Beyond Archival Imaging

1. Beyond Archival Imaging Using Electronic Data Management Tools For More Effective Enrollment Management Susan Blake & Tara Rose Kennesaw State University SACRAO 2005 Myrtle Beach, SC

2. KSU Imaging History 1997 KSU implemented BANNER imaging product for Enrollment Services office of Admissions, Registrar and Financial Aid 1998 SCT discontinued support of imaging product 1999 KSU rolled to Nolij Corp. imaging product – Nolij Web SACRAO 2005 Myrtle Beach, SC

3. Kennesaw’s First Goal for Imaging Archival Imaging • Immediate retrieval capabilities • Customer service/public relations • Front office, phones, counselors SACRAO 2005 Myrtle Beach, SC

4. KSU Looks Beyond Archival Imaging Admissions Moves Toward • 24/7 access • Transactional web tools • Electronic data management SACRAO 2005 Myrtle Beach, SC

5. Goals of Electronic Data Management Improve Customer Service and Office Efficiency HOW? “Real Time Handling” Streamline the admission process • Reduce time spent on chasing and building files as they move through the admission process • Provide rapid access simultaneously to networks and information by multiple users (Students and staff) SACRAO 2005 Myrtle Beach, SC

6. Goals of Electronic Data Management Speeds Applicant Information Flow: • Accelerates input into student record system • Provides automated notices to students • Visible and secure to applicant on web • Alternative methods to populate fields • Provides access for multiple users to increase production SACRAO 2005 Myrtle Beach, SC

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8. Electronic Data Managementincludes: • Application Data Push for online applications and ICR (Intelligent Character Recognition) paper applications • SAT/ACT download/data push • Electronic Workflow for file processing • Document Wizard for written communications • Notepad for viewing/updating access = More Efficiency in the Admissions Process SACRAO 2005 Myrtle Beach, SC

9. Electronic Management of Applications • Web application? OR • Paper application? SACRAO 2005 Myrtle Beach, SC

10. Electronic Management of Applications WEB Application • KSU uses outside vendor (CollegeNet) • We make it a deal • CNET sends data file nightly SACRAO 2005 Myrtle Beach, SC

11. Electronic Management of Applications Paper Application • ICR compatible • Higher fee • Scanned through Captiva • Data file created identical to CNET download SACRAO 2005 Myrtle Beach, SC

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13. Electronic Management of Applications • Data files from CNET and Captiva are imported into data push software (Nolij Transfer) • KSU pushes data into our SIS - BANNER (currently 6.x) • Nolij Transfer performs data matching for prevention of duplicate files SACRAO 2005 Myrtle Beach, SC

14. Electronic Management of Applications Lists possible matches for comparison by operator • User determines new or matched record • Search criteria customized for our institution SACRAO 2005 Myrtle Beach, SC

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17. Electronic Management of Applications • Suspension rules customizable as well • Codes and mapping used are unique to institution SACRAO 2005 Myrtle Beach, SC

18. Electronic Management of Applications TIMING • CNET data file sent nightly • Pushed into BANNER daily • PDF copy can be dropped into imaging daily Or paper copy scanned & indexed SO … • Applicant can view on web • Front office can view in imaging SACRAO 2005 Myrtle Beach, SC

19. Electronic Management of Test Scores • SAT/ACT scores received • Nolij Transfer - batch mode • Adds new • Determines matches • Pushes matches that are absolute (name, ssn & dob) • User reviews other possible matches • Run report for decisions SACRAO 2005 Myrtle Beach, SC

20. Electronic Management of Applications Once Data File is Pushed • Electronic file moves to DE operator via workflow in imaging • Operator validates data in SIS • Corrects applicant misinformation SACRAO 2005 Myrtle Beach, SC

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22. Dual Screen monitors used to view Nolij imaging and SIS Banner SACRAO 2005 Myrtle Beach, SC

23. Electronic Management of Applications When Application is Pushed into BANNER: Email acknowledgement sent to applicant SACRAO 2005 Myrtle Beach, SC

24. Electronic Management of Applications Email to applicant directs to web for status check Dear Susan: This is a courtesy message to inform you that your application has been successfully entered into the KSU database. The likelihood of your eligibility can be determined by going to the Freshman Admissions Predictor at https://web1.kennesaw.edu/admissions/predictor/ How To Check Admission Status Your may use your KSU # - 000****** - - to check the status of your application and documentation. Click on "Check Application Status" at the KSU admissions web page -- www.kennesaw.edu/admissions SACRAO 2005 Myrtle Beach, SC

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29. Electronic AnnouncementsSupplemental Tools Phone Master Notification System Automatic Dialing and Announcing Devices Automated outbound phone calls & Telecenter (live) calls • Missing documents • Visitation dates • Added classes during registration • Placement testing reminder • Orientation reminder SACRAO 2005 Myrtle Beach, SC

30. Electronic Management of Applications • As credentials received, workflow sends the electronic folder back to operators • Moves on to counselors when complete and counselor review is necessary SACRAO 2005 Myrtle Beach, SC

31. Electronic Management of Applications • Applicant follows process on web status check • Email notifies of decision SACRAO 2005 Myrtle Beach, SC

32. Email to applicant directs to web for decision Dear Bethany: The decision for your application to KSU is now available. This is a courtesy announcement and may be viewed on-line. Please know that an official and more detailed letter will follow this notification. How To Check Your Admissions Decision Status When initially viewing your admission decision, we suggest that you view it at a time when your privacy is protected. You may check the status of your application now or in the future by clicking on "Check Application Status" at the KSU web page --www.kennesaw.edu/admissions You will need your new KSU # - - 000****** - - to access your record. If you have been admitted you may find the following websites to be helpful. SACRAO 2005 Myrtle Beach, SC

33. Electronic Management of Applications • Decision Letter pushed into imaging as WORD.doc • Document Wizard – Nolij Web • Immediately visible to front office SACRAO 2005 Myrtle Beach, SC

34. Electronic Management Continues Beyond The Office of Admissions Testing Housing Health Clinic Advisement Orientation Financial Aid Registration Campus email Web CT Online Courses One Card Activation SACRAO 2005 Myrtle Beach, SC

35. Electronic Data Management Breakthroughs Vendor Contacts • Academic Engine (Virtual Advisor) http://www.academicengine.com , sales@academicengine.com, (510) 251-8713 • DSI Supplies, Inc. (EBrochure) www.datasuppliesinc.com, (770) 449-6300 • Nolij Corp. (Imaging and Data Push) www.nolijcorp.com, general@nolijcorp.com, (888) 818-6654 • US Netcom (PhoneMaster) www.usnetcomcorp.com, (800) 695-7788 SACRAO 2005 Myrtle Beach, SC

36. Electronic Data Management Breakthroughs To access this session on the web in a readable or printable form, please visit: http://www.kennesaw.edu/admissions/professional.html Or go to ‘About Admissions’ on the KSU Admissions website. SACRAO 2005 Myrtle Beach, SC

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39. Electronic Data Management Breakthroughs For Questions Contact: Susan Blake – sblake@kennesaw.edu Tara Rose – trose@kennesaw.edu SACRAO 2005 Myrtle Beach, SC