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Process ManagerProcess Manager
What is the Process Manager?What is the Process Manager?
Online customized workflow systemOnline customized workflow system
Tool that allows customized document tracking Tool that allows customized document tracking and storageand storage
Hosted ASP SolutionHosted ASP Solution
A full-service, fully-online, turnkey solution from A full-service, fully-online, turnkey solution from applicant to matriculated studentapplicant to matriculated student
Power of the Process ManagerPower of the Process Manager
Colleges can define and manage their ProcessColleges can define and manage their Process
Document tracking and storageDocument tracking and storage
The Process Manager facilitates the assignment The Process Manager facilitates the assignment of groups of individuals to a specified Process or of groups of individuals to a specified Process or pipeline based on criteria defined by each pipeline based on criteria defined by each college. college. – For example, international applicants from Mexico or applicants For example, international applicants from Mexico or applicants
with a non-residence statuswith a non-residence status
The Many Uses of the The Many Uses of the Process ManagerProcess Manager
Track and manage International students Track and manage International students process for applicant to the I-20, with process for applicant to the I-20, with document collecting and storagedocument collecting and storage
Non-Resident process and document Non-Resident process and document collectioncollection
Employment formsEmployment forms
Who can use the Process Who can use the Process Manager?Manager?
Delivered with the International Student Delivered with the International Student ApplicationApplication
Integrated into CCCTran Transcript ProcessingIntegrated into CCCTran Transcript Processing
An add on tool to other CCCApply applications An add on tool to other CCCApply applications (BOG and Standard Admission Application)(BOG and Standard Admission Application)
No installation or software required – online!No installation or software required – online!
Ease of use – no need for a programmer or IT Ease of use – no need for a programmer or IT assistanceassistance
Key FeaturesKey Features
Workflow ManagementWorkflow Management
Document TrackingDocument Tracking
CommunicationsCommunications
Workflow ManagementWorkflow Management
College defined and managed Process – College defined and managed Process – Fully Customized!Fully Customized!
Define Steps and Stages of the Process from Define Steps and Stages of the Process from the time the online application is submitted from the time the online application is submitted from the time it is approved with all additional the time it is approved with all additional requirementsrequirements
Stages are a linear process, one stage being Stages are a linear process, one stage being completed before the nextcompleted before the next
Steps within a stage can be linear or parallelSteps within a stage can be linear or parallel
Document TrackingDocument Tracking
Define custom documents that are Define custom documents that are interactive or static, combining text, interactive or static, combining text, images, even audio and videoimages, even audio and video
Permit applicants to upload documents or Permit applicants to upload documents or provide instructions for mailing or faxing provide instructions for mailing or faxing themthem
Set controls for types of files and sizes of Set controls for types of files and sizes of electronically uploaded fileselectronically uploaded files
CommunicationsCommunications
Instructions to applicant can be posted at any Stage Instructions to applicant can be posted at any Stage or Step and sent automatically via emailor Step and sent automatically via email
All activities and email messages in the process All activities and email messages in the process tracked in a logtracked in a log
Colleges can add notes to any part of the Process, Colleges can add notes to any part of the Process, either confidentially or visible to the studenteither confidentially or visible to the student
Applicants can see where they are at in the process Applicants can see where they are at in the process and what is required next at any timeand what is required next at any time
Colleges can monitor the Process for both the Colleges can monitor the Process for both the individual student or for all students at any given individual student or for all students at any given stage or stepstage or step
Key FunctionsKey Functions
Helps colleges track applicants throughout Helps colleges track applicants throughout the entire processthe entire process
Informs students and staff of their current Informs students and staff of their current status and remaining requirementsstatus and remaining requirements
Facilitates communication between the Facilitates communication between the college and applicants beyond application college and applicants beyond application submissionsubmission
How it Works:How it Works:College & Student InterfacesCollege & Student Interfaces
Process Manager is linked to an ApplicationProcess Manager is linked to an Application
Colleges set up and manage the Process Colleges set up and manage the Process Manager through the Control Center siteManager through the Control Center site
Students view and interact with the Process Students view and interact with the Process Manager using the Application ManagerManager using the Application Manager
Real-time interaction and communications Real-time interaction and communications between both interfacesbetween both interfaces
Processes, Stages and StepsProcesses, Stages and StepsProcesses, Stages and StepsProcesses, Stages and Steps
Stage
Step
Action
Reaction
Process
The Process Manager consist of a series of abstracted layers, (Processes, Stages, and Steps) each representing a construct for logging, tracking, initiating, displaying, and managing events.
CollegesCollegesProcess Manager & DesignerProcess Manager & Designer
Control Center SiteControl Center Site
Control CenterControl Center
Process Designer and Process Designer and Process Manager Process Manager tools are seamlessly tools are seamlessly integrated into integrated into existing application existing application processing toolsprocessing tools
Process Designer FeaturesProcess Designer Features
Allows colleges to define their unique Allows colleges to define their unique business rules step-by-stepbusiness rules step-by-step
Builds a simple framework that integrates Builds a simple framework that integrates various Process requirementsvarious Process requirements
Provides a simple organization schemaProvides a simple organization schema
Process OrganizationProcess Organization
Process is built of StagesProcess is built of Stages
Stages are containers for Stages are containers for logically-grouped Stepslogically-grouped Steps
Stages must be Stages must be completed sequentiallycompleted sequentially
Steps can be Steps can be independent or independent or dependentdependent
Process
Stage
Stage
Step Step
Step Step
Step
Process SettingsProcess SettingsCustom formats for Custom formats for student-viewed areas, student-viewed areas, such as colors, fonts, such as colors, fonts, logoslogos
Colleges can decide if the Colleges can decide if the Process is viewable to Process is viewable to studentsstudents
Define entry rules for Define entry rules for which applicants become which applicants become part of the Processpart of the Process
Process Designer: StagesProcess Designer: Stages
Internal vs. external Internal vs. external descriptionsdescriptions
Active or inactiveActive or inactive
Student viewable Student viewable optionsoptions
DeadlinesDeadlines
Process Designer: StepsProcess Designer: Steps
Step TypesStep Types
Decision – using the Decision – using the Rules WizardRules WizardTranscriptsTranscriptsReceive documents Receive documents (electronic & paper)(electronic & paper)Supplemental Form Supplemental Form CollectionCollectionSteps can be Steps can be completed in any ordercompleted in any orderSteps can be Steps can be dependent or dependent or independentindependent
Process Designer: CommunicationProcess Designer: Communication
Set up automatic Set up automatic Stage and Step Stage and Step completion emailscompletion emails
Custom emails can Custom emails can be sent to the college be sent to the college staff or to the studentstaff or to the student
Process ManagementProcess Management
View students’ current View students’ current status throughout the status throughout the admission processadmission process
Manually update Manually update Process, Stages, or Process, Stages, or Steps and automatic Steps and automatic updates!updates!
Send emails, add Send emails, add notes, attach notes, attach documentsdocuments
Process ManagementProcess Management
View lists of View lists of completed and not completed and not completed applicants completed applicants for the Process, for the Process, Stages, and StepsStages, and Steps
Create custom Create custom reports from each set reports from each set of resultsof results
Process ManagementProcess Management
Access individual Access individual student profiles tostudent profiles to– Update statusUpdate status– Send emailsSend emails– Attach documentsAttach documents– Add notesAdd notes
StudentStudentProcessProcess
Application ManagerApplication Manager
Student AccessStudent Access
Students can track Students can track their Application their Application Status in their Status in their Personal Application Personal Application Manager on Manager on CCCApplyCCCApply
Student AccessStudent Access
Direct links to each Direct links to each student’s Application student’s Application Status can be sent in Status can be sent in follow-up emailsfollow-up emails
Student AccessStudent Access
Student can view all Student can view all Stages and Steps that Stages and Steps that have been defined by have been defined by the college as student the college as student viewableviewable
Interface can be Interface can be customized by the customized by the college and feature college and feature institution brandinginstitution branding
Student AccessStudent Access
Students can view Students can view deadlines and deadlines and instructions for instructions for incomplete Stages incomplete Stages and Stepsand Steps
Viewable notes Viewable notes and links to and links to Supplemental Supplemental Forms are Forms are availableavailable
Student AccessStudent Access
Students can Students can upload files, upload files, images, audio images, audio and videoand video
Colleges set Colleges set acceptable file acceptable file types and sizestypes and sizes
Student AccessStudent Access
Students can Students can complete online complete online formsforms
Instant email Instant email confirmation confirmation when a form is when a form is submittedsubmitted
BenefitsBenefitsWorks with existing CCCApply applications and Works with existing CCCApply applications and integrates into the Control Center siteintegrates into the Control Center site
Allows colleges to define their business process Allows colleges to define their business process for applicantsfor applicants
Extremely flexible architectureExtremely flexible architecture
Enables colleges to ensure all requirements are Enables colleges to ensure all requirements are metmet
Allows students to stay connected to their Allows students to stay connected to their chosen college throughout the application chosen college throughout the application processprocess
And More BenefitsAnd More BenefitsAble to create unlimited online formsAble to create unlimited online forms
Complete document tracking and storageComplete document tracking and storage
Real-time communication through email and Real-time communication through email and notes through the Application Managernotes through the Application Manager
Complete event and communication trackingComplete event and communication tracking
Staff and applicant can see progress at a glanceStaff and applicant can see progress at a glance
CCCApply-International Process ManagerCCCApply-International Process ManagerAn international student has applied to Grossmont College for Fall 2007. By clicking on the Application Status View link below Amber can see the various outstanding items and/or tasks remaining for her application.
CCCApply-International Process ManagerCCCApply-International Process ManagerNow Amber can see that her on-line application has been completed; the prominent checkmark is easy to see. The Admission Requirements section should draw her attention. Let’s look at the Sponsor Form task…
CCCApply-International Process ManagerCCCApply-International Process ManagerDetailed instructions are provided. For this requirement, Amber would link back to the Grossmont College website then print the form, complete it and mail back to the college.
CCCApply-International Process ManagerCCCApply-International Process ManagerThis is a Sponsor Form from the college website. Amber must get this form completed by the appropriate people and send it back to the college.
CCCApply-International Process ManagerCCCApply-International Process ManagerIn the meantime, a staff member in the Admissions Office has logged onto the CCCApply International Application Control Center and is going to search for Amber to see how she is doing.
CCCApply-International Process ManagerCCCApply-International Process Manager
Here we are searching for Amber by her first name.
CCCApply-International Process ManagerCCCApply-International Process ManagerWhen we find Amber Garner, we click on the person icon to retrieve her application.
Now we have the detail record for Amber; we need to link to Process Manager Activity
CCCApply-International Process ManagerCCCApply-International Process Manager
Amber has mailed in her Sponsor form and it is okay; time to complete that task
CCCApply-International Process ManagerCCCApply-International Process Manager
Select Complete and click on the Save button.
CCCApply-International Process ManagerCCCApply-International Process Manager
Let’s add a note about this Sponsor Form
CCCApply-International Process ManagerCCCApply-International Process Manager
A note has been added and we clicked the option to let the student view it.
CCCApply-International Process ManagerCCCApply-International Process Manager
The Sponsor Step has been completed and Amber sees the change in status from Not Complete to Complete
CCCApply-International Process ManagerCCCApply-International Process Manager
And the note we added is visible to Amber
In addition to the note we could have sent an email to the student.When the student sends or uploads all the necessary forms; the process will be complete and a checkbox will appear on the Application Status page.
CCCApply-International Process ManagerCCCApply-International Process Manager
Amber is ready to upload her passport; she clicks on the Passport ID page step
CCCApply-International Process ManagerCCCApply-International Process Manager
Instructions are provided; Amber clicks on the Fill Out the Form button
CCCApply-International Process ManagerCCCApply-International Process Manager
Instructions are provided; click the Upload button
CCCApply-International Process ManagerCCCApply-International Process Manager
We follow the directions and upload a JPEG type picture file from our computer and then click the submit button
CCCApply-International Process ManagerCCCApply-International Process Manager
We have our document and now we select the submit button.
CCCApply-International Process ManagerCCCApply-International Process Manager
We are finished so we check the ready to submit box and submit!
CCCApply-International Process ManagerCCCApply-International Process Manager
Step completed! Fast forward a few weeks and Amber has sent in all of her required documents and updates; The Grossmont International Office personnel have received and marked all of her tasks as completed!
CCCApply-International Process ManagerCCCApply-International Process Manager
Success! Amber has completed all the admission requirements. She clicks on the Confirmation step for more information
CCCApply-International Process ManagerCCCApply-International Process Manager
The date and time are posted along with a message that she should receive a packet from the college within 2 weeks. The process is now complete and a record of the application and various submitted documents are always available at the CCCApply site.
CCCApply-International Process ManagerCCCApply-International Process Manager
CostsCosts
One-Time Set Up and One-Time Set Up and Training (via the Web & Phone): Training (via the Web & Phone): $5,000$5,000
Two Processes:Two Processes: $0$0Additional Processes:Additional Processes: $2,500 per Process, on-time fee$2,500 per Process, on-time fee
College Self Design:College Self Design: $0$0Xap Service to Design Process:Xap Service to Design Process: $3,000 Simple Process$3,000 Simple Process
$7,500 Medium Process$7,500 Medium Process$10,000 & up for Complex $10,000 & up for Complex
ProcessProcess
Operations and Maintenance: Operations and Maintenance: $10,000 per year$10,000 per yearUp to 10,000 Students in both ProcessesUp to 10,000 Students in both Processes$500 per year for each additional 1,000 Students$500 per year for each additional 1,000 Students
CCCApply-Process ManagerCCCApply-Process Manager