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In implementing EDI, organisations have traditionally used VANs (Value Added Networks) to provide connectivity. Alternatively, the emergence of Internet technologies provides access to an open world-wide communications network, offering universal connectivity. The exchange of EDI across the Internet is gaining popularity, as organisations consolidate their e-business requirements and implement extranet systems to provide the necessary audit, management and control. Point-to-point communications that allow trading partners to exchange files directly, such as FTP (File Transfer Protocol) connections are also used as an alternative to the VAN. However, the vast majority of EDI files exchanged between trading partners are currently processed via VANs, usually provided by a third party.
Registered users send their files to the VAN for delivery into their recipients' mailboxes. The files are stored in the mailbox until the recipient retrieves them. The result is a reliable and secure method of transferring electronic data between trading partners.
ConsiderationsRegistrationAn application is made to the VAN service provider for the number of mailboxes required. Several are required for a company that needs a live and a test mailbox or if it has multiple divisions. Registration takes about two weeks. A code is given by the service provider to identify your mailbox to your trading partners and a User ID and Password for you to gain access to it. Sometimes the User ID and mailbox identity are the same code. Communication Methods All VANs support a variety of different communication methods, the most popular being X.25, synchronous or asynchronous dial up and leased line. Fees, Running Costs and Facilities Fundamentally all VANs deliver and store electronic exchanges between trading partners. VANs can provide additional processing of files sent to your mailbox, but this will affect fees and running costs. Choice of VAN The VAN chosen is normally determined by existing preferences within your trading community and by mutual agreement with your trading partners. However, most VANs provide interconnection to other VANs. Interconnection If your trading community favours a particular VAN but you have one or two trading partners who are exceptions, it is worth considering interconnection to the lesser-used VAN. This would save the registration fees into a second VAN. If your trading community is evenly distributed between two or more VANs, it is better to have mailboxes with each of the VANs. This allows different physical connections into each VAN, so that files will be received quicker than if all files are passed to the same mailbox through interconnection. End to End Audit All VANs report the status of files sent to them for delivery. This information can be used for audit purposes. They may not give a detailed status report for files sent to another VAN, so it is worth considering if this is sufficient for your purposes. Types of Files Most VAN traffic tends to be EDI, but many are capable of delivering any file. At one stage this was achieved by wrapping the file in an EDI envelope. More recently, proprietary envelopes have been introduced to handle non-EDI files. However, to pass a file across an interconnection you have to wrap it in an EDI envelope because it is unlikely that one VAN will know how to process another's proprietary envelope. 
ImplementationDecide on the VAN to be UsedDetermined by existing preferences within your trading community and by mutual agreement with your trading partners. Apply for Registration Decide on how many mailboxes you require and allow 2-3 weeks. Choose the Method of Connection One that your chosen VAN supports and that has sufficient speed to convey the volumes of data you require with a speed that is acceptable to your business processes. Order Communications Hardware Besides modems, consider communication ports, direct phone lines, extra power sockets. Organise Interconnection Between VANs if Necessary Ensure interconnection gives you everything you need in terms of file types to be exchanged and end-to-end audit. Register with Communications Services if Necessary If using BT's X.25 Dial (synchronous dial into GNS X.25) or Dialplus (asynchronous dial into GNS X.25) ensure you have registered to BT for use of these services. (In some instances registration is not necessary because the VAN has arranged a common user registration with BT which allows all users of their service to gain access via Dialplus free of charge. Check with your VAN provider.) Test Connection Once you have received the user registration details from the VAN and communication services (if necessary), and have installed the communications lines and equipment, you can consult the product User Guide to configure and test the connection.
OperationSet Up Trading Partner RelationshipsSome VANs require you to set up a 'Trading Relationship' with your trading partners before they will pass exchanges between you. Interactive Administration Session Some services allow you to log on interactively to their networks to carry out administrative functions including setting up new Trading Relationships. Exchange Files Having tested the connection into the Value Added Network and set up Trading Relationships as necessary, you are now in a position to receive and/or send files via your mailbox. Automation Most companies using EDI automate all the steps, including connection to the VAN, receiving files into the mailbox, translating the files into interface format and the actual interface to the application. Housekeeping With most VANs, it is not necessary to do anything with regard to removing files from the mailbox. This is done automatically by most VANs when the user has taken his files.
UpgradeLine Speed and Data VolumesIncrease in data volumes may necessitate a review of the speed of your connection into the VAN. This can be achieved by replacing the dial up link with a leased line connection. Additional Mailboxes Additional mailboxes may be required in the future. The VAN service provider will provide an additional Mailbox identity code, User ID and Password. Then configure your software to handle the new connection.
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