AACRAO SEM 2013 - Chicago Putting It All Together. Admissions Processing Made Ea sy with Perceptive Content! Presented by: Steve Diesso, Jeff Blahnik -

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



Introduction

• Learn how the UW-Whitewater office of admissions redesigned their workflow process to efficiently control student admissions data for processing.


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


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.


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.


CHALLENGE #1:How do we deal with the volume of documents received in admissions?

TranscriptsLetters of RecommendationTest Scores


Homeless Documents Admissions Documents


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






1. Student Does Not Exist in SIS

Warhawk, Sue



Warhawk, Sue



Warhawk, Sue


2. Student is a Prospect

Warhawk, Sue

1234567


2. Student is a Prospect

Warhawk, Sue

1234567


3. Student is a Applicant

Warhawk, Sue

1234567

1234567

NEW


Warhawk, Sue

1234567

1234567

NEW




Warhawk, Sue

1234567

1234567

NEW

Admissions Process


CHALLENGE #2:Streamline the Application Process



<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



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



SIS

XML with All Applications

Warhawk, Sue

1234567

1234567

NEW

Admissions Process


SIS

ID & Application Number


• 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


1. Project Name is “<ID>|<APPLICATION NBR>

2. Custom Properties for the project are filled

03130284

1234567Warhawk,Sue1234567


Warhawk, Sue

1234567

1234567

NEW

Admissions Process



CHALLENGE #3:How to get the project/folder the appropriate processor!


SIS

Completed Checklists

List of ID’s and Application Nbrs

Project = <ID>|<APPLICATION NBR>


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











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


Questions?


Thank You!

Steve Diesso : [email protected] Blahnik : [email protected]

Please complete the session evaluation form using the AACRAO