Implementing a Paperless Admission System Phase #2 Thomas Skottene & Nancy Walsh Office of Undergraduate Admissions University of Illinois at Urbana-Champaign

Agenda Intro Modules Document Management Processing Review Post Review Reports Applicant Experience Framework Functionality Q & A

Timeline & Resources Largest Office of Undergraduate Admissions (OUA) project since the ERP (Banner) implementation in 2003 eAdmit TM went live in August 2011 for the 2012 admissions cycle Some parts will complete in fall 2011 and spring 2012

Scope & Benefits Goal: –Replace our previous paper docket process with an electronic web based workflow and document delivery system Benefits: –Do more with less, through Increased automation Improved transparency Improved workflow

Development Built by the Office of Undergraduate Admissions (OUA) with in-house resources –Browser Based Program –We can change it over time as we see the need Banner interfaces –Daily import job –Some instant Banner updates

High Level Process Flow Banner Less than 5% of OUA activity Online Web Application Form eAdmit TM 95% of all OUA work 100% of College work eAdmit TM 95% of all OUA work 100% of College work Scanned Documents & PDF Transcripts Self Reported Academic Record TM Daily import At 5:30AM Goal: Get the Banner data we need and make Banner look like it did before eAdmit TM Some data flows instantly, most flow once a day DARwin No Change DARwin No Change Keep as paper process for now Change Forms Test Scores

eAdmit TM Modules

Opening Screen eAdmit TM users have the same opening or splash screen after logging in Goal: –Make sure users are cognizant of our current application numbers Data elements: –# of Scanned Documents –# of Applications –# of Decisions

Opening Screen Screenshot

eAdmit TM Document Management Or DocQ

Document Management Purpose –Receive, prep, index, match, and route incoming documents, electronic and paper Non-eAdmit TM steps –Receive, open, and sort mail –Filter out materials that will not be scanned E.g. letters of recommendation, CD of piano recital, certificate of health club membership, etc.

Scanning, Indexing & Uploading All relevant incoming documents will be scanned –unless they are already in an electronic format we can use All documents will be indexed/uploaded –Add identifying information such as name and DOB –Indentify what kind of document it is Transcript (+ institution, if available), passport copy, fee waiver, etc.

Automated Matching eAdmit TM will try to match a new document based on the known data to either a student or an applicant A nightly job runs to match any new applications or students against existing uploaded documents in eAdmit TM Success depends on the accuracy of the meta-data added

Manual Matching Component For single matches a DM staff member will manually verify that eAdmit TM made a valid match by comparing: –Scanned Document –Banner Data –Indexed Data If not, the staff member can exclude the match, leave the document, or search for another match For zero or multiple matches a DM staff member can –Search for new matches –Narrow down existing matches –Provides tools Partial or fragmented fields Switch first/last name, etc –Manage applicant vs. student search

Document Search DocQ allows searches for any document by available meta-data: –Name –DOB –Document Type –UIN (University Identification Number) –Document ID (internal reference number) Handy for routing of un-matched documents –Institution Handy if you need to find a transcript you know came from a specific school, but must have been mismatched

eAdmit TM Processing

Automated –Process steps that only require error reports and spot checks –Self-Reported Academic Record (SRAR TM ) Semi-Automated –Steps that require limited human intervention Manual –Steps that still require human intervention

SRAR TM Self-Reported Academic Record –Inspired by University of California system, Georgia Tech, Rutgers, and others –Freshman applicants self report their academic record –Self-reported data is used to review application & make decision –Once applicants accept their offer, we check the final transcripts for discrepancies –Large administrative savings 7,000 vs. 28,000 transcripts, automation possibilities

Fully Automated Steps Matching online forms –like the SRAR TM, appeals, etc. based on their application ID Academic calculations Pattern analysis English proficiency Essay check

Semi Automated Steps Dedicated screens for analyzing applicant responses - First Generation - Educational Goal

Manual Steps Transfer Processing –Long list of manual tasks Initial Validation High School Work College Work –eAdmit TM will only keep track of status and manage the workflow

Processing Summary Automation where possible Very large savings in time and effort –In theory, a freshman could apply at 5PM and be available for review by 8AM the next morning! All wins come at a price  –Some issues might not be discovered until they reach review

eAdmit TM Review

Worklists Review, like most work in eAdmit TM, is organized into Work Lists Work Lists are chunks of work waiting to be done Work Lists can be sorted or prioritized according to need Work Lists can be assigned according to need

Review Organization –All workflow is managed by worklists and committees –An applicant will show in a worklist based on their status which includes Committee membership (most often program code) Referral status Number of reads and who did these reads Decision status College status Special requirements status

These will open as PDFs

Transfer Review Same application data as for freshmen Different review sheet Different worklists Different committees

Other Reviews We also have some processing and review that does not fall neatly into our common procedures: –Non-degree –Dual Admission –Etc

eAdmit TM Framework Functionality

Person Search & Summary Page eAdmit TM has a search feature that allows user to search by UIN or last name/partial name Find status –Checklist items Find documents –Receive dates The results will take you to the summary page which will allow users to access any and all information we have about the applicant or the student

Reports eAdmit TM has several types of reports: –Troubleshooting/Error/”Black Hole” reports E.g. Compare how many applications we have in Banner vs. eAdmit TM Check that the Banner decisions are the same as in eAdmit TM –Operational/Manager reports E.g. who worked First Generation yesterday and how many did they do each How many reviews did so and so do last month –Strategy reports Opening page Where are we this year compared to last

Post-Review Some processes have been recently added or are still being worked on These include: –I-20 processing and document gathering –Final transcript processing and document gathering –Scholarships –Archiving

Applicant Experience eAdmit TM has several forms and pages exposed to the Applicant –SRAR TM –Change Forms Bio/Demo change Term/Program Change Course Change form –Appeal forms Freshman Transfer –Request for Delayed Admission –Ability to view and download NOA and other letters –I-20 application Allows international students to upload their passport copy and financial documentation online –Applicants use their WebID and PIN to access these forms which means they are auto-matched

Questions & Answers Thomas Skottene Nancy Walsh