Designing Tools and Implementing Workflows to Enhance Serials EDI
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Designing Tools and Implementing Workflows to Enhance Serials EDI
Christian BurrisErik Mitchell
Z. Smith Reynolds LibraryWake Forest University
EndUser 2003 April 25, 2003
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Scope of Presentation
What is EDISerials EDI workflowsEDI outside VoyagerWorkflow / software solutions
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What is EDI?
Electronic Data InterchangeEDIFACT is an international
standard format for exchanging data
A string of data elements representing an order transaction (www.whatis.com)
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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
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Serials EDI Invoice Importing
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Serials EDI Invoice Workflow
Serials periodically deletes the EDI messages from the incoming section
Systems performs routine file maintenance on the EDI directories
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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
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Serials EDI Claim Processing
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Serials EDI Claim Processing
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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
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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
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Managing EDI Outside Voyager
File availability notification File transfer and maintenance FTP connection profile settings EDI transmission logging
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The Goal
To enable staff to easily transfer and manage files
To more effectively manage FTP connection information
To keep track of EDI transmissions
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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
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Possible Solutions
UNIX FTP Cron jobs Windows FTP Software Web Based FTP Software
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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
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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
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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
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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/
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WSFTP
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XProFTP
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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
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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
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Profile Application
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FTP Application
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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
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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
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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
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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}
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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 $cgi->header(HTML, Cookie, etc)
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Standard Perl Functions
File management Open(FILE, “>>$filename”) Unlink $filename Chmod(0777, $filename)
Data Output Print “” Print FILE “”
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Modules and Documentation
Modules http://www.cpan.org
Documentationhttp://www.perldoc.com
BooksWall, Larry. Programming Perl.
O’Reilly 2000. 3rd edition.Christiansen, Tom. Perl Cookbook.
O’Reilly. 1999.
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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
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What’s Next
EDI for monographs Beginning YBP invoice testing
Expanded EDI for serials Include Standing Orders, Continuations Add Vendors
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Contact Information
Christian BurrisSerials Unit [email protected]
Erik MitchellSystems [email protected]
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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