12929 final slides

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1© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID

Do you want to automate communication to your students based on changes made to the student account, financial aid, etc?

Jacqueline Anderson, John Leever

Illinois Institute of Technology

Monday, April 13, 2015

Session ID: 12929


Introduction

• Are you interested in doing more with less?

• Do you want to save time and resources?

• What’s the benefit of attending this session?

o Learn our obstacles

o Hear our resolution

o See our results

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Agenda

• Illinois Institute of Technology in a snapshot

• Student Account Volatility

• Inactive A/R “touches”

• Issue the bill, charges hit the account late

• Coordination between multiple offices

• Technical Intervention

• Results


Illinois Institute of Technology

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IIT Snapshot

• Private, technology-focused, research university.

• Member of Associate of Independent Technological Universities

• Undergraduate and Graduate

• NCAA Division III

• International study body


Student Account Volatility

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Problem #1 – High Number of Unpaid Student Accounts

Active students didn’t pay till registration opened for next term

• Total number of inactive students with outstanding receivable was over 100+

Piecemeal follow up manually

o Four letters/e-mails to students, via mail merge

o 35+ hours per week to manage the cycle for collection monitoring


Problem #2 – Charges feed to the account AFTER billing

Student Accounting

• Responsible for tuition, mandatory fees (including health insurance)

Other Offices• Access Card and Parking Services – Parking charges

• Academic Affairs – graduation application fees

• Financial Aid – university scholarships, federal and state grants, federal loans

• Health Services – health fee waivers

• Registrar’s Office – course/lab fees

• Residential Services – housing and meal plan charges

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Problem #3 – Manual coordination between offices

Institutional Loan Portfolio

• Manage Federal Perkins and Institutional Loans

o Award acceptance to loan servicer (ECSI)

o Master Promissory Note notifications

o Disbursement file transmission

Offer, communicate, transfer, and satisfy requirements

o Reduce bottlenecks for sending loan offers, satisfying MPNs manually


Use Banner data to automate!

Problem 1 - Automate collections due diligence letters using TGRAGES – Aging Analysis Report

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Use Banner data to automate continued

Problem 1: TSAACCT delinquency codes trigger collection letter series

SPACMNT keeps recordof notifications



Problem 2 – New charges added TSAAREV

New charge feeds March 3

Financial aid refund issued January 28th

Charges active January 16th/financial aid disbursed

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Problem 2 – New charges added to student account after billing

Send notification before transaction feeds to Finance.

Add note to SPACMNT



Problem 3 – Interdepartmental coordination

Offer loan to student on RPAAWRD

Add note to SPACMNTSend email PDF for loan offer

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What we have setup already…

Letters• AR Collection Letters

• Financial Aid Award Letters

• Missing Information Letters

Emails • Apply for Degree Conferral

• AR Graduation Fee Notification

• Class list for Faculty

• Commencement Ceremony Application

• Final Exam class schedule• Financial Aid Disbursement Notification• Institutional Loan Offer Notification• Mandatory Thesis Meeting reminders• Start of term communication• Tuition Waiver Notification


Sample: Graduation Application Fee E-mail (Form Fusion)

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Sample: Financial Aid Disbursement Notification (Form Fusion)


Sample: Final Exam Class Schedule (html version)

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Sample: Commencement Ceremony E-Mail (html version)


Technical

BannerApplications ManagerFormFusion

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Banner, Applications Manager, FormFusion

• Banner has the Data!

• Applications Manager • Runs the Jobs that Extracts Data.

• FormFusion • Formats the Data

• Gathers additional Data

• Sends the Output.


Versions

Banner • Applications Manager • 8.0 Build 27627

• FormFusion• 3.03.002 Build 276

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Four Techniques

1. Letter Generation – GLBDATA, GLBLSEL, and GLRLETR

2. SQL or PL/SQL Update and Letter Generation

3. Banner Job

4. PL/SQL


Letter Generation

1. GLBDATA – Population Selection• List of Students

2. GLBLSEL – Letter Extract• All You Need is the PIDM

3. GLRLETR• Choose a Printer and the Special Print

• Let FormFusion Do the Rest

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Letter Generation – GLRSLCT


Letter Generation – GLRVRBL

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Letter Generation – Setup Letter


Letter Generation – Advantages and Disadvantages

Advantages• It is what we knew.

• The is Letter recorded on GUIMAIL so we have a record of the communication.

Disadvantages• Pop-Sels Cannot Do it All very easily.

o Multiple Sub-queries where we had issues

o We Ran Pop-sels off of the results of other Pop-sels

• Setting up all the Variables

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SQL or PL/SQL Update and Letter Generation

1. SQL or PL/SQL program to update Banner (ex: Delinquency Code)

2. GLBDATA, GLBLSEL, and GLRLETR

3. SQL or PL/SQL program to remove the update just made in Banner.


SQL or PL/SQL Update and Letter Generation –Advantages and Disadvantages

Advantages

1. It is what we knew.

2. The is Letter recorded on GUIMAIL so we have a record of the communication.

3. SQL Update simplified Pop-Sel.

Disadvantages

1. Setting up all the Variables

2. Updating Banner and then removing the update• You have to be aware when jobs fail data might still be on the system.

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Banner Job

1. Banner Jobs • SFRENRL – Enrollment Verification Report

• SFRSCHD – Student Schedule

• SFRSLST – Class Rosters, etc…

2. Run Job with Printer and Output Option (Special Print)• Define the Output Option in Applications Manager

3. FormFusion• Gets Data Not on the Report (ex: Email Address)

• Sends the Email


Banner Job – Advantages and Disadvantages

Advantages

1. The report is built for you.

Disadvantages

1. If Ellucian redesigns the report you may need to re-Map

2. There may not be a report for what you want or who you want.

3. Not Recorded in GUIMAIL

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PL/SQL

1. Run PL/SQL 1. Produce a CSV Formatted File

2. FormFusion 1. Gets Data Not on the Report

2. Sends the Email


PL/SQL – Advantages and Disadvantages

Advantages

1. Have the flexibility and power of SQL

2. Data can be extracted from other databases

3. Most or all your data can be sent to FormFusion• FormFusion is not executing as many SQL Queries (less IO traffic)

Disadvantages

1. Not Recorded in GUIMAIL• However, you could write the PL/SQL to update GURMAIL (we have

not done that yet)

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Applications Manager – GLRLETR setup


Applications Manager – PL/SQL setup

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Applications Manager – PL/SQL setup


FormFusion - MapForm

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FormFusion – Form Stamp


FormFusion – SQL CaptureForm

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FormFusion – FormDirector


FormFusion – SQL example 2

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Results

Collection Letter Series

• Cycle time was reduced to five minutes/week vs. 38 hours/week

• Most time on process for one person is stuffing envelopes

• Efficiency = 98% time saved or 1FTE

Notification before finance feed

• Automatic communication to student

• No confusion about new balance

• Actions are completed – set up direct deposit, pay graduation application fee, confirm a waiver was processed, reduced confusion

Institutional loan automation

• Cycle time was reduced to 10 minutes/week vs. 4.58 hours/week

• Simple check the report every morning

• Efficiency = 90% time saved or 1FTE


Summary

• You can save time and effort by maximizing systems.

• You can create letters from Letter Generation Process, Output from Banner Jobs, and PL/SQL

• FormFusion SQL can pull ANY DATA to which you have access

• Applications Manager scheduled jobs free up our users, helped us meet compliance requirements, use in-house developed programs and databases.

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Questions & Answers


Thank You!

Jacqueline Anderson [email protected]

John Leever [email protected]

Illinois Institute of TechnologyMonday, April 13, 2015

Session ID: 12929

12929 final slides

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