Implementing a Paperless Admission System Phase #2 Thomas Skottene & Nancy Walsh Office of...
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Implementing a Paperless Admission System Phase #2 Thomas Skottene & Nancy Walsh Office of Undergraduate Admissions University of Illinois at Urbana-Champaign
Implementing a Paperless Admission System Phase #2 Thomas
Skottene & Nancy Walsh Office of Undergraduate Admissions
University of Illinois at Urbana-Champaign
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Agenda Intro Modules Document Management Processing Review Post
Review Reports Applicant Experience Framework Functionality Q &
A
Slide 3
Timeline & Resources Largest Office of Undergraduate
Admissions (OUA) project since the ERP (Banner) implementation in
2003 eAdmit TM went live in August 2011 for the 2012 admissions
cycle Some parts will complete in fall 2011 and spring 2012
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Scope & Benefits Goal: Replace our previous paper docket
process with an electronic web based workflow and document delivery
system Benefits: Do more with less, through Increased automation
Improved transparency Improved workflow
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Development Built by the Office of Undergraduate Admissions
(OUA) with in-house resources Browser Based Program We can change
it over time as we see the need Banner interfaces Daily import job
Some instant Banner updates
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High Level Process Flow Banner Less than 5% of OUA activity
Online Web Application Form eAdmit TM 95% of all OUA work 100% of
College work eAdmit TM 95% of all OUA work 100% of College work
Scanned Documents & PDF Transcripts Self Reported Academic
Record TM Daily import At 5:30AM Goal: Get the Banner data we need
and make Banner look like it did before eAdmit TM Some data flows
instantly, most flow once a day DARwin No Change DARwin No Change
Keep as paper process for now Change Forms Test Scores
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eAdmit TM Modules
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Opening Screen eAdmit TM users have the same opening or splash
screen after logging in Goal: Make sure users are cognizant of our
current application numbers Data elements: # of Scanned Documents #
of Applications # of Decisions
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Opening Screen Screenshot
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eAdmit TM Document Management Or DocQ
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Document Management Purpose Receive, prep, index, match, and
route incoming documents, electronic and paper Non-eAdmit TM steps
Receive, open, and sort mail Filter out materials that will not be
scanned E.g. letters of recommendation, CD of piano recital,
certificate of health club membership, etc.
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Scanning, Indexing & Uploading All relevant incoming
documents will be scanned unless they are already in an electronic
format we can use All documents will be indexed/uploaded Add
identifying information such as name and DOB Indentify what kind of
document it is Transcript (+ institution, if available), passport
copy, fee waiver, etc.
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Automated Matching eAdmit TM will try to match a new document
based on the known data to either a student or an applicant A
nightly job runs to match any new applications or students against
existing uploaded documents in eAdmit TM Success depends on the
accuracy of the meta-data added
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Manual Matching Component For single matches a DM staff member
will manually verify that eAdmit TM made a valid match by
comparing: Scanned Document Banner Data Indexed Data If not, the
staff member can exclude the match, leave the document, or search
for another match For zero or multiple matches a DM staff member
can Search for new matches Narrow down existing matches Provides
tools Partial or fragmented fields Switch first/last name, etc
Manage applicant vs. student search
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Document Search DocQ allows searches for any document by
available meta-data: Name DOB Document Type UIN (University
Identification Number) Document ID (internal reference number)
Handy for routing of un-matched documents Institution Handy if you
need to find a transcript you know came from a specific school, but
must have been mismatched
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eAdmit TM Processing
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Automated Process steps that only require error reports and
spot checks Self-Reported Academic Record (SRAR TM ) Semi-Automated
Steps that require limited human intervention Manual Steps that
still require human intervention
Slide 20
SRAR TM Self-Reported Academic Record Inspired by University of
California system, Georgia Tech, Rutgers, and others Freshman
applicants self report their academic record Self-reported data is
used to review application & make decision Once applicants
accept their offer, we check the final transcripts for
discrepancies Large administrative savings 7,000 vs. 28,000
transcripts, automation possibilities
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Fully Automated Steps Matching online forms like the SRAR TM,
appeals, etc. based on their application ID Academic calculations
Pattern analysis English proficiency Essay check
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Semi Automated Steps Dedicated screens for analyzing applicant
responses - First Generation - Educational Goal
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Manual Steps Transfer Processing Long list of manual tasks
Initial Validation High School Work College Work eAdmit TM will
only keep track of status and manage the workflow
Slide 26
Processing Summary Automation where possible Very large savings
in time and effort In theory, a freshman could apply at 5PM and be
available for review by 8AM the next morning! All wins come at a
price Some issues might not be discovered until they reach
review
Slide 27
eAdmit TM Review
Slide 28
Worklists Review, like most work in eAdmit TM, is organized
into Work Lists Work Lists are chunks of work waiting to be done
Work Lists can be sorted or prioritized according to need Work
Lists can be assigned according to need
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Review Organization All workflow is managed by worklists and
committees An applicant will show in a worklist based on their
status which includes Committee membership (most often program
code) Referral status Number of reads and who did these reads
Decision status College status Special requirements status
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These will open as PDFs
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Transfer Review Same application data as for freshmen Different
review sheet Different worklists Different committees
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Other Reviews We also have some processing and review that does
not fall neatly into our common procedures: Non-degree Dual
Admission Etc
Slide 50
eAdmit TM Framework Functionality
Slide 51
Person Search & Summary Page eAdmit TM has a search feature
that allows user to search by UIN or last name/partial name Find
status Checklist items Find documents Receive dates The results
will take you to the summary page which will allow users to access
any and all information we have about the applicant or the
student
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Reports eAdmit TM has several types of reports:
Troubleshooting/Error/Black Hole reports E.g. Compare how many
applications we have in Banner vs. eAdmit TM Check that the Banner
decisions are the same as in eAdmit TM Operational/Manager reports
E.g. who worked First Generation yesterday and how many did they do
each How many reviews did so and so do last month Strategy reports
Opening page Where are we this year compared to last
Slide 59
Post-Review Some processes have been recently added or are
still being worked on These include: I-20 processing and document
gathering Final transcript processing and document gathering
Scholarships Archiving
Slide 60
Applicant Experience eAdmit TM has several forms and pages
exposed to the Applicant SRAR TM Change Forms Bio/Demo change
Term/Program Change Course Change form Appeal forms Freshman
Transfer Request for Delayed Admission Ability to view and download
NOA and other letters I-20 application Allows international
students to upload their passport copy and financial documentation
online Applicants use their WebID and PIN to access these forms
which means they are auto-matched