Data Integration DualEnroll.com and Peoplesoft Campus Solutions
DualEnroll.com automates and streamlines the process of enrolling high school students in college courses. Students are presented with a user-friendly and intuitive subset of the overall college admissions and registration process and guided through the required steps. A customized, integrated workflow manages each step of the enrollment process between student, high school counselor, parent and college admissions and registration staff; the system requests and tracks receipt of required documents like permissions and transcripts, generates alerts for college and high school staff for missing elements, and facilitates review for policy compliance. Paper forms and manual data entry are eliminated and valuable data is generated for reporting and ongoing program improvement.
To provide this automated workflow, DualEnroll needs to share certain data with the Student Information System. Most of this data is “read” from the SIS at appropriate intervals and replicated in the DualEnroll database. Examples of read-only data include course numbers and descriptions and term and section data. DualEnroll uses this data to create a course/section search capability tailored to the high school student. The other example of read-only data would include status updates to inform the student, parent and high school staff on progress for key parts of the process. Registrars and SIS administrators tend to impose few restrictions on read-only data access since the state of the data is not being changed.
In two cases DualEnroll will collect, validate and prepare information that ultimately needs to be “written” to the SIS database: 1) application for admission and 2) registration requests. Most admissions offices have a flexible attitude toward accepting application data electronically and Peoplesoft provides a relatively simple integration capability for this area. Registrars however tend to be protective of the enrollment process and registration data and so need to be closely involved in any discussions.
There are two available options for integrating DualEnroll.com with PeopleSoft: Web services API’s and automated batch data exchange via a secure FTP site. (Data exchange discussion begins on page 10).
Integration via Web Service API’s
Beginning with PeopleSoft Campus Solutions 9.0, Peoplesoft introduced a complete set of web services designed to support real-time integration for both the admissions and enrollment process. Web Services are modern, standard application programming interfaces (API’s) designed to enable context-specific applications like DualEnroll.com to easily and safely invoke core Peoplesoft Campus functionality. Examples would include course catalogs, section data (location, instructor, meeting times, etc.), application submission and even course drop/adds. The web services encapsulate the business rules and data to enable external systems to interact with Peoplesoft Campus in a safe and manageable way.
DualEnroll.com can use the PeopleSoft Campus web services to “read” course catalog data and other key information on course sections as well as “reading” status updates for a specific student. DualEnroll can also use the web services to “push” application data and to “push” registration requests if permitted. The web services take care of validation and data integrity to help realize the amazing benefits of extending core Peoplesoft Campus Solutions with more user-friendly, value-added solutions like DualEnroll.com.
Admission Application Web Services (AAWS)
AAWS supports the entire application life-cycle: Create application, Save application, Submit application, User Registration, User Authentication, Initiate payment, Complete payment. Following are examples of the interaction between DualEnroll and AAWS.
DualEnroll can provide an online version of your application to support the complete automation of the dual enrollment application and registration process. DualEnroll.com uses the SAD_SUBMITAPPL_REQ operation to submit application data as shown below:
If desired, DualEnroll can also present and collect the appropriate application fees as shown below:
Enrollment Web Services (EWS)
EWS supports the entire discovery and enrollment process through the following capabilities:
- Browse (retrieve) course catalog
- Retrieve course offering detail
- Retrieve classes
- Retrieve class section detail
- Retrieve studylist
- Retrieve enrollment deadline information
- Complete payment
- Display student enrollment options
- Add class to shopping cart
- Checkout from shopping cart
- Validate enrollment request
- Add enrollment
- Drop enrollment
- Swap enrollment
DualEnroll.com is able to use these built-in interfaces to provide a seamless, automated user experience for the high school student and high school admission counselor while greatly reducing the administrative burden on the college.
DualEnroll utilizes the SSR_GET_COURSES_REQ message to request course catalog information from PeopleSoft. The request/response schemas are shown below:
PeopleSoft will respond with a summary of course catalog data as shown below:
DualEnroll also utilizes the SSR_COURSE web service to retrieve detailed course offering information. The SSR_GET_COURSE_OFFERING returns detailed information about each course including terms.
DualEnroll then uses the SSR_CLASS web service to retrieve details for specific sections for a course using the SSR_GET_CLASSES_REQ as shown below:
Additional class section detail is retrieved using SSR_GET_CLASS_SECTION as shown below:
Enrolling in a class
Once DualEnroll has retrieved all relevant course/section information and presented to the student for action, the SSR_STUDENT_ENROLLMENT_OPTIONS operation is used to retrieve specific enrollment information for that course as shown below:
Once a student has chosen a course/section and DualEnroll has pulled the relevant enrollment options, the PeopleSoft SCC_SHOPPING_CART web service is used to add an item to the enrollment shopping cart via the SCC_SC_ADDITEM operation as shown below:
Once the student has added all desired classes to the shopping cart, SCC_SC_CHECKOUT is called to convert the shopping cart into an enrollment request and attempt to enroll the student in the class. The SCC_SC_CHECKOUT operation is shown below:
Campus Solutions Integration via Secure FTP Site
DualEnroll.com exchanges data with Peoplesoft Campus Solutions (SIS) using standard XML files. A complete set of the XML Schema Definition (XSD) files and matching sample XML files is available at: http://dev.dualenroll.com/schemas/v1/index.html.
The actual exchange of data takes place when one party uploads an XML file to a secure FTP site and the other party, in turn, downloads and processing the file. This is done on a scheduled basis, typically once per hour.
There are three situations in which DualEnroll.com and the SIS must exchange data:
- The SIS provides DualEnroll.com with course and course section information.
- com provides the SIS with student admission application information and receives back a student identifier or, alternately, links directly to the college’s online admission application and receives back a student identifier.
- com delivers a course registration request to the SIS and receives back and indication of the success or failure of the request.
Although XML files are greatly preferred due to the robust nature of the schemas and field naming structures, CSV-formatted data exchange can usually be accommodated. In most cases, samples or CSV files are also provided.
Details of each exchange follow.
Course and Course Section
Peoplesoft provides DualEnroll.com with a filtered list of courses and course sections available to dual enrollment students. This might be a static data set requiring only a single exchange at the beginning of a term or it might be a dynamic data set updated, for example when a section becomes full. There is also a related data set, always static, which maps college courses to high school graduation requirements. This is optional and is used to allow students to filter available courses by those that will meet their particular graduation requirements.
courses.xsd is the schema definition which defines the course container and any associated sections. The courses portion of the schema is shown below:
An expansion of the course-section is shown below:
courses.xml, shown below, is a sample of a valid data file. Most of the fields are self-explanatory. The “course-fee” field allows for multiple fee types and amounts based on student characteristics. The “allow-high-schools” field allows the college to restrict a course section to a specific list of high schools.
course_mappings.csv is the correspondence of college courses to high school graduation requirements. This is generally delivered as a spreadsheet created by the college registrar’s office or individual high schools.
Student Admission Applications
When a high school student registers with DualEnroll.com they are given a unique internal reference number. That needs ultimately to be mapped to a student identifier in the SIS. That can be done in one of two ways.
If the college has an existing online admission application suitable for high school/dual enrollment students, DualEnroll.com can redirect to that application. Upon completion, the application can redirect back to DualEnoll.com with the URL including the SIS student identifier created for that student. Or, to avoid any need for customization, the student can be directed to record and enter their student identifier directly into DualEnroll.com.
Alternately, DualEnroll.com can display a high school/dual enrollment-specific admission application screen, customizable for the college’s needs. DualEnroll.com then supplies that information to the SIS. The application.xsd schema definition is shown below:
To further illustrate, an application.xml sample is shown below.
Again most of the fields are self-explanatory. The ‘reference-number’ field is an identifier generated by DualEnroll.com to identify the student in a response. The ‘student-number’ field is an optional, unverified student identifier supplied by the student.
All responses from the SIS, both for admission applications and for course registration requests, are supplied in a single file. status.xsd is the schema definition and status.xml, shown below, is a sample of a valid data file.
The ‘application-status’ section is the applicable response to an admissions application. The SIS, after processing an admission application, places a corresponding record in this file. The ‘reference-number’ is the same ‘reference-number’ supplied by DualEnroll.com with the admission application. ‘student-number’ is the verified existing or new student number supplied by the SIS, either matching a student from the application to an existing student, or admitting a new student. The ‘admitted’ field indicates the success or failure of the application. The ‘course-fees’ field provides the option of selecting different fee structures for different students. Once DualEnroll.com processes a status.xml record matching a given ‘reference-number’ that record is removed from the application.xml file so the SIS doesn’t process it again.
Course Registration Requests
When a student registers for a course, and when all approval and payment workflow steps have been successfully completed, DualEnroll.com provides the SIS with a course registration request. registration.xsd is the schema definition and is shown below:
The registration request data is created in the registration.xml file with a sample included below.
Again the fields are self-explanatory. The ‘reference-number’ field is a unique identifier for this registration request created by DualEnroll.com. By default, DualEnroll.com supplies most of the course section and fee information as a cross check against erroneous registrations.
The SIS responses to registration requests are supplied in the same file as admission application responses. status.xsd is the schema definition and status.xml is a sample of a valid data file. A sample status registration sample is shown below.
The ‘registration-status’ section is the applicable response to a registration request. The SIS, after processing a request, places a corresponding record in this file. The ‘reference-number’ field identifies the registration request to which the response applies. The ‘enrolled’ field indicates the success or failure or the registration. In the event of a registration failure, the contents of the ‘comments’ field are included in the failure notification to the student. Once DualEnroll.com processes a status.xml record matching a given ‘reference-number’ that record is removed from the registration.xml file so the SIS doesn’t process it again.
Additional Data Sets
Additional data sets described by the forms.xsd and students.xsd schemas are used for additional capabilities and are not widely applicable. Likewise, the ‘course-completion’ section of the status.xsd schema is not widely used.