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Streamlining Admissions Processing with Perceptive Content: A Case Study from UW-Whitewater

Join Steve Diesso and Jeff Blahnik from UW-Whitewater as they showcase how the Office of Admissions redesigned their workflow with Perceptive Content to enhance the handling of student admissions data. Discover strategies for integrating diverse document types, automating file routing, and balancing workloads among reviewers. Learn advanced techniques for data control and project management that will help you deal with the high volume of admissions documents effectively. This session will provide valuable insights for improving efficiency in admissions processing.

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Streamlining Admissions Processing with Perceptive Content: A Case Study from UW-Whitewater

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  1. Putting It All Together. Admissions Processing Made Easy with Perceptive Content! Presented by: Steve Diesso, Jeff Blahnik - UW-Whitewater Tuesday, November 12, 2013, Time 11:00 AM Session ID 1582 Session ID: 1582

  2. Session ID: 1582

  3. Introduction • Learn how the UW-Whitewater office of admissions redesigned their workflow process to efficiently control student admissions data for processing. Session ID: 1582

  4. Regional, Liberal Arts University located in Whitewater, Wisconsin • Enrollment: 12,000 students; Masters granting • Have been using Perceptive Content in Admissions since 2007 • Review 10,000 applications/year Who are We? Session ID: 1582

  5. Why Redesign? • Need to handle all the combinations of document arrivals • Paper Documents • Parchment, National Student Clearinghouse, Scrip-Safe • UW-System Electronic & Paper Applications • Combine the documents into Projects/Folders • Automatically route files to the appropriate processor to minimize as much human intervention as possible • Desire to even the workload and switch from population-based application review to territory-based review. • Easily integrate other departments to assist in the processing of applications. Session ID: 1582

  6. Learning Outcomes of this Session: • Advanced iScripting with direct integration with the PeopleSoft Student Information System • Using iScripts to build projects/folders with custom properties to control the routing of documents. • Advanced Workflow techniques and design. • Merging and controlling data between multiple departments. Session ID: 1582

  7. How do we deal with the volume of documents received in admissions? Transcripts Letters of Recommendation Test Scores Challenge #1: Session ID: 1582

  8. Homeless Documents Admissions Documents Session ID: 1582

  9. Homeless Documents Student Does Not Exist in SIS Student Exists as a Prospect Student is an Applicant Session ID: 1582

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  14. Student Does Not Exist in SIS Warhawk, Sue Session ID: 1582

  15. Student Does Not Exist in SIS Warhawk, Sue Session ID: 1582

  16. Student Does Not Exist in SIS Warhawk, Sue Session ID: 1582

  17. Student is a Prospect 1234567 Warhawk, Sue Session ID: 1582

  18. Student is a Prospect 1234567 Warhawk, Sue Session ID: 1582

  19. Student is a Applicant 1234567 Warhawk, Sue 1234567 NEW Session ID: 1582

  20. Student is a Applicant 1234567 Warhawk, Sue 1234567 NEW Session ID: 1582

  21. Student is a Applicant Admissions Process 1234567 Warhawk, Sue 1234567 NEW Session ID: 1582

  22. Streamline the Application Process Challenge #2: Session ID: 1582

  23. Session ID: 1582

  24. Processing the UW-System Electronic Application <Applications> <Application> <SavedApplicationID>49c8c7fe-63ce-4393-8fb0-7e6696bb9e14</SavedApplicationID> <UniqueHash>03130284</UniqueHash> <ACT_DATE>201302</ACT_DATE> <ACT_2_DATE>201302</ACT_2_DATE> <ACTIVITY_STATEMENT>.</ACTIVITY_STATEMENT> <AGE>18</AGE> <ALLOW_TEXT_MESSAGE>Y</ALLOW_TEXT_MESSAGE> <FIRST_NAME_PREFERRED /> <FIRST_NAME>Sue</FIRST_NAME> <LAST_NAME>Warhawk</LAST_NAME> Session ID: 1582

  25. Session ID: 1582

  26. Session ID: 1582 • Set the Default Printer • Unzip the “zipped” file into individual files • “Print” each file PDF File • Parse the XML data to build the keys • Build the index structure in the VB class • Call the Client API to load the files into Perceptive Content

  27. Session ID: 1582

  28. XML with All Applications Admissions Process 1234567 SIS Warhawk, Sue 1234567 NEW Session ID: 1582

  29. ID & Application Number SIS Session ID: 1582

  30. Student ID • Student Name • Application Number • Admit Type • Admit Term • External (UW-System) Application Number • Country (based on Home country) • State • Primary Ethnicity • Wisconsin Covenant • First Generation • Veteran • Adult • Assigned Recruiter (based on a Recruiters school list) Data used to build the Imagenow Folder/Project Session ID: 1582

  31. 1. Project Name is “<ID>|<APPLICATION NBR> 2. Custom Properties for the project are filled 1234567 Warhawk,Sue 1234567 03130284 Session ID: 1582

  32. Admissions Process 1234567 Warhawk, Sue 1234567 NEW Session ID: 1582

  33. Session ID: 1582

  34. How to get the project/folder the appropriate processor! Challenge #3: Session ID: 1582

  35. SIS Completed Checklists List of ID’s and Application Nbrs Project = <ID>|<APPLICATION NBR> Session ID: 1582

  36. Routing Rules • Non-New Freshman and Non-Summer/Fall New Freshman • Troy • Marilyn • Mary • New Freshman Internationals • Jin in Center for Global Ed • Adults • Dave • Veterans • Dave • Non-Residents • Jessica • By Assigned School • To the individual recruiter • Minority • Rob • Load Balanced • Rob, Jessica, Sarah, Britta, Kendall, Elizabeth, Dave, Jeff, James Session ID: 1582

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  46. Summary • Advanced Workflow and Project/Folders have made the admissions process more efficient • Database Calls to the SIS have reduced the number of errors • Using advanced iScripting has allowed simplier interdepartmental processing Session ID: 1582

  47. Questions? Session ID: 1582

  48. Thank You! Steve Diesso : diessos@uww.edu Jeff Blahnik : blahnikj@uww.edu Please complete the session evaluation form using the AACRAO Session ID: 1582

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