Paperless Processing Indiana University of Pennsylvania With CRM Recruit, SSD Axiom, and Banner Document Management (BDM) Ben Johnston (Admissions) Debbie Brosch (IT) Indiana University of Pennsylvania

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Indiana University of Pennsylvania Enrollment approx. 12,500 ~10,000 Undergraduate ~2,000 Graduate Degree Programs 140+ Undergraduate 35 Master’s 13 Doctoral Academy of Culinary Arts Cook Honors College Banner school since 2000

CRM Recruit Implementation Graduate – June 2016 Full processing/decisions in CRM Recruit Push to Banner at decision (Admit/Reject) GRE/GMAT test score imports To date, 4,230 submitted applications Culinary – August 2016 Full processing/decision in CRM Recruit Events/Travel Campaigns (orientation/visit) To date, 564 submitted applications

CRM Recruit Implementation Undergraduate – April 2017 Custom dynamic checklist in Recruiter Checklist replicates on push to Banner All Undergraduate records push to Banner Inquiry/App Started push as Recruits Applications are pushed within one business day after submitted Documents that are self uploaded by the applicant push to Banner daily Processing is done in Banner Decisions are entered in Banner (Auto Admit/Manual) To date, 6,100 applications submitted Checklist in Recruit is based on questions in the application Based on package rules, checklist is created in Banner to mimic Recruit checklist

CRM Recruit Implementation Undergraduate – April 2017 If any additional checklist items are required after initial submission, they must be manually created in both Banner and Recruiter. Items received in Banner feed to Recruiter daily. Documents uploaded to Banner/BDM display on the BDM viewer in Recruiter. Custom BRIM pl-sql package does all the custom integration on push to Banner.

What makes paperless possible for us? Recruiter AXIOM Parchment Banner Document Management (BDM) Ireports (internal report system) - Oracle Business Intelligence Enterprise Edition (OBIEE)

Recruit – Useful Features Dynamic checklist Self uploading of documents Items received communication between Recruit / Banner Email communications BDM connection Workflows to manipulate data

Recruit - Applicant Document Self-Uploads Non-final high school transcripts Test score reports College transcripts International documentation (passport, financial records etc) Self-upload of documents has allowed for a much quicker completion of applications.

Recruit Daily Push to Banner - UG Checking college codes Pushing Spot check records Errors BDM document push / errors Opportunity push Application fees (AXIOM) Attempt to clean up records as much as possible before going to Banner College codes Freshman / transfer based on grad date Bad grad dates Strange names Wrong terms (applying for Jan 18 when they grad in Jun 18 Duplicate records in recruit keep the ERP ID from flowing back

Custom BRIM pl-sql Package Integrates the following custom data (and more) Student Holds College GPA and Credit Hours HS Diploma Code Program Concentration Code Builds a custom checklist in Banner (for UG) … and many more custom integrations Values in sarquan, attributes, contact codes

Custom BRIM pl-sql Package Custom fields must be in the Real Time Data Source to populate SRTCSTM

Custom BRIM pl-sql Package

Custom BRIM pl-sql Package ………………………………………………….

Custom BRIM pl-sql Package

Items Received Modification of two delivered Ellucian views

Items Received Over 50 activity codes Each night, items are auto imported into Recruiter

SSD Axiom – Imports to Banner Robust matching functionality with soundex/exact match/auto upload features SAT/ACT Test Scores CRM Recruit Payments (custom) Royall Applications (eventually will import into Recruiter) Royall Documents and Royall Payments Custom matching to look at Royall ID, last name Parchment Documents Custom matching to look at name, birthdate, high school

Royall Push to Banner Pushing applications through AXIOM Application payments Royall documents Small percentage require manual touching Royall search names Royall opt outs Royall responders

Parchment PDF image files and csv index file get pulled from Parchment. Axiom reads the index file and loads the majority of the documents automatically to BDM. A small percentage go into suspense for manual review because of our custom matching or errors Checklist item gets marked received.

Parchment Document Daily Push to BDM Based on filters set in Parchment ADMR code is assigned in AXIOM to push based on document type Transfer transcripts fail automatically for manual touching Letters of Rec auto-increment based on what is in BDM Most errors in suspense are due to duplicate documents Custom failure for new ids 9am, 12pm, 3pm Parchment provides a list of document types, in which we “assigned” a ADMR code to each for (Initial Transcript – T, Final Transcript – C, Recommendation Letter – REC1, etc) Transfer transcripts (usually college transcripts) fail automatically so we can be sure the correct ADMR code is satisfied when loading LOR’s began failing pretty quickly, so Debbie figured out how to auto increment them (we do not use them for review so duplicates don’t matter) Counselors tend to screw up entering birthdates / no addresses / grad year

BDM Processing All documents stored electronically in BDM Eliminates need for a “miscellaneous drawer” Allows for review of documents by decision makers Updated documents are appended to current document Misc drawer is documents indexed to person record using generic (not term/admr specific) indexing

Ireports – How we process Main “dashboard” area for processing Isolates applications that need processed rather than looking at each new record individually Split between processors alphabet Also a reporting tool for other areas on campus

Ireports – How we process Sort of a workflow concept Document loaded to BDM by Parchment/Royall/Recruit (nightly process removes checklist date) Ireport looks for a specific ADMR codes that has not been processed Null “Status” code on the checklist Processor enters “X” in Status after updating and it drops off If a receive date exists, but no X (not processed) date is removed nightly

Ireports – How we fix the weird stuff Over 60 exception reports Separated by International/Application/Checklist/Lead Processor exceptions Examples: Transcripts received with no BDM doc Residency issues Applying for term prior to grad date Mismatched decision attributes Address not in range of campus

Ireports- Exception Reports

Auto Admits Popsels extract new incoming freshman - various criteria Complete status/residency/GPA/SAT/etc Procedure adds Decision/Attributes/etc each morning Adds a comment in SAAADMS indicating which auto admit category the student was admitted under

Auto Admits 85% of our Fall 2018 admits are auto admitted Students without a decision have a dynamic decision sheet print for manual review Shows relevant info to make a decision Lists documents in BDM Lists possible decisions for that particular student Counselor reviews using BDM and sheet then writes decision on sheet Once decision is entered, decision sheet is scanned into BDM

Dynamic Decision Sheet

Future Plans Banner 9 Upgrade – 1st quarter 2018 CRM Recruiter 4.9 – 2nd quarter 2018 New communication plans Royall Application import BDM API Upgrade 9.1.1 AXIOM Elite – 3rd quarter 2018 Banner Communication Manager (BCM) – 2018 BDM Xtender v.16 – 2018

Open to the Floor Questions Comments Complaints

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