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The Foundational Role of Imaging in Enrollment Management at KSU An Electronic Data Management Strategy

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Title: The Foundational Role of Imaging in Enrollment Management at KSU An Electronic Data Management Strategy


1
The Foundational Role of Imagingin Enrollment
Managementat KSUAn Electronic Data Management
Strategy
Using Electronic Data Management Tools For More
Effective Enrollment Management
2
Kennesaw 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)

3
Digital Enrollment ManagementSelected Highlights
4
KSU 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

5
Robust Operation
  • Fundamentally, Imaging has evolved to produce a
    more robust Enrollment Management function which
    has enhanced a range of support services.

6
Kennesaws 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

7
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
    as they move through the admission process
  • Provide rapid access simultaneously to
    information by multiple users (Students and staff)

8
Electronic 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

9
KSU 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)

10

24/7 Transactional Web Tools
  • Operationally, EDM focuses on
  • processing application
  • data and supporting
  • data, which in turn supports
  • customer service and conversion rates

11
The 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

12
Electronic Management of Applications
  • Web application?
  • OR
  • Paper application?

13
Electronic Management of Applications
  • Applicant follows process on web status check

14
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18
Management 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

19
Electronic 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

20
Management of Application Flow
  • Electronic Data Management

Imaging Hardware
Investment in Operator Equipment to Enhance
Efficiency
21
Dual Screen monitors used to view Nolij imaging
and access Banner
22
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

23
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24
Electronic 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

25
Electronic 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

26
Electronic 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

27
Electronic 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

28
Electronic 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)

29
Imaging Electronic Data Management Breakthroughs
  • Vendor Contact
  • Nolij Corp.
  • (Imaging and Data Push)
  • www.nolijcorp.com, general_at_nolijcorp.com,
    (888) 818-6654

30
Imaging Electronic Data Management Breakthroughs
  • For Questions Contact
  • Joe F. Head
  • jhead_at_kennesaw.edu
  • Susan Blake
  • sblake_at_kennesaw.edu

2004 AACRAO Apex Award
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