Certified Electronic Diploma Process

100%

Status

Completed [Completed]

100% complete, updated on Fri 3/5/21 2:39 PM by Joan Terrill

Changed Status from In Process to Completed.
Changed Health from Green to None.
Project is complete, confirmed by the Registrar office.

Details

Dates
Wed 1/13/21 - Fri 3/5/21
Acct/Dept
Registrar
Service
Project & Portfolio Management / Project Request
Type
Software / Hardware / Enhancement (Extending application functionality)
Health
None - No health has been set
Portfolio(s)
Classification
Run
Created
Wed 1/13/21 1:06 PM
Modified
Fri 3/5/21 2:39 PM
Closed
Fri 3/5/21 2:39 PM

New Project Request

How can we help you?
Please provide details regarding your request? Do you have a solution defined or do you need support identifying a solution?
Electronic diploma fulfillment.
Provide the background of this request.
What events or discussions preceded this request? Have there been previous efforts related to this request? Are you working with a vendor already? What are the benefits of this initiative?
This will save 40-60 hours each term of staff. Improve the time to delivery to days not months after graduation. Graduated students need their diploma for jobs, admission to graduate school, and international students need the diploma as proof of degree.
What is the desired completion date?
Please note that projects will be completed based on resource availability and prioritization.
12/31/2019
What are the factors driving the desired completion date?
Are there campus activities, legal requirements, dependent efforts or goals that are driving a date?
Currently we receive a file from the vendor that contains one CE diploma (certified electronic) per student. We must manually match the file to the student and individually attach it and then email each CE diploma. This is a cumbersome and lengthy process and has the potential for error and the potential to make the diploma undeliverable when the only email we have on file is the mines.edu.
Provide the executive leader(s) who will champion this initiative?
These individuals support the success of this effort, such as removing obstacles, sending strategic communication and promoting necessary policy changes.
Paul Myskiw
What team members have been identified to help drive this initiative?
Please note that involvement of department team members is critical to the success of this inititive.
Steve Ardern, Will Snyder, Corrie Bozung, Loni Cramer, Ricardo Santiago
Any additional information about this request that you would like to include?
Who does this project help? What happens if this project is not completed?
Below is the response from the vendor with external links to the technical requirements.

I am able to help answer your questions. We do have a way that the CeDs can become available for your students so that you do not have to distribute them, but unfortunately, there is not a way for us to send the CeDs directly in mass communication. By developing an encrypted link inside your student portal, you can give students direct access to our store where they could download it themselves. We can provide the sample code that includes the framework to build this on your end.

To give you some context, normally the CeDs for any given client will go into our store (CeCredential Trust®) and the students will be notified of the availability via an email communication we send out (enote) when orders are completed. This enote will have some information about the CeDiploma® as well as download instructions with a link to your overview/landing page. On this landing page you would include another link that says “Register/Download now” which would take students to the login page for the student portal. Once inside the portal, your development team would need to construct an encrypted CeDiploma link that will take your students to our site so they can download their CeCredentials™.

I have included a link to another one of our client’s web pages to give you a visual of the “Register/Download now” link, but you will not be able to go any further than the login page. If you would like to discuss further, I would be happy to, but have your team take a look at this video. The part they will want to pay attention to is the “SSO” piece. If you have any additional questions please let me know.

Virginia Tech’s CeDiploma landing page - https://apps.es.vt.edu/CeDiploma/

Description

Currently we receive a file from the vendor that contains one CE diploma (certified electronic) per student. We must manually match the file to the student and individually attach it and then email each CE diploma. This is a cumbersome and lengthy process and has the potential for error and the potential to make the diploma undeliverable when the only email we have on file is the mines.edu. This project was managed as a small project and was removed from the PGC list. There were no ITS technical resources required. The vendor's e-mail authentication was used instead of SSO, this was an approved method by the ITS security team.

Systems Affected

  1. Banner

Manager

Joan Terrill
Joan Terrill

Sponsor

PM
Paul Myskiw

Stakeholders (1)

MS
Monique Sendze
Informed
Awareness of project progress
Fri 12/6/19 3:30 PM