Putting It All Together. Admissions Processing Made Easy with Perceptive Content!

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 Session ID: 1582

Session ID: 1582

Introduction • Learn how the UW-Whitewater office of admissions redesigned their workflow process to efficiently control student admissions data for processing. Session ID: 1582

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 Who are We? Session ID: 1582

Why Redesign? • Need to handle all the combinations of document arrivals • Paper Documents • Parchment, National Student Clearinghouse, Scrip-Safe • UW-System Electronic & Paper Applications • Combine the documents into Projects/Folders • Automatically route files to the appropriate processor to minimize as much human intervention as possible • Desire to even the workload and switch from population-based application review to territory-based review. • Easily integrate other departments to assist in the processing of applications. 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. Session ID: 1582

How do we deal with the volume of documents received in admissions? Transcripts Letters of Recommendation Test Scores Challenge #1: Session ID: 1582

Homeless Documents Admissions Documents Session ID: 1582

Homeless Documents Student Does Not Exist in SIS Student Exists as a Prospect Student is an Applicant Session ID: 1582

Student Does Not Exist in SIS Warhawk, Sue Session ID: 1582

Student is a Prospect 1234567 Warhawk, Sue Session ID: 1582

Student is a Applicant 1234567 Warhawk, Sue 1234567 NEW Session ID: 1582

Student is a Applicant Admissions Process 1234567 Warhawk, Sue 1234567 NEW Session ID: 1582

Streamline the Application Process Challenge #2: Session ID: 1582

Processing the UW-System Electronic Application <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> Session ID: 1582

Session ID: 1582 • Set the Default Printer • Unzip the “zipped” file into individual files • “Print” each file PDF File • Parse the XML data to build the keys • Build the index structure in the VB class • Call the Client API to load the files into Perceptive Content

XML with All Applications Admissions Process 1234567 SIS Warhawk, Sue 1234567 NEW Session ID: 1582

ID & Application Number SIS 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 Session ID: 1582

1. Project Name is “<ID>|<APPLICATION NBR> 2. Custom Properties for the project are filled 1234567 Warhawk,Sue 1234567 03130284 Session ID: 1582

Admissions Process 1234567 Warhawk, Sue 1234567 NEW Session ID: 1582

How to get the project/folder the appropriate processor! Challenge #3: Session ID: 1582

SIS Completed Checklists List of ID’s and Application Nbrs Project = <ID>|<APPLICATION NBR> Session ID: 1582

Routing Rules • Non-New Freshman and Non-Summer/Fall New Freshman • Troy • Marilyn • Mary • New Freshman Internationals • Jin in Center for Global Ed • Adults • Dave • Veterans • Dave • Non-Residents • Jessica • By Assigned School • To the individual recruiter • Minority • Rob • Load Balanced • Rob, Jessica, Sarah, Britta, Kendall, Elizabeth, Dave, Jeff, James 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 Session ID: 1582

Questions? Session ID: 1582

Thank You! Steve Diesso : diessos@uww.edu Jeff Blahnik : blahnikj@uww.edu Please complete the session evaluation form using the AACRAO Session ID: 1582

Putting It All Together. Admissions Processing Made Easy with Perceptive Content!