Implementing a paperless admissions system: Using SILVER to achieve gold!

Jamie SatterAssistant Director of Graduate AdmissionsSalem State UniversityNEGAP Inaugural ConferenceNovember 18, 2011

About Salem State

50+ graduate programs in ten disciplinesEach program has unique admissions requirementsEach program has own admissions decision process (committee, multi-step review, different deadlines, etc.)

Admissions cycleMajority of programs accept students three times per year; some once per year

EnrollmentAbout 2,500 graduate students

StaffingGraduate Admissions: three full-time staff; one part-time MSW admissions coordinator; one student assistant; one GAAdmissions Operations: five full-time staff (two professional positions, three clerical positions; student workers

Timeline

November 2008Admissions consultant

May 2009Restructuring and creation of graduate admissions

Summer 2009 – Summer 2010Enrollment management system research (online application and document imaging system)

Summer 2010Document imaging and online admissions decision process designed

October 2010Document imaging and online admissions decision process launched

December 2010Online graduate admissions application and “graduate self-service” launched

Using SILVER…Starting

1.Define exactly what is going paperless

2.Identify users/constituents outside of your office

3.Allocate resources - Budget, staff, priority compared to other projects

4.Analyze systems - What do you have, what do you need, building in-house vs. outsourcing

5.Map your business process

Mapping Your Business Process

Key Starting Questions

1.Who is initially getting documents into your imaging system? How will their job change, and how will you train them.

2.How are you going to prioritize the systems work with other tasks, like recruiting?

Using SILVER…Implementation

1.Establish a team - Core members, auxiliary members, departments

2.Set regular meetings

3.Establish a project management system

4.Figure out how your systems will work together (or not)

Salem State’s Project Management System

Salem State’s systems and how they “talk”

It is critical to understand how your systems will communicate for several reasons: checking application statuses, completing applications, and communication to students

Key Implementation Question

1.Getting technical here – do I need a translator?

Using SILVER…Launch

1.Establish a “go live” date - What is driving this date?

2.Train users prior to launch - Group vs. one-on-one, guides, installation and train on equipment, KISS

3.Be prepared for…anything - Technical issues, gripes, supportive people

Salem State’s Training Materials

Key Launch Question

1.Where are my applicants in all of this?

Using SILVER…oVErcoming technical issues

Establish a system of reporting issues

1.Who do you tell something is wrong?2.What exactly is happening? Use proper terminology and screen shots. 3.When do you say something? Immediately or after a few occurances?4.Where – In what system is the issue?5.Why is this happening? System issue or training issue?

Example of Salem State’s issue reporting systems

Key question to oVErcome technical issues

1.Where is my vendor?

Using SILVER…Regrouping

Regroup after launch

1.Manage up – is this working?

2.Go back to your team, meetings and project management system if necessary

3.Discuss “need to have” vs. “nice to have” and prioritize

Key Regrouping Question

1.Now that we’re getting better at this, how can we streamline?

Using SILVER – Achieving the Gold!

Salem State University – Document Imaging System Implementation of the Year

Top five things we could have done better

1.Mapped our business process before vendor got to campus

2.Identified specific ways all systems would interface, esp. for communication purposes

3.Increased amount of testing and training for data entry before launch

4.Anticipated issues for users (esp. access)

5.Prepared for how to deal with technical issues

Top five things we did well

1.Had solid project management

2.Offered multiple training sessions and guides for faculty

3.Established a system of reporting issues (finally)

4.Managed up throughout process to go back to the drawing board after launch

5.Worked as a team (truly)

Thank you!

Question and Answer

Jamie SatterAssistant Director of Graduate AdmissionsSalem State Universityjamie.satter@salemstate.edu978.542.7361