ATHENS, Ohio-While there are benefits to moving an in-house core system, there are also more responsibilities requiring a new set of protocols.
The Case For Outsourcing Core Processing
Ohio University CU learned that lesson when its technology department became responsible for all file transfers within the CU in addition to all transfers to third-party vendors.
“We created several checklists to help us manage the process, which worked well as long as we did not miss a timeline or move an incorrect file,” said Ohio University CU’s Vice President of Technology Jean Blair. “Missing a timeline or moving an incorrect file was a huge inconvenience to our staff and to our members.”
The first step in remedying the timing issue was adding “reminders” to the checklist in an effort to double check the files. This approach, however, soon became overly cumbersome.
“Because of the time our department spent with file transfers, we began to look for a reliable resource to take ownership of this process and, as a result, help us to become more efficient,” said Blair.
The $285 million-asset credit union, with 25,000 members, 80 employees and two branches, began looking at different vendors. Within 30 days, DataExpress Open Platform (DXOP) was selected.
The company’s Product Support Engineer Jeff Scharf explained that the SLA compliant solution is an Internet-enabled secured managed file transfer application that runs on all platforms, including Windows, Unix and Linux.
DXOP supports mission-critical transmission needs by enabling customers to schedule, route, format and securely transfer business-critical data over both public and private networks,” Scharf said.
New Method To Transfer
To ensure there would be no snags when it came time to implementation, Blair said a 60-day beta test was scheduled. Despite best efforts, a hiccup was found. “There was one issue. We discovered one file that required their software to read a custom Julian date [coding] from our core system. Data Express enhanced their system to handle this custom date format and extended our testing period.”
Aside from a few bumps in the road, Blair said the DXOP solution that is installed on the CU’s Windows Server in now transferring files to and from DXOP via SSL enabled channels secured behind its firewall. “This server retains all monitoring, administration, authentication, operations and control over all aspects of the DXOP infrastructure and execution.”
For Blair, and members of her department, using DXOP software is a “user friendly” experience that was supported by one WebEx training session. “These file transfers can be scheduled to run automatically or manually,” said Blair. “DXOP will automatically rename the files if required. We receive an e-mail letting us know if the file transfer is successful or if the transfer failed.”
And when it comes to return on investment, Blair said her department is now saving about 10 hours a week previously dedicated to file transfers. “Implementing DXOP is proving to be a terrific asset for our credit union,” she said. “The application prevents human errors such as file duplication, forgetting to load files or missing timelines. And the application notifies us in a timely manner of any file transfer issues.