Vanilla Without the Dots: Tips and Tricks for Admissions 8.0

Vanilla Without the Dots2 Mark Jacque Associate Director of Admissions Towson University

Vanilla Without the Dots3 Mark Jacque Associate Director of Admissions Towson University Past presenter at HEUG and MSACROA conferences. Setup and rolled out admissions module at Towson University ahead of schedule. Setup and maintain all 3C functions for admissions office as well as for other peripheral offices

Vanilla Without the Dots4 The session will begin with a discussion of successful approaches used by Towson for leveraging the 3Cs to track and document activities between the student and the admissions office. A system enhancement that proved very successful at Towson will be discussed in regard to the 3Cs. Other topics will include what to consider for reporting needs and the 3C Engine when planning your setup values, examples of quality control through queries, as well as where and when to look for the small fires before they become major conflagrations. Some strategies to help admissions and peripheral office staff make the transition from the legacy system to PeopleSoft as smooth and painless as possible will be considered. Finally, the session will conclude with insights on when to abandon workflow that simply isn’t working in the real world and when and how to tweak what actually does work but could work better.

Vanilla Without the Dots5 Setup: Naming Conventions

Vanilla Without the Dots6 Naming conventions are more important than you think. They help group and organize student types, communications, checklists, events and triggers.

Vanilla Without the Dots7 Naming Conventions for Standard Letter Codes

Vanilla Without the Dots8 Naming Conventions – Communication Categories Naming Conventions – Communication Contexts

Vanilla Without the Dots9 Naming Conventions – Admit Types

Vanilla Without the Dots10 Setup: Events & Triggers

Vanilla Without the Dots11 You can then use events and triggers to pull the setup together and further automate your admissions processing.

Vanilla Without the Dots12 application engine event definition

Vanilla Without the Dots13 application trigger definition

Vanilla Without the Dots14 admit event definition

Vanilla Without the Dots15 admit trigger definition

Vanilla Without the Dots16 matriculate event definition

Vanilla Without the Dots17 matriculate trigger definition

Vanilla Without the Dots18 Pulling it all Together: Letters

Vanilla Without the Dots19 With the proper use of merge code you can setup a letter generation process that pretty much runs itself.

Vanilla Without the Dots20 Letters

Vanilla Without the Dots21 Letters

Vanilla Without the Dots22 Letters

Vanilla Without the Dots23 Letters

Vanilla Without the Dots24 Letters

Vanilla Without the Dots25 Pulling it all Together: Checklists

Vanilla Without the Dots26 checklist summary

Vanilla Without the Dots27 new student checklist summary

Vanilla Without the Dots28 After the fact 3C Tips Letter Codes Letter Generation & Checklists items

Vanilla Without the Dots29 After the fact 3C Tips Letter Codes: Change letter codes each year. You may end up with a student who has three admit letters on the communication summary. By changing codes each year letter descriptions themselves can incorporate the year. You can then recycle codes after a five or ten year period. U22 = 2005 Admit

Vanilla Without the Dots30 After the fact 3C Tips Letter Generation: How can I alphabetize letters?

Vanilla Without the Dots31 After the fact 3C Tips Not in PeopleSoft Microsoft Word is a bit more helpful

Vanilla Without the Dots32 After the fact 3C Tips

Vanilla Without the Dots33 After the fact 3C Tips Checklists Items: Keep in mind item status Keep in mind items themselves

Vanilla Without the Dots34 After the fact 3C Tips Item Status: Some that are not so obvious you might want to leave as initiated for students to view info in self service.

Vanilla Without the Dots35 After the fact 3C Tips

Vanilla Without the Dots36 After the fact 3C Tips Checklists Items Try not to go overboard with them. We started out with one for everything conceivable and have cut items every year since going live.

Vanilla Without the Dots37 After the fact 3C Tips Admissions Comments Admissions comments can be used to insert various text not appropriate for all students in your letters as either part of the body or as a post script

Vanilla Without the Dots38 After the fact 3C Tips

Vanilla Without the Dots39 After the fact 3C Tips

Vanilla Without the Dots40 After the fact 3C Tips

Vanilla Without the Dots41 After the fact 3C Tips

Vanilla Without the Dots42 After the fact 3C Tips

Vanilla Without the Dots43 3C Modification We had a programmer develop a 3C batch load that has simplified the 3C process generally and checklists specifically.

Vanilla Without the Dots44 3C Modification

Vanilla Without the Dots45 3C Modification

Vanilla Without the Dots46 3C Modification

Vanilla Without the Dots47 Setup: Training Issues

Vanilla Without the Dots48 At Towson, the most difficult part of training was overcoming the resistance to change combined with ingrained habits reinforced over years of doing things the same way.

Vanilla Without the Dots49 The best solution I found was to link the old to the new whenever possible. To lay out processes in a step- by-step fashion. And provide pictures!

Vanilla Without the Dots50 Admit Type Table

Vanilla Without the Dots51 Program Action Table

Vanilla Without the Dots52 Users Guide

Vanilla Without the Dots53 Users GuideUsers Guide

Vanilla Without the Dots54

Vanilla Without the Dots55 Setup: Quality Control

Vanilla Without the Dots56 With everything new and everyone getting up to speed at different rates, I found it very important to keep tabs on what the data looked like.

Vanilla Without the Dots57 Residency Trouble Shooting

Vanilla Without the Dots58 Residency Trouble Shooting

Vanilla Without the Dots59 DOB Errors

Vanilla Without the Dots60 DOB Errors

Vanilla Without the Dots61 Crystal Reports What would we do without them? What can we do with them?

Vanilla Without the Dots62 Crystal Reports Rewriting SQL For your Crystal Reports to work properly, the SQL statement must be rewritten to take into account the effective dating and sequencing used in PeopleSoft

Vanilla Without the Dots63 Crystal Reports PS_ADM_APPL_PROG."EFFSEQ" = (SELECT MAX (PS_ADM_APPL_PROG."EFFSEQ") FROM "SYSADM"."PS_ADM_APPL_PROG" PS_ADM_APPL_PROG WHERE PS_ADM_APPL_PROG."EMPLID" = PS_ADM_APPL_DATA."EMPLID") AND PS_ADM_APPL_PROG."ACTION_DT" = (SELECT MAX (PS_ADM_APPL_PROG."ACTION_DT") FROM "SYSADM"."PS_ADM_APPL_PROG" PS_ADM_APPL_PROG WHERE PS_ADM_APPL_PROG."EMPLID" = PS_ADM_APPL_DATA."EMPLID")

Vanilla Without the Dots64 Crystal Reports

Vanilla Without the Dots65 Crystal Reports

Vanilla Without the Dots66 Crystal Reports

Vanilla Without the Dots67 Crystal Reports

Vanilla Without the Dots68 CHANGE

Vanilla Without the Dots69 You need to change the way you think about processes.

Vanilla Without the Dots70 We used to process applications in a straight line, from bio/demo to, sometimes, final decision.

Vanilla Without the Dots71 Bio/Demo > Academic > Tests > Decision > Residency Coding Don’t stop me now, I’m on a roll

Vanilla Without the Dots72 With PeopleSoft we changed that.

Vanilla Without the Dots73 Reluctantly

Vanilla Without the Dots74 To This From This

Vanilla Without the Dots75 The data entry in PS lends itself more to working on one, perhaps two pages only.

Vanilla Without the Dots76 Bio/Demo coding External Academic Summary coding Test Results coding Decision coding Residency coding

Vanilla Without the Dots77 Q & A

Vanilla Without the Dots78 Mark Jacque Towson University v f Contact Info