Slide 1

Implementing a Paperless Admission System Phase #2 Thomas Skottene & Nancy Walsh Office of Undergraduate Admissions University of Illinois at Urbana-Champaign

Slide 2

Agenda Intro Modules Document Management Processing Review Post Review Reports Applicant Experience Framework Functionality Q & A

Slide 3

Timeline & Resources Largest Office of Undergraduate Admissions (OUA) project since the ERP (Banner) implementation in 2003 eAdmit TM went live in August 2011 for the 2012 admissions cycle Some parts will complete in fall 2011 and spring 2012

Slide 4

Scope & Benefits Goal: Replace our previous paper docket process with an electronic web based workflow and document delivery system Benefits: Do more with less, through Increased automation Improved transparency Improved workflow

Slide 5

Development Built by the Office of Undergraduate Admissions (OUA) with in-house resources Browser Based Program We can change it over time as we see the need Banner interfaces Daily import job Some instant Banner updates

Slide 6

High Level Process Flow Banner Less than 5% of OUA activity Online Web Application Form eAdmit TM 95% of all OUA work 100% of College work eAdmit TM 95% of all OUA work 100% of College work Scanned Documents & PDF Transcripts Self Reported Academic Record TM Daily import At 5:30AM Goal: Get the Banner data we need and make Banner look like it did before eAdmit TM Some data flows instantly, most flow once a day DARwin No Change DARwin No Change Keep as paper process for now Change Forms Test Scores

Slide 7

eAdmit TM Modules

Slide 8

Opening Screen eAdmit TM users have the same opening or splash screen after logging in Goal: Make sure users are cognizant of our current application numbers Data elements: # of Scanned Documents # of Applications # of Decisions

Slide 9

Opening Screen Screenshot

Slide 10

eAdmit TM Document Management Or DocQ

Slide 11

Document Management Purpose Receive, prep, index, match, and route incoming documents, electronic and paper Non-eAdmit TM steps Receive, open, and sort mail Filter out materials that will not be scanned E.g. letters of recommendation, CD of piano recital, certificate of health club membership, etc.

Slide 12

Scanning, Indexing & Uploading All relevant incoming documents will be scanned unless they are already in an electronic format we can use All documents will be indexed/uploaded Add identifying information such as name and DOB Indentify what kind of document it is Transcript (+ institution, if available), passport copy, fee waiver, etc.

Slide 13

Slide 14

Automated Matching eAdmit TM will try to match a new document based on the known data to either a student or an applicant A nightly job runs to match any new applications or students against existing uploaded documents in eAdmit TM Success depends on the accuracy of the meta-data added

Slide 15

Manual Matching Component For single matches a DM staff member will manually verify that eAdmit TM made a valid match by comparing: Scanned Document Banner Data Indexed Data If not, the staff member can exclude the match, leave the document, or search for another match For zero or multiple matches a DM staff member can Search for new matches Narrow down existing matches Provides tools Partial or fragmented fields Switch first/last name, etc Manage applicant vs. student search

Slide 16

Document Search DocQ allows searches for any document by available meta-data: Name DOB Document Type UIN (University Identification Number) Document ID (internal reference number) Handy for routing of un-matched documents Institution Handy if you need to find a transcript you know came from a specific school, but must have been mismatched

Slide 17

Slide 18

eAdmit TM Processing

Slide 19

Automated Process steps that only require error reports and spot checks Self-Reported Academic Record (SRAR TM ) Semi-Automated Steps that require limited human intervention Manual Steps that still require human intervention

Slide 20

SRAR TM Self-Reported Academic Record Inspired by University of California system, Georgia Tech, Rutgers, and others Freshman applicants self report their academic record Self-reported data is used to review application & make decision Once applicants accept their offer, we check the final transcripts for discrepancies Large administrative savings 7,000 vs. 28,000 transcripts, automation possibilities

Slide 21

Slide 22

Fully Automated Steps Matching online forms like the SRAR TM, appeals, etc. based on their application ID Academic calculations Pattern analysis English proficiency Essay check

Slide 23

Semi Automated Steps Dedicated screens for analyzing applicant responses - First Generation - Educational Goal

Slide 24

Slide 25

Manual Steps Transfer Processing Long list of manual tasks Initial Validation High School Work College Work eAdmit TM will only keep track of status and manage the workflow

Slide 26

Processing Summary Automation where possible Very large savings in time and effort In theory, a freshman could apply at 5PM and be available for review by 8AM the next morning! All wins come at a price Some issues might not be discovered until they reach review

Slide 27

eAdmit TM Review

Slide 28

Worklists Review, like most work in eAdmit TM, is organized into Work Lists Work Lists are chunks of work waiting to be done Work Lists can be sorted or prioritized according to need Work Lists can be assigned according to need

Slide 29

Slide 30

Review Organization All workflow is managed by worklists and committees An applicant will show in a worklist based on their status which includes Committee membership (most often program code) Referral status Number of reads and who did these reads Decision status College status Special requirements status

Slide 31

Slide 32

Slide 33

Slide 34

Slide 35

Slide 36

Slide 37

Slide 38

These will open as PDFs

Slide 39

Slide 40

Slide 41

Slide 42

Slide 43

Slide 44

Transfer Review Same application data as for freshmen Different review sheet Different worklists Different committees

Slide 45

Slide 46

Slide 47

Slide 48

Slide 49

Other Reviews We also have some processing and review that does not fall neatly into our common procedures: Non-degree Dual Admission Etc

Slide 50

eAdmit TM Framework Functionality

Slide 51

Person Search & Summary Page eAdmit TM has a search feature that allows user to search by UIN or last name/partial name Find status Checklist items Find documents Receive dates The results will take you to the summary page which will allow users to access any and all information we have about the applicant or the student

Slide 52

Slide 53

Slide 54

Slide 55

Slide 56

Slide 57

Slide 58

Reports eAdmit TM has several types of reports: Troubleshooting/Error/Black Hole reports E.g. Compare how many applications we have in Banner vs. eAdmit TM Check that the Banner decisions are the same as in eAdmit TM Operational/Manager reports E.g. who worked First Generation yesterday and how many did they do each How many reviews did so and so do last month Strategy reports Opening page Where are we this year compared to last

Slide 59

Post-Review Some processes have been recently added or are still being worked on These include: I-20 processing and document gathering Final transcript processing and document gathering Scholarships Archiving

Slide 60

Applicant Experience eAdmit TM has several forms and pages exposed to the Applicant SRAR TM Change Forms Bio/Demo change Term/Program Change Course Change form Appeal forms Freshman Transfer Request for Delayed Admission Ability to view and download NOA and other letters I-20 application Allows international students to upload their passport copy and financial documentation online Applicants use their WebID and PIN to access these forms which means they are auto-matched

Slide 61

Questions & Answers Thomas Skottene tskotten@illinois.edu Nancy Walsh njwalsh@illinois.edu