Process Manager

What is the Process Manager? Online customized workflow system Tool that allows customized document tracking and storage Hosted ASP Solution A full-service, fully-online, turnkey solution from applicant to matriculated student

Power of the Process Manager Colleges can define and manage their Process Document tracking and storage The Process Manager facilitates the assignment of groups of individuals to a specified Process or pipeline based on criteria defined by each college. –For example, international applicants from Mexico or applicants with a non-residence status

The Many Uses of the Process Manager Track and manage International students process for applicant to the I-20, with document collecting and storage Non-Resident process and document collection Employment forms

Who can use the Process Manager? Delivered with the International Student Application Integrated into CCCTran Transcript Processing An add on tool to other CCCApply applications (BOG and Standard Admission Application) No installation or software required – online! Ease of use – no need for a programmer or IT assistance

Key Features Workflow Management Document Tracking Communications

Workflow Management College defined and managed Process – Fully Customized! Define Steps and Stages of the Process from the time the online application is submitted from the time it is approved with all additional requirements Stages are a linear process, one stage being completed before the next Steps within a stage can be linear or parallel

Document Tracking Define custom documents that are interactive or static, combining text, images, even audio and video Permit applicants to upload documents or provide instructions for mailing or faxing them Set controls for types of files and sizes of electronically uploaded files

Communications Instructions to applicant can be posted at any Stage or Step and sent automatically via All activities and messages in the process tracked in a log Colleges can add notes to any part of the Process, either confidentially or visible to the student Applicants can see where they are at in the process and what is required next at any time Colleges can monitor the Process for both the individual student or for all students at any given stage or step

Key Functions Helps colleges track applicants throughout the entire process Informs students and staff of their current status and remaining requirements Facilitates communication between the college and applicants beyond application submission

How it Works: College & Student Interfaces Process Manager is linked to an Application Colleges set up and manage the Process Manager through the Control Center site Students view and interact with the Process Manager using the Application Manager Real-time interaction and communications between both interfaces

Processes, Stages and Steps The Process Manager consist of a series of abstracted layers, (Processes, Stages, and Steps) each representing a construct for logging, tracking, initiating, displaying, and managing events.

Colleges Process Manager & Designer Control Center Site

Control Center Process Designer and Process Manager tools are seamlessly integrated into existing application processing tools

Process Designer Features  Allows colleges to define their unique business rules step-by-step  Builds a simple framework that integrates various Process requirements  Provides a simple organization schema

Process Organization Process is built of Stages Stages are containers for logically-grouped Steps Stages must be completed sequentially Steps can be independent or dependent Process Stage Step Stage Step

Process Settings Custom formats for student-viewed areas, such as colors, fonts, logos Colleges can decide if the Process is viewable to students Define entry rules for which applicants become part of the Process

Process Designer: Stages Internal vs. external descriptions Active or inactive Student viewable options Deadlines

Process Designer: Steps

Step Types Decision – using the Rules Wizard Transcripts Receive documents (electronic & paper) Supplemental Form Collection Steps can be completed in any order Steps can be dependent or independent

Process Designer: Communication Set up automatic Stage and Step completion s Custom s can be sent to the college staff or to the student

Process Management View students’ current status throughout the admission process Manually update Process, Stages, or Steps and automatic updates! Send s, add notes, attach documents

Process Management View lists of completed and not completed applicants for the Process, Stages, and Steps Create custom reports from each set of results

Process Management Access individual student profiles to –Update status –Send s –Attach documents –Add notes

Student Process Application Manager Student Process Application Manager

Student Access Students can track their Application Status in their Personal Application Manager on CCCApply

Student Access Direct links to each student’s Application Status can be sent in follow-up s

Student Access Student can view all Stages and Steps that have been defined by the college as student viewable Interface can be customized by the college and feature institution branding

Student Access Students can view deadlines and instructions for incomplete Stages and Steps Viewable notes and links to Supplemental Forms are available

Student Access Students can upload files, images, audio and video Colleges set acceptable file types and sizes

Student Access Students can complete online forms Instant confirmation when a form is submitted

Benefits Works with existing CCCApply applications and integrates into the Control Center site Allows colleges to define their business process for applicants Extremely flexible architecture Enables colleges to ensure all requirements are met Allows students to stay connected to their chosen college throughout the application process

And More Benefits Able to create unlimited online forms Complete document tracking and storage Real-time communication through and notes through the Application Manager Complete event and communication tracking Staff and applicant can see progress at a glance

CCCApply-International Process Manager An international student has applied to Grossmont College for Fall By clicking on the Application Status View link below Amber can see the various outstanding items and/or tasks remaining for her application.

CCCApply-International Process Manager Now Amber can see that her on-line application has been completed; the prominent checkmark is easy to see. The Admission Requirements section should draw her attention. Let’s look at the Sponsor Form task…

CCCApply-International Process Manager Detailed instructions are provided. For this requirement, Amber would link back to the Grossmont College website then print the form, complete it and mail back to the college.

CCCApply-International Process Manager This is a Sponsor Form from the college website. Amber must get this form completed by the appropriate people and send it back to the college.

CCCApply-International Process Manager In the meantime, a staff member in the Admissions Office has logged onto the CCCApply International Application Control Center and is going to search for Amber to see how she is doing.

CCCApply-International Process Manager Here we are searching for Amber by her first name.

CCCApply-International Process Manager When we find Amber Garner, we click on the person icon to retrieve her application.

Now we have the detail record for Amber; we need to link to Process Manager Activity CCCApply-International Process Manager

Amber has mailed in her Sponsor form and it is okay; time to complete that task CCCApply-International Process Manager

Select Complete and click on the Save button. CCCApply-International Process Manager

Let’s add a note about this Sponsor Form CCCApply-International Process Manager

A note has been added and we clicked the option to let the student view it. CCCApply-International Process Manager

The Sponsor Step has been completed and Amber sees the change in status from Not Complete to Complete CCCApply-International Process Manager

And the note we added is visible to Amber In addition to the note we could have sent an to the student. When the student sends or uploads all the necessary forms; the process will be complete and a checkbox will appear on the Application Status page. CCCApply-International Process Manager

Amber is ready to upload her passport; she clicks on the Passport ID page step CCCApply-International Process Manager

Instructions are provided; Amber clicks on the Fill Out the Form button CCCApply-International Process Manager

Instructions are provided; click the Upload button CCCApply-International Process Manager

We follow the directions and upload a JPEG type picture file from our computer and then click the submit button CCCApply-International Process Manager

We have our document and now we select the submit button. CCCApply-International Process Manager

We are finished so we check the ready to submit box and submit! CCCApply-International Process Manager

Step completed! Fast forward a few weeks and Amber has sent in all of her required documents and updates; The Grossmont International Office personnel have received and marked all of her tasks as completed! CCCApply-International Process Manager

Success! Amber has completed all the admission requirements. She clicks on the Confirmation step for more information CCCApply-International Process Manager

The date and time are posted along with a message that she should receive a packet from the college within 2 weeks. The process is now complete and a record of the application and various submitted documents are always available at the CCCApply site. CCCApply-International Process Manager

Costs One-Time Set Up and Training (via the Web & Phone): $5,000 Two Processes:$0 Additional Processes:$2,500 per Process, on-time fee College Self Design:$0 Xap Service to Design Process:$3,000 Simple Process $7,500 Medium Process $10,000 & up for Complex Process Operations and Maintenance: $10,000 per year Up to 10,000 Students in both Processes $500 per year for each additional 1,000 Students

CCCApply-Process Manager