Project Minerva Transition to Paperless – Solution Overview

Project MinervaTransition to Paperless – Solution Overview

Solution overview • Objectives • Share proposed solution for the provision of digital Copy Forms • Understand implications on admissions processes, integration mechanisms and usage scenarios • Agenda • Process • Solution • Configuration & templates • Daily process • On-demand process • Integration • Q&A

Solution overview Current Process • Daily creation of paper copy forms for applications for configured courses • Single format for all copy forms • Manual process to request additional copy forms

Solution overview New Process • Replacement of paper Copy Forms with digital (PDF) Copy Forms • Continuation of existing daily process • Introduction of an On-Demand copy form capability • Multiple templates for digital Copy Forms

Solution overview Configuration & Templates • Configuration process to remain largely unchanged • Requirement for a digital Copy Form for applications to be made at institution, campus or course level • Configuration to be extended to enable a digital Copy Form template selection at institution, campus or course level • Templates will be predefined per scheme and fixed for the duration of the cycle

Solution overview Daily Process • Overnight batch process generates PDF Copy Forms & email alerts HEI nominee • HEI logs in through WebLink and selects new Copy Form web application • Copy Form application provides date driven selection list of automatically created digital Copy Forms • Each PDF Copy Form contains a single applicants information (tbc) • Automatically created PDF Copy Forms will be compressed into a single download • User may select the hyperlink to initiate a download through their web browser

Solution overview On Demand Process • New capability allowing ad-hoc creation of digital Copy Forms by institutions • New web application allowing search, sort and filter on applications to courses prior torequest to generate Copy Forms • Summary level detail of applications to be presented through the new web application • Digital Copy Forms created on an hourly basisand made available for download through the web application • Requests to create large volumes of digital Copy Forms by a single user will be throttled to ensure access by all institutions

Solution overview Integration • Digital Copy Forms can be retrieved manually from the new Web Application • Digital Copy Forms can be retrieved using FTP • Digital Copy Forms will not be distributed using ODBC Link or XML Link

Solution overview Q & A? Discussion Group Questions • How should we alert you of new digital Copy Forms? • Other than manual downloads, how else should digital Copy Forms be distributed? • Can you support PDF Copy Forms (storage, distribution, printing)? • Can we agree a standard for filenames to assist in your processing of the digital Copy Forms? • Does the proposal to not implement changes to ODBC Link and XML Link hamper your adoption of this solution? • Are there any future systems enhancements e.g. introduction of links to digital Copy Forms to Web Link screens? • How will this solution integrate into your own paperless admissions process? • How might we work together to pilot the solution?

Project Minerva Transition to Paperless – Solution Overview