Communications Management: Introduction to the Basics

1. Communications Management:Introduction to the Basics Peter Woodward Systems Analyst Baldwin Wallace University

2. Communications Management: The Basics About Baldwin Wallace University: -Located in Berea, OH (just outside of Cleveland) -Four-Year Private University, founded in 1845 -4100 students (Graduate and Undergraduate) -Colleague institution since 1998 About Me: -In Financial Aid since 2002 -With Baldwin Wallace since 2005 -Presented at DUG conference 2007-2012 -Member of the FARCAT 2008-2012 -Elected to DUG Governing Board 2012

3. Communications Management: The Basics • What is Communications Management? • CM is a Colleague module that enables you to: • request information from students • track the receipt of documents • send paper and electronic communications • schedule a series of documents to send automatically • do more with less!

4. Communications Management: The Basics • Keep in mind… • CM is a very complex module with a number of advanced functions. • This session will focus on the basic components and functions of CM to provide a starting point for further exploration.

5. Communications Management: The Basics • A high level overview of CM: • What? • Communications Codes (CMC, CRI, CRG) • Paragraphs (DPAR, DOCP) • Documents (DOC) • When? • Tracks (TRC) • Who? • Correspondence Requests (CRRD, CRA, GTA) • How? • Processing (PCB, PCEX, DMP)

6. Communications Management: The Basics CMC-Communication Codes

7. Communications Management: The Basics • CMC • Represent documents that were sent or received • CM Codes are displayed on the CRI Screen • Can be added: • manually (CRI) • in batch (CRG) • using rules (CRA) • Can trigger other events when assigned or received • May or may not be year specific Be sure to develop a naming convention (e.g., FACYYXXX)!

8. Communications Management: The Basics DPAR-Define Custom Paragraphs

9. Communications Management: The Basics • DPAR • Paragraphs define the text included in a message • Paragraphs can contain: • Text • Colleague fields • References to MS Word Bookmarks • HTML Code • Paragraphs are called by Documents Be sure to develop a naming convention (e.g., FAPYYXXX)!

10. Communications Management: The Basics DOC- Document Codes

11. Communications Management: The Basics • DOC • Defines the actual documents that are sent • Different types can be defined: • Email (different types can be defined) • COQT (Comma Quote) • WINTEG.WORD (Merge into MS Word) • Details to: • DOCP - Document Paragraphs • DFS – Document File Setup • HDCD – Hard Copy Document Options • EMLD – Email Document Options Be sure to develop a naming convention (e.g., FADYYXXX)!

12. Communications Management: The Basics DOCP – Document Paragraphs

13. Communications Management: The Basics • DOCP • Defines Paragraphs to include in a Document • Use DOCP to specify: • All Paragraphs to be included • The order the paragraphs should be displayed • Rules to determine if a paragraph should print • e.g., If a student has been selected for verification include a description of the process.

14. Communications Management: The Basics • DFS - Document File Setup • Specify fields to merge from Colleague and their format • HDCD - Hardcopy Document Options • Interfaces with Word to layout the document • EMLD - Email Document Option • Allows you to specify Return and Reply-to email addresses and subject line text*

15. Communications Management: The Basics TRC – Tracking Codes

16. Communications Management: The Basics • TRC • A Track is a set of documents sent at specified intervals • Tracks can consist of: • One or more documents • The same or different documents • Specific calendar dates or relative days Be sure to develop a naming convention (e.g., FATYYXXX)!

17. Communications Management: The Basics CRRD-Correspondence Requests Definition

18. Communications Management: The Basics • CRRD • Used to specify rules that are called to assign CMC codes to student records • CRA uses the defined request to evaluate students • Can be run on individuals or savedlists • Defined requests can also add students to or delete students from document tracks • CRAA – Corres Requests Assign Action Be sure to develop a naming convention (e.g., FARYYXXX)!

19. Communications Management: The Basics CRA – Corres Request Assignment

20. Communications Management: The Basics • CRA • Uses the Correspondence Requests defined on CRRD to assign CM Codes, Tracks, and Documents • Can run with savedlists or by individual IDs • Additional rules can be used at run time to further limit assignment • When running CRA: • Run in DELETE mode to clear existing requests • Run in ADD mode to add/re-add new requests • DELETE/ADD can be run at the same time or separately

21. Communications Management: The Basics CRG – Group Communication Entry

22. Communications Management: The Basics • CRG • Process to assign CM codes in batch • Can be used to: • Assign one or many codes • Assign a status with each code • Assign a date to the codes/statuses (defaults to today) • Can use savedlist or individual IDs

23. Communications Management: The Basics GTA – Group Track Assignment

24. Communications Management: The Basics • GTA • Batch process that can: • Assign students to a track • Delete students from a track • Can be run using savedlists or individual IDs • Can also be used to delete students from tracks that were assigned via other methods (i.e. CRA, etc.)

25. Communications Management: The Basics PCB – Process Correspondence Batch

26. Communications Management: The Basics • PCB • Processes Documents assigned by events or tracks • Able to process documents by date range • Can add additional selections/sorts at run time • Multiple Functions: • Count, Process, History, Select , Unselect, Delete

27. Communications Management: The Basics PCBP – Process Corres Print Options

28. Communications Management: The Basics • PCBP • Selects additional processing options at run time • Can run History at the same time as processing • Can update CM code statuses • Can specify batch sizes for email • This is important so as not to trigger spam filters

29. Communications Management: The Basics BPD – Batch Process Definition

30. Communications Management: The Basics • BPD • Used to simplify processing for recurring batches • Can be used to specify: • Selection criteria • Sort criteria • Documents to process • When defined, you only need to enter date range and process name on PCB

31. Communications Management: The Basics PCEX – Express Corresp Processing

32. Communications Management: The Basics • PCEX • Can be used to run all PCB steps from one process • Driven by document type • Builds, Processes, and Deletes letter requests • Update CM code status • Uses savedlists or individual IDs

33. Communications Management: The Basics DMP – Document Merge Processing

34. Communications Management: The Basics • DMP • An alternate way to generate letters on demand • Use for letters that merge data from Colleague • CM codes and statuses can be added • Additional Selection Criteria can be used

35. Communications Management: The Basics Why is having a naming convention so important? ???

36. Communications Management: The Basics FASA – Financial Aid Setup Assistant

37. Communications Management: The Basics • FASA • Copies CM components from FA year to FA year • Components must be assigned to an FA year • Components should use naming convention! • Specify new component name and description • All associated files will be created when processed • Once copied any changes must be changed manually • Paragraph text must be reviewed and updated manually

38. Communications Management: The Basics CSDC – CM Setup

39. Communications Management: The Basics Questions? ???

40. Communications Management: The Basics • More Questions?!? Peter Woodward System Analyst Baldwin Wallace University pwoodwar@bw.edu