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If you are using your own in-house built mobility management software, connecting it with the Erasmus Without Paper Network will allow you to communicate with other systems, so that you can send and receive student information as data into your system. Furthermore, you will be able to connect to the Erasmus Mobility Tool+ via connecting to the Erasmus Without Paper Network.

Step-by-step


As a first step it is important to understand the basics (different scenario's for joining EWP, the mobility process cut into pieces) of the EWP infrastructure and apply it to the management of mobility processes at your own institution.

The implementation of EWP will need to be done by your IT team and therefore we encourage you to involve them in the process right from the beginning. They will be responsible for developing the APIs that connect your own system to the system of your partner via the EWP network using the communication protocols.

Your IT team will have two important tasks:

  1. They have to connect your in-house software to the Erasmus Without Paper Network. This is a mainly technical task and there is a lot of documentation available on how to connect. You can redirect them to the EWP developers page and a special Github repository;
  2. The existing business processes will need to be redesigned once data can be directly exchanged with the partners. This is a task where both the IT-team and the IRO (as business process owners) should be involved (also see step 5).
  1. As a first step some basic APIs should be implemented by your IT team (the so-called Primary Network APIs).
  2. As a second step it is important to align the developments with the timeline from the European Commission and the National Agencies. In spring 2021 it was announced that HEIs need to be connected to the EWP Network and need to start exchanging Online Learning Agreements and Inter-Institutional Agreements with their partners through the EWP network from June 2021. They should be connected at the very latest before the start of the academic year 2022/2023. In order to make sure that no one is left behind, the Commission will consider the 2021/2022 academic year as a transitional year.

The full entry procedure is described in another part of the EWP Knowledge Base. You will have to send a mail to valere.meus(at)uni-foundation.eu to start the process.

The first concrete step is to send the URL of your manifest file. It will then be entered in the so-called development environment so you can start testing.

Although your IT team will be responsible for connecting your system to EWP, you will need to rethink existing business processes because you will need functionality to send data to your partner institutions or handle data that you receive from your partner. We strongly advise that the IRO as a business process owner is directly involved in the rethinking of these processes.

If you have a development/testing environment available, you can identify some partners to test the EWP data exchanges with your partner. An overview of which APIs are supported by your partners can be found in the EWP development registry: https://dev-registry.erasmuswithoutpaper.eu/coverage

Once the basic APIs have been implemented and tested, you can be added to the production environment and officially accepted as an EWP partner.

You are now ready to start exchanging data with your partners in a digital format.

Since the Network was launched in 2018, all the APIs have been finetuned and now HEIs can connect their student information systems to enable the exchange of information such as:

  • Institutional information

  • Courses

  • Inter-institutional Agreements

  • Nomination of mobilities 

  • Transcripts of Records

  • Access to Mobility Tool+ data dictionaries 

  • Learning Agreements



State of play of the EWP APIs

The first quarter of 2021 has seen significant work on the EWP APIs, which was carried out under the aegis of the EDSSI project. The info below summarises the current state of play and planned developments. It is important to share this information with your IT-team/technical provider so they can plan their developments accordingly. It will be updated every half a year (next update: September 2021).

Inter-institutional agreement

Version 5 of the API was published on March 5 to ensure alignment with the new official template, published on January 29 for the 2021-2027 period. Version 6 was published on March 15 to incorporate a request from the EWP community to allow changes in contacts without the need to resign the agreement. To support the whole process, the IIA Approval API version 1 should be supported as well.

No further updates of this API are envisaged for the coming 6 months; all previous versions of the IIA API will now be deprecated although all EWP nodes are free to continue supporting deprecated API versions (e.g. if their partners are still updating their systems).

Learning agreements

The learning agreement API was updated on March 10 to ensure compliance with the official template published on February 9th for the 2021-2027 period. No further updates of this API are envisaged for the coming 6 months and, similarly to the IIA API, all previous versions will be deprecated.

Nomination 

An updated specification of the nominations API (the so called Outgoing mobilities API) is provisionally scheduled for September 2021.

Transcripts of records

An updated specification of the API for Transcript of Records (Incoming TOR APIs) is provisionally scheduled in the course of 2022.

Some Instructional videos for the EWP Network (demonstration):

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