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Process Manager

Process Manager. What is the Process Manager?. Online customized workflow system Tool that allows customized document tracking and storage Hosted ASP Solution A full-service, fully-online, turnkey solution from applicant to matriculated student. Power of the Process Manager.

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Process Manager

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  1. Process Manager

  2. What is the Process Manager? • Online customized workflow system • Tool that allows customized document tracking and storage • Hosted ASP Solution • A full-service, fully-online, turnkey solution from applicant to matriculated student

  3. Power of the Process Manager • Colleges can define and manage their Process • Document tracking and storage • The Process Manager facilitates the assignment of groups of individuals to a specified Process or pipeline based on criteria defined by each college. • For example, international applicants from Mexico or applicants with a non-residence status

  4. The Many Uses of the Process Manager • Track and manage International students process for applicant to the I-20, with document collecting and storage • Non-Resident process and document collection • Employment forms

  5. Who can use the Process Manager? • Delivered with the International Student Application • Integrated into CCCTran Transcript Processing • An add on tool to other CCCApply applications (BOG and Standard Admission Application) • No installation or software required – online! • Ease of use – no need for a programmer or IT assistance

  6. Key Features • Workflow Management • Document Tracking • Communications

  7. Workflow Management • College defined and managed Process – Fully Customized! • Define Steps and Stages of the Process from the time the online application is submitted from the time it is approved with all additional requirements • Stages are a linear process, one stage being completed before the next • Steps within a stage can be linear or parallel

  8. Document Tracking • Define custom documents that are interactive or static, combining text, images, even audio and video • Permit applicants to upload documents or provide instructions for mailing or faxing them • Set controls for types of files and sizes of electronically uploaded files

  9. Communications • Instructions to applicant can be posted at any Stage or Step and sent automatically via email • All activities and email messages in the process tracked in a log • Colleges can add notes to any part of the Process, either confidentially or visible to the student • Applicants can see where they are at in the process and what is required next at any time • Colleges can monitor the Process for both the individual student or for all students at any given stage or step

  10. Key Functions • Helps colleges track applicants throughout the entire process • Informs students and staff of their current status and remaining requirements • Facilitates communication between the college and applicants beyond application submission

  11. How it Works:College & Student Interfaces • Process Manager is linked to an Application • Colleges set up and manage the Process Manager through the Control Center site • Students view and interact with the Process Manager using the Application Manager • Real-time interaction and communications between both interfaces

  12. The Process Manager consist of a series of abstracted layers, (Processes, Stages, and Steps) each representing a construct for logging, tracking, initiating, displaying, and managing events. Processes, Stages and Steps

  13. CollegesProcess Manager & DesignerControl Center Site

  14. Control Center • Process Designer and Process Manager tools are seamlessly integrated into existing application processing tools

  15. Process Designer Features • Allows colleges to define their unique business rules step-by-step • Builds a simple framework that integrates various Process requirements • Provides a simple organization schema

  16. Process Organization • Process is built of Stages • Stages are containers for logically-grouped Steps • Stages must be completed sequentially • Steps can be independent or dependent Step

  17. Process Settings • Custom formats for student-viewed areas, such as colors, fonts, logos • Colleges can decide if the Process is viewable to students • Define entry rules for which applicants become part of the Process

  18. Process Designer: Stages • Internal vs. external descriptions • Active or inactive • Student viewable options • Deadlines

  19. Process Designer: Steps

  20. Step Types • Decision – using the Rules Wizard • Transcripts • Receive documents (electronic & paper) • Supplemental Form Collection • Steps can be completed in any order • Steps can be dependent or independent

  21. Process Designer: Communication • Set up automatic Stage and Step completion emails • Custom emails can be sent to the college staff or to the student

  22. Process Management • View students’ current status throughout the admission process • Manually update Process, Stages, or Steps and automatic updates! • Send emails, add notes, attach documents

  23. Process Management • View lists of completed and not completed applicants for the Process, Stages, and Steps • Create custom reports from each set of results

  24. Process Management • Access individual student profiles to • Update status • Send emails • Attach documents • Add notes

  25. StudentProcessApplication Manager

  26. Student Access • Students can track their Application Status in their Personal Application Manager on CCCApply

  27. Student Access • Direct links to each student’s Application Status can be sent in follow-up emails

  28. Student Access • Student can view all Stages and Steps that have been defined by the college as student viewable • Interface can be customized by the college and feature institution branding

  29. Student Access • Students can view deadlines and instructions for incomplete Stages and Steps • Viewable notes and links to Supplemental Forms are available

  30. Student Access • Students can upload files, images, audio and video • Colleges set acceptable file types and sizes

  31. Student Access • Students can complete online forms • Instant email confirmation when a form is submitted

  32. Benefits • Works with existing CCCApply applications and integrates into the Control Center site • Allows colleges to define their business process for applicants • Extremely flexible architecture • Enables colleges to ensure all requirements are met • Allows students to stay connected to their chosen college throughout the application process

  33. And More Benefits • Able to create unlimited online forms • Complete document tracking and storage • Real-time communication through email and notes through the Application Manager • Complete event and communication tracking • Staff and applicant can see progress at a glance

  34. An international student has applied to Grossmont College for Fall 2007. By clicking on the Application Status View link below Amber can see the various outstanding items and/or tasks remaining for her application. CCCApply-International Process Manager

  35. Now Amber can see that her on-line application has been completed; the prominent checkmark is easy to see. The Admission Requirements section should draw her attention. Let’s look at the Sponsor Form task… CCCApply-International Process Manager

  36. Detailed instructions are provided. For this requirement, Amber would link back to the Grossmont College website then print the form, complete it and mail back to the college. CCCApply-International Process Manager

  37. This is a Sponsor Form from the college website. Amber must get this form completed by the appropriate people and send it back to the college. CCCApply-International Process Manager

  38. In the meantime, a staff member in the Admissions Office has logged onto the CCCApply International Application Control Center and is going to search for Amber to see how she is doing. CCCApply-International Process Manager

  39. Here we are searching for Amber by her first name. CCCApply-International Process Manager

  40. CCCApply-International Process Manager When we find Amber Garner, we click on the person icon to retrieve her application.

  41. CCCApply-International Process Manager Now we have the detail record for Amber; we need to link to Process Manager Activity

  42. CCCApply-International Process Manager Amber has mailed in her Sponsor form and it is okay; time to complete that task

  43. CCCApply-International Process Manager Select Complete and click on the Save button.

  44. CCCApply-International Process Manager Let’s add a note about this Sponsor Form

  45. CCCApply-International Process Manager A note has been added and we clicked the option to let the student view it.

  46. CCCApply-International Process Manager The Sponsor Step has been completed and Amber sees the change in status from Not Complete to Complete

  47. CCCApply-International Process Manager And the note we added is visible to Amber In addition to the note we could have sent an email to the student. When the student sends or uploads all the necessary forms; the process will be complete and a checkbox will appear on the Application Status page.

  48. CCCApply-International Process Manager Amber is ready to upload her passport; she clicks on the Passport ID page step

  49. CCCApply-International Process Manager Instructions are provided; Amber clicks on the Fill Out the Form button

  50. CCCApply-International Process Manager Instructions are provided; click the Upload button

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