AACRAO SEM 2013 - Chicago Session ID: 1582

Putting It All Together. Admissions Processing Made Easy with Perceptive Content!

Presented by: Steve Diesso, Jeff Blahnik - UW-WhitewaterTuesday, November 12, 2013, Time 11:00 AMSession 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

Paper Documents Parchment, National Student Clearinghouse, Scrip-Safe UW-System Electronic & Paper Applications

2. Combine the documents into Projects/Folders3. Automatically route files to the appropriate processor to

minimize as much human intervention as possible4. Desire to even the workload and switch from population-

based application review to territory-based review.5. 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?

TranscriptsLetters of RecommendationTest Scores

AACRAO SEM 2013 - Chicago Session ID: 1582

Homeless Documents Admissions Documents

AACRAO SEM 2013 - Chicago Session ID: 1582

Homeless Documents1. Student Does Not Exist in SIS 2. Student Exists as a Prospect3. Student is an Applicant

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

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

Warhawk, Sue

1234567

AACRAO SEM 2013 - Chicago Session ID: 1582

2. Student is a Prospect

Warhawk, Sue

1234567

AACRAO SEM 2013 - Chicago Session ID: 1582

3. Student is a Applicant

Warhawk, Sue

1234567

1234567

NEW

AACRAO SEM 2013 - Chicago Session ID: 1582

Warhawk, Sue

1234567

1234567

NEW

3. Student is a Applicant

AACRAO SEM 2013 - Chicago Session ID: 1582

3. Student is a Applicant

Warhawk, Sue

1234567

1234567

NEW

Admissions Process

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

<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>

Processing the UW-System Electronic Application

AACRAO SEM 2013 - Chicago Session ID: 1582

AACRAO SEM 2013 - Chicago Session ID: 1582

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

AACRAO SEM 2013 - Chicago Session ID: 1582

AACRAO SEM 2013 - Chicago Session ID: 1582

SIS

XML with All Applications

Warhawk, Sue

1234567

1234567

NEW

Admissions Process

AACRAO SEM 2013 - Chicago Session ID: 1582

SISID & Application Number

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

03130284

1234567Warhawk,Sue1234567

AACRAO SEM 2013 - Chicago Session ID: 1582

Warhawk, Sue

1234567

1234567

NEW

Admissions Process

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

SIS

Completed Checklists

List of ID’s and Application Nbrs

Project = <ID>|<APPLICATION NBR>

AACRAO SEM 2013 - Chicago Session ID: 1582

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

Routing Rules

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 : diessos@uww.eduJeff Blahnik : blahnikj@uww.edu

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