Crossroad EDI Process : in a nut shell

The EDI Process for Crossroad Technologies has been complied to provide a comprehensive guideline for the EDI team to undertake and perform any activities, which is directly or indirectly related with EDI. The process aims to detail all functional steps which needs to be complied with, documents that needs to be prepared and maintained and communication protocols that needs to be adhered to.

Scope of EDI Process

- Understanding of Functional Business requirement of Trading Partner(s)
- Study of Application Layout
- GAP Analysis
- Mapping Service
- Event Setup
- Map Translation
- Comprehensive Map Testing

We at Crossroad Technologies, India operation intends to undertake end-to-end functional EDI process activities based on specific customer requirement. The scope of this requirement may involve one or more of the process activities mentioned hereinabove. Keeping in tune with the customer requirement, the EDI team needs to plan and follow certain mandatory steps to make the execution process uniform. Crossroad’s scope of EDI process involves the following process activities.

GAP Analysis

GAP Analysis for EDI signifies identification of deficiencies in process processes and data. It involves comparing of data ie Application Layout available electronically in an existing system with data required as per a defined and agreed EDI standard (ANSI X12,EDIFACT,VDA,App to App etc.) between Trading Partners.

Typical GAP Analysis steps involves the following :

• • Identification of all fields on paper claims

• • Identification of all fields in Application File or Database or Parser File

• • Identification of Manual Intervention within Process

• • Determination of data fields which are required

• • Determination of how to automate the transition process

Mapping Services

Mapping services involves steps which are necessary to code logic, to be followed for interchanging of an electronic document from one format to another. A code for mapping is typically done using a mapping workbench. The scope of mapping services includes detailed understanding of the GAP analysis document or Field Mapping Document (FMD) and coding the map as per the instruction of FMD. During the mapping process, the map developer may raise logical issues pertaining to mapping which needs to be clarified from VAN or Customer and included in the mapping process.

Typical Mapping steps involve the following :

• Detailed study of FMD

• Coding of map using workbench

• Identification and raising of logical issues

• Sought clarification regarding the raised issues

• Incorporation of clarifications with regards to the issues

• Translation of map

• End to end testing of output generated per approved Test Plan

Comprehensive Testing

Comprehensive EDI Testing involves testing of GAP documents and Maps. All activity of the EDI process should be tested functionally by the testing team to ensure that the deliverables meet the stringent quality standard defined by the process.

The testing activities include :

• Communication Testing

• Data/ Business Logic and Data content/ Offset Testing

• Validation and Code Testing

EDI Functional Blocks

We at Crossroad perform all its EDI related tasks in 4 distinct phases. This forms the building blocks of our EDI process. All the phases are independent and should stricktly adhered to conform to the process guidelines of the process.

Phase 1 : Analysis phase

It includes a) Identification of business process flow for the EDI document concerned (ie 850,810,856 etc) b) Development of Cross-reference spreadsheet to populate application layout.

Phase 2 : Setup phase

It covers a) Clear understanding of development tools and its Set up b) Preparation of stages for coding, translation and testing.

Phase 3 : Development phase

It includes a) Pre map GAP analysis, test data, EDI standard and versions b) Understanding the requirement of external cross reference table and exploring the inclusion of scripting possibility c) Coding on the work bench d) Consulting VAN/ Trading Partner for any technical/ non-technical clarification and e) Translation for getting the required output.

Phase 4 : Testing phase

It includes a) Communication testing b) Data/ Business logic testing c) Data content/ Offset testing d) Validation testing e) Code testing f) Bar code level testing and lastly g) Moving from staging to production scenario.

Documenting and reporting of EDI Process

As applicable for any technical process, the need of documenting activities related to EDI is of primary importance. Documents in different forms should be maintained at different levels and stages to enable retrieval of project related information as and when required. Documentation in EDI process covers maintenance of periodical reports, which should be prepared by the Project Managers and customary process related activity forms generally maintained by the EDI team.
The primary objective of documentation of EDI Process is to set a standard, which forms the SOP (Standard Operating Procedure) of Crossroad. All documents of EDI process should be following a conventional numbering system, which is easily understandable and referred to as and when required.

Listed below a few reports which are commonly used

• Map Request form

• Log Sheet

• Map Status Report

• Map Kit Issue List

• GAP Analysis document (FMD)

• FMD Issue Lists

• Map Study and Mapping Issue list

• Testing Issue Sheet

• Map Code

• Mapping Report

• Minutes of Meeting

Ramping up a EDI Process

The ramping up process defines the necessary steps that need to be followed to start up a new EDI Project. Considering the nature of EDI Project, the ramping up steps may be adjusted or fine tuned to address specific project-centric need. The generic rules are as follows :

• Identification of scope of the EDI Project : EDI Team

• Techno Commercial Project proposal preparation : PM & Management

• Signing of SLA : Management

• Designing of Project-centric SOPs (Standard Operating Procedure) : PM

• Identification of Resource : PM

• Assigning responsibility, roles and service level expectation of Management : PM

• Scheduling Training session for members for if required : PM

• Training session of EDI Team on Technology and Tools to be used in the Project : PM & VAN

• Appraisal of Team members and ascertaining comfort level in using Technology and tools to be used for the project.

• Project Enunciation

The above mentioned process is a guideline to execute EDI process flawlessly. With the emergence of new technologies on daily basis, the existing process needs continual addition and improvement to accommodate new procedure which may me more efficient and robust. Thus a sustain and consistent effort is provided by Crossroad EDI Team to accumulate such new trends, practices and challenges which would be beneficial to process and continually present them to the QA department to update and accommodate them to the existing EDI process.

For any further query contact me at ambarnath@crossroadtechnologies.in