Required Setup for Colleague Ethos via WebAPI

Implementation Steps

The following steps need to be completed in both of your production and test Colleague environments to ensure Ethos integration via a Colleague WebAPI will function properly. 

Install and configure Colleague WebAPI 

All Ocelot connectivity will be routed through a Colleague WebAPI instance. This could be a WebAPI you already have in place or a new one you choose to install for Ocelot connectivity. Some considerations: 

1. For performance reasons, Ocelot doesn’t recommend that you use the same WebAPI instance that is providing data to a Colleague Self Service instance. That said, depending on your volume of traffic in Self Service, you might have no performance problems using this WebAPI instance for both Ocelot and Self Service. 

2. If you already have a separate WebAPI instance for Ellucian Ethos connectivity, you may choose to use this for Ocelot connectivity as well. 

3. You can always choose to install a new WebAPI instance dedicated to Ocelot integrations. 

Colleague WebAPI can be downloaded using your SA Valet instance and installation documentation can be found at 

https://resources.elluciancloud.com/bundle/colleague_webapi_acn_configure/page/c_colleague_webapi_configure.html

Open Firewall Ports 

You will need to add the IPs listed on our firewall rules page access to your WebAPI instance. The list can be found: https://support.ocelotbot.com/support/solutions/articles/64000307252-firewall-changes

No other IP addresses need to be exposed to your WebAPI instance, unless you’re sharing the same WebAPI instance with another application (eg: Ellucian Ethos). 

Clean Colleague data

Use the Ethos API Data Health Scanner (EDHS) to detect any data issues and make necessary corrections. This is a vital step to ensure Ethos API endpoints run correctly and documentation can be found at 

https://resources.elluciancloud.com/bundle/ethos_integration/page/t_use_ethos_api_data_health_scanner.html

Maintain Colleague indexing

The following entities used by Ocelot must have indexing rebuilt (UTBI) with option “C” - Calculate Computed Index Columns: 

MAILING 

APPLICATIONS 

APPLICATION.STATUSES 

DEPTS 

PERSON 

STUDENT.ACAD.LEVELS 

STUDENT.ACAD.CRED 

The following entities used by Ocelot must have indexing rebuilt (UTBI) with option “A” - Calculate, Create and Build All Index Components: 

PERSON.PIN 

FA.AWARD.HISTORY 

ACAD.CREDENTIALS 

STUDENT.ADVISEMENT 

The steps to complete this process can be found at 

https://resources.elluciancloud.com/bundle/ethos_integration/page/t_maintain_colleague_file_indexing.html

Create GUIDs

Ethos using GUIDs for identifiers and these must be built using the approach found at https://resources.elluciancloud.com/bundle/ethos_integration/page/c_create_guids_120.html and its sub pages. In particular, you must ensure that the File Creation Type Defaults form (UTCD) has “Enable Unidata Dynamic Files=YES” even if you are an MSSQL client. 

Setup Colleague Integration Parameters (CDIP) 

The integration parameters control how data is mapped between Ethos and Colleague, complete documentation can be found at

https://resources.elluciancloud.com/bundle/ethos_integration/page/t_define_data_integration_parameters.html. Not all steps need to be completed, please see details below: 

Demographic Data:

All the "Criteria" sections can be skipped. 

All the "Types" need to be mapped. 

Course and Sections Data: 

Subject/Dept needs to be mapped. 

Course Status default values (Active/Inactive) 

Section Statuses need to be mapped. 

Contact Measures need to be mapped. 

Registration:

Default Student Level/Program/Status need to be populated. 

Financial Aid: 

Award Categories need to be mapped. 

Admissions:

Office Codes should include Admissions and Financial Aid 

Default values should be populated 

Allow Move to Student can be "no" 

Create Colleague Users for API requests

A single API proxy user should be setup for Ocelot integration. This gives you the ability to control precisely which API endpoint Ocelot can access and documentation can be found at https://resources.elluciancloud.com/bundle/ethos_integration/page/c_colleague_api_user_overview.html

In particular, the user created must have the following assigned: 

VIEW.ADDRESS 

VIEW.ADMISSION.DECISIONS 

VIEW.ANY.ORGANIZATION 

VIEW.ANY.PERSON 

VIEW.APPLICATIONS

VIEW.APPL.SUPPORTING.ITEMS 

VIEW.EDUCATIONAL.INSTITUTION 

VIEW.EXTERNAL.EDUCATION 

VIEW.FA.APPLICATION.OUTCOMES 

VIEW.FA.APPLICATIONS 

VIEW.PER.EXT.EDUC.CREDENTIAL 

VIEW.PERSON.HOLD 

VIEW.REGISTRATIONS 

VIEW.RES.STU.FA.AWARDS 

VIEW.SECTION.GRADING 

VIEW.SECTION.INSTRUCTORS 

VIEW.STU.ADV.RELATIONSHIPS 

VIEW.STUDENT.ACADEMIC.CREDENTIALS 

VIEW.STUDENT.ACADEMIC.PERIOD.PROFILE 

VIEW.STUDENT.ACADEMIC.PERIODS 

VIEW.STUDENT.ACADEMIC.PROGRAM 

VIEW.STUDENT.ACAD.STANDINGS 

VIEW.STUDENT.COURSE.TRANSFERS 

VIEW.STUDENT.FA.AWARDS 

VIEW.STUDENT.GRADE.POINT.AVERAGES 

VIEW.STUDENT.INFORMATION 

VIEW.STUDENT.SECTION.WAITLIST 

VIEW.STUDENT.TRANSCRIPT.GRADES 

VIEW.STU.FA.ACAD.PROGRESS 

VIEW.STU.REGISTRATION.ELIGIBILITY 

Create Colleague User for Warm Up Script

The steps to setup a Colleague user to run the Warm Up Script can be found at https://resources.elluciancloud.com/bundle/ethos_integration_acn_configure/page/c_colleague_ warmup_script_user_overview.html. If you already have a Warm Up user setup for Self Service, you can use the same user - you do not have to share these credentials with Ocelot. 

Schedule Warm Up Script

For the WebAPI instance that will be providing Ocelot integration, schedule the Warm Up script to run with the documentation found at 

https://resources.elluciancloud.com/bundle/colleague_selfsrv_acn_install/page/c_ss_performance.html

The following Ethos sections can be skipped and do not have to be set up for the Ocelot integration: