Communication Management for CE/BSP IIPS Conference July 16-18, 2012 Presented by Wayne Madry Business System Analyst, CE/BSP

Overview Resides in CORE which makes it available to all application areas Divided into two basic interactions – outgoing and incoming communications All communications that are built will fall into one of the above categories Setup (PID 7)

Building Blocks of Communications Management Outgoing communication- initiated by institution Documents – Letters, e-mails, phone calls May be stored in history Created in DOC Tracks – series of outgoing documents May assign tracks: Number of days from the day the track was assigned By a specific date Combination – by a specified number of days from the day the track was assigned or by a specific date whichever is first Created on TRC 3-2,

Building Blocks of Communications Management Incoming communication- initiated by individual Communication Codes – incoming information you wish to track Created on CMC Correspondence Request Definitions – list of required documents needed Created on CRRD Can be assigned individually, automatically or in batch mode 9/30/2019

Preparation Examples: Plan Communication Codes you want to create (incoming documents) Examples: Registration for admission Letter (code for each term?) Welcome Letter Seminar Advertisement College transcripts HS/GED/AHS transcript Placement test scores (more than 1?) Disadvantaged Student Information

Communication Codes- CMC DOC CRAD CRRD TRC 9/30/2019

Statuses of Incoming Correspondences

Correspondence Processing View Pending Correspondence VPC Processing Correspondence Batch PCB PCBP PCEX Errors Correcting and Customizing PCR IPC Clearing Errors SVI SVID IPCD

Express Start?

Document Setup -DOC Required Fields Description Document type: typically WINTEG.WORD Office code (Designates which office uses the code) History type: code (Keeps a history record of the document code whenever this document is sent) Merge File- always LTREQ especially when using paragraphs Outgoing communications

Outgoing correspondence Live Demonstration Outgoing correspondence DOC – Document Code DOCP – Document Paragraphs DFS HDCD – Hardcopy Document Options EMLD – Email Document Options

Getting Started Start Small Map the Process Research and Review existing procedures for incoming and outgoing correspondences List each piece of outgoing and incoming communication Define codes for all outgoing and incoming communication Setup groups of documents (outgoing communication and correspondence requests (incoming communication) Setup the links between the incoming and outgoing communications (rules, subroutines, and “triggers” and “actions”) 1-27

Don’t Skate Around the Process! Ask Questions!

Customer Support Training Needs http://www.nccommunitycolleges.edu/Training/CIS_Training/CISTrainingHomePage.html CIS Documentation http://www.nccommunitycolleges.edu/CIS_Dos/index.html Training Needs web link accesses 90-Day Training Calendar If you have a specific training need, contact System Office at (919) 807-7178

Any Questions? Business System Analyst, CE/BSP Mitchell Community College (704) 978-5433 (919) 807-7178