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Vanilla Without the Dots: Tips and Tricks for Admissions 8.0

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Past presenter at HEUG and MSACROA conferences. ... matriculate trigger definition. Vanilla Without the Dots. 18. Pulling it all Together: ... – PowerPoint PPT presentation

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Title: Vanilla Without the Dots: Tips and Tricks for Admissions 8.0


1
Vanilla Without the Dots Tips and Tricks for
Admissions 8.0
2
Mark Jacque Associate Director of
Admissions Towson University
3
Mark Jacque Associate Director of
Admissions Towson University Past presenter at
HEUG and MSACROA conferences. Setup and rolled
out admissions module at Towson University ahead
of schedule. Setup and maintain all 3C functions
for admissions office as well as for other
peripheral offices
4
The session will begin with a discussion of
successful approaches used by Towson for
leveraging the 3Cs to track and document
activities between the student and the admissions
office. A system enhancement that proved very
successful at Towson will be discussed in regard
to the 3Cs. Other topics will include what to
consider for reporting needs and the 3C Engine
when planning your setup values, examples of
quality control through queries, as well as where
and when to look for the small fires before they
become major conflagrations. Some strategies to
help admissions and peripheral office staff make
the transition from the legacy system to
PeopleSoft as smooth and painless as possible
will be considered. Finally, the session will
conclude with insights on when to abandon
workflow that simply isnt working in the real
world and when and how to tweak what actually
does work but could work better.
5
Setup Naming Conventions
6
Naming conventions are more important than you
think. They help group and organize student
types, communications, checklists, events and
triggers.
7
Naming Conventions for Standard Letter Codes
8
Naming Conventions Communication Categories
Naming Conventions Communication Contexts
9
Naming Conventions Admit Types
10
Setup Events Triggers
11
You can then use events and triggers to pull the
setup together and further automate your
admissions processing.
12
application engine event definition
13
application trigger definition
14
admit event definition
15
admit trigger definition
16
matriculate event definition
17
matriculate trigger definition
18
Pulling it all Together Letters
19
With the proper use of merge code you can setup a
letter generation process that pretty much runs
itself.
20
Letters
21
Letters
22
Letters
23
Letters
24
Letters
25
Pulling it all Together Checklists
26
checklist summary
27
new student checklist summary
28
After the fact 3C Tips
Letter Codes Letter Generation Checklists items
29
After the fact 3C Tips
Letter Codes Change letter codes each year.
You may end up with a student who has three admit
letters on the communication summary. By
changing codes each year letter descriptions
themselves can incorporate the year. You can
then recycle codes after a five or ten year
period. U22 2005 Admit
30
After the fact 3C Tips
Letter Generation How can I alphabetize
letters?
31
After the fact 3C Tips
Not in PeopleSoft Microsoft Word is a bit more
helpful
32
After the fact 3C Tips
33
After the fact 3C Tips
Checklists Items Keep in mind item status Keep
in mind items themselves
34
After the fact 3C Tips
Item Status Some that are not so obvious you
might want to leave as initiated for students to
view info in self service.
35
After the fact 3C Tips
36
After the fact 3C Tips
Checklists Items Try not to go overboard with
them. We started out with one for everything
conceivable and have cut items every year since
going live.
37
After the fact 3C Tips
Admissions Comments Admissions comments can be
used to insert various text not appropriate for
all students in your letters as either part of
the body or as a post script
38
After the fact 3C Tips
39
After the fact 3C Tips
40
After the fact 3C Tips
41
After the fact 3C Tips
42
After the fact 3C Tips
43
3C Modification
We had a programmer develop a 3C batch load that
has simplified the 3C process generally and
checklists specifically.
44
3C Modification
45
3C Modification
46
3C Modification
47
Setup Training Issues
48
At Towson, the most difficult part of training
was overcoming the resistance to change combined
with ingrained habits reinforced over years of
doing things the same way.
49
The best solution I found was to link the old to
the new whenever possible. To lay out processes
in a step-by-step fashion. And provide pictures!
50
Admit Type Table
51
Program Action Table
52
Users Guide
53
Users Guide
54
(No Transcript)
55
Setup Quality Control
56
With everything new and everyone getting up to
speed at different rates, I found it very
important to keep tabs on what the data looked
like.
57
Residency Trouble Shooting
58
Residency Trouble Shooting
59
DOB Errors
60
DOB Errors
61
Crystal Reports
What would we do without them? What can we do
with them?
62
Crystal Reports
Rewriting SQL For your Crystal Reports to work
properly, the SQL statement must be rewritten to
take into account the effective dating and
sequencing used in PeopleSoft
63
Crystal Reports
PS_ADM_APPL_PROG."EFFSEQ" (SELECT MAX
(PS_ADM_APPL_PROG."EFFSEQ") FROM
"SYSADM"."PS_ADM_APPL_PROG" PS_ADM_APPL_PROG
WHERE PS_ADM_APPL_PROG."EMPLID"
PS_ADM_APPL_DATA."EMPLID") AND
PS_ADM_APPL_PROG."ACTION_DT" (SELECT MAX
(PS_ADM_APPL_PROG."ACTION_DT") FROM
"SYSADM"."PS_ADM_APPL_PROG" PS_ADM_APPL_PROG
WHERE PS_ADM_APPL_PROG."EMPLID"
PS_ADM_APPL_DATA."EMPLID")
64
Crystal Reports
65
Crystal Reports
66
Crystal Reports
67
Crystal Reports
68
CHANGE
CHANGE
CHANGE
CHANGE
CHANGE
CHANGE
CHANGE
CHANGE
CHANGE
CHANGE
69
You need to change the way you think about
processes.
70
We used to process applications in a straight
line, from bio/demo to, sometimes, final decision.
71
Dont stop me now, Im on a roll
Bio/Demo gt Academic gt Tests gt Decision gt
Residency Coding
72
With PeopleSoft we changed that.
73
Reluctantly
74
From This
To This
75
The data entry in PS lends itself more to working
on one, perhaps two pages only.
76
Bio/Demo coding
External Academic Summary coding
Test Results coding
Decision coding
Residency coding
77
Q A
78
Contact Info
Mark Jacque Towson University mjacque_at_towson.edu 4
10.704.2811 v 410.704.5794 f
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