Vanilla Without the Dots: Tips and Tricks for Admissions 8.0

Vanilla Without the Dots: Tips and Tricks for Admissions 8.0

Mark JacqueAssociate Director of AdmissionsTowson University Vanilla Without the Dots

Mark Jacque Associate Director of Admissions Towson University Past presenter at HEUG and MSACROA conferences. Setup and rolled out admissions module at Towson University ahead of schedule. Setup and maintain all 3C functions for admissions office as well as for other peripheral offices Vanilla Without the Dots

The session will begin with a discussion of successful approaches used by Towson for leveraging the 3Cs to track and document activities between the student and the admissions office. A system enhancement that proved very successful at Towson will be discussed in regard to the 3Cs. Other topics will include what to consider for reporting needs and the 3C Engine when planning your setup values, examples of quality control through queries, as well as where and when to look for the small fires before they become major conflagrations. Some strategies to help admissions and peripheral office staff make the transition from the legacy system to PeopleSoft as smooth and painless as possible will be considered. Finally, the session will conclude with insights on when to abandon workflow that simply isn’t working in the real world and when and how to tweak what actually does work but could work better. Vanilla Without the Dots

Setup:Naming Conventions Vanilla Without the Dots

Naming conventions are more important than you think. They help group and organize student types, communications, checklists, events and triggers. Vanilla Without the Dots

Naming Conventions for Standard Letter Codes Vanilla Without the Dots

Naming Conventions – Communication Categories Naming Conventions – Communication Contexts Vanilla Without the Dots

Naming Conventions – Admit Types Vanilla Without the Dots

Setup:Events & Triggers Vanilla Without the Dots

You can then use events and triggers to pull the setup together and further automate your admissions processing. Vanilla Without the Dots

application engine event definition Vanilla Without the Dots

application trigger definition Vanilla Without the Dots

admit event definition Vanilla Without the Dots

admit trigger definition Vanilla Without the Dots

matriculate event definition Vanilla Without the Dots

matriculate trigger definition Vanilla Without the Dots

Pulling it all Together:Letters Vanilla Without the Dots

With the proper use of merge code you can setup a letter generation process that pretty much runs itself. Vanilla Without the Dots

Letters Vanilla Without the Dots

Pulling it all Together:Checklists Vanilla Without the Dots

checklist summary Vanilla Without the Dots

new student checklist summary Vanilla Without the Dots

After the fact 3C Tips Letter Codes Letter Generation & Checklists items Vanilla Without the Dots

After the fact 3C Tips Letter Codes: Change letter codes each year. You may end up with a student who has three admit letters on the communication summary. By changing codes each year letter descriptions themselves can incorporate the year. You can then recycle codes after a five or ten year period. U22 = 2005 Admit Vanilla Without the Dots

After the fact 3C Tips Letter Generation: How can I alphabetize letters? Vanilla Without the Dots

After the fact 3C Tips Not in PeopleSoft Microsoft Word is a bit more helpful Vanilla Without the Dots

After the fact 3C Tips Vanilla Without the Dots

After the fact 3C Tips Checklists Items: Keep in mind item status Keep in mind items themselves Vanilla Without the Dots

After the fact 3C Tips Item Status: Some that are not so obvious you might want to leave as initiated for students to view info in self service. Vanilla Without the Dots

After the fact 3C Tips Checklists Items Try not to go overboard with them. We started out with one for everything conceivable and have cut items every year since going live. Vanilla Without the Dots

After the fact 3C Tips Admissions Comments Admissions comments can be used to insert various text not appropriate for all students in your letters as either part of the body or as a post script Vanilla Without the Dots

3C Modification We had a programmer develop a 3C batch load that has simplified the 3C process generally and checklists specifically. Vanilla Without the Dots

3C Modification Vanilla Without the Dots

Setup:Training Issues Vanilla Without the Dots

At Towson, the most difficult part of training was overcoming the resistance to change combined with ingrained habits reinforced over years of doing things the same way. Vanilla Without the Dots

The best solution I found was to link the old to the new whenever possible.To lay out processes in a step-by-step fashion.And provide pictures! Vanilla Without the Dots

Admit Type Table Vanilla Without the Dots

Vanilla Without the Dots: Tips and Tricks for Admissions 8.0