Guide to Implementation and Automation: PeopleSoft

Transcription

Guide
to Implementation
Parchment
Send K-12
and
Automation:
PeopleSoft
User
Guide
exchange.parchment.com
Parchment Send • Implementation & Automation
2
Contents
OVERVIEW
3
PRODUCT OVERVIEW
4
Access
4
Transcript Ordering
4
Request Processing
4
Transcript Request Fulfillment
5
Summary of Available Fulfillment Options
5
PROCESSING OVERVIEW
6
AUTHENTICATION
7
Transcript Request Web Services
7
SFTP Response Processing
7
REQUIRED RESOURCES
Implementing Institution Resources
8
9
IMPLEMENTATION LIFECYCLE
10
KICK OFF CALL
12
FUNCTIONAL WORKSHOP
14
TECHNICAL WORKSHOP
16
TESTING & TRAINING WORKSHOP
19
GO LIVE WORKSHOP
21
PROJECT REVIEW
23
ADDENDUM: MULTI-CAMPUS CONFIGURATION
25
ADDENDUM: MULTIPLE DEGREE LEVEL CONFIGURATION
28
ADDENDUM: OUTSOURCED PRINT & MAIL SERVICE
30
ADDENDUM: STUDENTCHECK WEB SERVICE
32
ADDENDUM: SFTP
33
CONTACT INFORMATION
35
Overview
Parchment works with every institution to determine the best way to implement eTranscript delivery to
optimize current business process and technical requirements. Parchment utilizes standard project
management methodology to scope your institution’s needs, evaluate your technical landscape, and create an
implementation strategy that will result in the best solution for you.
Successful implementations evaluate the functional experience for students and staff, and then work with the
technical team to fulfill the functional requirements.
Every project will address each of these areas:
•
Identification & Authentication (Student Matching and FERPA Consent)
•
Bi-directional system messaging
•
Transcript Request Entry
•
Student Hold and Exception Handling
•
Transcript Request Fulfillment
-
eTranscript (PDF, XML, EDI)
-
HardCopy - Print and Mail, or Parchment Print Operations
3
Product Overview
Parchment Send is a step-by-step process for students to order transcripts and for administrators to receive
and process transcript requests. To make the process meet the expectations and business processes you
support, some basic decision points need to be determined.
ACCESS
How will your students and alumni access the Parchment Send Ordering Service?
•
Students and alumni can self-register by creating a new account
•
Integrate with your student portal with Parchment Send using SAML (Shibboleth), or Parchment’s
secure Single Sign-on
How do you want to support Alumni/Former Student requests?
Parchment Send allows students and alumni to create an account for ordering transcripts.
•
Student Check Web Service: Extend the login module to use web services to invoke your Search
Match processes.
•
Student Attributes: Dynamically change the student’s ordering experience based on their attributes
•
Institution Defined Validation Rules: Validate the authentication information provided by the student
during account creation.
TRANSCRIPT ORDERING
How would you like to configure the student ordering (storefront) options?
•
Institutionally Branded Interface: Apply institutional graphics, logo, and colors to storefront
•
Institution Specific Messaging: Override default messaging to meet your specific business workflows.
•
Document Types: Institutions may select which documents they wish to make available to requesters.
Examples of common documents include:
-
eTranscripts (PDFs)
-
Institutionally Printed Transcripts (pick up or mail)
-
Parchment Printed Transcripts
-
Other documents (diplomas, apostilles etc)
REQUEST PROCESSING
Automate the transcript request process using PESC Transcript Request XML messaging delivered with Web
Services through Oracle’s Integration Broker.
4
TRANSCRIPT REQUEST FULFILLMENT
There are a variety of features in the Parchment Send service that allow the Member to fulfill a transcript
request. These features are included in the service, but may require specific resources at your institution to
ensure their proper implementation.
•
Official Certified eTranscripts: Secure your PDF transcripts with your institution’s certificate.
•
Branded & formatted eTranscript, cover letter, legend: Design the layout, seals, signatures, and
other features you desire on your eTranscript PDF. Determine the text and instructions to be included
in the PDF cover letter and legend.
•
Branded Transcript Printed by Parchment: Build the security paper, layout, seals, signatures, and
other features you desire on any transcripts printed and mailed from Parchment’s secure Print
Center.
•
Legacy transcript processing: Process requests for students with documents in legacy systems, such
as ImageNow, by integrating legacy systems into the automated workflow.
•
Batch processing: Support for uploading, splitting, and processing bulk or batch transcript processes.
•
Multi-branded PDFs: Create multiple PDF brands for use across various segments or groups at your
institution.
SUMMARY OF AVAILABLE FULFILLMENT OPTIONS
5
Processing Overview
6
Authentication
Parchment allows you to extend the Access module to authenticate users and check for processing
restrictions
•
Current Students access the service using Single Sign-ON (SSO) and are therefore already
authenticated. The service may be extended to check for processing restrictions, or service
indicators, when these students log in. This provides a very user friendly workflow for your current
students
•
The Search Match Web Service is used to authenticate students and check to see if they have any
holds that would prevent them from ordering a transcript.
TRANSCRIPT REQUEST WEB SERVICES
Leverage the PeopleSoft Integration Broker to create a web service for processing transcript requests.
SFTP RESPONSE PROCESSING
Configure the Parchment SFTP server to fulfill requests and send status updates, providing timely results
and informative updates.
7
Required Resources
Every implementation project brings a full team of Parchment resources to advise, manage, and develop
the best overall experience. With more than ten years of implementation projects Parchment has a deep
reserve of expertise to draw from, and we have learned that the most successful projects are a true
partnership between Parchment and the implementing institution. Below are the roles and responsibilities
we recommend for a highly successful implementation.
Parchment
8
IMPLEMENTING INSTITUTION RESOURCES
Note: Multiple roles are commonly performed by a single person. Your institution is not required to provide a
unique individual for each of these roles.
* based on institution specific modifications
9
Implementation Lifecycle
Parchment uses traditional project management principles to work closely with your institution to determine
the automation plan and implementation schedule that meets your needs. Every implementation project will
include the following phases:
Introduction Call: We like to start the project out with an informal introduction call between the project
sponsors and owners. This main purpose of this call is to level set expectations and determine a mutual golive date.
Kick Off Call: Introduction to the team and overview of implementation lifecycle methodology. Review of
the applications, automation requirements, and desired functionality. Assignments and timelines will be
determined and mutually agreed upon. The entire implementation team should be present at this call.
Functional Workshop: Review access requirements and determine the functional experience desired for
students, alumni, and staff. Discuss messaging, branding, and authentication. Meeting outcomes will include
directives on messaging, branding and overall workflow and will determine the automation model that best
fits your institutional processes and technical landscape. This call should be attended by the business/
communication process owner and authentication workflow owner at the institution.
Technical Workshop: This meeting will address the technical requirements that are a result of the functional
requirements. The workshop will include a technical review of the technical requirements and environment
that will be in used to authenticate, process orders, and fulfill requests. This workshop should be attended by
technical staff who can provide information that will support the desired completed workflow.
Testing & Training Workshop: We will work with your functional and technical staff to design, build, and
execute a test plan that is tailored to your workflow. This will be a hands on activity that is designed to
engage your staff in an interactive training. After all technology has been completed, configured, and passed
the status checks, training will be provided to the various stakeholders. This is not a required step before
“Launch” but should be completed within the “go-live” window.
Go-Live Workshop: Releasing the product to the institution for use. Define a plan to deploy the
implementation into a production environment. Parchment provides standard go-live materials such as
student guides, press release and newspaper templates, and posters. Parchment’s Project Manager will
provide best practices on successfully communicating with the institution at large about the benefits of
eTranscripts and how to begin using them.
10
Project Review: Review the project and facilitate the formal hand off to Parchment’s member development
and support teams. This will be the time to share and document any known issues or enhancement requests.
Ongoing Support: After Launch, institutions will continue to work closely with Parchment’s implementation
team to refine the performance and work out any issues that might arrive for 60-90 days after launch. After
this initial period, the ongoing support for institution administrators will be transitioned to a dedicated
Account Executive and Parchment’s Support team.
11
Kick off call
OVERVIEW
Intro to the Parchment team, platform, project methodology, scope, and timeline. We will have a discussion
around assigning resources and defining the scope. and gain commitment This is also the time where we will
want to set a mutual go-live date.
REQUIRED ATTENDEES
We suggest that the entire project team listed above attends the kickoff discussion.
PREPARATION/REQUIREMENTS
•
For our primary meeting we ask that the project leaders assemble all necessary functional and
technical participants. We also strongly suggest that any collateral provided prior to the meeting has
been reviewed.
•
Parchment will have a fully functional instance configured with best practice defaults ready for
testing.
DURATION
60 minutes
AGENDA
•
Introductions
•
Product Overview
-
eTranscript Certification & Branding
•
Project Methodology
•
Process Overview
•
Technical Overview
•
Timeline Discussion
•
Go Live Strategy Introduction
12
OUTCOME/ACTION ITEMS
Parchment
Member
13
Functional Workshop
OVERVIEW
We will walk through the student ordering workflow for both current and former students. This workflow was
built on best practice defaults from other PeopleSoft implementations.
REQUIRED ATTENDEES
All tasks marked to be completed by this call are complete. It is very important that we have a basic
understanding of the current transcript request process to achieve our goal for this call.
DURATION
60-90 minutes
AGENDA
•
Identification, Authentication, and Service Indicators
-
Current Students (SSO)
-
•
Integrate with your student portal with Parchment Send using Shibboleth, SAML, or
Parchment’s secure Single Sign-on
Former Students (Self-Registration)
Order processing
-
Current Students (Authenticated)
-
Former Students (Un-authenticated)
14
•
Transcript processing and fulfillment
-
Current Students (Record stored in PeopleSoft)
-
Former Students (Imaged or Split Records)
-
Hard copy (paper) Transcript
-
Determine delivery options such as eDelivery, local pick up, print and mail by
Parchment, document tracking, and document rights management.
Gain a mutual understanding of the student ordering workflow as it pertains to the Parchment platform and
PeopleSoft interface.
Parchment
Member
15
Technical Workshop
OVERVIEW
Clearly set timelines and expectations to execute the student ordering workflow.
REQUIRED ATTENDEES
•
Functional requirements are defined.
•
Provide Parchment technical team external access to the development instance of your PeopleSoft
Integration Broker.
DURATION
60-90 minutes
AGENDA
•
•
Deep dive of Authentication methods
-
Single Sign-On (Secure Redirect)
-
Search/Match (Web Service, If applicable)
-
Service Indicators
Order Processing
-
Transcript Request (Web Service or SFTP)
-
PESC XML Request
16
•
Transcript Fulfillment
-
-
Electronic Transcript
-
SFTP vs. Data Transport Specification (DTS) Java client
-
Statewide data exchange/EDI (If applicable)
-
Parchment Transcript Print Services
XML Status Responses
-
Locally-prepared Paper Transcripts
-
SFTP vs. Web Service
SUPPLEMENTAL INFORMATION (PROVIDED POST KICK OFF MEETING)
•
SSO Guide
-
•
Sample Oracle/SQL code included
SFTP Transcript Processing Guide
-
SFTP Key Generation
•
Web Services Transcript Request Processing Guide
•
Web Services Transcript Response Processing Guide
•
PESC XML Request data mapping spreadsheet
-
ISO 3166 Country and Zone List and UI explanation
•
PESC XML Response mapping spreadsheet
•
Shared PeopleCode (Provided by member institution)
17
Parchment
Member
18
Testing & Training Workshop
OVERVIEW
Collaboratively develop a testing plan to cover the defined functional requirements of the project. We will then
leverage the test plan and a training tool.
REQUIRED ATTENDEES
The integration is deployed and ready for end to end functional testing in a test/QA environment.
DURATION
60-90 minutes
AGENDA
•
•
•
Define Test cases for Identification, Authentication, and Service Indicators
-
Current Students (SSO)
-
Former Students (Self-Registration)
Define Test cases for Order processing
-
Current Students (Authenticated)
-
Former Students (Un-authenticated)
Define Test cases for Transcript processing and fulfillment
-
Current Students (Record stored in PeopleSoft)
-
Former Students (Imaged or Split Records)
19
•
Hard copy (paper) Transcript
Execute test plan and utilize as a training tool (May require additional workshop)
Parchment
Member
Sample Test Matrix
20
Go live Workshop
OVERVIEW
Define a plan to deploy the implementation into a production environment.
REQUIRED ATTENDEES
PREPARATION
Test plan has been defined, executed, and signed off on by the project leads.
DURATION
30-60 minutes
AGENDA
•
Verify testing is complete
•
Verify migration and deployment plan
•
Coordinate dates
•
Verify production migration and deployment
•
Go-live!
21
Parchment
Member
22
Project Review
OVERVIEW
Shortly after launch, we will review the project and facilitate the formal hand off to Parchment’s member
development and support teams. This will be the time to share and document any known issues or
enhancement requests.
REQUIRED ATTENDEES
PREPARATION
Production system is active and processing transcript requests.
DURATION
30-60 minutes
AGENDA
•
Successes
•
Areas for Improvement
•
Known issues
•
Implementation Survey
•
Introduction to support methodology
•
Open Q/A
23
Parchment
Ongoing Support
After the transition to your dedicated Account Executive and Parchment’s Support team, you will receive
ongoing support to ensure that your eTranscript solution continues to function properly. Your Account
Executive will serve as your main point of contact and will be able to assist with any training or marketing
coordination, contractual questions, or enhancement discussions. Parchment’s support team provides phone
and online support for individual transcript trouble shooting or assistance with student requests
24
Addendum: Multi-Campus Configuration
If a campus has multiple entities that require unique transcript/document branding, unique processing
procedures, or custom programming a multi-campus module is appropriate. Multi-Campus support lets staff
process transcripts/documents using their unique systems and processes in the manner that works for them.
Students are able to order transcripts with the appropriate campus branding.
AVERAGE AMOUNT OF TIME REQUIRE TO IMPLEMENT
•
Duration: 30 Days (Additional to standard implementation)
•
Effort: 40 Hrs (Additional to standard implementation)
INSTITUTIONAL RESOURCES
NUMBER OF MEETINGS REQUIRED (4)
•
•
Meeting 1: Feature Overview
-
Introduction to features, scoping, Business Analysis
-
Deliverables: List of Action Items/Decisions to be made
Meeting 2: Functional Workshop
-
Working meeting to implement feature based on decisions from Meeting 1
-
May be combined with main implementation Functional Workshop
25
•
•
Deliverables: Working System for testing
Meeting 3: Technical Workshop
-
Working meeting with SIS Automation Team to implement multi-campus processing
-
May be combined with main implementation Technical Workshop
-
Meeting 4: Testing/Validation
-
Review of issues found during testing and validation
-
Deliverables: Close plan for feature validation and signoff
OVERVIEW OF THE MAIN MILESTONES THAT NEED TO BE COMPLETED:
•
Define business rules for supporting multiple campuses
•
Collect Branding collateral (per campus artwork, banner images, etc)
•
Implement SIS Automation support for multi-campus processing
•
Configure Service for Multi-campus
•
Testing and Validation
BUSINESS DECISIONS THAT NEED TO BE MADE
•
Site Branding: How should the site be branded to reflect the University System?
•
Student Identification: How are students assigned to a campus? Do they need to be assigned to a
campus?
•
•
-
SSO - attribute passed during SSO?
-
Self-Register - Self Reported?
Document Ordering: How will the student request a transcript of their coursework?
-
Single Transcript Document for all campuses?
-
One Document Type per campus?
Transcript Fulfillment: How will the requests be fulfilled by the SIS Automation?
-
•
Will the SIS support the desired ordering workflow?
Administration: How will the staff support the multi-campus workflow?
26
-
What group/user visibility is required
TECHNICAL REQUIREMENTS
•
Site Branding
•
Per Campus Document Artwork
•
Per Campus Document Naming or SFTP inbox/outbox
27
Addendum: Multiple Degree Level Configuration
Many schools have multiple degree levels such as Undergraduate, Graduate, Medical, etc. Multiple degree
levels often require unique transcript/document branding, unique processing procedures, or custom
programming. Multiple Degree Level support lets staff process transcripts/documents for all of their
departments, colleges and degree levels. Students are able to order transcripts with the specific coursework
that they are interested in.
AVG AMOUNT OF TIME REQUIRE TO IMPLEMENT
•
Duration: 20 Days (Additional to standard implementation)
•
Effort: 20 Hrs (Additional to standard implementation)
NUMBER OF MEETINGS REQUIRED (4)
•
•
Meeting 1: Feature Overview
-
-
Deliverables: List of Action Items/Decisions to be made
Meeting 2: Functional Workshop
-
Working meeting to implement feature based on decisions from Meeting 1
-
May be combined with main implementation Functional Workshop
-
28
•
•
Meeting 3: Technical Workshop
-
Working meeting with SIS Automation Team to implement multiple degree level processing
-
May be combined with main implementation Technical Workshop
-
-
-
•
Define business rules for supporting multiple degree levels
•
Collect Branding collateral (per document artwork)
•
Implement SIS Automation support for multiple degree levels
•
Configure Service
•
BUSINESS DECISIONS THAT NEED TO BE MADE:
•
•
•
Student Identification: How are students authorized to request a specific degree level transcript?
-
SSO - attribute passed during SSO?
-
Self-Register - Self Reported?
Document Ordering: How will the student request a transcript of their coursework?
-
Single Transcript Document for all coursework (combining degree levels)
-
One Document Type per degree level
Transcript Fulfillment: How will the requests be fulfilled by the SIS Automation?
-
•
Will the SIS support the desired ordering workflow?
Administration: How will the staff support the ordering workflow?
-
What group/user visibility is required
•
Per Degree Level Document Artwork
•
Per Degree Level Document Naming or SFTP inbox/outbox
29
Addendum: Outsourced Print & Mail Service
Parchment Print & Mail handles all transcript print operations for a Member.
AVG AMOUNT OF TIME REQUIRE TO IMPLEMENT
•
Duration: <5 Days (Additional to standard implementation)
•
Effort: <10 Hrs (Additional to standard implementation)
NUMBER OF MEETINGS REQUIRED (2):
•
•
Meeting 1: Feature Overview, Workshop
-
-
Technical discussion on changes to fulfillment workflow
-
Deliverables: All information required to configure service
-
-
30
•
Review print operations workflow
•
Implement SIS Automation support for print operations
•
Configure Service
•
BUSINESS DECISIONS THAT NEED TO BE MADE
Pick-Up Transcript Option - Will the school support a locally printed (on campus) transcript available for
pickup by the student?
Support Print Ops Fulfillment - For paper document requests, an electronic transcript document needs to be
returned to Parchment for printing (similar to eTranscript fulfillment)
31
Addendum: StudentCheck Web Service
The StudentCheck Web Service is used to authenticate students and check to see if they have any holds that
would prevent them from ordering a transcript. It is invoked by the ordering service in two different situations
or modes:
1.
Authentication: The StudentCheck web service may be invoked each time a student creates an account
by self-registration. The web service will accept the student’s authentication information as inputs (i.e.
name while attending, dob, years attended, etc) and return the student’s SIS id and any holds that may
prevent transcript ordering.
2.
Hold Check: The StudentCheck web service will also be invoked by the ordering site each time a user
logs in either through the Single Sign-On or Self Registering interface. This web service will accept the
student’s SIS Id as inputs and return the Hold Reasons that would prevent the student from ordering a
transcript.
WEB SERVICE DEFINITION – WSDL
REQUEST
RESPONSE
32
Addendum: SFTP
SFTP (SSH File Transfer Protocol) is a file manipulation and transfer protocol used in an SSH channel. It
replicated much of the functionality of the standard FTP protocol in a much more secure environment.
Setup Authentication Keys: Connection to the Parchment SFTP Server is accomplished using key based
authentication. The school will need to generate a private key, and send the public key to Parchment.
SFTP Server Connection Information
SFTP Connection
Server: sftp.parchment.com
Port: 22
SFTP Connection Details
33
GENERATE A KEY PAIR
Connection to the Parchment SFTP Server is accomplished using key based authentication. The school will
need to generate a private key, and send the public key to Parchment. If the school does not have a Private
key, an open source tool such as PuTTYgen may be used.
Once the SFTP connection has been established, the shared code and processes will be put into place and
Parchment and your SIS will be able to share information effectively.
34
Contact information
PARCHMENT CORPORATE HEADQUARTERS
Parchment Inc.
6263 N Scottsdale Road, Ste 330
Scottsdale, Arizona 85250
TECHNICAL SUPPORT
Go to exchange.parchment.com/support where you can search our Support Center for answers to questions.
Make sure you’re logged in first because we create special content just for you!
Or click Submit a ticket from the home page of our Support Center and someone from our technical support
team will get back to you right away.
35

Guide to Implementation and Automation: PeopleSoft

Transcription

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