Arizona State University, 2004 Ingredients For Success: Online Applications, Supplemental Materials, Document Imaging and Project Management Roger Lurie.

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Arizona State University, 2004 Ingredients For Success: Online Applications, Supplemental Materials, Document Imaging and Project Management Roger Lurie Michael Dickson Arizona State University Copyright Roger Lurie and Michael Dickson, Arizona State University, This work is the intellectual property of the author's). Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the authors.

Arizona State University, 2004 About ASU 57,000 + students 4 Campuses in Phoenix Metro Area 90,000 students by 2020 Centralized Graduate Admissions Doctoral/Research University - Extensive

Arizona State University, 2004 Number of Apps Processed

Arizona State University, 2004 The Business Case Obsolete On-Line Application Applicant Confusion – “Who Do I Send Materials To?” College of Business Mandate Document Imaging

Arizona State University, 2004 Modified “Old” App for COB Learned Several Lessons: Each program/specialization is unique Web more rigid than paper Need to bring stakeholders together to build consensus Each office wants a voice

Arizona State University, 2004 Results Built tool for COB units to customize text Lots of hard coding of program requirements and questions Single satisfied customer COB started requiring web apps

Arizona State University, 2004 Surveyed Every Academic Unit Based Survey Contacted Non-Respondents by Phone Checked Department Web Sites Obtained feedback from 100 % of Academic Units Several Asked “Why” We Were Doing Survey

Arizona State University, 2004 The Approach Used survey results and COB model to create prototype Shared design with Graduate Admissions Office Shared design with Assistant Dean in Business Put together a time line

Arizona State University, 2004 Guiding Principles Supplemental Apps for All Academic Programs Empower Academic Units Separate General and Program Components Summary Pages Online Credit Card Approval Verify SSN, Re-Admit Eligibility Automate Arizona Residency Decisions Confirm Address

Arizona State University, 2004 The Focus Group Reps from Business Reps from Graduate Admissions Technical Team Select Academic Units… Large Unit (Electrical Engineering) Unit with Several Programs (Curriculum & Instruction) Visible Liberal Arts Program (Life Sciences) Creative Program (Art)

Arizona State University, 2004 The First Meeting Showed the prototype Big time skepticism! Concept did not sink in! Will they come back?

Arizona State University, 2004 Second Meeting Built a prototype for one unit Group enthusiasm increased Lot’s of feedback on… Application flow Core application design Active discussion on Questions asked

Arizona State University, 2004 Future Meetings to Deployment Users became invested Active participation in kicking the tires Evangelized product to others Kick-off luncheon with Graduate College Dean Deployed system right on schedule!

Arizona State University, 2004 Results – After Just 8 Months! 65 % participation… and growing! Positive feedback Academic Unit acceptance of document imaging Demo…

Sybase Database/ Applicant Data Sybase Database/ Supplemental Questions/Options DB2 SIS Replication Online Application J2EE GCPortal J2EE Kerberos AgentLoader VB6 VBA, AX API, Print-2-Image AFS

Database DTD XML Document XSL Processor XSL Stylesheet HTML Document Uploaded Document Launch MS Word Using VBA Convert to TIFF Load to Imaging System TIFF Image View File in Imaging System

Arizona State University, 2004 Lessons Learned Engage users in process Set realistic timelines Solicit frequent feedback in development stage Respond to feedback Meet one-on-one with users

Contact Information Copyright Roger Lurie and Michael Dickson, Arizona State University, This work is the intellectual property of the author's). Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the authors. Roger Lurie IT Coordinator Arizona State University Graduate College Box Tempe, AZ Michael Dickson Director of Graduate Admissions Arizona State University Graduate College Box Tempe, AZ (480) (480)

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