Transcript Session Title

Putting It All Together.
Admissions Processing Made Easy
with Perceptive Content!
Presented by: Steve Diesso, Jeff Blahnik - UW-Whitewater
Tuesday, November 12, 2013, Time 11:00 AM
Session ID 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
Introduction
• Learn how the UW-Whitewater office of
admissions redesigned their workflow process
to efficiently control student admissions data for
processing.
AACRAO SEM 2013 - Chicago
Session ID: 1582
WHO ARE WE?
• Regional, Liberal Arts University located in Whitewater, Wisconsin
• Enrollment: 12,000 students; Masters granting
• Have been using Perceptive Content in Admissions since 2007
• Review 10,000 applications/year
AACRAO SEM 2013 - Chicago
Session ID: 1582
Why Redesign?
1.
Need to handle all the combinations of document arrivals



2.
3.
4.
5.
Paper Documents
Parchment, National Student Clearinghouse, Scrip-Safe
UW-System Electronic & Paper Applications
Combine the documents into Projects/Folders
Automatically route files to the appropriate processor to minimize
as much human intervention as possible
Desire to even the workload and switch from population-based
application review to territory-based review.
Easily integrate other departments to assist in the processing of
applications.
AACRAO SEM 2013 - Chicago
Session ID: 1582
Learning Outcomes of this Session:
• Advanced iScripting with direct integration with the
PeopleSoft Student Information System
• Using iScripts to build projects/folders with custom
properties to control the routing of documents.
• Advanced Workflow techniques and design.
• Merging and controlling data between multiple
departments.
AACRAO SEM 2013 - Chicago
Session ID: 1582
CHALLENGE #1:
How do we deal with the volume of documents received in admissions?
Transcripts
Letters of Recommendation
Test Scores
AACRAO SEM 2013 - Chicago
Session ID: 1582
Homeless Documents
AACRAO SEM 2013 - Chicago
Admissions Documents
Session ID: 1582
Homeless Documents
AACRAO SEM 2013 - Chicago
1. Student Does Not Exist in SIS
2. Student Exists as a Prospect
3. Student is an Applicant
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
1. Student Does Not Exist in SIS
Warhawk, Sue
AACRAO SEM 2013 - Chicago
Session ID: 1582
1. Student Does Not Exist in SIS
Warhawk, Sue
AACRAO SEM 2013 - Chicago
Session ID: 1582
1. Student Does Not Exist in SIS
Warhawk, Sue
AACRAO SEM 2013 - Chicago
Session ID: 1582
2. Student is a Prospect
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Warhawk, Sue
AACRAO SEM 2013 - Chicago
Session ID: 1582
2. Student is a Prospect
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Warhawk, Sue
AACRAO SEM 2013 - Chicago
Session ID: 1582
3. Student is a Applicant
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Warhawk, Sue
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NEW
AACRAO SEM 2013 - Chicago
Session ID: 1582
3. Student is a Applicant
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Warhawk, Sue
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AACRAO SEM 2013 - Chicago
Session ID: 1582
3. Student is a Applicant
Admissions Process
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Warhawk, Sue
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AACRAO SEM 2013 - Chicago
Session ID: 1582
CHALLENGE #2:
Streamline the Application Process
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
Processing the UW-System Electronic Application
<Applications>
<Application>
<SavedApplicationID>49c8c7fe-63ce-4393-8fb0-7e6696bb9e14</SavedApplicationID>
<UniqueHash>03130284</UniqueHash>
<ACT_DATE>201302</ACT_DATE>
<ACT_2_DATE>201302</ACT_2_DATE>
<ACTIVITY_STATEMENT>.</ACTIVITY_STATEMENT>
<AGE>18</AGE>
<ALLOW_TEXT_MESSAGE>Y</ALLOW_TEXT_MESSAGE>
<FIRST_NAME_PREFERRED />
<FIRST_NAME>Sue</FIRST_NAME>
<LAST_NAME>Warhawk</LAST_NAME>
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
1.
Set the Default Printer
2.
Unzip the “zipped” file into individual
files
3.
“Print” each file PDF File
4.
Parse the XML data to build the keys
5.
Build the index structure in the VB class
6.
Call the Client API to load the files into
Perceptive Content
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
XML with All Applications
Admissions Process
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SIS
Warhawk, Sue
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NEW
AACRAO SEM 2013 - Chicago
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ID & Application Number
SIS
AACRAO SEM 2013 - Chicago
Session ID: 1582
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Student ID
Student Name
Application Number
Admit Type
Admit Term
External (UW-System) Application
Number
Country (based on Home country)
State
Primary Ethnicity
Wisconsin Covenant
First Generation
Veteran
Adult
Assigned Recruiter (based on a Recruiters
school list)
Data used to build the Imagenow Folder/Project
AACRAO SEM 2013 - Chicago
Session ID: 1582
1. Project Name is “<ID>|<APPLICATION NBR>
2. Custom Properties for the project are filled
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Warhawk,Sue
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03130284
AACRAO SEM 2013 - Chicago
Session ID: 1582
Admissions Process
1234567
Warhawk, Sue
1234567
NEW
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
CHALLENGE #3:
How to get the project/folder the appropriate processor!
AACRAO SEM 2013 - Chicago
Session ID: 1582
Completed Checklists
SIS
List of ID’s and Application Nbrs
Project = <ID>|<APPLICATION NBR>
AACRAO SEM 2013 - Chicago
Session ID: 1582
Routing Rules
1. Non-New Freshman and Non-Summer/Fall New Freshman
• Troy
• Marilyn
• Mary
2. New Freshman Internationals
• Jin in Center for Global Ed
3. Adults
• Dave
4. Veterans
• Dave
5. Non-Residents
• Jessica
6. By Assigned School
• To the individual recruiter
7. Minority
• Rob
8. Load Balanced
• Rob, Jessica, Sarah, Britta, Kendall, Elizabeth, Dave, Jeff, James
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
AACRAO SEM 2013 - Chicago
Session ID: 1582
Summary
• Advanced Workflow and Project/Folders have
made the admissions process more efficient
• Database Calls to the SIS have reduced the
number of errors
• Using advanced iScripting has allowed simplier
interdepartmental processing
AACRAO SEM 2013 - Chicago
Session ID: 1582
Questions?
AACRAO SEM 2013 - Chicago
Session ID: 1582
Thank You!
Steve Diesso : [email protected]
Jeff Blahnik : [email protected]
Please complete the session evaluation form using
the AACRAO
AACRAO SEM 2013 - Chicago
Session ID: 1582