th Annual PABUG Conference Paperless Verification A case study of combining Banner, BDM, reporting, and humanity Jeremy Mayernik Duquesne University

th Annual PABUG Conference General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered ….. Thank you for your cooperation

th Annual PABUG Conference To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website group-annual-conference/cpe-credits/ or via the PABUG conference app. For additional questions please contact Kim Fremont CPE - Coordinator CPE Credits - We’ve gone electronic!

th Annual PABUG Conference Agenda – Presented as a “Case Study” A little bit about our school History of BDM on our campus Our original set up of BDM New vision for 15/16 processing Road Blocks Helpful items that addressed our road blocks Failures and what we did wrong Future challenges

th Annual PABUG Conference Duquesne University Pittsburgh, PA Private, Catholic Undergraduate and Graduate Enrollment: –Undergraduates 6,101 –Graduate students3,656 –Total:9,757 Approximately 85% of students submit FAFSA Federal Verification only: –Approximately 15% - 18% selected for verification

th Annual PABUG Conference History of BDM at Duquesne Introduced to campus in 2012 Financial Aid was first to use Implemented as the “last step” in the verification process Do everything the same Scan it and index it at the end

th Annual PABUG Conference Original Implementation of BDM All procedures stayed the same Documents were scanned at the end Continued for 1213, 1314 In 1415, attempted to change the process – Scan document and index for step 1, rather than the last step – This attempt failed

th Annual PABUG Conference General Overview of our Verification Procedures/Routing Incoming Mail / – Reviewed and routed to “Pre-verification” “Pre-verification” – Staff member reviews all documents to check for completeness/signatures/accuracy – Communicates with student/parent if something is missing, sent in error, etc. Verification – Completed by Assistant Directors when all documents are submitted and complete

th Annual PABUG Conference New Vision for 1516 Documents received through

th Annual PABUG Conference New Vision for 1516 Documents received through regular mail

th Annual PABUG Conference Road Blocks

th Annual PABUG Conference Road Block #1 Staff Member #1 – Feared the change – Thought they were going to have their job eliminated – Dug in heels to resist – Big personality, extrovert, said what they thought

th Annual PABUG Conference Road Block #2 Staff Member #2 – Responsible for scanning / indexing in BDM – Held the knowledge of the system closely, not open to share the knowledge / territorial – Introvert, quiet, stays in office with door closed most of the day

th Annual PABUG Conference Road Block #3 Staff Member #3 – Impatient – Demanding

th Annual PABUG Conference Road Block #4 Overcoming the habit of: – received with electronic file – File is printed – Printed document routed to scanner – Document scanned and indexed into BDM Bad results: – Blurry / unreadable scans – Image degradation

th Annual PABUG Conference Helpful Item #1: New tracking statuses P – Pending Review – When received and indexed to BDM – Item not satisfied M – Pending Scanning – When paper mail received and not yet scanned and indexed – Item not satisfied

th Annual PABUG Conference Helpful Item #2 Daily Reports – through Cognos Name of report:What is in the Report:Who it is sent to: Verification Pending ReviewTracking Codes with “P” status “Pre-Verification” staff member Verification Pending Scanning Tracking Codes with “M” status “Pre-Verification” staff and Scanner staff member Ready to be VerifiedAll verification-related codes, and all are in the “V” status Assistant Directors – who have alpha division Non-verification items received to be reviewed All non-verification-related items to be reviewed (Institutional-related, some SAR-C issues, etc.) Assistant Directors

th Annual PABUG Conference Example – Ready for Verification Report SELECT DISTINCT(SPRIDEN_ID) "ID", SPRIDEN_LAST_NAME "LAST NAME", SPRIDEN_FIRST_NAME "FIRST NAME", RTVTGRP_DESC "TRACKING GROUP", 'READY TO BE VERIFIED' "STATUS" FROM SPRIDEN,RRRAREQ C,RORSTAT,RTVTGRP WHERE SPRIDEN_CHANGE_IND IS NULL AND SPRIDEN_ENTITY_IND = 'P' AND RORSTAT_PIDM = SPRIDEN_PIDM AND RORSTAT_AIDY_CODE = C.RRRAREQ_AIDY_CODE AND RORSTAT_TGRP_CODE = RTVTGRP_CODE AND C.RRRAREQ_AIDY_CODE = '1516' AND C.RRRAREQ_TRST_CODE IN ('V') AND C.RRRAREQ_PIDM = SPRIDEN_PIDM AND C.RRRAREQ_TREQ_CODE IN ('HH14','CHSP14','NFP14','NFS14','PTAX14','PW214','SNAP14','SSTX14','STAX14','SW214','UNTX14', 'HSCS','IDPRF','EXLIVD','EXLIVI','ADITNL','SEPADD') AND C.RRRAREQ_PIDM NOT IN (SELECT A.RRRAREQ_PIDM FROM RRRAREQ A WHERE A.RRRAREQ_AIDY_CODE = '1516' AND A.RRRAREQ_TRST_CODE IN ('Q','I','U','X','P','M') AND A.RRRAREQ_TREQ_CODE IN ('HH14','CHSP14','NFP14','NFS14','PTAX14','PW214','SNAP14','SSTX14','STAX14','SW214','UNTX14', 'HSCS','IDPRF','EXLIVD','EXLIVI','ADITNL','SEPADD')) ORDER BY SPRIDEN_LAST_NAME,SPRIDEN_FIRST_NAME

th Annual PABUG Conference Helpful Item #3 Training on how to index in BDM Verification document sent electronically –.pdf,.jpeg, etc. Procedure guide created with step-by-step instructions Researched several tracking items – How legible were the scans?

th Annual PABUG Conference Helpful Item #4 Training Assistant Directors how to “write” on scanned images in BDM Text Editor available in BDM Can change font size, color, bold, italic, underline, etc. Made it easy to make notes on the scans

th Annual PABUG Conference Helpful Item #5 Not giving up on people One-on-one training Reassurance Having an emotional release – i.e. getting into an argument “Patience and perseverance made a Bishop of His Reverence”

th Annual PABUG Conference What we did wrong We did not do a good job of explaining: – Why this change was important – How the change will benefit you personally – Addressing the misconceptions: Will this change eliminate my job? We got defensive We confused others’ insecurity/fear as aggression

th Annual PABUG Conference Future challenges Scanning – Volume decreasing How will PPY in impact verification? Finding creative/online ways to collect: – Household information – Untaxed income – Electronic signatures

th Annual PABUG Conference Open to the Floor Questions Comments

th Annual PABUG Conference Please take time to complete our Conference and Session evaluations. YOUR INPUT MATTERS!!!