DUG 2009 – Session ST 4773 Communications Management: Are You Using it to Fullest Capability? Steve Lowe – Director of Administrative Computing, Aurora University Alice Moore – Manager Administrative Systems Services, Wabash College

INTRODUCTION Aurora University – Datatel client since 1993 Colleague – Student – Finance – Human Resources Benefactor – Migrated to Raiser’s Edge March

INTRODUCTION Wabash College– Datatel client since 1993 Colleague – Student – Finance – Human Resources Benefactor – Converted from legacy system in 1996 – Colleague Advancement Implementation – in progress 3

OBJECTIVE Aurora’s & Wabash’s usage of Communications Management System perspective End user office perspective 4

HISTORY Wabash College5 August 1993 Admission Office Fall 1994 recruitment cycle WordPerfect on Unix – (WP for Dos 5.1) Retired September 2006 Converted to MS Word documents September 2006

DOCUMENT COUNT Documents – Assignment of TYPE Current countAURORAWABASH CODE WINTEG.WORD7250 WordPerfect307( *obsolete*) 0 COQT0721 ASCII02 Documents1,4391,060 6

DOCUMENT FILING AREAS Standard - PC.LTRS and TMP.LTRS Decision to manage documents by office Developed appropriate OFFICE.CODES Assigned OFFICE.CODES to documents and staff members 7

AU FILING AREAS CIS.LTRS FIN.LTRS UG.LTRS HR.LTRS 8 ATH.LTRS GR.LTRS REG.LTRS STL.LTRS

AURORA’S FILING AREAS Stored outside of normal Colleague account Each filing area has VOC entry Document security XDOC program – relocate documents 9

Wabash College FILING AREAS All Processed documents go to PC.LTRS – This will possibly change as we move to Colleague Advancement. Document security by office codes XMPC program – relocates documents from PC.LTRS to individuals own HOLD directory Wabash College 10

PE RAS APPS 11

HUMAN RESOURCES: SAMPLE MERGE LETTER 12

HUMAN RESOURCES: SAMPLE MERGE FORM 13

OFFICE of ADMISSION Communications focused toward incoming students – Inquiries – Incomplete applicants – Admits – Disapproved 14

FRESHMAN INQUIRIES TRC form defines communications items Sequence of track and frequency of piece is altered 3 times per year for “speed-up” factor – August – November – December – February – March – May – LATEAPPS packet sent June 1 forward 15

FRESHMAN INQUIRIES – CONT. 3 DATE RANGES PER SEASON: March – May sequence 16

LARGE LETTER PACKETS Normal DOC / PCB process for PRINT Custom label programs print labels Label sequence uses PCB batch name 17

TRI-FOLD SELF MAILER CM document type – CODE Custom label program prints label using PCB batch name 18

INTERNAL DOCUMENT ADMISSION REPRESENTATIVES 19

INTERNAL COMMUNICATION to ADMISSION REPRESENTATIVES – cont. 20

DOCUMENTS Alert student of Financial Aid packet Alert for academic brochure 21

FPR FORMS PROCESSING Allows user or programming to set-up a label format to batch assign labels. (i.e. “To the Parents of:” added line on address label. 22

OVERVIEW Screen mnemonics Screen terminology Setting up communication codes, documents and tracks Generating outgoing correspondence Wabash College 23

SCREEN MNEMONICS CMC – Communication Codes DOC – Document Codes TRC – Tracking Codes IPC – Individual Pending Correspondence PCB – Process Correspondence Batch IHS – Individual History Screen Wabash College 24

SETTING UP A DOC Use DOC screen Description Office Code Author History Type Send Multiple Print Day Doc File Setup (detail into Dictionary Fields) Wabash College 25

DOC SCREEN Wabash College 26

Document File Setup Screen Wabash College 27

CREATING THE TRACK Use TRC screen Description Office Associated documents Number of days before mailing or print by date Drop dead date? Wabash College 28

TRC SCREEN Wabash College 29

CORRESPONDENCE MANAGEMENT CODE Use CMC screen Code Description Office Immediate Print Documents (if any) Follow-up on tracks Wabash College 30

CMC SCREEN Wabash College 31

Active Track and General Outgoing Correspondence Assign prospect to a track VPC will show what and when documents need to be mailed IPC shows what and when documents go to a specific prospect Process batch through PCB Transfer file to desk top History batch Delete batch Wabash College 32

Admissions Tracking Rules As a prospect moves through different stages of their application process, we use rules to remove them from tracks based upon their current status. This is setup on the ATRK screen Wabash College 33

VPC SCREEN Wabash College 34

IPC SCREEN Wabash College 35

PCB SCREEN Action (C, S, U, T, P, H, X) C = Count S = Select U = Unselect T = Test P = Process H = History X = Delete Batch Wabash College 36

IHS SCREEN Wabash College 37

FINANCIAL AID New FA counselor Award notification FA Exit interview 38

DOCUMENT REQUEST TRACKING FOR FINANCIAL AID Annual document request tracks set up on CRRD – Requested codes must be setup on CMC Wabash College 39

Assigning the Request track Document request tracks are assigned using CRA or individually on IRQ – If a FAFSA is imported via ISIM or a Profile imported via CSIM, then CRA ( Corres Request Assignment ) is used Savedlists of student ids are created on either ISIM or CSIM that are used on the CRA screen – Document Request tracks can also be assigned by individual on IRQ ( Individual Request screen ) Wabash College 40

Recording receipt of document As the requested documents are received/waived, they are recorded on CRI (Communications Code Entry) – If the document is received from an import process such as ISIM or CSIM, then the document code is automatically marked as received as long as they have entered the code and date on the import screen. Wabash College 41

How does a student know what documents are still missing? Wabash does not send out “missing document” letters, instead we use the “My Documents” feature of WebAdvisor. Wabash College 42

WebAdvisor setup for My Documents In CORE-CS-UCS-CCWP (Communication Code Web Parameters) – Enter all of the Communication Codes that are part of your document request track. Wabash College 43

My Documents setup (cont.) MDWP – My Documents Web Parameters – You can either detail from CCWP or access it directly. This is where you enter the text to display if document has not been received and the due date for missing documents. Wabash College 44

Information Technology Services Student USERID letterWord Adjunct USERID letterWord test message SPAM prevention service Alert notification sign-up 45

REGISTRAR’S OFFICE Academic standard lettersWord No access to grades No Classes – Cancelled Immunization hold 46

STUDENT ACCOUNTS Collection lettersWord EFT refunds AR balance due 47

STUDENT LIFE Immunization hold Lack of physical exam Roommate letterCode 48

CM SETUP Definition OFFICE.CODES – (CORE – VAL) Assignment OFFICE.CODES – SVM FormStaff members – DOC FormDocument – TRC FormDocument track 49

CHALLENGES Track Assignment – Changing your mind Physical printing of correspondence Time to develop documents Batch size – Default 50 – Printing Word documents – Sending messages 50

QUESTIONS ?? questions to: - Steve Lowe – Alice Moore 51