Electronic Data Management Breakthroughs Tools For Better Enrollment Management

1. Electronic Data Management BreakthroughsToolsFor Better Enrollment Management Intelligent Character Recognition Electronic Data Downloads Application Data Push Electronic Workflow On-line Application = More Efficiency in the Admissions Process Susan Blake & Joe F. Head Kennesaw State University Electronic Data Management Breakthroughs

2. What is Electronic Data? Information that is Dynamic, Lives, Can Be Technically Manipulated and Communicated: Digital content that can be reproduced, altered and quantified without loss of quality • In the SIS • On the web • Through email • In imaging (electronic folder) • Telecommunications • PC Hard Drives and Disks Electronic Data Management Breakthroughs

3. 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 • Provide rapid access simultaneously to networks and information by multiple users (Students and staff) Electronic Data Management Breakthroughs

4. Electronic Data Management Strategy Develop systems that will constructively capture useful information at the point of generation. 24/7 Access Extractable Delivery Compatible Relational Seamless Electronic Data Management Breakthroughs

5. 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 Electronic Data Management Breakthroughs

6. Electronic Data Management in Action!! Electronic Data Push Systems • Electronic and Hardcopy Applications Web Apps Paper Apps • Electronic Data Test Scores, Word Files, Prospect Cards Electronic Data Management Breakthroughs

7. Electronic Management of Applications • Web application? OR • Paper application? Electronic Data Management Breakthroughs

8. Electronic Management of Applications WEB Application • KSU uses outside vendor (CollegeNet) • We make it a deal • CNET ftp’s data file nightly Electronic Data Management Breakthroughs

9. Electronic Management of Applications Paper Application • ICR compatible • Higher fee • Scanned through Captiva • Data file created identical to CNET download Electronic Data Management Breakthroughs

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11. Electronic Management of Applications • Data files from CNET and Captiva imported into data push software (Nolij Transfer) • KSU pushes into BANNER (currently 6.x) • Nolij Transfer performs data matching for prevention of duplicate files Electronic Data Management Breakthroughs

12. Electronic Management of Applications • Lists possible matches for comparison by operator • User determines new or matched record • Search criteria customized for our institution Electronic Data Management Breakthroughs

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15. Electronic Management of Applications • Suspension rules customizable as well • Codes and mapping used are unique to institution Electronic Data Management Breakthroughs

16. Electronic Management of Applications • CNET data file sent nightly • Pushed into BANNER daily • PDF copy dropped into imaging daily SO … • Applicant can view on web • Front office can view in imaging Electronic Data Management Breakthroughs

17. 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 Electronic Data Management Breakthroughs

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19. Dual Screen monitors used to view Nolij imaging and SIS Banner Electronic Data Management Breakthroughs

20. Electronic Management of Applications When Application is Pushed into BANNER: Email acknowledgement sent to applicant Electronic Data Management Breakthroughs

21. 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 Electronic Data Management Breakthroughs

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26. Electronic AnnouncementsSupplemental Tools Phone Master Notification System Automatic Dialing and Announcing Devices Automated outbound phone calls • Missing documents • Visitation dates • Added classes during registration • Placement testing reminder • Orientation reminder Electronic Data Management Breakthroughs

27. Electronic Management of Applications • As credentials received, workflow sends back to operators • Moves on to counselors when necessary Electronic Data Management Breakthroughs

28. Electronic Management of Test Scores • SAT/ACT scores received • Nolij Transfer - batch mode • Adds new • Determines matches • User reviews matches • Run report for decisions Electronic Data Management Breakthroughs

29. Electronic Management of Applications • Applicant follows process on web status check • Email notifies of decision Electronic Data Management Breakthroughs

30. 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. Electronic Data Management Breakthroughs

31. Electronic Management of Applications • Decision Letter pushed into imaging as WORD.doc • Document Wizard – Nolij Web • Immediately visible to front office Electronic Data Management Breakthroughs

32. 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 Electronic Data Management Breakthroughs

33. 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 Electronic Data Management Breakthroughs

34. 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. Electronic Data Management Breakthroughs

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37. Electronic Data Management Breakthroughs For Questions Contact: Joe F. Head - jhead@kennesaw.edu Susan Blake – sblake@kennesaw.edu View or Print this presentation at http://www.kennesaw.edu/admissions/professional.html Electronic Data Management Breakthroughs