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Getting Started

Traditional EDI: Getting Started with Financial EDI When Using a VAN

The state of Ohio uses the following implementation procedure for vendors interested in establishing an EDI trading partner relationship with the state.

1. Preparation

An organization must first carefully review the EDI specifications presented on this website and determine the business and technical changes needed within their organization to meet the state's EDI processing requirements.

This assessment period may take several weeks or months depending on the organization's experience with EDI and the organization's commitment to an EDI program.

The state requests that a Trading Partner Profile Form be submitted during this assessment phase. The TPP will provide the state with EDI contact information, help determine the level of experience of your organization with EDI, and the amount of assistance that may be needed from the state EDI team

2. Trading Partner Agreement Requirement

An EDI Trading Partner Agreement is a contract between parties who have chosen to become electronic business partners. The TPA stipulates the general terms and conditions under which the partners agree to exchange information electronically. The document defines participant roles, communication and security requirements, and designates the electronic documents to be exchanged. The state EDI team will work with the potential trading partner's EDI staff to exchange and review both business and technical information. During this period and, as a result of these interactions, a Trading Partner Agreement (TPA) will be negotiated. The state has developed a Trading Partner Agreement, based on the American Bar Association's 1990 model TPA agreement, that is used by all state agencies. Testing between the state and a prospective trading partner can take place prior to TPA signature approvals. However, EDI production exchange cannot be initiated until all testing has been successfully completed and a Trading Partner Agreement has been agreed to by the responsible parties.

3. EDI Platform Selection

This phase of implementation is used to evaluate and select the components required to perform EDI transmissions and is only applicable the first time a company is implementing EDI. The major components are an EDI translator and a VAN (Value Added Network).

The EDI translator converts application data to EDI formatted data or vice versa. There are a number of commercially available translator packages on the market. Trading partners need to evaluate and select the translator that will meet their needs. Custom development of this component may be expensive and may not be cost justifiable.

The trading partner will also need to select a Value Added Network (VAN). There are a number of VANs marketing their services and these VANs offer a wide variety of services. The state does not suggest or require a specific VAN a trading partner may use, the state only requires that the VAN can communicate with AT&T which provides mailboxing services to the state. Please see Questions to Ask When Choosing a Value Added Network.

4. Translator Mapping and Coding

During this phase the trading partner matches the requirements of their application and the specific transaction set requirements from the state (this is called mapping) and then update links their translator table with this information. The state provides the X12 segment layouts that you will need in the Implementation Guides.

5. Application Development

The trading partner produces and tests the application to ensure that it will effectively process your transaction. Depending on the functionality of your system, this could be a time consuming phase in the implementation process.

6. Connectivity Testing

In this phase the trading partner tests their communications links. A successful test occurs if you are able to send a transaction set and able to receive a 997 transaction set in return.

7. End-to-End Testing

The state and the trading partner ensure that all participants in the process are communicating with each other properly. The state and the trading partner mutually agree to the test period for this phase. The trading partner cannot begin "production" transmissions until end-to-end testing has been successfully completed and the TPA is signed by both parties.

8. Maintenance

The state will provide a 30-day notice when changes will be made to EDI applications. These updates may or may not involve software changes. EDI updates will be sent to the designated trading partner representative at the specified location. The state requires notification if there is a change in the trading partner representative or location to which EDI updates are sent. Submit these changes in writing to:

LaDonna Coulter
Electronic Commerce Center
1320 Arthur E. Adams Drive, 3rd Floor
Columbus, Ohio 43221-3595

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This page last updated September 17, 2003