exchange.parchment.com

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Parchment Send K-12

User Guide

Automation Implementation

Guide: Ellucian

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Overview ... 2

Product Overview ... 3

Access ... 3

Transcript Ordering ... 3

Request Processing: ... 3

Transcript Request Fulfillment: ... 4

Summary of Available Fulfillment Options: ... 4

Processing Overview ... 5

Authentication ... 5

Ellucian Communication Methods ... 5

Ellucian eTranscript APIs ... 6

SFTP Response Processing ... 6

Required Resources ... 7

Implementation Lifecycle ... 9

Kick Off Call ... 11

Functional Workshop ... 13

Technical Workshop ... 15

Testing & Training Workshop ... 18

Sample Test Matrix ... 19

Go Live Workshop ... 20

Project Review ... 22

Ongoing Support ... 23

Addendum: Multi-Campus Configuration ... 24

Addendum: Multiple Degree Level Configuration ... 26

Addendum: Outsourced Print & Mail Service ... 28

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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

Parchment’s Ellucian Community Partnership: As an Ellucian Community Partner, Parchment has access to the complete set of Ellucian eTranscript API code, an integration and testing environment, all updates, and support. Any institution wishing to use the native Ellucian eTranscripts solution is able to do so in with complete success with Parchment. Because Parchment has been integrating eTranscripts with Ellucian’s ERP solutions since 2006, Parchment is specially suited to provide additional services above and beyond the native APIs. Options for customizing transcripts, integrating with Single-Sign-On services, or supporting multiple-campuses or documents are all options which Parchment can offer above and beyond the native eTranscript solution in Ellucian.

To learn more about Parchment’s integration of the Ellucian eTranscript APIs, please refer to the full documentation here:

• For Ellucian Colleague

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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 Ellucian eTranscripts native APIs.

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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:

Access ! Self-registration for students and alumni ! Single Sign On

! User Variables (Optional)

! User Defined Form Validation (Optional) ! Student Matching Web Service (Optional)

Transcript Ordering ! Branded Interface ! Institutional messaging

! Products: eTranscripts, Institutionally Printed Transcripts (pick up or mail), Parchment Printed Transcripts, Other documents

Request Processing ! Web Interface to-do list integration ! Hold checking

! Status updates and communication

Request Fulfillment ! Legacy transcript processing ! Blue Ribbon Security

! Branded & formatted eTranscript, cover letter, legend ! Batch processing (Optional)

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Processing Overview

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 Find/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.

Ellucian Communication Methods

Parchment supports a variety of methods for communicating with your Ellucian administrative system. The option that is best for your institution will depend upon the technical landscape and resources in place. Any of the automation methods 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.

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Ellucian eTranscript APIs

Ellucian eTranscripts is a new set of functionalities native to Ellucian administrative systems, allowing any institution to automate the fulfillment of transcript requests via API requests. Communication between your administrative system and Parchment is brokered through the Ellucian cloud. 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. To learn more about Parchment’s integration of the Ellucian eTranscript APIs, please refer to the full documentation here:

• For Ellucian Colleague

• For Ellucian Banner

SFTP Response Processing

Configure the Parchment SFTP server to fulfill requests and send status updates, providing timely results and informative updates. This solution will allow communication through your institution's firewall via SFTP transfer to push and pull updates. For some institutions, this is the preferred method for communication, as it can be customized to support any local business processes or code modifications.

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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

Role Responsibility

Sales Associate Advise and guide potential members towards a mutually beneficial transcript processing solution.

Account Executive Dedicated long term relationship manager. Manager, Member Consulting

Team

Oversee Project Management team & Implementation Specialists.

Project Manager & Business Analyst

Responsible for the planning, facilitation, and execution of the project in conjunction with your project management team. 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 Ellucian.

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

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.

Role Responsibility Associated Titles Effort

(in hours)

Project Sponsor Has ability to make critical business level decisions.

VP Student Services, VP Enrollment, VP Student Records, Registrar

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Project Manager Responsible for the planning, facilitation, and execution of the project in conjunction with our project management team.

Project Manager, Registrar,

Associate Registrar

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Functional Lead, Business Analyst (BA)

Owns the overall business analysis for processing transcripts.

Responsible for the test matrix design. Business Analyst, Registrar, Assistant Registrar 40 Transcript Staff Representative

Responsible for day to day fulfillment of transcript requests and intimate with the

fulfillment/support process. This role is generally heavily involved with testing.

Transcript Staff Lead 40

Ellucian Administrator Has access and ability to identify and execute functional changes to PeopleSoft.

Ellucian Administrator, Assistant Registrar

8

Web Communications Oversees the branding,

messaging, and communications configured in the Parchment Send platform. This role also needs to be able to make minor changes to the main .edu site.

Assistant Registrar, Communications Lead

8

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 40

Ellucian Developer Strong understanding of Ellucian ERP and Ellucian eTranscripts (if using APIs)

Ellucian Developer 10-60*

Database

Administrator (DBA)

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

DBA 20

Student Portal Developer

Web Developer with an

understanding of the student facing portal

Web Developer 16

Systems Administrator

Grant access externally to the Ellucian system. Manage system-level tasks, such as SFTP access..

Systems Administrator

4

* based on institution specific modifications, Employing Ellucian eTranscript APIs will reduce the estimated hours. See the full Ellucian eTranscripts Guide for a detailed project plan.

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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 go-live 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

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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.

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.

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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

Outcome/Action Items Parchment Tasks

Task # Owner Description Timing

1 Project Manager Schedule Functional & technical calls During Kick off 2 Project Manager Set expectations and define a mutual go

live date.

During Kick off 3 Project Manager /

Technical Lead

Distribute collateral Immediately following Kick off

4 Implementation Specialist

Configure storefront and settings Prior to functional workshop

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Member Tasks

1 Project Manager Schedule Functional & technical workshops

During Kick off 2 Project Manager Grant entire team access to the

Parchment Integration environment.

Post workshop 3 Ellucian

Administrator

Provide output from Ellucian. Prior to technical workshop

4 Project Manager Provide transcript artwork, cover letter, legend to Parchment team.

Parchment Rendering Requirements.pdf

Prior to functional workshop

5 Project Sponsor, Project Manager

Begin Certificate/Blue Ribbon request process.

Parchment Rendering Requirements.pdf

6 Web

Communications, Functional Lead

Review storefront branding (Images, colors, etc) Prior to functional workshop 7 Web Communications, Functional Lead

Review storefront messaging and emails. Prior to functional workshop

8 Project Sponsor, Functional Lead

Determine end user pricing and shipping costs for paper transcripts.

9 Functional Lead Prepare general explanation of existing process around identification and authentication for former students.

10 Functional Lead Prepare for a general discussion of existing transcript ordering process (Fax, Mail, Self-Service, etc).

11 Technical Lead, Student Portal Developer

Review Single Sign On (SSO) Documentation from post-meeting collateral.

Parchment Single Sign On Set-up Guide v4.2.4.pdf Prior to technical workshop 12 Functional Lead, Technical Lead, PeopleSoft Developer

Review implementation guides and shared code. Prior to functional workshop 13 Technical Lead, Systems Administrator

Grant external firewall access to Ellucian system.

Prior to technical workshop

14 Ellucian Administrator

Ellucian Cloud user and permissions configured for API authentication.

Prior to technical workshop

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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 Ellucian implementations.

Parchment Member

Project Manager Project Manager Implementation Specialist Functional Lead/BA Technical Lead or

Technical Implementation Specialist

Ellucian Administrator

Technical Lead

Transcript Staff Representative

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) ○ Find Student/Matching API Web Service ! Order processing

○ Current Students (Authenticated) ○ Former Students (Un-authenticated) ! Transcript processing and fulfillment

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○ 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.

Outcome/Action Items

Gain a mutual understanding of the student ordering workflow as it pertains to the Parchment platform and Ellucian interface.

Parchment Tasks

1 Project Manager Explain the student ordering workflow. During workshop

Member

1 Functional Lead/BA

Finalize identification and

authentication method for current students.

During workshop

Finalize identification and

authentication method for former students (If applicable). Finalize Search/Match rules if applicable.

During workshop

Finalize order processing flow for current students.

During workshop 4 Functional

Lead/BA

Finalize order processing flow for former students.

During workshop 5 Functional

Lead/BA

Finalize electronic transcript fulfillment method for students with records in PeopleSoft.

During workshop

Finalize electronic transcript fulfillment method for the student population with offline, imaged, or split records.

During workshop

Finalize process for hard copy (paper) transcript fulfillment.

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Technical Workshop

Overview

Clearly set timelines and expectations to execute the student ordering workflow. Required Attendees

Project Manager Project Manager Technical Lead Functional Lead/BA Technical Implementation

Specialist

Ellucian Administrator Ellucian Developer Student Portal Developer Systems Administrator

! 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 (API Web Service, If applicable) ○ Service Indicators

! Order Processing

○ Transcript Request (API Web Service or SFTP) ■ PESC XML Request

! 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

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■ Locally-prepared Paper Transcripts ■ SFTP vs. Web Service

Supplemental information (Provided post Kick Off meeting)

! SSO Guide

○ Sample Oracle/SQL code included ! Guide to Ellucian eTranscripts API Implementation ! SFTP Transcript Processing Guide

○ SFTP Key Generation

! PESC XML Request data mapping spreadsheet

○ ISO 3166 Country and Zone List and UI explanation ! PESC XML Response mapping spreadsheet

! Shared Banner or Colleague Code (Provided by member institution)

1 Project Manager Summarize technical requirements. During workshop 2 Technical Lead Explain the product’s capabilities

around each item in the agenda. Provide best practices and guidance for each.

During workshop

3 Technical Implementation Specialist

Test external firewall access to Ellucian system.

Before workshop

Verify Parchment SFTP account setup.

Before workshop

Verify Single Sign-On process Immediately following workshop

6 Technical Lead Configure Find/Match Web Service using published WSDL.

Immediately following workshop

7 Technical Lead Configure Transcript Request Web Service using published WSDL.

Configure SFTP XML response and PDF transcript sweeper.

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Member Tasks

1 Systems Administrator

Test external firewall access to Parchment.

Before workshop 2 Systems

Administrator

Test Parchment SFTP account using generated private/public key pair.

Before workshop 3 Ellucian

Administrator

Verify Ellucian Cloud user and permissions setup for Web Services.

Before workshop 4 Technical Lead Develop technical design/plan. Immediately following

workshop 5 Systems Administrator, Ellucian Administrator, Ellucian Developer

Develop Single Sign-On process. Immediately following workshop

6 Ellucian Administrator, Ellucian Developer

Configure Find/Match Web Service with the Ellucian Cloud. Test externally with SoapUI.

7 Ellucian Developer

Finalize development for

Search/Match Web Service using provided Application Class.

Immediately following workshop 8 Ellucian Administrator, Ellucian Developer

Configure Transcript Creation Web Service with the Ellucian Cloud. Test externally with SoapUI.

9 Ellucian Developer

Finalize development for Transcript Creation Web Service using provided Application Class Immediately following workshop 10 Systems Administrator, Ellucian Administrator

Finalize SFTP process for Transcript XML Responses and Transcript PDF files.

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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.

Specialist

Ellucian Developer (Troubleshooting) Student Portal Developer (Troubleshooting) Systems Administrator (Troubleshooting)

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 Ellucian) ○ Former Students (Imaged or Split Records) ○ Hard copy (paper) Transcript

! Execute test plan and utilize as a training tool (May require additional workshop)

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Parchment Tasks

1 Project Manager Assist in the test plan creation process. Provide best practices.

During workshop

Member Tasks

Task # Owner Description Timeline

Define functional requirements During workshop 2 Functional

Lead/BA & Staff

Execute Test Plan During workshop

3 Project Manager Sign off that testing is complete. Prior to next workshop

Sample Test Matrix

User type Scenario Expected Outcome

Current Student without hold

Login via SSO from student portal See all document options

Current student with Hold

Login via SSO from student portal Student portal displays hold message and stops process. Current Student without

hold

Place eTranscript request Fulfill request from SIS. Verify eTranscript output.

Former Student Create account See all document options. Former Student Login See all document options. Former Student with

record in SIS

Place eTranscript request Fulfill request from SIS. Verify eTranscript output.

Former Student with record in SIS

Place paper transcript request Fulfill request and verify printed output.

Former Student with record in SIS

Place paper transcript request with rush shipping.

Verify messaging and fees. Fulfill request and verify printed output.

Former Student with split record

Place eTranscript request Fulfill request from SIS & imaging system. Verify eTranscript output.

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Go Live Workshop

Overview

Define a plan to deploy the implementation into a production environment.

Specialist

Ellucian Developer (Troubleshooting) Student Portal Developer (Troubleshooting) Systems Administrator (Troubleshooting)

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!

1 Project Manager Explain the deployment methodology from a functional perspective.

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2 Technical Lead Explain the deployment methodology from a technical perspective.

During workshop

Configure external access to the production Ellucian system.

Prior to go-live

Verify external access to the production Ellucian system.

Prior to go-live 5 Implementation Specialist Migrate settings from the

Parchment Integration environment to Parchment production environment.

Prior to go-live

Member Tasks

Task # Owner Description Timeline

1 Functional Lead/BA Assist in the definition of the migration and deployment strategy.

During workshop

2 Ellucian Administrator Migrate any configuration and setting necessary to the production environment.

Prior to go-live

3 Systems Administrator Configure external access to the production environment.

Prior to go-live 4 Ellucian Developer Migrate code and configure

Ellucian Cloud settings in production environment.

Prior to go-live

5 Student Portal Developer Migrate single sign on code to production environment.

Prior to go-live 6 Ellucian Administrator Verify configuration and

settings are migrated properly to the production environment.

Prior to go-live

7 Systems Administrator Verify external access to the production environment.

Prior to go-live 8 Ellucian Developer Verify code and configure

Ellucian Cloud settings are migrated properly to the production environment.

Prior to go-live

9 Student Portal Developer Verify SSO code is migrated properly to the production

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environment.

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.

Account Executive Project Sponsor Project Manager Project Manager Technical Lead Functional Lead/BA

Technical Lead

Transcript Staff Representative

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

Outcome/Action Items Parchment /Member Tasks

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Project Manager Discuss project. Record any know enhancements or defects.

During Review

Ongoing Support

After the conclusion of the implementation project, ongoing support is available through

Parchment’s Member Development team. This team consists of a dedicated Account Executive and a team of Support engineers. Combined this team will help with day-to-day issues, training, and contractual questions.

In addition to direct communication with your Account Executive, and online database of documentation, tutorials, and videos is available to administrators and students 24/7. Online tickets may be submitted to address specific questions.

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Addendum: Multi-Campus Configuration

Description: 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)

Member Resources:

Role Responsibility Associated Titles

Project Sponsor Has ability to make critical business level decisions. Has influence over all campuses.

VP Student Services, Registrar

Project Manager Coordinate meeting attendance, project milestones, and

stakeholder sign off. This role is the main point of contact with Parchment’s Project Manager

Project Manager, Registrar, Associate Registrar

Functional Lead/BA Owns the overall business process for processing

transcripts. Designs the testing matrix.

Business Analyst,

Registrar, Assistant Registrar

SIS Administrator Has access and ability to make functional changes to the student information system (SIS).

SIS Administrator, Assistant Registrar

IT Network/Security Has access and ability to make access and security changes to the network

Network Engineer / Security Engineer

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

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! Meeting 3: Technical Workshop

○ Working meeting with SIS Automation Team to implement multi-campus processing

○ May be combined with main implementation Technical Workshop ○ Deliverables: Working System for testing

! 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? ○ What group/user visibility is required

Technical Requirements:

! Site Branding

! Per Campus Document Artwork

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Addendum: Multiple Degree Level Configuration

Description: 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.

Average amount of time require to implement:

Duration: 20 Days (Additional to standard implementation) Effort: 20 Hrs (Additional to standard implementation)

Project Sponsor Has ability to make critical business level decisions.

Business Analyst,

! 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

○ Deliverables: Working System for testing ! Meeting 3: Technical Workshop

○ Working meeting with SIS Automation Team to implement multiple degree level processing

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○ May be combined with main implementation Technical Workshop ○ Deliverables: Working System for testing

! Meeting 4: Testing/Validation

! Define business rules for supporting multiple degree levels ! Collect Branding collateral (per document artwork)

! Implement SIS Automation support for multiple degree levels ! Configure Service

! Testing and Validation

! Student Identification: How are students authorized to request a specific degree level transcript?

○ SSO – Identify attributes passed during SSO

○ Self-Register – Determine how to handle Self Reported Registrations ! 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 Ellucian? ○ Will the Ellucian 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

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Addendum: Outsourced Print & Mail Service

Description: Parchment Print & Mail handles all transcript print operations for a Member. Average amount of time require to implement:

Duration: <5 Days (Additional to standard implementation) Effort: <10 Hrs (Additional to standard implementation)

Project Sponsor Has ability to make critical business level decisions. Has influence over all campuses.

Business Analyst,

! Meeting 1: Feature Overview, Workshop

○ Introduction to features, scoping, Business Analysis ○ Technical discussion on changes to fulfillment workflow ○ Deliverables: All information required to configure service ! Meeting 2: Testing/Validation

! Review print operations workflow

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! Configure Service ! Testing and Validation

! 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)

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Addendum: SFTP Configuration

Description: 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

Name Value Comment

Server sftp.parchment.com User <supplied by Parchment>

Outbox ./outbox • Order Files (PESC

Transcript Request

XMLResponse XML) will be placed in this folder by Parchment.

• The school will read files from this folder.

• The school will delete files when successfully read and processed

Inbox ./inbox • Status Files (PESC

Transcript Request) will be placed in this folder by the school.

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this folder by the school • Parchment will read files from this folder and delete files when successfully read and processed

Archive ./archive This folder is available to the school for archiving in process files.

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.

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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.

exchange.parchment.com

Parchment Send K-12

User Guide

Automation Implementation

Guide: Ellucian

Table of Contents

Overview ... 2

Product Overview ... 3

Processing Overview ... 5

Authentication ... 5

Required Resources ... 7

Implementation Lifecycle ... 9

Addendum: Multi-Campus Configuration ... 24

Addendum: Multiple Degree Level Configuration ... 26

Addendum: Outsourced Print & Mail Service ... 28

Overview

Product Overview

Processing Overview

Authentication

Ellucian Communication Methods

Ellucian eTranscript APIs

SFTP Response Processing

Required Resources

Implementation Lifecycle

Kick Off Call

Functional Workshop

Technical Workshop

Testing & Training Workshop

Go Live Workshop

Project Review

Ongoing Support

Addendum: Multi-Campus Configuration

Addendum: Multiple Degree Level Configuration

Addendum: Outsourced Print & Mail Service

Addendum: SFTP Configuration

Contact information