Project History

Year Progress
Request for Applications (RFA) for Electronic Records Exchange awarded jointly to Yuba and Contra Costa
Request for Applications (RFA) for Electronic Records Exchange awarded jointly to Yuba and Contra Costa
Feasibility Study conducted  with positive result and recommendation for transcripts
Data dictionary developed and open-source report made
Two representative models tested and RFI conducted
Requirements finalized and RFP conducted
System design and testing
Release July 2007

Over the last 15 years a number of CCCs have used EDI technology for electronic transcript exchange, but to a limited degree, primarily due to costs and complexities of supporting EDI services. In 1999 CCC System's Office awarded a grant to Contra Costa College and Yuba College to study the feasibility of developing new systemwide solutions for Electronic Records Exchange, including an application for admission and transcript, using new Internet-based technologies. This resulted in the report, "Electronic Data Interchange Feasibility Study" (FSR), published in Spring 2000, that described the benefit, costs, and general requirements of such systems.

Readers who would like a more detailed description of the reasons for the study, its methodology, the alternatives that were considered, and the anticipated benefits of the CCCTran should refer to that document.(see "References"). The grant also financed the development of draft data specifications and functional requirements for both services.

In 2000-2001 the CCCs focused on the common application for admission and developed and released an ASP solution, CCCApply. In 2001-02 the transcript project was re-engaged and a common definition for CCC transcript data was developed with participation from all education segments (CCC, CSU, UC, AICCU, HS). At the time there was no mature product or service provider for XML-based transcript record exchange. The CCCSO contracted with a firm to research and report on the applicability of open-source Web Services technologies to a transcript exchange solution, and obtained a prototype. In 2002-03 ASP solutions began to emerge on the market, and the Post-secondary Education Standards Council (PESC) developed an initial XML standard for core data for transcripts toward replacing EDI standards. The CCCTran project then initiated a pilot test project to evaluate the CCC data definition and both the open source solution model and an ASP model.

During 2003-2004 five CCCs and 2 CSUs piloted prototypes of two electronic transcript models. Information from the pilots was used to refine a requirements document that was released as an RFI. Responses from 7 vendors provided input for further refinement of the requirements and the development of budget and timelines for the next phases.

In 2004-2005 the a project committee was established consisting of one Admissions & Records representive and one Information Technology representative from 8 college. This committee reviewed and finalized the project requirements and used a Request for Proposal process to recommend a vendor. Xap Corporation was selected to provide the transcript exchange services. During March through May, 2005, the project committee assisted Xap in developing a design document reflecting the functional requirements of the RFP. Development commenced in June, 2005.