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Transcript of 12929 final slides
3/24/2015
1
1© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Do you want to automate communication to your students based on changes made to the student account, financial aid, etc?
Jacqueline Anderson, John Leever
Illinois Institute of Technology
Monday, April 13, 2015
Session ID: 12929
2© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Introduction
• Are you interested in doing more with less?
• Do you want to save time and resources?
• What’s the benefit of attending this session?
o Learn our obstacles
o Hear our resolution
o See our results
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3© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Agenda
• Illinois Institute of Technology in a snapshot
• Student Account Volatility
• Inactive A/R “touches”
• Issue the bill, charges hit the account late
• Coordination between multiple offices
• Technical Intervention
• Results
4© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Illinois Institute of Technology
3/24/2015
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5© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
IIT Snapshot
• Private, technology-focused, research university.
• Member of Associate of Independent Technological Universities
• Undergraduate and Graduate
• NCAA Division III
• International study body
6© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Student Account Volatility
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7© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Problem #1 – High Number of Unpaid Student Accounts
Active students didn’t pay till registration opened for next term
• Total number of inactive students with outstanding receivable was over 100+
Piecemeal follow up manually
o Four letters/e-mails to students, via mail merge
o 35+ hours per week to manage the cycle for collection monitoring
8© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Problem #2 – Charges feed to the account AFTER billing
Student Accounting
• Responsible for tuition, mandatory fees (including health insurance)
Other Offices• Access Card and Parking Services – Parking charges
• Academic Affairs – graduation application fees
• Financial Aid – university scholarships, federal and state grants, federal loans
• Health Services – health fee waivers
• Registrar’s Office – course/lab fees
• Residential Services – housing and meal plan charges
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9© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Problem #3 – Manual coordination between offices
Institutional Loan Portfolio
• Manage Federal Perkins and Institutional Loans
o Award acceptance to loan servicer (ECSI)
o Master Promissory Note notifications
o Disbursement file transmission
Offer, communicate, transfer, and satisfy requirements
o Reduce bottlenecks for sending loan offers, satisfying MPNs manually
10© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Use Banner data to automate!
Problem 1 - Automate collections due diligence letters using TGRAGES – Aging Analysis Report
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11© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Use Banner data to automate continued
Problem 1: TSAACCT delinquency codes trigger collection letter series
SPACMNT keeps recordof notifications
12© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Use Banner data to automate!
Problem 2 – New charges added TSAAREV
New charge feeds March 3
Financial aid refund issued January 28th
Charges active January 16th/financial aid disbursed
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13© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Use Banner data to automate!
Problem 2 – New charges added to student account after billing
Send notification before transaction feeds to Finance.
Add note to SPACMNT
14© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Use Banner data to automate!
Problem 3 – Interdepartmental coordination
Offer loan to student on RPAAWRD
Add note to SPACMNTSend email PDF for loan offer
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15© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
What we have setup already…
Letters• AR Collection Letters
• Financial Aid Award Letters
• Missing Information Letters
Emails • Apply for Degree Conferral
• AR Graduation Fee Notification
• Class list for Faculty
• Commencement Ceremony Application
• Final Exam class schedule• Financial Aid Disbursement Notification• Institutional Loan Offer Notification• Mandatory Thesis Meeting reminders• Start of term communication• Tuition Waiver Notification
16© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Sample: Graduation Application Fee E-mail (Form Fusion)
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17© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Sample: Financial Aid Disbursement Notification (Form Fusion)
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Sample: Final Exam Class Schedule (html version)
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Sample: Commencement Ceremony E-Mail (html version)
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Technical
BannerApplications ManagerFormFusion
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21© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Banner, Applications Manager, FormFusion
• Banner has the Data!
• Applications Manager • Runs the Jobs that Extracts Data.
• FormFusion • Formats the Data
• Gathers additional Data
• Sends the Output.
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Versions
Banner • Applications Manager • 8.0 Build 27627
• FormFusion• 3.03.002 Build 276
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23© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Four Techniques
1. Letter Generation – GLBDATA, GLBLSEL, and GLRLETR
2. SQL or PL/SQL Update and Letter Generation
3. Banner Job
4. PL/SQL
24© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Letter Generation
1. GLBDATA – Population Selection• List of Students
2. GLBLSEL – Letter Extract• All You Need is the PIDM
3. GLRLETR• Choose a Printer and the Special Print
• Let FormFusion Do the Rest
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25© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Letter Generation – GLRSLCT
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Letter Generation – GLRVRBL
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27© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Letter Generation – Setup Letter
28© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Letter Generation – Advantages and Disadvantages
Advantages• It is what we knew.
• The is Letter recorded on GUIMAIL so we have a record of the communication.
Disadvantages• Pop-Sels Cannot Do it All very easily.
o Multiple Sub-queries where we had issues
o We Ran Pop-sels off of the results of other Pop-sels
• Setting up all the Variables
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29© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
SQL or PL/SQL Update and Letter Generation
1. SQL or PL/SQL program to update Banner (ex: Delinquency Code)
2. GLBDATA, GLBLSEL, and GLRLETR
3. SQL or PL/SQL program to remove the update just made in Banner.
30© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
SQL or PL/SQL Update and Letter Generation –Advantages and Disadvantages
Advantages
1. It is what we knew.
2. The is Letter recorded on GUIMAIL so we have a record of the communication.
3. SQL Update simplified Pop-Sel.
Disadvantages
1. Setting up all the Variables
2. Updating Banner and then removing the update• You have to be aware when jobs fail data might still be on the system.
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31© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Banner Job
1. Banner Jobs • SFRENRL – Enrollment Verification Report
• SFRSCHD – Student Schedule
• SFRSLST – Class Rosters, etc…
2. Run Job with Printer and Output Option (Special Print)• Define the Output Option in Applications Manager
3. FormFusion• Gets Data Not on the Report (ex: Email Address)
• Sends the Email
32© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Banner Job – Advantages and Disadvantages
Advantages
1. The report is built for you.
Disadvantages
1. If Ellucian redesigns the report you may need to re-Map
2. There may not be a report for what you want or who you want.
3. Not Recorded in GUIMAIL
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33© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
PL/SQL
1. Run PL/SQL 1. Produce a CSV Formatted File
2. FormFusion 1. Gets Data Not on the Report
2. Sends the Email
34© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
PL/SQL – Advantages and Disadvantages
Advantages
1. Have the flexibility and power of SQL
2. Data can be extracted from other databases
3. Most or all your data can be sent to FormFusion• FormFusion is not executing as many SQL Queries (less IO traffic)
Disadvantages
1. Not Recorded in GUIMAIL• However, you could write the PL/SQL to update GURMAIL (we have
not done that yet)
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35© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Applications Manager – GLRLETR setup
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Applications Manager – PL/SQL setup
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37© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Applications Manager – PL/SQL setup
38© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
FormFusion - MapForm
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39© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
FormFusion – Form Stamp
40© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
FormFusion – SQL CaptureForm
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41© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
FormFusion – FormDirector
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FormFusion – SQL example 2
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43© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Results
Collection Letter Series
• Cycle time was reduced to five minutes/week vs. 38 hours/week
• Most time on process for one person is stuffing envelopes
• Efficiency = 98% time saved or 1FTE
Notification before finance feed
• Automatic communication to student
• No confusion about new balance
• Actions are completed – set up direct deposit, pay graduation application fee, confirm a waiver was processed, reduced confusion
Institutional loan automation
• Cycle time was reduced to 10 minutes/week vs. 4.58 hours/week
• Simple check the report every morning
• Efficiency = 90% time saved or 1FTE
44© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Summary
• You can save time and effort by maximizing systems.
• You can create letters from Letter Generation Process, Output from Banner Jobs, and PL/SQL
• FormFusion SQL can pull ANY DATA to which you have access
• Applications Manager scheduled jobs free up our users, helped us meet compliance requirements, use in-house developed programs and databases.
3/24/2015
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45© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Questions & Answers
46© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Thank You!
Jacqueline Anderson [email protected]
John Leever [email protected]
Illinois Institute of TechnologyMonday, April 13, 2015
Session ID: 12929