malveaux_hu2015 v.2
TRANSCRIPT
Transitioning to Paperless Application Processing and Review
Lita Malveaux, Assistant Director
July 28, 2015
A Little About Us…
Georgia State University Urban research institution located in downtown Atlanta, GA Enrollment of 32,000 (approx. 54,000 once consolidated with GPC) Decentralized
The College of Arts & Sciences Largest college in the university (13,000 undergrad/2,200 grad) Over 20 departments and over 100 graduate programs
Office of Graduate Services Responsible for the admission process, advisement on and governance of
college policy, graduation clearance, dissertation and thesis formatting review, and tuition waivers.
Student Information System: Banner (including Xtender) Hobsons client since 2010 (ApplyYourself, Connect, and AppReview) Staff of 10
A Little About Our Paperless Journey…
A CUSTOMER SERVICE INITIATIVE THAT EVOLVED
INTO A PROCESS OVERHAUL
Preparing to Go Paperless…
Let’s take a quick look at the before:Applications printed and sorted into file folders Incoming materials matched with application file and data
entered into Banner checklist File checked-out to the department, reviewed, returned, and
then sent to Dean’s office for final decision
And its challenges:
Processing timeUnhappy applicants – poor user experienceNo collaboration and little transparency
Preparing to Go Paperless
4 Key Issues:
1. All parts and pieces of the application in one place
2. Advisor’s workload can be managed electronically
3. Departments can access files with flexibility for varying review styles
4. BUY-IN!!!
Issue #1: Application Components in One Place
Resolution = ApplyYourself
Official test scores and other data are imported to AY daily from Banner
Supplemental materials are collected via required questions in the application using business rules
Letters of recommendation are collected through AY
Transcripts are imaged and uploaded to an internal section in AY
Issue #2: Electronic Application Processing
Resolution = ApplyYourself & Connect
Advisors use queries to manage applications Applications are given an audit stage, which is displayed
to applicant via the VIP page checklist Advisors have several options for reviewing a record or
group of records and managing load. Ex Applicant summary, including internal sections (AY) Exports (AY and Connect) Summary Form (AY-email template generated as letter) Views (Connect) Dashboards (Connect)
Issue #3: Electronic Application Review
Resolution = ApplyYourself
Departments use queries to concurrently manage in-progress and submitted applications
Each department given an account for faculty review Each department given a grad director account with
emailing and exporting access Department receives a Recommendation Form once audit
is complete Recommendations for accept go to Dean’s office for final
review Decision letters generated in AY using decision and enrollment
Issue# 4: BUY-IN!!!
Resolution = Phased Roll Outs & Opened Gates
Phased roll-outs for departments and advisors – slow transitions
Quite the gate-keeping business – collaboration and transparency
Let’s Take a Look
Application Components: Applicant Summary
Electronic Application Processing: Audit Status Stages and Queries Exports, Summary Form, Views, and Dashboard Recommendation Form
Electronic Application Review: Audit Status Stages and Queries Dashboard
Customer Service: VIP Page
Ongoing Challenges
Technical Training
Transcripts
Letters of Recommendation (Hard Copies)
Signature Workflow AppReview
AppReview: Signature Workflow
ApplyYourself AppReviewComplete applications pushed to AppReview
REVIEW BUNDLE: program/term specificGraduate Director Reviews Bundle as
Head Reviewer[move to next round and mapped review sheet
data to AY features activated]
FULL STATUS ACCEPTS:Dean’s Full Status bundle for
final review via workflow
SPECIAL STATUS ACCEPTS:Dean’s Special Status bundle for final review via workflow
Routing Rules (Single Review Pool)
DENIES:No further
review
Benefits of Going Paperless
Happy Applicants - Improved User Experience
Decreased Processing and Review Time
Collaboration
Transparency
It’s Green-er
Happy Applicants: Communications
Hi Lita,
Thank you for letting me know it was received by a human. You never know.
Gregory
Decreased Processing Time: Psychology, Ph.D.
550-650 applications each fall Application Submission Cycle: Oct - Dec Interviews: Feb (scheduled in Jan)
Two month decrease in processing time Old Processing cycle: Nov – March/April New Processing cycle: Nov – Jan/Feb
Decreased Review Time: PhD Accepts
Accept Accept Accept Accept Accept Accept AcceptJanuary February March April May June July
0.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
6.12%
1.17%
37.90%
33.53%
10.20% 9.33%
1.75%0.54%
9.73%
47.03%
24.86%
7.84% 8.65%
1.35%0.00%
11.92%
56.10%
15.70%
8.14%
4.07% 4.07%2.19%
19.44%
48.59%
21.00%
6.27% 2.51%
0.00%
Fall 2012
Fall 2013
Fall 2014
Fall 2015
*Data pulled 6/17/15
Next Steps
Phase in AppReview
Records management - what to keep and where to keep it
Set standards for turn-around times
Transcripts – explore imaging prior to application submission and taking unofficial transcripts…again
Radius Migration???