Computer Concepts and Applications – Electronic Data Interchange
DIAGNOSTIC RADIOGRAPHY · NTA LEVEL 4 · SEMESTER TWO Computer Concepts and Applications – Electronic Data Interchange CRT04207 · Radiology Informatics START READING NOTES Study Computer Concepts and Applications – Electronic Data Interchange using the sections below. Use the topic navigation to continue through Radiology Informatics. Computer Concepts and Applications – Electronic Data Interchange Electronic Data Interchange 2.1 Introduction to EDI: Definition: Electronic Data Interchange (EDI) is the electronic exchange of business documentation and information in a standardized format between computers, usually of different organizations. It is also commonly known as electronic trading. Electronic Data Interchange (EDI) is the computer-to-computer exchange of business documents in a standardelectronic format between business partners. Each term in the definition is significant: Computer-to-computer EDI replaces postal mail, fax and email. While email is also an electronic approach, the documents exchanged via email must still be handled by people rather than computers. Having people involved slows down the processing of the documents and also introduces errors. Instead, EDI documents can flow straight through to the appropriate application on the receiver’s computer (e.g., the Order Management System) and processing can begin immediately. .A typical manual process looks like this, with lots of paper and people involvement : The EDI process looks like this — no paper, no people involved: Business documents –An EDI document is comprised of data elements, segments and envelopes that are formatted according to the rules of a particular EDI standard. These are any of the documents that are typically exchanged between businesses. The most common documents exchanged via EDI are purchase orders, invoices and advance ship notices. But there are many, many others such as bill of lading, customs documents, inventory documents, shipping status documents and payment documents. In the EDI language, a single business document, such as a purchase order, invoice or advance ship notice, is called a “transaction set” or “message.” And, a transaction set is comprised of data elements, segments and envelopes. EDI Data elements:The data elements in an EDI Transaction Set are the individual items of information within the document. For example, within many documents, such as the purchase order and invoice, you will find data elements such as city, state, country, item number, quantity and price. Each data element in a transaction set is defined in the EDI Standard by the type of data it represents. For example, it would be important to distinguish numeric data from text data or calendar dates. The data element definition will describe: -Data type of numeric, alphanumeric, date or time -Minimum and maximum length -Code values, if applicable, that must be observed with a particular type of data. For example, if the data element is unit cost, you would use a currency code element as well to allow you to indicate what currency (e.g., US dollars or euros) is being used in the unit cost field.Elements are combined into segment. EDI Data Segment: A segment in an EDI transaction set is a group of like data elements. If you were filling out information on a purchase order, you would expect to see groups of related data. For example, look at the diagram below of a paper purchase order in which only one item is being ordered. Note that there are four sections, each providing a different set of information: In an EDI document, each section is described by a particular segment. Below is the set of EDI segments that would describe the purchase order above when using the ANSI standard. Each segment begins with a segment ID (e.g., ST, BEG, N1) that describes the type of data elements that follows. The elements within each segment are separated by a data element separator, in this case the ‘*’. For each type of business document, the EDI standard documentation defines: -The segments that may be included and which ones are mandatory, optional and/or conditional (i.e. must be included only if another segment or element is included) -For each segment, the elements that may be included – for every piece of information in a paper document there is a corresponding EDI element. These elements are defined in the standards dictionary and each standard has its own dictionary -The required sequence of the segments and elements -How many times a segment may be repeated.Now, once all the segments are collected into a prescribed sequence, they form a complete electronic document, or transaction set. Next, the transaction sets must be put into envelopes in preparation for transmission to your partners. EDI Envelope:EDI document transmission uses a system of three “envelopes” to house your transaction sets – Message envelope, Group envelope and Interchange envelope. Just as paper business documents are sent in envelopes and it’s possible to mail many documents in a single envelope, EDI documents are exchanged using several envelopes. Each transaction set is placed in its individual envelope A group of transaction sets – e.g., a group of purchase orders – is placed in a group envelope. (The group envelope is mandatory in ANSI and optional in EDIFACT.) All group envelopes being sent from one sender to one receiver are placed in an Interchange envelope See the diagram below: An envelope is formed by a pair of segments that define the beginning and end of the appropriate section. Using the EDIFACT standard as the example, the Transaction Set Envelope uses the UNH and UNT segments, the Group Envelope uses the UNG and UNE segments and the Interchange Envelope uses the UNA/UNB and UNZ segments. In each case, the “S” indicates the “start” of the envelope and the “E” indicates the “end” of the envelope. The diagram below illustrates the three levels of envelopes that would surround a single EDI purchase order. Standard format– Because EDI documents must be processed by computers rather than humans, a standard format must be used so that the computer will be able to read and understand the documents. A standard format describes what each piece of information is and in what format (e.g., integer, decimal, mmddyy). Without a standard