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Presented by: Michelle Shipp and Shelly Lee -Murphy

Presented by: Michelle Shipp and Shelly Lee -Murphy. Part I: Treading Water in a Rising Tide – Automating for Free: Excel, Word and Outlook Part II: Jeff’s Database – Access as a Life Preserver Part III: Workshop – discussions, demonstrations, etc. Part I: Treading Water in a Rising Tide

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Presented by: Michelle Shipp and Shelly Lee -Murphy

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  1. Presented by: Michelle Shipp and Shelly Lee -Murphy Part I: Treading Water in a Rising Tide – Automating for Free: Excel, Word and Outlook Part II: Jeff’s Database – Access as a Life Preserver Part III: Workshop – discussions, demonstrations, etc.

  2. Part I: Treading Water in a Rising Tide Automating for free: Excel, Word and Outlook Michelle Shipp Assistant Director, Technology Solutions Center Columbia College of Missouri

  3. Snapshot: Testing Services at Columbia College 17, 559 ½ min. = 36 ½ work days of processing! 5,017 individual requests @ 3 min. 30 sec. processing time!!!

  4. Treading water is only good if you are awaiting rescue theprofitsacademy.com

  5. Step one: Relax your body so you don’t wear out • Your natural buoyancy does a lot more than you think. • Use Excel to keep you afloat. • Database for student and exam data • Reporting • Make the data work for you

  6. Repository of student data for specific exams Some examples and tricks… Database of ADA Students with specific needs, instructor and exam data.. TRICK: Concatenate fields to bulk schedule in Outlook! Database of Online Students for Bulk Exams at multiple times and locations. TRICK: Use formulas to determine room capacity!

  7. Reporting with excel making your case to be rescued Treading water. Good swimming technique for keeping your head above water. Bad lifestyle choice. Davidseger.tumblr.com

  8. Step two: Moving your arms and legs • Using Microsoft Word and Microsoft Outlook will help keep your head above water. Think of them as your arms and legs. • Microsoft Word - ARMS • Generic document templates • Email merge documents • Word forms • Microsoft Outlook - LEGS • Email forms • Categorizing • Appointment importing • Bulk scheduling • http://www.swimminglesson.com.my/wp-content/uploads/2011/12/treadwater2-300x203.jpg

  9. Generic Document templates Using generic document templates in Word can eliminate the need for typing the same message over and over again. By using a standard template along with the original email, we were able to streamline our Online Exam confirmation process.

  10. Email merge documents

  11. Word forms

  12. outlook Templates (FORMS)

  13. outlook Categories You are 87% water; The other 13% keeps you From drowning. P.E. Morris

  14. Workflows and trends

  15. Outlook Calendars

  16. Putting it all together • Reminders for upcoming exams • Exam confirmations • Customized exam coversheets

  17. Putting it all together • Schedule many exams at one time • Send bulk requests to examinee, Testing Center and faculty • Maintain consistency of data

  18. Automation results… Bottom line… (remember, the big guys are looking at numbers…) By automating some of our processes with the programs we already had for the exam that accounts for 87% of our business, we went from 36 ½ 8 hour days of processing per year to… (drumroll please) about 16 work days of processing per year. 5,017 individual requests @ 1 min. 30 sec. processing time!!!

  19. Questions or Comments? Contact me at: Michelle Shipp mrshipp@ccis.edu (573) 875-7485

  20. Part II: Jeff’s Database Access as a Life Preserver Shelly Lee-Murphy Test Administrator Bellevue University Questions or Comments? Contact me at: Shelly.lee@bellevue.edu (402) 557-7432

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