Electronic Transcript Data for DARS and PeopleSoft


HSU receives electronic transcripts from third parties XAP and Credential Solutions but we have no current means to import this information into PeopleSoft and DARS other than retyping it. Since both companies can provide transcript data in XML format, and PeopleSoft and DARS both support the automatic import of XML data, the University would make significant gains in processing time and efficiency for the 5,000+ electronic transcripts expected to come in this year. By speeding up the process, transfer applications can be processed faster, giving applicants admission decisions earlier and enabling Admissions to focus on increasing applicant numbers.

Project Request Documents
Requesting Department

Primary Customers

Dale Sanford
Gary Noar
Sabre Stacey
Steve Ladwig
Transfer & Graduation Counselors
DARS & Articulation Staff
Kristin Mack

Project status
Green On Time

Status Update

7/27/2016: The team has regrouped to discuss what has been accomplished and what essential work remains to be done. Based on that discussion, it was determined that it could take months to get the data needed to complete the final pieces of logic. In addition, each time we received electronic transcripts from a new community college or another university, we would be back at the drawing board; this would effectively mean the project could never be closed. The team has therefore agreed to identify the work analysis and potential logic that could be completed by the end of August and wrap the project up and move the final analysis into an operational mode. Any future tweaks to the logic to capture new electronic transcript data can be handled via a work order which will give our functional customers what they need and also allow them the time to slowly develop any additional logic.

6/29/2016: Planning for defining the work required to develop the remaining logic for the transfer evaluation of incoming electronic transcripts into DARS is done. The work for the final four pieces of logic needed - how to handle repeats, remediation, no credit and renewal/forgiveness classes or courses on a transcript from a community college - will continue when technical and functional resources return to campus at the beginning of July. Monitoring of the logic already moved into production continues. 

5/23/2016: Programmers put the first eTrans logic related to the transcript analysis performed with CourseMatch students into production on 5/19/2016. Production monitoring noted a couple of issues related to courses with certain condition codes displaying instead of being hidden and how the "WU" (withdrawn units) were displaying within the audit. These were resolved on 5/20/2016 and all processing is now going smoothly. The next step is to move forward with a larger dump of transcripts and continue working through the last pieces of logic.

4/25/2016: The team has completed as much analysis as possible using the data from CourseMatch. Final testing is complete for the logic to handle in-progress drops, number grades instead of letter grades and different grading scales, correct articulation terms for transfer courses and an "ignore" code to restrict certain courses from DARS which do not need to be brought over from the electronic transcripts. We are now ready to move these pieces into production following a low impact change approval. We will next consider a full "dump" of electronic transcript data into DARS test to identify the data needed to develop the remaining logic and, to accommodate this, will move the project end date out to August.

3/24/2016: Using the latest CourseMatch data extract, the team is now analyzing institutions that use a different grading scale, or who use numbers instead of a letter grade, in order to start defining our programmatic logic. The baseline for this logic will be HSU's use of a letter grade without consistent use of a plus or minus sign to differentiate between a higher or lower score for the letter grade. 

2/24/2016: We received responses from Fullerton, San Bernadino and Fresno reporting different processes for WUs (withdrawn units). One shows WUs in the DARS audits but does not pull the data into PeopleSoft, another includes WU data in both the audit and PeopleSoft and counts them towards a student's attempted units (this is related to financial aid requirements) and one school shows only some in the DARS audit, and only pushes these specific courses to PeopleSoft. Financial Aid advises we should continue counting the units as is done today, which excludes WUs from PeopleSoft, so condition codes are being developed to keep the transfer bridge from pulling the data into PeopleSoft.

Another data extract from the CourseMatch global database was completed in late February. We are hoping that this will deliver a larger selection and variety of schools, so we can continue the analysis and logic builds for no credit and repeated courses, quarter versus semester or term, number instead of letter grades, in-progress drops, remediation courses, and academic renewal or forgiveness. 

1/27/2016: As the evaluations are run, reviewed and adjustments to the logic determined, it has become clear that certain decisions need to be brought forward regarding the handling of certain grades, specifically Withdrawn Units (WU). Because of the potential impact and complexity of accurately bringing this information across, our TGC team member will inquire of other schools using DARS how they handle this data, as we will need to perform some action through the TE process. Once this outreach is complete, the team will reconvene to analyze the responses and work on developing and testing the logic.

?12/14/2015: Our transfer evaluation (TE) and articulation (TA) experts have been monitoring the u.achieve upgrade to version 4.3 since the move to production on 11/23. Our Transfer Graduation Counselor (TGC) has re-engaged and reviewed the evaluation criteria associated with the CourseMatch report and advised technical staff appropriately. As criteria are adjusted, reports are re-run, reviewed and tested until the correct logic is achieved for the incoming electronic transcript data.?

10/12/2015: Technical staff has installed and configured DARS/u.achieve v4.3, which incorporates backend changes but retains the same UI for students. Functional staff has completed their testing and reported issues to the vendor for resolution. Specifically, encoding reported GPA rounding issues and missing graphs from audits as well as exception processing issues handled through the web interface rather than the client. While the vendor is working on those issues, technical staff moved forward with a dry run of the automated data import processes and evaluation, using CourseMatch as a test case to prepare for the transcript data dump into DARS. The processes have been verified as technically accurate but TGC reviews of the student data in DARS and validation of the automated processes is 3-5 weeks away based on current workloads.

8/24/2015: Work on phase 2, bringing the electronic transcript data into DARS, is scheduled to begin in September. The first activity will be a full dump of the current electronic transcript data files into DARS, after which a report will be run and provided to the Transfer Articulation Officer and one of the Transfer Graduation Counselors (TGC) for assessment. Once the data has been analyzed, we will coordinate the clean-up work and determine timelines for completing phase 2. 

7/29/2015: Technical staff has been monitoring Phase 1 of the project since it went into production 7/1/15. Two minor issues have arisen:

  1. A request for a cosmetic change to the form that involves updating a field value which does not affect transcript processing; this will require a future COMR submission to CMS.
  2. A received date was not consistently being updated; this was easily fixed in the DARS database eTranscript staging table logic and does not require a COMR submission.

Phase 2 of the project is still slated to begin in September when resources will be available.

6/24/2015: We received approval from CMS on our Exception and are submitting our COMR (exception request) to move Phase 1 of the eTranscript project to production on 7/1/15. Communication needs are limited to a few individuals,  who will be contacted by the Admissions Coordinator personally. Phase 2 discussions have identified a plan to move forward; however, resource capacity will not support beginning step 1 of the plan until September. In the interim, we have decided to continue counting the remedial units as we do today to avoid impacting student Financial Aid associated with attempted units.

5/26/2015: Testing is focusing on the last to_ and from_date logic discrepancies and Associate Degree Transfer (ADT) specific dates. Testing for ADT will wrap up by end of May, with ADT scripting changes and any final Nolij changes completed by 6/5/15. Final date testing will be completed 6/19/15 in preparation for a potential move to production 7/1/15. With Phase 1 wrapping up, discussions on Phase 2 - importing the electronic transcript data into DARS - have begun. While the final end date is still being assessed as we design the DARS piece, it has been updated to reflect the anticipated Phase 1 end date.

4/28/15: The Admissions team has completed the first clean run of the eTranscript process in test. Next month, we will test student transcripts associated with an Associate Degree for Transfer (ADT). We have one vendor, XAP, supplying us with electronic transcripts but without a correlating SSN, which is creating a processing issue with the eTranscript logic. So far the vendor has been unable to resolve this because of Consortium standards they are required to follow. There is a potential option to use an Order ID associated with each transcript,  but this new logic will need to be developed. The project team will meet in early May to assess all outstanding issues and determine next steps. 

3/24/2015: Testing is ongoing and will continue until the Admissions group feels comfortable with the solution. 

2/23/2015: To ensure success with the electronic transcript data project, testing continues on the PeopleSoft modification to further identify gaps found in student transcripts. Identifying these final anomalies requires in-depth discussions between the programmer analyst and transfer graduation counselors to develop code to address the conditions that created the transcript gaps and define the correct dates for the student records. Testing will continue until the Admissions group feels comfortable with the solution.

1/21/2015: At least one articulation segment and rule has been created for each California community college in preparation for matching against incoming electronic transcript data. These segments and rules are needed to identify course or class acronyms (EN, ENG, ENGL, etc) used by other institutions and correlate them to those used by HSU, as well as to define the rule for assigning associated HSU credit hours. All segments and rules for the College of the Redwoods have been completed, since we receive a large number of transcripts associated with student transfer requests from CR. Next up: reviewing and updating the segments and rules for the universities in the California State University (CSU) and University of California (UC) systems, which are expected to be more complex than those from community colleges. 

12/8/2014: Admissions continues to test the PeopleSoft modification. A report is sent to the testing group each day; as issues are identified, testing is placed on hold until a fix is in place, and then testing begins again. This testing is helping us to identify the final 5% of anomalies that will enable us to more closely define the modification. This will in turn assist with the creation of the CO's  migration exception request (COMR), which is required in order to move the modification into production in the Spring of 2015. Any significant changes to the modification will be documented in the modification request and design documents.

10/28/2014: The Governance Committee has approved the two PeopleSoft modification request and design documents associated with Phase I of the project - intake of electronic transcript data in PeopleSoft. Testing by functional staff will continue to ensure the modifications work as desired and require no additional changes before moving to production. 

9/22/2014: The programmer for this project has developed a "compare audits" report that looks at the scripted batch updates of electronic transcripts alongside manual entry of the transcript data to help identify and track unpredictable errors. This will determine whether errors arise from manual entry or electronic processing and will help with testing and updates to the modification script. In preparation for phase II of the project, updating DARS/u.achieve to take in the electronic transcript data, a resource to assist the Transfer Articulation Officer with the complex functional work changes required has been identified.

8/20/2014: Due to the complexities of the electronic transcript data received from our two vendors, Credential Solutions and XAP, testing and tweaking of the modification to PeopleSoft continues. Initial estimates for the functional work need to change DARS/u.achieve to ingest the electronic transcript data have been defined, and work sessions to further plan the work in DARS/u.achieve continue.

7/28/2014: During the kickoff meeting, it was agreed that clean-up and creation of new transfer articulation rules would be needed in order to handle the electronic transcript data to be imported into DARS/u.achieve during the second phase of this project. To facilitate these discussions and determine the level of effort and time required, work sessions with the functional staff are being scheduled. While we work out the details of phase two, testing continues with the PeopleSoft PESC XML modification. 

6/23/2014: The first phase of this project will be updating PeopleSoft with the PESC XML transcript data. In the second phase, which is potentially contingent on the DARS upgrade to u.achieve, we will use the data to update DARS/U.achieve. The kickoff meeting is scheduled for 7/7/2014.

5/16/2014: Information gathering sessions have been initiated with the project requester and technical staff. The kickoff meeting will be scheduled for the first week of June to allow Admissions to finalize their end-of-term activities.

5/8/2014: This project has been approved and the design phase is scheduled to begin in July 2014; a target implementation date will be set based on the results of the design phase.

Project Documents
07-01-14 to 08-31-16

View ITS Department Project Master List