Electronic Transcript  Management System ECNO CONFERENCE JUNE 5 TH , 2007 David Millar Manager, Marketing &  Communication...
Agenda <ul><li>Background  </li></ul><ul><ul><li>What is the problem? </li></ul></ul><ul><li>Solution </li></ul><ul><ul><l...
Security © 2007 Torstar Corporation
 
Service <ul><li>… For approximately 90,000 or 60% of College applicant to obtain transcript </li></ul><ul><ul><li>On avera...
Cost <ul><li>… applicant to obtain transcript </li></ul><ul><ul><li>On average, incur $60 in personal costs </li></ul></ul...
Existing process for an applicant not  currently in high school to obtain a transcript High School Apply here p p OR mail ...
Electronic process for an applicant not currently in high school to obtain a transcript  School Board Apply here e e
 
eTMS Transcript Pilot Results
TCDSB Limitations <ul><li>Secondary Schools Responsible for current students and former students up to 5 years of departur...
TCDSB eTMS Transcript Considerations <ul><li>eTMS Transcripts Pilot Transcripts  </li></ul><ul><ul><li>1997 to Present </l...
eTMS Transcript Workflow Receive Transcript Requests Acknowledge Receipt Locate  Student Student Located Microfiche Search...
 
 
Electronic Data Interchange <ul><li>Download request and confirm with OCAS the request is received </li></ul><ul><li>Searc...
The eTMS pilot has delivered… <ul><li>Advantages to applicants </li></ul><ul><ul><li>Improved Service </li></ul></ul><ul><...
eTMS Transcripts Highlights <ul><li>Two files are sent between boards and OCAS to fulfill a transcript request: the reques...
eTMS Transcripts Highlights <ul><li>OCAS uses the PESC XML High School standard to exchange data </li></ul><ul><li>PESC is...
eTMS Transcripts Highlights <ul><ul><li>Agreement with SRB to release XML transcript extract utility as part of Trillium u...
OCAS Contact <ul><li>David Millar </li></ul><ul><li>Manager, Marketing & Communications </li></ul><ul><li>  </li></ul><ul>...
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2007 ECNO Conference - Electronic Transcript Management System

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  • PROBLEMS: Time delay to get a transcript, security issues, cost to all parties, lack of consistent process between high schools or boards
  • This model generates not only simplifies for the applicant, it creates a revenue source
  • 2007 ECNO Conference - Electronic Transcript Management System

    1. 1. Electronic Transcript Management System ECNO CONFERENCE JUNE 5 TH , 2007 David Millar Manager, Marketing & Communication OCAS John Brighton Senior Systems Manager Toronto Catholic DSB Jerry Lu Senior Developer Toronto Catholic DSB Bill McKee Director Operations OCAS
    2. 2. Agenda <ul><li>Background </li></ul><ul><ul><li>What is the problem? </li></ul></ul><ul><li>Solution </li></ul><ul><ul><li>How it works at OCAS </li></ul></ul><ul><ul><li>How it works at TCDSB </li></ul></ul>
    3. 3. Security © 2007 Torstar Corporation
    4. 5. Service <ul><li>… For approximately 90,000 or 60% of College applicant to obtain transcript </li></ul><ul><ul><li>On average, over 2 weeks to get my OST </li></ul></ul><ul><ul><li>Delay in an admission decision for my application </li></ul></ul><ul><ul><li>Involves multiple parties OCAS, High School, College </li></ul></ul><ul><li>… schools and boards to provide transcript </li></ul><ul><ul><li>How do I get my transcript not always clear and easy to find e.g. my school closed, information not available on web site etc. </li></ul></ul><ul><ul><li>Service after hours and schools closed during summer </li></ul></ul><ul><li>… for OCAS </li></ul><ul><ul><li>Not offering the same service level we offer current active Ontario High School Applicants. We assist them in getting their grades. </li></ul></ul><ul><li>… Ontario colleges </li></ul><ul><ul><li>OCAS processes less than half, the other 50,000 go directly to the colleges (which may delay an admission decision) </li></ul></ul>
    5. 6. Cost <ul><li>… applicant to obtain transcript </li></ul><ul><ul><li>On average, incur $60 in personal costs </li></ul></ul><ul><li>… schools and boards to provide transcript </li></ul><ul><ul><li>High Schools report it takes on average over 17 minutes and $4 to produce a paper transcript </li></ul></ul><ul><li>… for OCAS </li></ul><ul><ul><li>Receipt and sorting of transcripts which must be matched to application, data-entered into our system, and then sent to the colleges </li></ul></ul><ul><ul><li>Receive approximately 140,000 paper transcripts including duplicates, not including ones Colleges may have received </li></ul></ul>
    6. 7. Existing process for an applicant not currently in high school to obtain a transcript High School Apply here p p OR mail Data enter
    7. 8. Electronic process for an applicant not currently in high school to obtain a transcript School Board Apply here e e
    8. 10. eTMS Transcript Pilot Results
    9. 11. TCDSB Limitations <ul><li>Secondary Schools Responsible for current students and former students up to 5 years of departure </li></ul><ul><li>Staff Reductions of the 1990’s reduced the Records Department to 1 staff member </li></ul><ul><ul><li>5 to 7 days to process </li></ul></ul><ul><ul><li>Transcripts 1940-1986 Require Conversion – Time Consuming </li></ul></ul><ul><li>Student Transcripts stored in 3 Information Sources </li></ul><ul><ul><li>Pre 1986 – Microfilm </li></ul></ul><ul><ul><li>1986-2000 – Legacy SMS </li></ul></ul><ul><ul><li>2000 to Present – Trillium </li></ul></ul><ul><li>eTMS Transcripts Pilot – Transcripts 1997 to Present </li></ul>
    10. 12. TCDSB eTMS Transcript Considerations <ul><li>eTMS Transcripts Pilot Transcripts </li></ul><ul><ul><li>1997 to Present </li></ul></ul><ul><li>Integration with TCDSB Web Applications </li></ul><ul><ul><li>eTMS processed centrally </li></ul></ul><ul><ul><li>no school intervention </li></ul></ul><ul><ul><li>Data Access </li></ul></ul><ul><ul><ul><li>Trillium </li></ul></ul></ul><ul><ul><ul><ul><li>2000 to Present </li></ul></ul></ul></ul><ul><ul><ul><li>Historical Transcript System </li></ul></ul></ul><ul><ul><ul><ul><li>1997 - 2000 </li></ul></ul></ul></ul>Auto-Fulfill Rate
    11. 13. eTMS Transcript Workflow Receive Transcript Requests Acknowledge Receipt Locate Student Student Located Microfiche Search Student Located Print and Mail Transcript to OCAS Set Status to Student “ Not Found” Set Status to “ Mailed” Yes No Submit Status Submit To OCAS Receive Acknowledge- ment End Last Attended 1997+ No Yes Render Transcript in XML Format Review and Modify Transcript No Yes Update Historical Transcript
    12. 16. Electronic Data Interchange <ul><li>Download request and confirm with OCAS the request is received </li></ul><ul><li>Search the student transcript from the student management system </li></ul><ul><li>TCDSB translate transcript data into XML file follow the EDI standard format </li></ul><ul><li>Upload the transcript file to OCAS </li></ul><ul><li>Receive the transcript acknowledgement from OCAS and set the request status to “Complete” </li></ul>
    13. 17. The eTMS pilot has delivered… <ul><li>Advantages to applicants </li></ul><ul><ul><li>Improved Service </li></ul></ul><ul><ul><ul><li>Less time and cost vs. requesting transcripts in person and sending to OCAS or colleges of choice </li></ul></ul></ul><ul><ul><ul><li>Quicker Admission decision </li></ul></ul></ul><ul><li>Advantages to OCAS </li></ul><ul><ul><li>Reduced paper handling/data entry costs & contact centre </li></ul></ul><ul><ul><li>Improve services to our customers </li></ul></ul><ul><li>Advantages for colleges </li></ul><ul><ul><li>Faster admission decisions </li></ul></ul><ul><ul><li>Reduced data entry </li></ul></ul><ul><ul><li>Secure & trusted grade information </li></ul></ul><ul><ul><li>Increase number of applications with support grades </li></ul></ul><ul><ul><ul><li>20% or greater </li></ul></ul></ul><ul><li>Advantages to the boards </li></ul><ul><ul><li>Improved Operational Efficiency – 82% of transcript requests automatically processed, including payment, without staff intervention. </li></ul></ul><ul><ul><li>Savings in transcript paper, toner, envelopes, and postage </li></ul></ul><ul><ul><li>Improved Security </li></ul></ul><ul><li>Advantage to SIS Vendor </li></ul><ul><ul><li>Happy clients </li></ul></ul>
    14. 18. eTMS Transcripts Highlights <ul><li>Two files are sent between boards and OCAS to fulfill a transcript request: the request and the transcript </li></ul><ul><li>There is an ability to indicate why a transcript can’t be fulfilled and the reason why </li></ul><ul><li>The process follows an electronic data interchange (EDI) workflow that is has been used by thousands of institutions over the last decade </li></ul><ul><li>Board users can interact with a web application to review transcript requests and upload an electronic transcript to OCAS </li></ul><ul><li>Has been used by Ontario Colleges for over 3 years and follows North American standards for postsecondary electronic data exchange </li></ul>
    15. 19. eTMS Transcripts Highlights <ul><li>OCAS uses the PESC XML High School standard to exchange data </li></ul><ul><li>PESC is supported by numerous institutions and educational software vendors. </li></ul><ul><li>Standards are created with the assistance of colleges, universities, and vendors to ensure acceptability across the educational community </li></ul><ul><li>OCAS was the first Canadian institution to become a member and is active in creating standards for North America. </li></ul>
    16. 20. eTMS Transcripts Highlights <ul><ul><li>Agreement with SRB to release XML transcript extract utility as part of Trillium update </li></ul></ul><ul><ul><li>Discussions with Maplewood underway </li></ul></ul><ul><ul><li>Contact with other SIS vendors has been initiated including: </li></ul></ul><ul><ul><ul><li>AAL </li></ul></ul></ul><ul><ul><ul><li>Trevlac </li></ul></ul></ul><ul><ul><ul><li>Peel (in-house) </li></ul></ul></ul>
    17. 21. OCAS Contact <ul><li>David Millar </li></ul><ul><li>Manager, Marketing & Communications </li></ul><ul><li>  </li></ul><ul><li>519.767.6875 </li></ul><ul><li>[email_address] </li></ul>
    18. 22. Questions

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