Designing Tools and Implementing
Workflows to Enhance Serials EDI
Christian Burris
Erik Mitchell
Z. Smith Reynolds Library...
Scope of Presentation
 What is EDI
 Serials EDI workflows
 EDI outside Voyager
 Workflow / software
solutions
What is EDI?
 Electronic Data Interchange
EDIFACT is an international
standard format for
exchanging data
A string of d...
Serials EDI Invoice Workflow
 Vendor notifies staff via E-mail
 Systems transfers the file to
Voyager
 Serials loads th...
Serials EDI Invoice Importing
Serials EDI Invoice Workflow
 Serials periodically deletes the
EDI messages from the
incoming section
 Systems performs ...
Serials EDI Claiming Workflow
 Serials reviews problem list and
produces claims
 Serials processes claims via the
EDI pr...
Serials EDI Claim Processing
Serials EDI Claim Processing
Serials EDI Claiming Workflow
 Systems transfers EDI claim files
to EBSCO
 EBSCO sends an e-mail
confirmation
 Monthly ...
Workflow Problems
 File transmission/maintenance
separated from Serials
 FTP profiles difficult to manage
 Too many ste...
Managing EDI Outside Voyager
 File availability notification
 File transfer and maintenance
 FTP connection profile set...
The Goal
 To enable staff to easily transfer
and manage files
 To more effectively manage FTP
connection information
 T...
Required Functionality
 Basic FTP operations
 Upload, download, delete, log
 Secure access
 Maintain connection profil...
Possible Solutions
 UNIX FTP
 Cron jobs
 Windows FTP Software
 Web Based FTP Software
Train Serials Staff in UNIX
 Pros
 No client configuration
 No specialized software
 Cons
 Extensive Training
 High ...
Run Server Cron Jobs
 Pros
 Little staff training required
 No client configuration
 No user interface required
 Cons...
Windows FTP Software
 Pros
 Easy to implement
 Staff control of EDI transmissions
 Staff can easily configure new vend...
Windows FTP Software
 Satisfies main functional
requirements
 Simple, cost effective solution
 Specific Applications
 ...
WSFTP
XProFTP
Web FTP Software
 Pros
 Custom, simplified interface
 Web based, portable
 Easiest to implement for multiple users
 S...
Web Interface Development
 Development software
 Perl
 DBI, NET::FTP, CGI
 Oracle
 FTP profile database
 Application...
Profile Application
FTP Application
Security Concerns / Solutions
 Write access to Voyager box from
web
 Apache runs as nobody, owns all
downloaded files
 ...
More Security
 Require authentication
 Validate library staff users in Voyager
database
 Cookie acts as authentication ...
NET::FTP Module
 Create a Connection
 $ftp = NET::FTP->new(servername)
 Login
 $ftp->login(uname, password)
 FTP comm...
DBI, DBD::Oracle DB Module
 Database connection
 $db = DBI->connect(host, sid)
 Create a recordset
 $rs = $db->prepare...
CGI Web Application Module
 Form Creation
 $cgi->start_form(method, action)
 $cgi->form_element(name, value, label)
 $...
Standard Perl Functions
 File management
 Open(FILE, “>>$filename”)
 Unlink $filename
 Chmod(0777, $filename)
 Data O...
Modules and Documentation
 Modules
 http://www.cpan.org
 Documentation
 http://www.perldoc.com
 Books
 Wall, Larry. ...
What's Next
 Consider Windows FTP application
 Host to Host ftp software offers same
functionality without support /
dev...
What’s Next
 EDI for monographs
 Beginning YBP invoice testing
 Expanded EDI for serials
 Include Standing Orders, Con...
Contact Information
 Christian Burris
Serials Unit Coordinator
burriscj@wfu.edu
 Erik Mitchell
Systems Librarian
mitchee...
EndUser 2003
Presenter Name(s) and Affiliation(s):
1) Erik Mitchell Z. Smith Reynolds Library Wake Forest University
2)Chr...
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Designing Tools and Implementing Workflows to Enhance Serials EDI

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I co-presented at the Voyager End User Group meeting about a home-grown tool to to facilitate EDI to and from

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  • First implemented EDI, surprised Voyager had not file management capabilities Systems assisted with File transmission due to server involvement Much like other server jobs, daily edi file transmission became cumbersome We are going to cover how we started out, what we decided we wanted and how we chose our solution. We will then cover briefly the options that we discussed
  • First implemented EDI, surprised Voyager had not file management capabilities Systems assisted with File transmission due to server involvement Much like other server jobs, daily edi file transmission became cumbersome We are going to cover how we started out, what we decided we wanted and how we chose our solution. We will then cover briefly the options that we discussed
  • Check SNA, number of copies, changes to bibliographic info
  • Speak to file statuses
  • Reviewing history Review pub pattern Review expected dates Date stamp on EDI file identifies claim and satisfies unique name constraint
  • Be sure to discuss unique file name requirement
  • Lots of discussion on Voyager-l many libraries have chosen
  • Two limitations are with EBSCO claims – File renaming, appending is more complicated
  • Designing Tools and Implementing Workflows to Enhance Serials EDI

    1. 1. Designing Tools and Implementing Workflows to Enhance Serials EDI Christian Burris Erik Mitchell Z. Smith Reynolds Library Wake Forest University EndUser 2003 April 25, 2003
    2. 2. Scope of Presentation  What is EDI  Serials EDI workflows  EDI outside Voyager  Workflow / software solutions
    3. 3. What is EDI?  Electronic Data Interchange EDIFACT is an international standard format for exchanging data A string of data elements representing an order transaction (www.whatis.com)
    4. 4. Serials EDI Invoice Workflow  Vendor notifies staff via E-mail  Systems transfers the file to Voyager  Serials loads the file and produces the invoice(s)  Serials resolves unmatched line items
    5. 5. Serials EDI Invoice Importing
    6. 6. Serials EDI Invoice Workflow  Serials periodically deletes the EDI messages from the incoming section  Systems performs routine file maintenance on the EDI directories
    7. 7. Serials EDI Claiming Workflow  Serials reviews problem list and produces claims  Serials processes claims via the EDI processing section  Serials periodically removes EDI messages from outgoing section
    8. 8. Serials EDI Claim Processing
    9. 9. Serials EDI Claim Processing
    10. 10. Serials EDI Claiming Workflow  Systems transfers EDI claim files to EBSCO  EBSCO sends an e-mail confirmation  Monthly claim checker is done via E-mail or US mail
    11. 11. Workflow Problems  File transmission/maintenance separated from Serials  FTP profiles difficult to manage  Too many steps, staff  Daily EDI claim transmissions illustrated need for a solution
    12. 12. Managing EDI Outside Voyager  File availability notification  File transfer and maintenance  FTP connection profile settings  EDI transmission logging
    13. 13. The Goal  To enable staff to easily transfer and manage files  To more effectively manage FTP connection information  To keep track of EDI transmissions
    14. 14. Required Functionality  Basic FTP operations  Upload, download, delete, log  Secure access  Maintain connection profiles  Server name  Default transfer type  Default upload type  Username / Password  Default directories
    15. 15. Possible Solutions  UNIX FTP  Cron jobs  Windows FTP Software  Web Based FTP Software
    16. 16. Train Serials Staff in UNIX  Pros  No client configuration  No specialized software  Cons  Extensive Training  High level of technical knowledge  Security concerns / multiple user profiles  No profile management solution
    17. 17. Run Server Cron Jobs  Pros  Little staff training required  No client configuration  No user interface required  Cons  Lack of staff control over transmissions  Transmission problems must be resolved by system administrator  EDI workflow does not follow predictable schedule
    18. 18. Windows FTP Software  Pros  Easy to implement  Staff control of EDI transmissions  Staff can easily configure new vendors  Cons  Client / Host solution not streamlined  Profile info located on multiple machines  FTP access to entire Voyager box  Feature overload
    19. 19. Windows FTP Software  Satisfies main functional requirements  Simple, cost effective solution  Specific Applications  WS FTP(Host to Client)  http://www.ipswitch.com/  XProFTP (Host to Host)  http://www.remotetek.com/xperts/
    20. 20. WSFTP
    21. 21. XProFTP
    22. 22. Web FTP Software  Pros  Custom, simplified interface  Web based, portable  Easiest to implement for multiple users  Satisfy specific vendor requirements  Cons  Large development investment  Security concerns of web interface
    23. 23. Web Interface Development  Development software  Perl  DBI, NET::FTP, CGI  Oracle  FTP profile database  Application setup  FTP application lives on Voyager box  Profile database lives on University Oracle server
    24. 24. Profile Application
    25. 25. FTP Application
    26. 26. Security Concerns / Solutions  Write access to Voyager box from web  Apache runs as nobody, owns all downloaded files  Web access limited to incoming / outgoing directories  EDI connection profiles in database entirely separate from Voyager box
    27. 27. More Security  Require authentication  Validate library staff users in Voyager database  Cookie acts as authentication token  Additional measures  Could run secure connection if we put certificates on server  Considered user / security setting combinations but decided on current setup
    28. 28. NET::FTP Module  Create a Connection  $ftp = NET::FTP->new(servername)  Login  $ftp->login(uname, password)  FTP commands  $ftp->get($rfile, $lfile)  $ftp->put($lfile, $rfile)  $ftp->append($lfile, $rfile)  $ftp->ascii, $ftp->binary
    29. 29. DBI, DBD::Oracle DB Module  Database connection  $db = DBI->connect(host, sid)  Create a recordset  $rs = $db->prepare($SQL)  $rs->execute  Retrieve data from that recordset  $hsref = $rs->fetchrow_hashref  %hash = %{$hsref}
    30. 30. CGI Web Application Module  Form Creation  $cgi->start_form(method, action)  $cgi->form_element(name, value, label)  $cgi->end_form  Element retrieval  $cgi->param(ParamName)  Cookies  $cgi->cookie(name, value, expires)  HTML header  $cgi->header(HTML, Cookie, etc)
    31. 31. Standard Perl Functions  File management  Open(FILE, “>>$filename”)  Unlink $filename  Chmod(0777, $filename)  Data Output  Print “”  Print FILE “”
    32. 32. Modules and Documentation  Modules  http://www.cpan.org  Documentation  http://www.perldoc.com  Books  Wall, Larry. Programming Perl. O’Reilly 2000. 3rd edition.  Christiansen, Tom. Perl Cookbook. O’Reilly. 1999.
    33. 33. What's Next  Consider Windows FTP application  Host to Host ftp software offers same functionality without support / development issues  Scheduled tasks feature enables cron like functionality without extra development
    34. 34. What’s Next  EDI for monographs  Beginning YBP invoice testing  Expanded EDI for serials  Include Standing Orders, Continuations  Add Vendors
    35. 35. Contact Information  Christian Burris Serials Unit Coordinator burriscj@wfu.edu  Erik Mitchell Systems Librarian mitcheet@wfu.edu
    36. 36. EndUser 2003 Presenter Name(s) and Affiliation(s): 1) Erik Mitchell Z. Smith Reynolds Library Wake Forest University 2)Christian Burris Z. Smith Reynolds Library Wake Forest University 3) Session Title: Designing Tools and Implementing Workflows to Enhance Serials EDI Session Number: __30_________ Session Date/Time: Fri at: __1pm_________ (indicate day and time of your presentation) Printing instructions: e.g. No. of slides per page? Grayscale, or pure B/W? Frame slides? 3 slides per page please, grayscale, framed

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