Transcript Automation role in the resource database.

1. In the Envision Runtime (UT) application, access the Organization Role Definition (ORGR) form.

2. Enter the ID of the organization role. 3. Enter a title for your user role: Parchment Transcripts 4. Enter a start date for this role to be the current date, or any date after which testing will

begin 5. Enter the type of role: Main

Role types are defined in the ORG.ROLE.TYPES validation code table. If you do not find the type of role you need, cancel from the ORGR form and use the Validation Code (VAL) form to add a new type of role.

6. Save the changes to form

Refer to the Using the Resource Database manual for additional information about using about using ORGR.

Sub-task 2: Assign Permissions to an Organizational Role

Use the Maintain Role-Permission Relationships (MRPR) form to assign permission to an Organizational Role.

You can create and maintain relationships between the organization role definitions and permission definitions within the Colleague Resource Database. The permissions are assigned


from the perspective of an organization role definition, and the form presents the relationships by showing a list of all permissions that are linked to that organization role.

Figure 3: Maintain Role-Permission Relationships (MRPR) Form

Refer to the online help for information about the fields on the MRPR form.

Sub-task 3: Create a Record in the PERSON file

Create a record for your user in the Colleague PERSON file using the Name and Address Entry (NAE) form. First Name and Last Name are required, e.g., Transcript Operator. This name will appear in the audit trail for automatically processed actions.

Sub-task 4: Create a DMI User


Figure 4: DMI Registry User Setup (DRUS) Form

Create a DMI User called “Transcript Operator” using the DMI Registry User Setup (DRUS) form.

1. In the Envision Runtime (UT) application, access the DMI Registry User Setup (DRUS)

form. 2. A default Person User ID may be displayed in the first field but feel free to change this

username. 3. Note: Enter a new temporary user password (New User Password) and assign the Env

Operator Equivalent. This is the equivalent operator ID used to describe the user's account access.

4. Assign a Role to the User 5. Use the Assign Role to Org Resource (AROR) form to assign the “Transcripts” role to

the “Transcript Operator” user. Figure 5: Assign Role to Org Resource (AROR) Form

6. Log in to WebAdvisor as this user to force a password change.

Sub-task 5: Assign role to resource database user

Use the Assign Role to Org Resource (AROR) form to assign the “Transcripts” role to the “Transcript Operator” role.


Figure 5: Assign Role to Org Resource (AROR) Form

Task 15: Configure the File Translation Tables form (FLTT) As part of the integration process, the information in this table is automatically populated by Parchment.

In FLTT map transcript types (found in the “Orig Code” column) to the existing transcript groupings from your institution (entered in the New Code column).


Task 16: Defining Transcript Order Parameters (TROP) The Transcript Order Parameters form must be configured to define how to process orders from Parchment.

• Student Matching Criteria: o Enter TRO.PERSON for the default matching criteria used to locate records for

students and alumni that do not enter the storefront through single sign on.

This matching criteria is used by the TRSM form to identify any exact matches in the Colleague STUDENTS file to the student registering directly with Parchment to place a transcript request.

Institutions can customize the matching criteria.

• Transcript Grouping Map: o Enter TRO.TRGR

• Transcript Order Expiration: o Enter 30

This value controls how many days can pass from the time a request is placed before it is cancelled. Any holds preventing a transcript being produced by a student such as a


financial hold, will be held for the duration of the value in the Transcript Order Expiration Field. After the request reaches the designated expiration limit, the request will automatically be cancelled. Parchment recommends this value be set to 30, or below. Some hold types, such as held for attachment review, held for special instructions, held for grades, or held for degree, are not subject to this expiration setting.

o Note: Order cancellation count-down starts when the order is in a state that requires student action. Those statuses include “Hold for Restriction” and “Student Not Found.”

o Note: Hold types are restricted based on the user information, to only present valid options. For example, an alumnus would not be presented with the “Hold for Grades” or “Hold for Degree” options.

• PDF Font Size Override: o If the transcript width is 132 characters or less, the recommended font size is

10.0. o If the transcript width is greater than 132 characters, use an 8.5 font size.

• PDF Page Orientation Override: Enter the transcript page orientation to be used when creating PDF transcripts natively in Colleague.

o If the transcript width is 100 characters or less, portrait is the recommended setting.

o If the transcript width is greater than 100 characters, landscape is the recommended setting.

Third Party Connections • Partner ID: This value matches the value chosen to identify yourself on transcript

orders • Partner Name: Parchment • ‘sftp’ Definition: Enter the Description value of the connection created in SFTP. • Source (local) Directory: Enter the directory name where PDF transcript files will be

generated for delivery to Parchment. This directory must be under the \apphome directory.

o Note: After the transcript is successfully sent to Parchment, the file is deleted from this directory.

• Email when Transmit Fails: To be notified of SFTP failures, enter an email address

here. If no email address entered, the failed order will only be visible in TROS with the status TF.

Ellucian Cloud Connection • Cloud Certificate Path: Enter the full path to the directory that contains the Ellucian cloud

certificates. The default value should be the full path to the \apphome\etranscripts\ssl directory. • Cloud User ID: Enter the Ellucian provided Ellucian Cloud User ID • Cloud User Password: Enter the Ellucian provided user password to grant access to the cloud

as provided by Ellucian.


• Confirm Password: Re-enter the password. • Ellucian Cloud URL: Enter the URL depending on the institution’s deployment stage.

o Test: https://etranscriptstest.elluciancloud.com o Production: https://etranscripts.elluciancloud.com

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Contact information

PARCHMENT CORPORATE HEADQUARTERS

Parchment Inc. 6263 N Scottsdale Road, Ste 330 Scottsdale, Arizona 85250

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