In order to make your university EDI-capable you will need to investigate the types of hardware and software that are available. Then you will need to assess your current situation (like existing resources, training concerns, network or stand alone configurations, cross-functional requirements, and budgetary constraints). With these sets of data in mind, you will be able to make the wisest choice concerning hardware and software.
To become EDI-capable you need only a bare minimum of hardware and software-a PC, a modem, and communications/translation software. But like most infrastructure investments, you can become more sophisticated and expand your capabilities options with a host of hardware and software options. To help you make sense of your options and even try out, in a hands-on test, specific alternatives you should contact your local Electronic Commerce Resource Centers (http://www.ecrc.ctc.com).
The hardware requirement to become EDI-capable is as simple as a personal computer, a modem, and phone line. While you can use any platform to do EDI (IBM compatible PC, MAC, UNIX, minicomputer or mainframe), it will be more costly when it comes to purchasing software for anything but an IBM compatible PC. This is because the majority of EDI software products are designed for use in the PC environment. As a minimum, a 486SX microprocessor will be needed, but a Pentium or faster is better. A 9600 Baud modem can work, but is not recommend. A 28,800 baud would be a better alternative.
Of course if you are working in a non-IBM compatible PC environment, there are alternatives. You can either make the investment in more expensive, but hardware compatible, software; or, it is possible to use an IBM compatible PC as a front end to other systems. The IBM compatible PC runs the EDI software and then passes the data to your other systems.
Like most infrastructure investments, it is wise to weigh the upfront costs against long term requirements. Consider anticipated transaction volume, security needs, and expansion capabilities before deciding what hardware investment your university will need. Since most universities maintain a strategic electronic infrastructure plan, it would be helpful to plan for the long term even as near term EDI capability is being initiated.
Perhaps the most important decision you will make in your strategy to become EDI compliant is the translation software your system will use to perform the interchange. The software is critical since it translates your data into and out of standard EDI formats (using trading partner-specific Implementation Conventions) and verifies that the incoming data meets the EDI standards. And because it provides your interface to the EDI process, allowing you to design and maintain electronic alternatives to your organization's paper documents, it is necessary that it be a product that fits your individual system needs. Translation software will also be the gateway that allows you to import and export data to and from other applications. Those are important tasks. So you will need to take some time to evaluate the software that will work best for your organization.
Luckily the use of EDI standards enable a range of different software packages to meet your particular EDI needs. Although the more sophisticated (and costly) software packages will allow greater manipulation of data, the keys to EDI are standards and implementation conventions. Those keys enable trading partners to accomplish EDI without having to use the same software. So whether you can invest in a $500 software package or the more advanced $10,000 package, you can be EDI capable.
There are two basic options when selecting EDI software to become a DoD trading partner. You can either buy commercially available, DoD-compliance tested translation software or you can rely on a Value Added Network to provide translation software for a fee.
In general there are three types of translation software: EDI software for stand alone PCs, Integrated EDI software, and EDI server/gateway software.
There are many different software alternatives. To find a list of EDI software providers and the characteristics of their software you can down load the Logistics Management Institute's Guide to EDI Software from http://globe.lmi.org/ediguide. Or you can obtain lists of software packages and vendors through the Scranton Regional Electronic Commerce Resource Centers web site http://www.ecrc.uofs.edu/secrclab.html. A software checklist is available from the Scranton ECRC by request. This will provide you with a means of evaluating your needs against the various packages that are available. The Scranton Regional Electronic Commerce Resource Center also offers a computer lab to try out many EDI software packages before you buy. (You will need to sign up for a "Software Open House" seminar.)