Transcript Xap’s Process Manager

Process Manager
What is the Process Manager?
Online customized workflow system
Tool that allows customized document tracking
and storage
Hosted ASP Solution
A full-service, fully-online, turnkey solution from
applicant to matriculated student
Power of the Process Manager
Colleges can define and manage their Process
Document tracking and storage
The Process Manager facilitates the assignment
of groups of individuals to a specified Process or
pipeline based on criteria defined by each
college.
– For example, international applicants from Mexico or applicants
with a non-residence status
The Many Uses of the
Process Manager
Track and manage International students
process for applicant to the I-20, with
document collecting and storage
Non-Resident process and document
collection
Employment forms
Who can use the Process
Manager?
Delivered with the International Student
Application
Integrated into CCCTran Transcript Processing
An add on tool to other CCCApply applications
(BOG and Standard Admission Application)
No installation or software required – online!
Ease of use – no need for a programmer or IT
assistance
Key Features
Workflow Management
Document Tracking
Communications
Workflow Management
College defined and managed Process –
Fully Customized!
Define Steps and Stages of the Process from
the time the online application is submitted from
the time it is approved with all additional
requirements
Stages are a linear process, one stage being
completed before the next
Steps within a stage can be linear or parallel
Document Tracking
Define custom documents that are
interactive or static, combining text,
images, even audio and video
Permit applicants to upload documents or
provide instructions for mailing or faxing
them
Set controls for types of files and sizes of
electronically uploaded files
Communications
Instructions to applicant can be posted at any Stage
or Step and sent automatically via email
All activities and email messages in the process
tracked in a log
Colleges can add notes to any part of the Process,
either confidentially or visible to the student
Applicants can see where they are at in the process
and what is required next at any time
Colleges can monitor the Process for both the
individual student or for all students at any given
stage or step
Key Functions
Helps colleges track applicants throughout
the entire process
Informs students and staff of their current
status and remaining requirements
Facilitates communication between the
college and applicants beyond application
submission
How it Works:
College & Student Interfaces
Process Manager is linked to an Application
Colleges set up and manage the Process
Manager through the Control Center site
Students view and interact with the Process
Manager using the Application Manager
Real-time interaction and communications
between both interfaces
Processes, Stages and Steps
The Process Manager consist of a series of abstracted layers,
(Processes, Stages, and Steps) each representing a construct
for logging, tracking, initiating, displaying, and managing
events.
Process
Stage
Step
Action
Reaction
Colleges
Process Manager & Designer
Control Center Site
Control Center
Process Designer and
Process Manager
tools are seamlessly
integrated into
existing application
processing tools
Process Designer Features
 Allows colleges to define their unique
business rules step-by-step
 Builds a simple framework that integrates
various Process requirements
 Provides a simple organization schema
Process Organization
Process is built of Stages
Process
Stages are containers for
logically-grouped Steps
Stages must be
completed sequentially
Steps can be
independent or
dependent
Stage
Step
Step
Stage
Step
Step
Step
Process Settings
Custom formats for
student-viewed areas,
such as colors, fonts,
logos
Colleges can decide if the
Process is viewable to
students
Define entry rules for
which applicants become
part of the Process
Process Designer: Stages
Internal vs. external
descriptions
Active or inactive
Student viewable
options
Deadlines
Process Designer: Steps
Step Types
Decision – using the
Rules Wizard
Transcripts
Receive documents
(electronic & paper)
Supplemental Form
Collection
Steps can be
completed in any order
Steps can be
dependent or
independent
Process Designer: Communication
Set up automatic
Stage and Step
completion emails
Custom emails can
be sent to the college
staff or to the student
Process Management
View students’ current
status throughout the
admission process
Manually update
Process, Stages, or
Steps and automatic
updates!
Send emails, add
notes, attach
documents
Process Management
View lists of
completed and not
completed applicants
for the Process,
Stages, and Steps
Create custom
reports from each set
of results
Process Management
Access individual
student profiles to
–
–
–
–
Update status
Send emails
Attach documents
Add notes
Student
Process
Application Manager
Student Access
Students can track
their Application
Status in their
Personal Application
Manager on
CCCApply
Student Access
Direct links to each
student’s Application
Status can be sent in
follow-up emails
Student Access
Student can view all
Stages and Steps that
have been defined by
the college as student
viewable
Interface can be
customized by the
college and feature
institution branding
Student Access
Students can
view deadlines
and instructions
for incomplete
Stages and Steps
Viewable notes
and links to
Supplemental
Forms are
available
Student Access
Students can
upload files,
images, audio
and video
Colleges set
acceptable file
types and sizes
Student Access
Students can
complete online
forms
Instant email
confirmation
when a form is
submitted
Benefits
Works with existing CCCApply applications and
integrates into the Control Center site
Allows colleges to define their business process
for applicants
Extremely flexible architecture
Enables colleges to ensure all requirements are
met
Allows students to stay connected to their
chosen college throughout the application
process
And More Benefits
Able to create unlimited online forms
Complete document tracking and storage
Real-time communication through email and
notes through the Application Manager
Complete event and communication tracking
Staff and applicant can see progress at a glance
CCCApply-International Process Manager
An international student has applied to Grossmont College for Fall 2007.
By clicking on the Application Status View link below Amber can see the
various outstanding items and/or tasks remaining for her application.
CCCApply-International Process Manager
Now Amber can see that her on-line application has been completed; the
prominent checkmark is easy to see. The Admission Requirements section
should draw her attention. Let’s look at the Sponsor Form task…
CCCApply-International Process Manager
Detailed instructions are provided. For this requirement, Amber would link
back to the Grossmont College website then print the form, complete it
and mail back to the college.
CCCApply-International Process Manager
This is a Sponsor Form from the college website. Amber must get this
form completed by the appropriate people and send it back to the college.
CCCApply-International Process Manager
In the meantime, a staff member in the Admissions Office has logged
onto the CCCApply International Application Control Center and is going
to search for Amber to see how she is doing.
CCCApply-International Process Manager
Here we are searching for Amber by her first name.
CCCApply-International Process Manager
When we find Amber Garner, we click on the person icon to
retrieve her application.
CCCApply-International Process Manager
Now we have the detail record for Amber;
we need to link to Process Manager Activity
CCCApply-International Process Manager
Amber has mailed in her Sponsor form and
it is okay; time to complete that task
CCCApply-International Process Manager
Select Complete and click on the Save button.
CCCApply-International Process Manager
Let’s add a note about this Sponsor Form
CCCApply-International Process Manager
A note has been added and we clicked the option to let
the student view it.
CCCApply-International Process Manager
The Sponsor Step has been completed and Amber sees
the change in status from Not Complete to Complete
CCCApply-International Process Manager
And the note we added is visible to Amber
In addition to the note we could have sent an email to the student.
When the student sends or uploads all the necessary forms; the process will be complete and a
checkbox will appear on the Application Status page.
CCCApply-International Process Manager
Amber is ready to upload her passport;
she clicks on the Passport ID page step
CCCApply-International Process Manager
Instructions are provided; Amber clicks on the Fill Out
the Form button
CCCApply-International Process Manager
Instructions are provided; click the Upload button
CCCApply-International Process Manager
We follow the directions and upload a JPEG type picture
file from our computer and then click the submit button
CCCApply-International Process Manager
We have our document and now we select the submit button.
CCCApply-International Process Manager
We are finished so we check the ready to submit box and submit!
CCCApply-International Process Manager
Step completed! Fast forward a few weeks and Amber has sent in all of
her required documents and updates; The Grossmont International Office
personnel have received and marked all of her tasks as completed!
CCCApply-International Process Manager
Success! Amber has completed all the admission requirements.
She clicks on the Confirmation step for more information
CCCApply-International Process Manager
The date and time are posted along with a message that she should
receive a packet from the college within 2 weeks. The process is
now complete and a record of the application and various submitted
documents are always available at the CCCApply site.
Costs
One-Time Set Up and
Training (via the Web & Phone):
$5,000
Two Processes:
Additional Processes:
$0
$2,500 per Process, on-time fee
College Self Design:
Xap Service to Design Process:
$0
$3,000 Simple Process
$7,500 Medium Process
$10,000 & up for Complex Process
Operations and Maintenance:
$10,000 per year
Up to 10,000 Students in both Processes
$500 per year for each additional 1,000 Students
CCCApply-Process Manager