PIM Use Cases

1.1 Steering the EMREX-Import

According to the first use case of the MVP, students can upload validated files on transfer credits onto the platform. They can grant access to the files to HEI staff and request recognition . This function will be possible even when PIM is not connected to a SIS system.

The HEI where the credits have been obtained and the institution that is to recognise credits must participate to the EMREX network, as a precondition.

1.2 Recognition workflow

The workflow builds on the transfer functionalities in order to allow students and HEI staff to carry out three main steps electronically:

  • request for recognition by the students
  • processing the request and making adjustments, by the HEIs
  • decision- making on the recognition

HEI staff get access to the requests within a service area assigned to their HEI. After the accomplishment of the MVP, this area will be interconnected to the module database and to the database of previous recognitions. Nevertheless, implementation and usage is possible without these connections.

This case enables parts of the use case “HEI place transfer”, a digital service to be enabled by the XHochschule within the framework of the OZG standardisation.

1.3 Import of recognition data in SIS

The recognised credits (from use case 1.2) will be transferred either via web service, or via SIS-interface to the exam database of the HEI. The goal is to allow for a seamless import starting at the exporting HEI, through the recognition process in PIM and ending with saving the data in the importing SIS.

2.1 EMREX-Export from SIS

Transfer credits can be exported from SIS through the EMREX data exchange network to PIM. The data will be transferred in the standardised format ELMO and will include the signature of the issuing HEI. In a first step, transfer credits of single courses will be exported. On middle term, the same will apply to credentials.

Thanks to the EMREX-standard, transfer credits can be transmitted to the platform as well as to HEIs having the corresponding interface installed.

2.2 Data cockpit

PIM can be used for managing access rights in a centralised way, for example as storage space for credentials. Graduate students can save credentials in PIM and from here, grant access to a chosen HEI.

This way, a connection to the use case “digital credential”, a priority of the XHochschule in the OZG context, is established.

3 Central module database

The module database supports the recognition process and the exchange of information on degree programs between HEIs. It offers orientation to students in choosing a HEI and in planning a study abroad. 

The HEIs can send and update the corresponding data via interfaces between their SIS and PIM. A condition is however the existence of structured module and degree program data. If the data cannot be transferred automatically, the HEIs can regularly deposit the module descriptions to a central storage space.

4 Recognition process and database of previous recognitions

A database of previous recognitions, containing comparable cases in an anonymised format, eases considerably the processing of new requests. It shall be widely accessible via web service and will offer Best Practice workflows, conceived by experts. The database should serve for orientation and for support in the decision processes. The specific expert decisions remain under the authority of the HEIs. Students will be offered a user-friendly possibility to view database content, even without a registration. 

5 Standard exports

A cornerstone principle of the platform is that the information can not only be viewed in a web application, but it can also be extracted through interfaces in standard formats. Consequently, either HEIs or any other institutions can use or reprocess data based on verified and harmonized data sets. HEIs can develop customized clients and at the same time can take advantage of the central standard functions of the system.

6 eID usage

The basic functions of a unified electronic ID, such as authentication and automatic data copying will be integrated to the platform. Especially in the case of application processes and upon matriculation at German HEIs, the automatic access tothe relevant data can eliminate manual entries and therefore be particularly valuable. In the mid- and long term, further authentication options (Bürgerkonto – citizen account, MyAcademicID, eID) will be included or integrated.

7 Data safe integration

Artefacts and further documents (university entrance qualification, Transcript of Records, language certificates) will be uploaded by the users and will be made accessible to HEIs via the PIM platform. In a long term perspective, the goal is to integrate the functionalities of a general OZG-Bürgerkonto (citizen account).