Data and Document Management Overview

Slate has integrated successfully with a wide variety of software applications, including student information systems (SIS) such as Banner, PeopleSoft, and Colleague, as well as with business intelligence solutions and enterprise content management systems. In this article, you'll find a review of the methods and best practices for integrating external systems with Slate, along with links to relevant articles that provide more detail about each individual step.

  Tip

For information specific to your SIS or external system, your peer institutions may be your best resource. We encourage reaching out through the Slate Community Forum.

Integration Goals

Ultimately, the goal is to design a process that is reliable, stable, supportable, and sustainable for your institution. What does that mean exactly?

  • Reliability: The integration process can be more reliable when more of it lives within the Slate infrastructure, so using the Technolutions SFTP servers is typically preferred.
  • Stability: The integration process should run without constant human intervention. In other words, you should be able to “set it and forget it.” It should not need to change with any frequency. 
  • Supportability and sustainability: The integration process should minimize the use of custom SQL, and value translations should be stored centrally in Slate via prompt exports or translation codes. This enables those closest to the process (like operations staff) to manage the periodic changes which may be necessary because of new terms, programs, or majors.

  Does Slate have an API?

There is no "preset" Slate API. Instead, Slate allows you to customize your import and export configurations specifically for your business process or integration goals:

  • On import, Source Formats allow you to define the incoming data format and map the incoming values into Slate fields. In many cases, you do not need to modify the files or web service calls from external systems.
  • On export, queries allow you to choose the relevant data fields and define the export format. You can essentially build an API based on the requirements of your external system.

In this way, you can import your data from a variety of sources, and your exports can conform to the formats needed by your external systems. Watch our Data Integrations Overview Demonstration for more information.

Typical Structure

A common type of integration is between Slate and a campus SIS. Typically, applicant and financial aid data is exchanged via a transfer of flat files on a scheduled basis through an SFTP server, where the specifications for the data exchange can be dictated by the institution, and where the value and code translations (for example, those for country codes, major codes, or term codes) happen within Slate.

The data points from Slate to the campus system typically include student biographic and demographic data, as well as key application components that are necessary outside of admissions (for example, entry term, admission plan, or admission decision). A Slate ID is also sent along with a placeholder for the Campus or Institutional ID.

A return feed is then provided, and the Slate ID is included with the matched or newly created record's Institutional ID. Subsequent data feeds from Slate into the external system then include that identifier for direct matching.

Best Practices

While Slate provides an incredible amount of flexibility in how data is manipulated, we strongly encourage sticking to these best practices to ensure the integration goals can be met.

  • Use batched files: While Slate provides the ability to use web service calls, if it's possible to send or receive data in batches, it will always be more efficient.
  • Send files overnight (2:00 am-4:00 am Eastern time): Slate databases have limited resources and are optimized for the speed and efficiency of the user interface. Schedule data exports and imports overnight when users are not actively interacting with the database.
  • Use the Technolutions SFTP server: Send data into Slate using the /incoming folder, and export data into the /outgoing folder. Using the Technolutions server allows us to provide better performance.

Pitfalls to Avoid

Institutions may choose to deviate from the best practices when there is a business need. However, some processes are explicitly discouraged as part of data integrations. The items in this list are against the intention of these features and cannot be supported by Technolutions staff:

  • Don't automate the use of "Force Process Pickup" or "Force Process Import": These tools are provided to make the initial setup of integrations easier. When testing, it's much faster to make small tweaks and force the processes. However, these are not intended to be used consistently, and doing so can have negative performance impacts.
  • Don't use direct SQL access as part of an integration: The direct SQL interfaces are provided on an "as is" basis and should be used for ad-hoc reporting only. Because SQL queries built and run outside of Slate cannot be tracked or managed, even minor changes to database schemas may break some of those scripts. Direct SQL access for an organization may be discontinued at any time at the sole discretion of Technolutions if it impacts database or server performance. For additional information, refer to the article on Direct SQL Access.

Getting Started

After reviewing the overall goals, best practices, and pitfalls to avoid, you're ready to begin building your integration. 

  • The Importing Data Overview article outlines how data imports work in Slate, and describes each import method.
    • The Upload Dataset article describes how data is mapped and imported once it arrives.
  • The Exporting Data Overview article describes how to use the Query tool to format and schedule data exports.

 

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