SPEEDE Server Registration Steps

Example of registration steps from a user’s perspective

1. Email Information Technology Services, explaining options and what we were trying to do. 1/2 hr.

2. Follow-up email seeking preferences toward FTP, SFTP, FTPS, or email attachments for delivery. 1/2 hr.

3. Meeting with Information Technology Services person to create an email address for notification - plus an associated delivery list of three (Office of the Registrar staff to whom the messages would be forwarded). Also, since we decided it would be simpler to start with e-mail delivery, rather than FTP, three new data delivery e-mail addresses were created to handle receipt of college transcripts, high school transcripts, and test transactions. If we implement FTP, we can select 3 different filenames for the above. 1 hr.

4. Tested sends to all four new addresses. 1/2 hr.

5. Downloaded separate version of Eudora e-mail software and installed with a separate Icon, so the email from the Server could be read independently from all other mail, and so the data in the attachments sent to the three delivery addresses would be stored in a directory of its own. 1 1/2 hr.

6. Checked UT Austin SPEEDE website (http://www.utexas.edu/student/giac/speede/ediserv.html ) for information on registering with the Server (found in section IX of Server FAQ), Quick & Easy Software (free, downloadable software used to print hard copy and generate acknowledgements), and PGP software (for encryption). Printed and scanned the Server FAQ for registration instructions. 1 1/2 hr.

7. Filled out registration form, reviewed with my staff, and send via e-mail to Server staff. We specified (item 1) 22 as the schools code qualifier, 3620 as the code (FICE), (item 11) e-mail as the delivery method, with the three addresses for college, high school, and test packets. We specified (item 10) the notification e-mail address, and selected - for our UNIX environment (item 14) linefeed for end of record and (item 15) variable for record length: http://www.utexas.edu/student/giac/speede/server/faqregix.txt 1 hr.

8. Received notification of completed registration 2 hours later.

9. Read the Quick & Easy software documentation, downloaded the executable software into the new c:\EDI\QANDE directory, and tested it on the SPEEDE.TST file (included in the download) for both printing of transcripts and generation of acknowledgements for received transcripts. « hour.

10. Found five paper transcripts already received from UT Austin, sent Wally Reeves an e-mail requesting that he send SPEEDE transcripts for those same five, so we could compare them. « hr.

11. Received e-mail notification from the Server that the transcripts had been delivered. So did the other two (assistant registrars) on the e-mail list created in #2 (above). 0.

12. Gathered staff to process the received files. We opened the EDI data e-mail account and received the e-mail. We copied the attachment containing the five transcripts to the C:\EDI\QANDE directory and tried to print them. We failed, but realized it was because we were running Q&E on DOS (within Windows). « hr.

13. I sent the Server an e-mail asking for a switch (on item 14) to CR/LF for end of record. 1/4 hr.

14. Re-received the file, convened staff, and successfully printed the five transcripts. Generated acknowledgements and sent them via e-mail back to the Server. « hr.

15. Had erroneously used e-mail Reply function for acknowledgements. I resent (when notified by Server) to correct address. (I am fairly "high maintenance" I guess, but the Server mechanisms were designed to be "vice president proof", and staff treated me nicely). ¬ hr.

16. Read "PGP: A Beginner's Guide" (printed from UT website). « hr.

17. Asst. registrar compared printed (via Q&E) and paper transcripts, found them equivalent. « hr.

18. Documented internal procedures for handling received transcripts. On SU EDI Transcript Receipt Checklist.doc. 1 hr.

19. Invitation to send SPEEDE transcripts (and hopefully parallel paper for awhile) sent via e-mail to contact persons (as identified on Server registrant table list on website at http://www.utexas.edu/student/giac/speede/ediserv.html ) sent to UT Austin, Austin CC, SWTSU, Collin County CCD, Tarrant County College, North Harris Montgomery CCD, Houston CCS, Alamo CCD. 1 hour.

20. Showed Admissions staff the results of the first production SPEEDE transcript. 1/2 hr.

21. Sent invite for more schools to send (via TACRAO and TX-SPEED listservs). Good results! About 8-10 colleges now send to Southwestern. In August, 2005, we received 49 transcripts! ½ hour

21B. Feb, 2006. To comply with the encryption mandate, purchased and installed PGP Corporation’s PGP Desktop 9.0 (about $90). Installed, send PGP key to UT Server, and modified send/receive instructions. (8 hours total).

21C. Feb, 2007. Renewed license for PGP Desktop 9.0, received 9.5 instead. It decrypted Server attachments fine, but the Server could not open the encrypted acknowledgment files. Had no luck even reaching technical support. (10 hours wasted)

21D. Contacted UT Server staff, arranged for SU to send using FTPS. Set up FileZilla, and it worked! (2 hours).

1. *** Still Need to discuss optimal disk storage, security, backup and archival for these official credentials which just happen to be electronic.

2. *** Need to discuss more with Office of Admissions

3. *** Build budget for getting Datatel Colleague SPEEDE Module and Trusted Link translation software to support both automated load to Colleague SIS (of received transcripts) and sending SPEEDE.

As of 9/25/05, over 550 transmissions containing over 700 transcripts had been received by SU from the UT Austin Server. The numbers have continued to grow, but we don’t have an accurate count.