Title: The Foundational Role of Imaging in Enrollment Management at KSU An Electronic Data Management Strategy
1The Foundational Role of Imagingin Enrollment
Managementat KSUAn Electronic Data Management
Strategy
Using Electronic Data Management Tools For More
Effective Enrollment Management
2Kennesaw State University
- Profile
- Public
- 20,000 enrollment
- 3rd largest institution in Georgia
- 60 women
- 90 claim to work
- Average age 25
- Average SAT 1060
- Opened in 1967
- Became a university in 1995
- 2000 residents on campus
- 20 miles north of Atlanta
- Semester calendar
- Inexpensive tuition/fees, 3200 annually
- Banner SIS since 1997, (currently 7.x)
- KSU Reorganized to create Enrollment Services in
1995 (Admissions, Registrar, Financial Aid,
Testing, Orientation)
3Digital Enrollment ManagementSelected Highlights
4KSU Imaging History
- 1997 KSU implemented BANNER SIS product for
Enrollment Services office of Admissions,
Registrar and Financial Aid - 1998 Conducted Imaging Research and selected
SCT/Imaging for installation in 1999. - 1999 SCT discontinued support of imaging product,
did not follow through with identifying new
imaging partner - 2000 KSU rolled to Nolij Corp. imaging product
Nolij Web - 2002 - Present KSU began to expand office
operations to employ further digital options that
were inspired by or grounded from imaging
technologies
5Robust Operation
- Fundamentally, Imaging has evolved to produce a
more robust Enrollment Management function which
has enhanced a range of support services.
6Kennesaws First Goal for Imaging
- Initial Archival Imaging Objectives
- Bullet proof document storage
- Immediate retrieval capabilities
- Public relations relief
- Front office, phones, counselors
- Campus access for advisement
- Scaleable options
- Simple learning curve
- Affordable system
7Goals 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
as they move through the admission process - Provide rapid access simultaneously to
information by multiple users (Students and staff)
8Electronic Data Management
- Strategy to Launch EDM
- Migrate offices away from hardcopy environment
- Charge more for paper application fee
- 2005 final year for hardcopy application
- Aggressively develop imaging practices to partner
with data download upgrades - (Score downloads, transcript push, imaging to
SIS interface) - 2005 explored workflow and began implementation
9KSU Looks Beyond Archival Imaging
- Admissions Moves Forward
- Move eligible systems to 24/7 access
- Transactional web tools
- EDM viewed as a tool to speed data to SIS, web
and end campus users - Electronic workflow implications
- Coordinate with other Enrollment Services
(Registrar, Financial Aid, Orientation, etc)
1024/7 Transactional Web Tools
- Operationally, EDM focuses on
- processing application
- data and supporting
- data, which in turn supports
- customer service and conversion rates
11The Role of Processing in EM
- Efficient processing is often overlooked as a
competitive and powerful recruitment tool. - The strategy is to provide state of the art
processing behind the scenes allowing students
greater ability to self serve. - Technology can become a discrete processing
tool to advance conversions
12Electronic Management of Applications
- Web application?
- OR
- Paper application?
13Electronic Management of Applications
- Applicant follows process on web status check
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18Management of Application Flow
- Electronic data push of web applications and
electronic test scores - ICR application push for paper applications
(obsolete) - On line application data push to SIS and internal
Document Wizard imaging system - Document Wizard archive push for outbound
correspondence - Benefit to KSU downloads into Banner, minimizes
Data Entry, paper handling and provides immediate
access to multiple users across campus
19Electronic Data Management
- EDM Suite of Tools
- Application Data Push for online applications and
ICR (Intelligent Character Recognition) paper
applications - SAT/ACT download/data push
- Electronic Workflow for file processing
- Document Wizards for written communications, PDF
and HTM images - Notepad for viewing/updating access
- More Efficiency in Enrollment Services
20Management of Application Flow
- Electronic Data Management
Imaging Hardware
Investment in Operator Equipment to Enhance
Efficiency
21Dual Screen monitors used to view Nolij imaging
and access Banner
22Electronic 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
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24Electronic Management of Documents
- When Supporting Credentials Are Received
- Electronic file moves to DE operator
- via workflow in imaging
- Operator maintains data in SIS
- Determines if admission decision can be made
25Electronic Management of Documents
- Operators make some admission decisions
- Acceptance/rejection letters go to Counselors for
double check in imaging before mailing - Others are referred to Admissions Counselors for
decisions
26Electronic Management of Applications
- Document Wizards
- Decision letter pushed into imaging as WORD.doc
- PDF (CNET) applications pushed into imaging
- HTM (XAP) applications pushed into imaging
- BENEFIT - Immediately visible to all support staff
27Electronic Management of Applications
- Convergence of Technologies
- First Relief Felt 2005-2006
- (Backlog Volume Tamed)
- Data input into Banner for web confirmation
- Students notified earlier of credentials needed
- Electronic files reviewed and completed sooner
- Decisions made and communicated earlier to
applicants - Added value to customer service by KSUs
personnel ability to instantly access electronic
files for processing and counseling
28Electronic Management Continues
- Beyond the Office of University Admissions
- Imaging is used
- Registrar
- Graduate Admissions
- Academic Advising
- Health Clinic
- Orientation/Counseling
- Financial Aid
- Academic Affairs
- Human Resources
- International Admissions
- (over 350 users across campus)
29Imaging Electronic Data Management Breakthroughs
- Vendor Contact
- Nolij Corp.
- (Imaging and Data Push)
- www.nolijcorp.com, general_at_nolijcorp.com,
(888) 818-6654 -
30Imaging Electronic Data Management Breakthroughs
- For Questions Contact
- Joe F. Head
- jhead_at_kennesaw.edu
- Susan Blake
- sblake_at_kennesaw.edu
2004 AACRAO Apex Award