Communications Management: Introduction to the Basics Peter Woodward Systems Analyst Baldwin Wallace...
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Transcript of Communications Management: Introduction to the Basics Peter Woodward Systems Analyst Baldwin Wallace...
Communications Management:Introduction to the Basics
Peter WoodwardSystems AnalystBaldwin Wallace University
About Baldwin Wallace University:-Located in Berea, OH (just outside of Cleveland)-Four-Year Private University, founded in 1845-4100 students (Graduate and Undergraduate)-Colleague institution since 1998
About Me:-In Financial Aid since 2002-With Baldwin Wallace since 2005-Presented at DUG conference 2007-2012-Member of the FARCAT 2008-2012-Elected to DUG Governing Board 2012
Communications Management: The Basics
• What is Communications Management?– CM is a Colleague module that enables you to:• request information from students• track the receipt of documents• send paper and electronic communications• schedule a series of documents to send automatically• do more with less!
Communications Management: The Basics
• Keep in mind…
– CM is a very complex module with a number of advanced functions.
– This session will focus on the basic components and functions of CM to provide a starting point for further exploration.
Communications Management: The Basics
• A high level overview of CM:– What?• Communications Codes (CMC, CRI, CRG)• Paragraphs (DPAR, DOCP)• Documents (DOC)
– When?• Tracks (TRC)
– Who?• Correspondence Requests (CRRD, CRA, GTA)
– How?• Processing (PCB, PCEX, DMP)
Communications Management: The Basics
CMC-Communication Codes
Communications Management: The Basics
• CMC– Represent documents that were sent or received – CM Codes are displayed on the CRI Screen– Can be added:
• manually (CRI)• in batch (CRG)• using rules (CRA)
– Can trigger other events when assigned or received– May or may not be year specific
Be sure to develop a naming convention (e.g., FACYYXXX)!
Communications Management: The Basics
DPAR-Define Custom Paragraphs
Communications Management: The Basics
• DPAR– Paragraphs define the text included in a message– Paragraphs can contain:• Text• Colleague fields• References to MS Word Bookmarks• HTML Code
– Paragraphs are called by Documents
Be sure to develop a naming convention (e.g., FAPYYXXX)!
Communications Management: The Basics
DOC- Document Codes
Communications Management: The Basics
• DOC– Defines the actual documents that are sent– Different types can be defined:
• Email (different types can be defined)• COQT (Comma Quote)• WINTEG.WORD (Merge into MS Word)
– Details to:• DOCP - Document Paragraphs• DFS – Document File Setup• HDCD – Hard Copy Document Options• EMLD – Email Document Options
Be sure to develop a naming convention (e.g., FADYYXXX)!
Communications Management: The Basics
DOCP – Document Paragraphs
Communications Management: The Basics
• DOCP– Defines Paragraphs to include in a Document
– Use DOCP to specify:• All Paragraphs to be included• The order the paragraphs should be displayed • Rules to determine if a paragraph should print
– e.g., If a student has been selected for verification include a description of the process.
Communications Management: The Basics
• DFS - Document File Setup– Specify fields to merge from Colleague and their
format• HDCD - Hardcopy Document Options– Interfaces with Word to layout the document
• EMLD - Email Document Option– Allows you to specify Return and Reply-to email
addresses and subject line text*
Communications Management: The Basics
TRC – Tracking Codes
Communications Management: The Basics
• TRC– A Track is a set of documents sent at specified
intervals– Tracks can consist of:• One or more documents• The same or different documents• Specific calendar dates or relative days
Be sure to develop a naming convention (e.g., FATYYXXX)!
Communications Management: The Basics
CRRD-Correspondence Requests Definition
Communications Management: The Basics
• CRRD– Used to specify rules that are called to assign CMC
codes to student records
– CRA uses the defined request to evaluate students • Can be run on individuals or savedlists
– Defined requests can also add students to or delete students from document tracks• CRAA – Corres Requests Assign Action
Be sure to develop a naming convention (e.g., FARYYXXX)!
Communications Management: The Basics
CRA – Corres Request Assignment
Communications Management: The Basics
• CRA– Uses the Correspondence Requests defined on
CRRD to assign CM Codes, Tracks, and Documents– Can run with savedlists or by individual IDs– Additional rules can be used at run time to further
limit assignment– When running CRA:• Run in DELETE mode to clear existing requests• Run in ADD mode to add/re-add new requests• DELETE/ADD can be run at the same time or separately
Communications Management: The Basics
CRG – Group Communication Entry
Communications Management: The Basics
• CRG– Process to assign CM codes in batch
– Can be used to:• Assign one or many codes• Assign a status with each code• Assign a date to the codes/statuses (defaults to today)
– Can use savedlist or individual IDs
Communications Management: The Basics
GTA – Group Track Assignment
Communications Management: The Basics
• GTA– Batch process that can:• Assign students to a track• Delete students from a track
– Can be run using savedlists or individual IDs
– Can also be used to delete students from tracks that were assigned via other methods (i.e. CRA, etc.)
Communications Management: The Basics
PCB – Process Correspondence Batch
Communications Management: The Basics
• PCB– Processes Documents assigned by events or tracks
– Able to process documents by date range
– Can add additional selections/sorts at run time
– Multiple Functions:• Count, Process, History, Select , Unselect, Delete
Communications Management: The Basics
PCBP – Process Corres Print Options
Communications Management: The Basics
• PCBP– Selects additional processing options at run time
– Can run History at the same time as processing
– Can update CM code statuses
– Can specify batch sizes for email• This is important so as not to trigger spam filters
Communications Management: The Basics
BPD – Batch Process Definition
Communications Management: The Basics
• BPD– Used to simplify processing for recurring batches
– Can be used to specify:• Selection criteria• Sort criteria• Documents to process
– When defined, you only need to enter date range and process name on PCB
Communications Management: The Basics
PCEX – Express Corresp Processing
Communications Management: The Basics
• PCEX– Can be used to run all PCB steps from one process
– Driven by document type
– Builds, Processes, and Deletes letter requests
– Update CM code status
– Uses savedlists or individual IDs
Communications Management: The Basics
DMP – Document Merge Processing
Communications Management: The Basics
• DMP– An alternate way to generate letters on demand
– Use for letters that merge data from Colleague
– CM codes and statuses can be added
– Additional Selection Criteria can be used
Communications Management: The Basics
Why is having a naming convention so important?
???
Communications Management: The Basics
FASA – Financial Aid Setup Assistant
Communications Management: The Basics
• FASA– Copies CM components from FA year to FA year– Components must be assigned to an FA year– Components should use naming convention!– Specify new component name and description– All associated files will be created when processed– Once copied any changes must be changed manually– Paragraph text must be reviewed and updated manually
Communications Management: The Basics
CSDC – CM Setup
Communications Management: The Basics
Questions????
Communications Management: The Basics
• More Questions?!?
Peter WoodwardSystem AnalystBaldwin Wallace [email protected]
Communications Management: The Basics