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Putting It All Together. Admissions Processing Made Easy with Perceptive Content!. Presented by: Steve Diesso, Jeff Blahnik - UW-Whitewater Tuesday, November 12, 2013 , Time 11:00 AM Session ID 1582. Introduction. - PowerPoint PPT Presentation
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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 : [email protected] Blahnik : [email protected]
Please complete the session evaluation form using the AACRAO