1. Paperless Processing Indiana University of Pennsylvania
With CRM Recruit, SSD Axiom,
and Banner Document Management (BDM)
Ben Johnston (Admissions)
Debbie Brosch (IT)
Indiana University of Pennsylvania

2. CPE Credits
To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website
For additional questions please contact Lora Harper CPE - Coordinator

3. Indiana University of Pennsylvania
Enrollment approx. 12,500
~10,000 Undergraduate
~2,000 Graduate
Degree Programs
140+ Undergraduate
35 Master’s
13 Doctoral
Academy of Culinary Arts
Cook Honors College
Banner school since 2000

4. CRM Recruit Implementation
Graduate – June 2016
Full processing/decisions in CRM Recruit
Push to Banner at decision (Admit/Reject)
GRE/GMAT test score imports
To date, 4,230 submitted applications
Culinary – August 2016
Full processing/decision in CRM Recruit
Events/Travel
Campaigns (orientation/visit)
To date, 564 submitted applications

5. CRM Recruit Implementation
Undergraduate – April 2017
Custom dynamic checklist in Recruiter
Checklist replicates on push to Banner
All Undergraduate records push to Banner
Inquiry/App Started push as Recruits
Applications are pushed within one business day after submitted
Documents that are self uploaded by the applicant push to Banner daily
Processing is done in Banner
Decisions are entered in Banner (Auto Admit/Manual)
To date, 6,100 applications submitted
Checklist in Recruit is based on questions in the application
Based on package rules, checklist is created in Banner to mimic Recruit checklist

6. CRM Recruit Implementation
Undergraduate – April 2017
If any additional checklist items are required after initial submission, they must be manually created in both Banner and Recruiter.
Items received in Banner feed to Recruiter daily.
Documents uploaded to Banner/BDM display on the BDM viewer in Recruiter.
Custom BRIM pl-sql package does all the custom integration on push to Banner.

7. What makes paperless possible for us?
Recruiter
AXIOM
Parchment
Banner Document Management (BDM)
Ireports (internal report system) - Oracle Business Intelligence Enterprise Edition (OBIEE)

8. Recruit – Useful Features
Dynamic checklist
Self uploading of documents
Items received communication between Recruit / Banner
communications
BDM connection
Workflows to manipulate data

9. Recruit - Applicant Document Self-Uploads
Non-final high school transcripts
Test score reports
College transcripts
International documentation (passport, financial records etc)
Self-upload of documents has allowed for a much quicker completion of applications.

10. Recruit Daily Push to Banner - UG
Checking college codes
Pushing
Spot check records
Errors
BDM document push / errors
Opportunity push
Application fees (AXIOM)
Attempt to clean up records as much as possible before going to Banner
College codes
Freshman / transfer based on grad date
Bad grad dates
Strange names
Wrong terms (applying for Jan 18 when they grad in Jun 18
Duplicate records in recruit keep the ERP ID from flowing back

11. Custom BRIM pl-sql Package
Integrates the following custom data (and more)
Student Holds
College GPA and Credit Hours
HS Diploma Code
Program Concentration Code
Builds a custom checklist in Banner (for UG)
… and many more custom integrations
Values in sarquan, attributes, contact codes

12. Custom BRIM pl-sql Package
Custom fields must be in the Real Time Data Source to populate SRTCSTM

13. Custom BRIM pl-sql Package

14. Custom BRIM pl-sql Package
………………………………………………….

15. Custom BRIM pl-sql Package

16. Items Received
Modification of two delivered Ellucian views

17. Items Received Over 50 activity codes
Each night, items are auto imported into Recruiter

18. SSD Axiom – Imports to Banner
Robust matching functionality with soundex/exact match/auto upload features
SAT/ACT Test Scores
CRM Recruit Payments (custom)
Royall Applications (eventually will import into Recruiter)
Royall Documents and Royall Payments
Custom matching to look at Royall ID, last name
Parchment Documents
Custom matching to look at name, birthdate, high school

19. Royall Push to Banner Pushing applications through AXIOM
Application payments
Royall documents
Small percentage require manual touching
Royall search names
Royall opt outs
Royall responders

20. Parchment
PDF image files and csv index file get pulled from Parchment.
Axiom reads the index file and loads the majority of the documents automatically to BDM.
A small percentage go into suspense for manual review because of our custom matching or errors
Checklist item gets marked received.

21. Parchment Document Daily Push to BDM
Based on filters set in Parchment
ADMR code is assigned in AXIOM to push based on document type
Transfer transcripts fail automatically for manual touching
Letters of Rec auto-increment based on what is in BDM
Most errors in suspense are due to duplicate documents
Custom failure for new ids
9am, 12pm, 3pm
Parchment provides a list of document types, in which we “assigned” a ADMR code to each for (Initial Transcript – T, Final Transcript – C, Recommendation Letter – REC1, etc)
Transfer transcripts (usually college transcripts) fail automatically so we can be sure the correct ADMR code is satisfied when loading
LOR’s began failing pretty quickly, so Debbie figured out how to auto increment them (we do not use them for review so duplicates don’t matter)
Counselors tend to screw up entering birthdates / no addresses / grad year

22. BDM Processing All documents stored electronically in BDM
Eliminates need for a “miscellaneous drawer”
Allows for review of documents by decision makers
Updated documents are appended to current document
Misc drawer is documents indexed to person record using generic (not term/admr specific) indexing

23. Ireports – How we process
Main “dashboard” area for processing
Isolates applications that need processed rather than looking at each new record individually
Split between processors alphabet
Also a reporting tool for other areas on campus

25. Ireports – How we process
Sort of a workflow concept
Document loaded to BDM by Parchment/Royall/Recruit (nightly process removes checklist date)
Ireport looks for a specific ADMR codes that has not been processed
Null “Status” code on the checklist
Processor enters “X” in Status after updating and it drops off
If a receive date exists, but no X (not processed) date is removed nightly

26. Ireports – How we fix the weird stuff
Over 60 exception reports
Separated by International/Application/Checklist/Lead Processor exceptions
Examples:
Transcripts received with no BDM doc
Residency issues
Applying for term prior to grad date
Mismatched decision attributes
Address not in range of campus

27. Ireports- Exception Reports

28. Auto Admits Popsels extract new incoming freshman - various criteria
Complete status/residency/GPA/SAT/etc
Procedure adds Decision/Attributes/etc each morning
Adds a comment in SAAADMS indicating which auto admit category the student was admitted under

29. Auto Admits 85% of our Fall 2018 admits are auto admitted
Students without a decision have a dynamic decision sheet print for manual review
Shows relevant info to make a decision
Lists documents in BDM
Lists possible decisions for that particular student
Counselor reviews using BDM and sheet then writes decision on sheet
Once decision is entered, decision sheet is scanned into BDM

30. Dynamic Decision Sheet

31. Future Plans Banner 9 Upgrade – 1st quarter 2018
CRM Recruiter 4.9 – 2nd quarter 2018
New communication plans
Royall Application import
BDM API Upgrade 9.1.1
AXIOM Elite – 3rd quarter 2018
Banner Communication Manager (BCM) – 2018
BDM Xtender v.16 – 2018

32. Open to the Floor
Questions
Comments
Complaints

33. Thank You
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