Transcript Visio-Application Dependencies_v2.2.vsd

Applicant Portal
Priority 1
Top priority (included in delivery)
Priority 2
Secondary priority (included in delivery)
Priority 3
Refinement (may not be included in initial delivery)
Applicant sees messages in 'announcements' area
upon log in
O information from Grad School & Program
Applicant Portal
Application Object
GUI
• When applicant starts a new application dynamic
questions sequentially appear – defining rest of
application (term, major, degree, campus, degree
seeking, citizenship, readmit)
Letter of Reference
Application
• Reference section is viewable and required (by
default) for application submission
O If Reference section is viewable in application
then ‘waiver’ question is required
Letter of Reference
Reference Provider
O On the reference page I see the following:
Applicants name; Program; Term; My name;
Applicant's response to the waiver question
Default university questions OR questions
specified by program coordinator for this specific
major
A text box to either type or paste reference
letter
An obvious way to upload a PDF file
A way to save my progress
Controls
A way to submit my reference
• Simple graphical display of app process
O application steps (current step)
O missing docs / university & dept reqs
• applicant can see an obvious graphical
representation of the status of each section in the
Application Checklist (empty, partial, complete);
O section is considered complete when all
required questions are satisfied
Application Object
• From within current application (submitted
& un-submitted) applicant can see list of selfuploaded documents, document types and
upload dates
Application Object
• Prior universities section
O An applicant can search for colleges and
universities by name, city, state, etc. or insert
text (no validation) - EDI drop down list (or text)
(SOASBGI - city; STVSBGI - name, admr code &
sbgi code)
O When selecting a college or university from
the search results the college or university data
will automatically fill in the form
Applicant Portal
Documents
Documents
• Applicant can submit (upload) a PDF
document within size limitation to a unsubmitted & submitted application with
limitation:
O No document upload to applications
with denied or withdrawn/cancelled
decision (unless exception provided by
GS or program)
• Applicant can use drop down list to identify
document type
O unofficial transcript
O objectives
O portfolio
O writing sample
O code sample
Upon submission of application applicants are routed
to a uPay site - standard applicants pay $60
Payment gateway
Letter of Reference
Letter of Reference
Application Object
Application Object
Documents
Documents
Payment gateway
Application
• Program can
O change the min # of required & max # of
allowed of references from 0 to 7
O add/edit/remove questions (same
functionality as with the majors section)
O set section as ‘not required’
O hide section
Reference Provider
• Program customized sections
O program coordinator can add, delete and
modify questions;
O all changes are entered into a workflow verified by two GS admins and then published on
live app;
O approved questions can be set to not display
(or display);
O old questions are never deleted;
O all transactions are logged;
O questions can include: customizable drop
down single select list, multi-select list, multiselect list, multi-select check box, single select
radio buttons, single-line text, multi-line text
• Program term customization
O set apply-able terms (Fall, Winter, Spring,
Summer
O can set an earlier close date but not a later
O App Open Date
O App End Date (no new apps)
O App Close Date (apps started-not submitted
disappear)
O Override application deadlines for individual
applications (make an individual application
visible/submit able after deadline dates)
• By default upload is not available to
cancelled or denied applications
GS and Coordinator can allow
document upload to cancelled/denied
applications
• Coordinators upload documents to application
Grad school administrator can specify major &
degree of programs which do not need to pay the app
fee;
Applicant go directly from confirm submission
screen to submission confirmation screen
(skipping pay app fee screen)
• GS defines default reference provider questions
Letter of Reference
Reference Provider
• Coord can customize questions
Application Object
• GS has ability to merge two accounts
O identify dominant data field by field
O disable or delete obsolete account
• GS or Coordinator can disable an applicant's account
• applicant can change their mailing and email
addresses
Email
Documents
• Prior universities section
O After a college or university is selected the
applicant can upload unofficial transcripts on the
same page
A separate line item identifying each
selected college or university is added to
the ‘requested documents’ section
O If OSU is entered - dynamic question appears:
have you attended classes as a OSU Graduate
Degree seeking student? If Yes display: your OSU
transcripts will be automatically added to your
record
OSU transcripts are added to applicant’s
documents (post application submission)
O If International Applicant the text displays
"Academic Records" rather than the text
"Transcripts"
Application Object
applicant can see application status and decision
when available
O if admitted: view clickable options:
intend to enroll (brings up survey)
withdraw application (brings up survey;
starts workflow)
defer for one year (starts workflow)
Application Object
Documents
Payment gateway
• Applicant can use drop down list to identify
document type
O Additional document types will
appear in document type drop down list
based on major (set by program
coordinator)
O Other: free fill text option
Note: some document types
will be major based (e.g. only EECS
will request code samples)
program can restrict applicants
from uploading "other" type
documents
Application Object
• Program Interface Customization
O Program Faculty & Staff have a default view
setting but can set personal view settings (i.e. for
multi-applicant view - which fields are displayed,
in which order, which field is ascending/
descending sorted, etc) - the personal view
settings are persistent and will be loaded the
next time this user logs into the system
GS Admin can identify specific application (applicant
+ application) and waive the app fee;
Applicants go directly from confirm submission
screen to submission confirmation screen
(skipping pay app fee screen)
Letter of Reference
Application Object
Email communication
Application
• Applicant can send reference request individually to
each reference (upon entry of valid contact
information & ‘waiver’ question)
O System captures any bounce-backs (bad email)
and auto-response emails
O Subsequent requests require a minimum of 3
days after last request (GS & Program can
override)
Reference Provider
O reference receives reference request email (with
basic applicant information) which includes
instructions;
• After a decision is entered in Banner and SF is
updated
-> PDF letter of decision is created and loaded into
Nolij (viewable to applicant)
-> "status change" email sent to applicant based on
Admit Student Type
* accepted students are provided link to intent to
enroll survey
• GS/Coord can send emails from SF
O Details of standard items sent to Banner
Letter of Reference
Applicant
• Applicant is notified by email when reference is
submitted
• can change name/email of un-submitted references
(email notification goes out to old ref, new ref &
applicant)
• resend reference request (with override able wait
time ~3 days)
Letter of Reference
Support
Applicant Portal
Support
Messages in 'announcements' can be defined by GS
or Program Coordinator
O messages are targeted to applicants by
major
degree
stage of application process
term
option/concentration/track
citizenship
(preview target population data set)
O define messages
display period
optionally send email as well (separate
process - linked by workflow)
Email communication
• Email templates
- create (+dynamic content)
- save
- use
• GS/Program Comm Plans
- population
- trigger (date, compound event/data)
- delay (# of days)
- multiple items (templates)
Reference Provider
O When reference is submitted:
O Emails are sent to:
Reference: thank you for reference
The applicant: notification of submission
Applicant sees application
information
Application documents rolled up
and pushed to SF
Application status updated
Application documents pushed
to Nolij
references receive reference
request email (saved to record)
Blank DAF created from
app data
Applicant data pushed to
Salesforce
Application data pushed to
Banner
Confirmation splash screen
(with printable text)
Letter of Reference
Reference Provider
O When reference is submitted:
O Banner Applicant checklist is updated: noting
Reference Provider
O When reference is submitted:
data is saved to the applicant's record
reference is wrapped into a PDF and stored in
Nolij
IP address is saved with reference
If it is the same as the applicant's IP address
then text appears on reference stating such
splash screen appears with thank you
message
trigger in SF check to see if # of required
references has been submitted (default set by
GS; major may set other number) and checks '#
of references satisfied' flag
Data & Rules
submission completed
Letter of Reference
Application
• Reference email address is immediately verified as
valid
O Invalid email addresses are immediately
flagged and a warning message displayed
O Valid email addresses are required
Application Object
Application Object
• Application Data is pushed from Salesforce into the
Banner temp tables for the SARETMT process
• the applicant can click on a save button on every
page;
O when the applicant clicks on the 'save' button
they are taken to the Application Checklist;
O when the applicant goes to the 'next' page the
application is automatically saved;
Application Object
• Data loaded from Banner (daily)
O Terms
O Curriculum
O Majors/degrees/colleges/departments
Application Object
• App data is copied from Banner to Salesforce in the
follow manner:
O Criteria: All application data for [current term]
or later
O If the application exists in Salesforce (check
app number)
Check for any changes to data (comm
plan, decision, degree, etc.)
O If the application does not exist in Salesforce
Create new application in SF
All standard application answers are
copied from Banner to Salesforce
Custom questions and answers are
copied from Banner to Salesforce
Application Object
• Application requirements are updated from Banner
regularly
- set by Grad School & major specific - also partially
loaded from Banner checklist
-> includes provisions, exceptions, checklist items,
holds
Application Object
• HTTPS protocol
• Application status is updated from Banner regularly
- App status (changes):
* Draft = App is created but not submitted
* Submitted = App is submitted and payment
• Applicant IP address is saved to application upon
verified
submission
* Received = Data is pushed to Banner
* Pending Program Review = Blank DAF created in
Nolij
Application Object
* Pending Graduate School Review = DAFA written
to Nolij
• Some fields (SSN, Driver’s License/State-issued
* Pending Financial Documentation = I-20 added to
Identification Number, Visa/Passport Number, Credit
Nolij (intl. only)
Card Number, Bank Account Number, Health Insurance
* Admit - Conditional = SAADMS app decision (AY
Policy Number, Income Tax Records, Individually
* Admit - Provisional = SAADMS ?other page? (?)
Identifiable Health Information) must be encrypted
* Admit - Full = SAAADMS app status = ?
upon entry and deleted after data moved to banner
* Denied = SAAADMS app status = D?
* Withdrawn = SAAADMS app status = W?
Application Object
Application Object
• Applicant demographic data from past applications
(if available) is loaded into new application
Application Object
• After app is pushed to Banner
O PIDM & OSUID returned from Banner
O past 5 yrs of apps returned from Banner
Application Object
Application Object
• Test Score data is updated daily from Banner
Application Object
Program coordinator can
O maintain & modify instructions and program
contact information
Support
Program faculty & staff can update their own contact
information
• Graduate school can override any setting (dates
restrictions/fee deferred/etc.)
Application Object
• All addresses are verified by CleanAddress
O applicant can also enter an address not
verified by clean address
Documents
Documents
Email communication
• Documents uploaded to or created by SF are
renamed according to the Nolij indexing
naming convention in document "SAR3450
Auto-Indexing to NOLIJ.docx"
• Documents are copied to the Nolij file server
• The Appworx job SAR3450 is triggered
• Currently used domestic document types:
UT- custom name (from SBGI code or
written in by applicant)
COVR – Applicant Cover Letter
REF- custom name (author to be written in
by applicant)
RESM -Resume
RAC- Resident Alien Card
STOB- Statement of Objectives
UGMT-Unofficial GMAT Score
UGRE-Unofficial GRE
WRIT-Writing Sample
OTHR- custom name (item to be written in
by applicant)
After required data is returned from Banner –
documents moved to Nolij
• The moved document integrity is verified (i.e.
document stats match)
• The SF document is deleted
• The applicant cannot visually tell the difference (i.e.
it appears, acts and looks the same before and after
the move to Nolij) between a document in SF and a
document in Nolij
• If an error occurs during the move or indexing all
documents are preserved, the log file is updated with
the event and a GS system admin is notified
• communications ordered in SAAADMS or SUAMAIL
transferred to SF
• sent email data returned to Banner from SF
Documents
• Official transcripts already in Nolij (i.e. as
part of a previous application) need to be
copied/pasted in same directory and reindexed
Email communication
• email sent to preferred email address (pulled from
Banner)
Email communication
Applicant pays application fee
Applicant submits application
Applicant uploads documents
Letter of Reference Section
• emails (as .pdf or .msg) are saved in Nolij
Email communication
Applicant answers application
questions
• system will capture any bounce-backs and autoresponses
Applicant defines application
Applicant creates new
application
Applicant logs in
Email authentication and
password creation process
Applicant creates login
verification
Application documents
destroyed in SF
"application received" email with
instructions (saved to record)
PDF created from
app data
Letter of Reference
Applicant can see/click "get help"
O applicant can choose 'type of help: technical
or application
O applicant can enter text & submit
O notification email is sent to GET tech support
or grad.admissions
O issue is tracked in case
Application Critical Path
Letter of Reference
O Click link in email to go to the reference page
Change forms (linked to application) available:
- Degree, Term, Campus (also cancel)
O Term change is only possible once and is limited to
the original application academic year (this means that
a term change is not possible for some majors)
-> New CHNG form is created and saved to Nolij
(Triggers Nolij Grad School workflow)
-> SF is updated after changes are made in Banner
(Notification to student of delay)