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
Fall 2018 Enrollment ~11,350
~9,250 Undergraduate
~2,100 Graduate
Degree Programs
140+ Undergraduate
36 Master’s
15 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, 5,594 submitted apps (4,230 last PABUG)
Culinary – August 2016
Full processing/decision in CRM Recruit
Events/Travel
Communication Plans/Salesforce (orientation/visit)
To date, 775 submitted apps (564 last PABUG)

5. CRM Recruit Implementation
Undergraduate – April 2017
Limited processing in CRM Recruit
Push to Banner at time of submission
Communication plans
Custom application Import - Royall
To date, 17,272 submitted apps (6,100 last PABUG)

6. Other CRM Recruit Application Types
Culinary Associates
American Language Institute (International)
General Studies
Paramedic Program – October 2018 (work in progress)
Multiple requests from other campus parties
Extended Studies (Continuing Education)
Police Academy

7. Undergraduate Details
Royall applications uploaded daily
Custom dynamic checklist in CRM Recruit
Checklist replicates on push to Banner
All Undergraduate records push to Banner
Inquiry/App Started push as Recruits
Apps pushed within one business day after submitted
Documents push to Banner daily
Self uploads / manual applications
Processing is done in Banner
Decisions are entered in Banner (Auto Admit/Manual)
Checklist in Recruit is based on questions in the application
Based on package rules, checklist is created in Banner to mimic Recruit checklist

8. Undergraduate Details
Checklist additions/subtractions manually updated after submission
Manually kept in sync between CRM Recruit and Banner
Usually Pending decisions
Checklist items received in Banner feed to CRM Recruit daily
Documents uploaded to Banner/BDM display on the BDM viewer in CRM Recruit
Custom BRIM pl-sql package does all the custom integration on push to Banner
Auto Admission runs through Letter Generation PopSels, nightly process to admit record
Complete status
GPA / SAT / Program requirements etc

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

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

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

12. CRM Recruit Daily Push to Banner - UG
College codes check
Necessary for document pushing
Pushing
Spot check records
Errors / record matching
BDM document push / errors
Opportunity push
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

13. 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

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

15. Custom BRIM pl-sql Package

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

17. Custom BRIM pl-sql Package

18. Items Received
Modification of two delivered Ellucian views

19. Items Received Over 50 activity codes
Each night, items are auto imported into CRM Recruit

20. Custom JavaScript Validation
Needed
To validate selection against two fields on WFE
To alternate location availability based on term
We also use it to auto select high school on HS sub form
JS is put in a new section on the WFE form in the Extended Form Editor.

21. Custom JavaScript Validation

22. SSD AXIOM – Imports to Banner
Robust matching functionality with soundex/exact match/auto upload features
SAT/ACT Test Scores (Elite)
Multiple exact matching routines
Royall Applications (import into CRM Recruit)
Royall Documents
Custom matching to look at Royall ID, last name
Parchment Documents (Elite)
Custom matching to look at name, birthdate, high school

23. Royall Push to Banner Royall documents Royall Senior search names
Small percentage require manual touching
Royall Senior search names
Royall Senior responders
Royall Sp/Jr search names
Royall Sp/Jr responders
Royall opt outs

24. Parchment
PDF image files and csv index file get pulled from Parchment daily
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

25. 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
Few errors after adding new ADMR code
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

26. BDM Processing All documents 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 admr specific) indexing

27. Ireports – How we process
Dashboard areas for processing
Processing
Application Exceptions
Checklist Exceptions
Isolates applications that need processed rather than looking at each new record individually
Split between processors alphabet and special groups
Also a reporting tool for other areas on campus
Noticed early on that it was a major hit on the server each time the page was refreshed so we broke the pages out in a logical way

29. Ireports – How we process
Sort of a workflow concept
Documents load to BDM via Parchment/Royall/Recruit
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
Also works for Transfer Services entering Final / NonFinal for transcripts in the Status
If a receive date exists, but Status is ‘Null’, date is removed nightly before Auto Admits can run

30. 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
Unlisted HS but transcript received
Applying for term prior to grad date
Mismatched decision attributes
Address not in range of campus

31. Ireports- Exception Reports

32. 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

33. Auto Admits Percentage Auto Admitted
83% of our Fall 2019 admits
73% of our Fall 2018 admits
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

34. Dynamic Decision Sheet

35. Future Plans AXIOM Elite – 3rd quarter 2018
Banner Communication Manager (BCM) – 2018
BDM Xtender to v.16 – 1st quarter 2018
New version of CRM Recruit (5.1 or st quarter 2019)

36. Open to the Floor
Questions
Comments
Complaints

37. Thank You
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