1. DUG 2009 – Session ST 4773 Communications Management: Are You Using it to Fullest Capability? Steve Lowe – Director of Administrative Computing, Aurora University Alice Moore – Manager Administrative Systems Services, Wabash College

2. INTRODUCTION Aurora University – Datatel client since 1993 Colleague – Student – Finance – Human Resources Benefactor – Migrated to Raiser’s Edge March 2005 2

3. INTRODUCTION Wabash College– Datatel client since 1993 Colleague – Student – Finance – Human Resources Benefactor – Converted from legacy system in 1996 – Colleague Advancement Implementation – in progress 3

4. OBJECTIVE Aurora’s & Wabash’s usage of Communications Management System perspective End user office perspective 4

5. HISTORY Wabash College5 August 1993 Admission Office Fall 1994 recruitment cycle WordPerfect on Unix – (WP for Dos 5.1) Retired September 2006 Converted to MS Word documents September 2006

6. DOCUMENT COUNT Documents – Assignment of TYPE Current countAURORAWABASH CODE296332 E-mail1115 WINTEG.WORD7250 WordPerfect307( *obsolete*) 0 COQT0721 ASCII02 Documents1,4391,060 6

7. DOCUMENT FILING AREAS Standard - PC.LTRS and TMP.LTRS Decision to manage documents by office Developed appropriate OFFICE.CODES Assigned OFFICE.CODES to documents and staff members 7

8. AU FILING AREAS CIS.LTRS FIN.LTRS UG.LTRS HR.LTRS 8 ATH.LTRS GR.LTRS REG.LTRS STL.LTRS

9. AURORA’S FILING AREAS Stored outside of normal Colleague account Each filing area has VOC entry Document security XDOC program – relocate documents 9

10. Wabash College FILING AREAS All Processed documents go to PC.LTRS – This will possibly change as we move to Colleague Advancement. Document security by office codes XMPC program – relocates documents from PC.LTRS to individuals own HOLD directory Wabash College 10

11. PE RAS APPS 11

12. HUMAN RESOURCES: SAMPLE MERGE LETTER 12

13. HUMAN RESOURCES: SAMPLE MERGE FORM 13

14. OFFICE of ADMISSION Communications focused toward incoming students – Inquiries – Incomplete applicants – Admits – Disapproved 14

15. FRESHMAN INQUIRIES TRC form defines communications items Sequence of track and frequency of piece is altered 3 times per year for “speed-up” factor – August – November – December – February – March – May – LATEAPPS packet sent June 1 forward 15

16. FRESHMAN INQUIRIES – CONT. 3 DATE RANGES PER SEASON: March – May sequence 16

17. LARGE LETTER PACKETS Normal DOC / PCB process for PRINT Custom label programs print labels Label sequence uses PCB batch name 17

18. TRI-FOLD SELF MAILER CM document type – CODE Custom label program prints label using PCB batch name 18

19. INTERNAL DOCUMENT ADMISSION REPRESENTATIVES 19

20. INTERNAL COMMUNICATION to ADMISSION REPRESENTATIVES – cont. 20

21. E-MAIL DOCUMENTS Alert student of Financial Aid packet Alert for academic brochure 21

22. FPR FORMS PROCESSING Allows user or programming to set-up a label format to batch assign labels. (i.e. “To the Parents of:” added line on address label. 22

23. OVERVIEW Screen mnemonics Screen terminology Setting up communication codes, documents and tracks Generating outgoing correspondence Wabash College 23

24. SCREEN MNEMONICS CMC – Communication Codes DOC – Document Codes TRC – Tracking Codes IPC – Individual Pending Correspondence PCB – Process Correspondence Batch IHS – Individual History Screen Wabash College 24

25. SETTING UP A DOC Use DOC screen Description Office Code Author History Type Send Multiple Print Day Doc File Setup (detail into Dictionary Fields) Wabash College 25

26. DOC SCREEN Wabash College 26

27. Document File Setup Screen Wabash College 27

28. CREATING THE TRACK Use TRC screen Description Office Associated documents Number of days before mailing or print by date Drop dead date? Wabash College 28

29. TRC SCREEN Wabash College 29

30. CORRESPONDENCE MANAGEMENT CODE Use CMC screen Code Description Office Immediate Print Documents (if any) Follow-up on tracks Wabash College 30

31. CMC SCREEN Wabash College 31

32. Active Track and General Outgoing Correspondence Assign prospect to a track VPC will show what and when documents need to be mailed IPC shows what and when documents go to a specific prospect Process batch through PCB Transfer file to desk top History batch Delete batch Wabash College 32

33. Admissions Tracking Rules As a prospect moves through different stages of their application process, we use rules to remove them from tracks based upon their current status. This is setup on the ATRK screen Wabash College 33

34. VPC SCREEN Wabash College 34

35. IPC SCREEN Wabash College 35

36. PCB SCREEN Action (C, S, U, T, P, H, X) C = Count S = Select U = Unselect T = Test P = Process H = History X = Delete Batch Wabash College 36

37. IHS SCREEN Wabash College 37

38. FINANCIAL AID New FA counselorE-mail Award notificationE-mail FA Exit interviewE-mail 38

39. DOCUMENT REQUEST TRACKING FOR FINANCIAL AID Annual document request tracks set up on CRRD – Requested codes must be setup on CMC Wabash College 39

40. Assigning the Request track Document request tracks are assigned using CRA or individually on IRQ – If a FAFSA is imported via ISIM or a Profile imported via CSIM, then CRA ( Corres Request Assignment ) is used Savedlists of student ids are created on either ISIM or CSIM that are used on the CRA screen – Document Request tracks can also be assigned by individual on IRQ ( Individual Request screen ) Wabash College 40

41. Recording receipt of document As the requested documents are received/waived, they are recorded on CRI (Communications Code Entry) – If the document is received from an import process such as ISIM or CSIM, then the document code is automatically marked as received as long as they have entered the code and date on the import screen. Wabash College 41

42. How does a student know what documents are still missing? Wabash does not send out “missing document” letters, instead we use the “My Documents” feature of WebAdvisor. Wabash College 42

43. WebAdvisor setup for My Documents In CORE-CS-UCS-CCWP (Communication Code Web Parameters) – Enter all of the Communication Codes that are part of your document request track. Wabash College 43

44. My Documents setup (cont.) MDWP – My Documents Web Parameters – You can either detail from CCWP or access it directly. This is where you enter the text to display if document has not been received and the due date for missing documents. Wabash College 44

45. Information Technology Services Student USERID letterWord Adjunct USERID letterWord E-mail test messageE-mail SPAM prevention serviceE-mail Alert notification sign-upE-mail 45

46. REGISTRAR’S OFFICE Academic standard lettersWord No access to gradesE-mail No Classes – CancelledE-mail Immunization holdE-mail 46

47. STUDENT ACCOUNTS Collection lettersWord EFT refundsE-mail AR balance dueE-mail 47

48. STUDENT LIFE Immunization holdE-mail Lack of physical examE-mail Roommate letterCode 48

49. CM SETUP Definition OFFICE.CODES – (CORE – VAL) Assignment OFFICE.CODES – SVM FormStaff members – DOC FormDocument – TRC FormDocument track 49

50. CHALLENGES Track Assignment – Changing your mind Physical printing of correspondence Time to develop e-mail documents Batch size – Default 50 – Printing Word documents – Sending e-mail messages 50

51. QUESTIONS ?? E-MAIL questions to: slowe@aurora.eduslowe@aurora.edu - Steve Lowe moorea@wabash.edumoorea@wabash.edu – Alice Moore 51