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Colleague

Implementation

Duration

It is crucial to supply all necessary integration details as soon as possible to provide the best possible service and the fastest implementation time. The document section “Checklist” lists all the required information ProcessMaker needs to ensure a quick implementation and go-live.

The typical variation time varies by installed solutions (TCE for Prospects and TCE for Applicants), the integration method, and the optional SSO setup.

The initial setup and rollout can be as quick as 14 days. However, most implementations range from 1 to 2 months, with some slightly exceeding that based on the availability of the customer resources and ability to collaborate timely.

Timeline: TCE for Prospects

Timeline: TCE for Applicants

Prerequisites and Required Information

To identify required accounts and API keys, please refer to the relevant section below describing Option A and Option B in more detail. Additionally, the checklist appended at the end of this document will briefly list all information required by ProcessMaker to ensure a speedy

Optional Components

Single Sign-On (SSO) in ProcessMaker allows users to log in through a centralized identity provider rather than maintaining separate credentials for ProcessMaker itself. This streamlines access to ProcessMaker’s workflow and process management features while enhancing security and user convenience.

ProcessMaker supports integrations with various SSO providers—including Microsoft (Azure AD), Google, Okta, and other SAML-compatible services—using widely adopted protocols like OAuth and SAML. With these integrations, organizations can unify authentication management and leverage existing identity infrastructures without disrupting users’ login experiences.

Security & Compliance

Visit our Security Trust Center: https://www.processmaker.com/security-statement/ — Your assurance of our unwavering commitment to providing a secure and reliable platform. Trusted by 3 million users and customers worldwide, at ProcessMaker, we prioritize transparency and aim to empower our customers with the information they need to trust in the security and resilience of our services. Explore the Trust Center to gain insights into the safeguards we have in place to protect your data and ensure uninterrupted business operations. Your peace of mind is our top priority.

Compliance Certifications

Other Relevant Certifications

  • Higher Education Community Vendor Assessment Toolkit (HECVAT) — ProcessMaker has completed a HECVAT self-assessment for ProcessMaker’s BPM Platform product and the TCE solution built upon this platform. These assessments detail our compliance with industry standards and the security protocols built into our infrastructure and services.

  • Family Educational Rights and Privacy Act (FERPA) — ProcessMaker is dedicated to helping our customers meet their obligations under the FERPA. Through robust security and privacy measures, our platform ensures that student records remain protected and can only be accessed by authorized personnel. To learn more about FERPA requirements, please visit the U.S. Department of Education’s website.

  • California Consumer Privacy Act (CCPA) — ProcessMaker is fully committed to helping our customers fulfill their obligations under these data regulations by providing convenient tools and integrating strong privacy and security safeguards into our platform and agreements. To learn more about your responsibilities as a business under the CCPA, you can visit the California Office of the Attorney General’s website.

  • General Data Protection Regulation (GDPR)* — ProcessMaker is committed to complying with the General Data Protection Regulation (GDPR), a new EU data privacy regulation effective May 25, 2018. The regulation gives EU citizens more control over their personal data and unifies several existing privacy and security laws under one comprehensive law. * Relevant for ProcessMaker’s customers in the European Union (EU).

ProcessMaker and Colleague Integration

We manage new course equivalency rules directly within ProcessMaker, and this process is completely transparent to your users.

Once equivalencies are determined, ProcessMaker automatically posts them to the Student Record in Colleague, ensuring your system stays accurate and up to date. Watch the following product tour to learn more:

Student Information System (SIS) Integration

Please note that this edition of the “Transfer Credit Evaluation (TCE) — Technical Documentation” is only valid for integration with Ellucian Colleague.

If you operate a different SIS, please contact ProcessMaker to provide the respective documentation.

Integration via Ellucian Ethos

Ellucian Colleague (through Ethos) provides an extensive selection of APIs to enable seamless integrations with third-party systems. These APIs allow external systems to communicate effectively with Colleague, promoting efficient data exchange and enhancements in functionality.

This section will give a thorough overview of all the APIs used within the TCE solution process, outlining their purposes, functions, and contributions to the overall system integration.

Authentication

The following settings/credentials are required to access and utilize the Colleague/Ethos API. These credentials ensure secure and authorized interaction with the API, enabling seamless data exchange and integration with third-party systems (here, ProcessMaker TCE).

Server URL

The regional server URL. Typically, one of the following or a custom URL:

API Token

ProcessMaker's integration components utilize the Ellucian Ethos API token to retrieve the JWT token that facilitates API authentication.

Please refer to your Ellucian Colleague/Ethos administrator to gather the above information.

Required APIs

This section lists all APIs utilized by ProcessMaker’s TCE solution. Please confirm that the API Token provides access to all the API endpoints below.

Student Management
Method/Type
Endpoint
Purpose

GET

/api/students

Retrieve a list of students by specific criteria (e.g., Student Type)

GET

/api/students/{id}

Retrieve a student’s details by Colleague ID

GET

/api/persons

Retrieve a list of person entities by specific criteria (e.g. Colleague ID)

GET

/api/persons/{id}

Retrieve a person’s details by Colleague ID

GET

/api/student-types

Retrieve the list of student types registered in Colleague

GET

/api/student-classifications

Retrieve the list of student classifications registered in Colleague

GET

/api/academic-levels

Retrieve the list of academic levels registered in Colleague

GET

/api/administrative-periods

Retrieve the list of administrative periods registered in Colleague

Course Management
Method/Type
Endpoint
Purpose

GET

/api/courses

Retrieve a list of courses based on search criteria (e.g., course title)

GET

/api/course-statuses

Retrieve the list of course statuses registered in Colleague

GET

/api/subjects

Retrieve a list of subjects based on search criteria (e.g., abbreviation)

GET

/api/subjects/{id}

Retrieve the subject related to a particular course

GET

/api/course-title-types

Retrieve the list of course statuses registered in Colleague

Course Equivalency
Method
Endpoint
Purpose

GET

/api/educational-institutions

Retrieve a given institution’s assigned code

GET

/api/course-transfer-equivalencies

Retrieve course equivalencies

Privileges
Privilege
Request Type / Endpoint

VIEW.STUDENT.INFORMATION (READ)

GET /api/students GET /api/students/{id}

GET /api/student-types

GET /api/student-classifications

VIEW.ANY.PERSON (READ)

GET /api/persons

GET /api/persons/{id}

CREATE.UPDATE.COURSE {READ}

GET /api/courses

GET /api/course-statuses

VIEW.EDUCATIONAL.INSTITUTION (READ)

GET /api/educational-institutions

SIS Modifications and Update

ProcessMaker functions as an intermediary between users and the SIS. It stores any new and updated data within its Collections, a table-like structure integrated into the ProcessMaker BPA platform. Information sourced from the SIS will be enriched with data from ProcessMaker’s Collections. TCE users face no restrictions, and exports and reports can be generated if any information stored in ProcessMaker is required for review.

Checklist

The following checklist includes all the information required and actions to be taken to set up the ProcessMaker TCE/Ellucian Colleague integration.

Ellucian Colleague with Ethos

Please refer to your Ellucian Colleague/Ethos administrator to gather the above information.

VPN-Based Colleague Access

The ProcessMaker integration server is configured to securely interact with the Colleague system through a dedicated VPN connection:

  • The server resides in an isolated private network and connects securely to your VPN.

  • The VPN must be configured in full-tunnel mode, with timeouts disabled, and must allow connectivity to the Colleague system.

  • You will provide us with a Colleague Service Account, which will then be used to perform write operations.

  • All interactions with Colleague are executed using browser-based automation.

SSO (optional)

The required SSO parameters depend highly on the single sign-on provider used. Please refer to the ProcessMaker online documentation for SSO at https://docs.processmaker.com/docs/sso-settings.

The online documentation contains a section for all relevant services:

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