Process Manager. What is the Process Manager? Online customized workflow system Tool that allows...

Process ManagerProcess Manager

What is the Process Manager?What is the Process Manager?

Online customized workflow systemOnline customized workflow system

Tool that allows customized document tracking Tool that allows customized document tracking and storageand storage

Hosted ASP SolutionHosted ASP Solution

A full-service, fully-online, turnkey solution from A full-service, fully-online, turnkey solution from applicant to matriculated studentapplicant to matriculated student

Power of the Process ManagerPower of the Process Manager

Colleges can define and manage their ProcessColleges can define and manage their Process

Document tracking and storageDocument tracking and storage

The Process Manager facilitates the assignment The Process Manager facilitates the assignment of groups of individuals to a specified Process or of groups of individuals to a specified Process or pipeline based on criteria defined by each pipeline based on criteria defined by each college. college. – For example, international applicants from Mexico or applicants For example, international applicants from Mexico or applicants

with a non-residence statuswith a non-residence status

The Many Uses of the The Many Uses of the Process ManagerProcess Manager

Track and manage International students Track and manage International students process for applicant to the I-20, with process for applicant to the I-20, with document collecting and storagedocument collecting and storage

Non-Resident process and document Non-Resident process and document collectioncollection

Employment formsEmployment forms

Who can use the Process Who can use the Process Manager?Manager?

Delivered with the International Student Delivered with the International Student ApplicationApplication

Integrated into CCCTran Transcript ProcessingIntegrated into CCCTran Transcript Processing

An add on tool to other CCCApply applications An add on tool to other CCCApply applications (BOG and Standard Admission Application)(BOG and Standard Admission Application)

No installation or software required – online!No installation or software required – online!

Ease of use – no need for a programmer or IT Ease of use – no need for a programmer or IT assistanceassistance

Key FeaturesKey Features

Workflow ManagementWorkflow Management

Document TrackingDocument Tracking

CommunicationsCommunications

Workflow ManagementWorkflow Management

College defined and managed Process – College defined and managed Process – Fully Customized!Fully Customized!

Define Steps and Stages of the Process from Define Steps and Stages of the Process from the time the online application is submitted from the time the online application is submitted from the time it is approved with all additional the time it is approved with all additional requirementsrequirements

Stages are a linear process, one stage being Stages are a linear process, one stage being completed before the nextcompleted before the next

Steps within a stage can be linear or parallelSteps within a stage can be linear or parallel

Document TrackingDocument Tracking

Define custom documents that are Define custom documents that are interactive or static, combining text, interactive or static, combining text, images, even audio and videoimages, even audio and video

Permit applicants to upload documents or Permit applicants to upload documents or provide instructions for mailing or faxing provide instructions for mailing or faxing themthem

Set controls for types of files and sizes of Set controls for types of files and sizes of electronically uploaded fileselectronically uploaded files

CommunicationsCommunications

Instructions to applicant can be posted at any Stage Instructions to applicant can be posted at any Stage or Step and sent automatically via emailor Step and sent automatically via email

All activities and email messages in the process All activities and email messages in the process tracked in a logtracked in a log

Colleges can add notes to any part of the Process, Colleges can add notes to any part of the Process, either confidentially or visible to the studenteither confidentially or visible to the student

Applicants can see where they are at in the process Applicants can see where they are at in the process and what is required next at any timeand what is required next at any time

Colleges can monitor the Process for both the Colleges can monitor the Process for both the individual student or for all students at any given individual student or for all students at any given stage or stepstage or step

Key FunctionsKey Functions

Helps colleges track applicants throughout Helps colleges track applicants throughout the entire processthe entire process

Informs students and staff of their current Informs students and staff of their current status and remaining requirementsstatus and remaining requirements

Facilitates communication between the Facilitates communication between the college and applicants beyond application college and applicants beyond application submissionsubmission

How it Works:How it Works:College & Student InterfacesCollege & Student Interfaces

Process Manager is linked to an ApplicationProcess Manager is linked to an Application

Colleges set up and manage the Process Colleges set up and manage the Process Manager through the Control Center siteManager through the Control Center site

Students view and interact with the Process Students view and interact with the Process Manager using the Application ManagerManager using the Application Manager

Real-time interaction and communications Real-time interaction and communications between both interfacesbetween both interfaces

Processes, Stages and StepsProcesses, Stages and StepsProcesses, Stages and StepsProcesses, Stages and Steps

Stage

Step

Action

Reaction

Process

The Process Manager consist of a series of abstracted layers, (Processes, Stages, and Steps) each representing a construct for logging, tracking, initiating, displaying, and managing events.

CollegesCollegesProcess Manager & DesignerProcess Manager & Designer

Control Center SiteControl Center Site

Control CenterControl Center

Process Designer and Process Designer and Process Manager Process Manager tools are seamlessly tools are seamlessly integrated into integrated into existing application existing application processing toolsprocessing tools

Process Designer FeaturesProcess Designer Features

Allows colleges to define their unique Allows colleges to define their unique business rules step-by-stepbusiness rules step-by-step

Builds a simple framework that integrates Builds a simple framework that integrates various Process requirementsvarious Process requirements

Provides a simple organization schemaProvides a simple organization schema

Process OrganizationProcess Organization

Process is built of StagesProcess is built of Stages

Stages are containers for Stages are containers for logically-grouped Stepslogically-grouped Steps

Stages must be Stages must be completed sequentiallycompleted sequentially

Steps can be Steps can be independent or independent or dependentdependent

Process

Stage

Stage

Step Step

Step Step

Step

Process SettingsProcess SettingsCustom formats for Custom formats for student-viewed areas, student-viewed areas, such as colors, fonts, such as colors, fonts, logoslogos

Colleges can decide if the Colleges can decide if the Process is viewable to Process is viewable to studentsstudents

Define entry rules for Define entry rules for which applicants become which applicants become part of the Processpart of the Process

Process Designer: StagesProcess Designer: Stages

Internal vs. external Internal vs. external descriptionsdescriptions

Active or inactiveActive or inactive

Student viewable Student viewable optionsoptions

DeadlinesDeadlines

Process Designer: StepsProcess Designer: Steps

Step TypesStep Types

Decision – using the Decision – using the Rules WizardRules WizardTranscriptsTranscriptsReceive documents Receive documents (electronic & paper)(electronic & paper)Supplemental Form Supplemental Form CollectionCollectionSteps can be Steps can be completed in any ordercompleted in any orderSteps can be Steps can be dependent or dependent or independentindependent

Process Designer: CommunicationProcess Designer: Communication

Set up automatic Set up automatic Stage and Step Stage and Step completion emailscompletion emails

Custom emails can Custom emails can be sent to the college be sent to the college staff or to the studentstaff or to the student

Process ManagementProcess Management

View students’ current View students’ current status throughout the status throughout the admission processadmission process

Manually update Manually update Process, Stages, or Process, Stages, or Steps and automatic Steps and automatic updates!updates!

Send emails, add Send emails, add notes, attach notes, attach documentsdocuments

Process ManagementProcess Management

View lists of View lists of completed and not completed and not completed applicants completed applicants for the Process, for the Process, Stages, and StepsStages, and Steps

Create custom Create custom reports from each set reports from each set of resultsof results

Process ManagementProcess Management

Access individual Access individual student profiles tostudent profiles to– Update statusUpdate status– Send emailsSend emails– Attach documentsAttach documents– Add notesAdd notes

StudentStudentProcessProcess

Application ManagerApplication Manager

Student AccessStudent Access

Students can track Students can track their Application their Application Status in their Status in their Personal Application Personal Application Manager on Manager on CCCApplyCCCApply

Student AccessStudent Access

Direct links to each Direct links to each student’s Application student’s Application Status can be sent in Status can be sent in follow-up emailsfollow-up emails

Student AccessStudent Access

Student can view all Student can view all Stages and Steps that Stages and Steps that have been defined by have been defined by the college as student the college as student viewableviewable

Interface can be Interface can be customized by the customized by the college and feature college and feature institution brandinginstitution branding

Student AccessStudent Access

Students can view Students can view deadlines and deadlines and instructions for instructions for incomplete Stages incomplete Stages and Stepsand Steps

Viewable notes Viewable notes and links to and links to Supplemental Supplemental Forms are Forms are availableavailable

Student AccessStudent Access

Students can Students can upload files, upload files, images, audio images, audio and videoand video

Colleges set Colleges set acceptable file acceptable file types and sizestypes and sizes

Student AccessStudent Access

Students can Students can complete online complete online formsforms

Instant email Instant email confirmation confirmation when a form is when a form is submittedsubmitted

BenefitsBenefitsWorks with existing CCCApply applications and Works with existing CCCApply applications and integrates into the Control Center siteintegrates into the Control Center site

Allows colleges to define their business process Allows colleges to define their business process for applicantsfor applicants

Extremely flexible architectureExtremely flexible architecture

Enables colleges to ensure all requirements are Enables colleges to ensure all requirements are metmet

Allows students to stay connected to their Allows students to stay connected to their chosen college throughout the application chosen college throughout the application processprocess

And More BenefitsAnd More BenefitsAble to create unlimited online formsAble to create unlimited online forms

Complete document tracking and storageComplete document tracking and storage

Real-time communication through email and Real-time communication through email and notes through the Application Managernotes through the Application Manager

Complete event and communication trackingComplete event and communication tracking

Staff and applicant can see progress at a glanceStaff and applicant can see progress at a glance

CCCApply-International Process ManagerCCCApply-International Process ManagerAn international student has applied to Grossmont College for Fall 2007. By clicking on the Application Status View link below Amber can see the various outstanding items and/or tasks remaining for her application.

CCCApply-International Process ManagerCCCApply-International Process ManagerNow Amber can see that her on-line application has been completed; the prominent checkmark is easy to see. The Admission Requirements section should draw her attention. Let’s look at the Sponsor Form task…

CCCApply-International Process ManagerCCCApply-International Process ManagerDetailed instructions are provided. For this requirement, Amber would link back to the Grossmont College website then print the form, complete it and mail back to the college.

CCCApply-International Process ManagerCCCApply-International Process ManagerThis is a Sponsor Form from the college website. Amber must get this form completed by the appropriate people and send it back to the college.

CCCApply-International Process ManagerCCCApply-International Process ManagerIn the meantime, a staff member in the Admissions Office has logged onto the CCCApply International Application Control Center and is going to search for Amber to see how she is doing.

CCCApply-International Process ManagerCCCApply-International Process Manager

Here we are searching for Amber by her first name.

CCCApply-International Process ManagerCCCApply-International Process ManagerWhen we find Amber Garner, we click on the person icon to retrieve her application.

Now we have the detail record for Amber; we need to link to Process Manager Activity

CCCApply-International Process ManagerCCCApply-International Process Manager

Amber has mailed in her Sponsor form and it is okay; time to complete that task

CCCApply-International Process ManagerCCCApply-International Process Manager

Select Complete and click on the Save button.

CCCApply-International Process ManagerCCCApply-International Process Manager

Let’s add a note about this Sponsor Form

CCCApply-International Process ManagerCCCApply-International Process Manager

A note has been added and we clicked the option to let the student view it.

CCCApply-International Process ManagerCCCApply-International Process Manager

The Sponsor Step has been completed and Amber sees the change in status from Not Complete to Complete

CCCApply-International Process ManagerCCCApply-International Process Manager

And the note we added is visible to Amber

In addition to the note we could have sent an email to the student.When the student sends or uploads all the necessary forms; the process will be complete and a checkbox will appear on the Application Status page.

CCCApply-International Process ManagerCCCApply-International Process Manager

Amber is ready to upload her passport; she clicks on the Passport ID page step

CCCApply-International Process ManagerCCCApply-International Process Manager

Instructions are provided; Amber clicks on the Fill Out the Form button

CCCApply-International Process ManagerCCCApply-International Process Manager

Instructions are provided; click the Upload button

CCCApply-International Process ManagerCCCApply-International Process Manager

We follow the directions and upload a JPEG type picture file from our computer and then click the submit button

CCCApply-International Process ManagerCCCApply-International Process Manager

We have our document and now we select the submit button.

CCCApply-International Process ManagerCCCApply-International Process Manager

We are finished so we check the ready to submit box and submit!

CCCApply-International Process ManagerCCCApply-International Process Manager

Step completed! Fast forward a few weeks and Amber has sent in all of her required documents and updates; The Grossmont International Office personnel have received and marked all of her tasks as completed!

CCCApply-International Process ManagerCCCApply-International Process Manager

Success! Amber has completed all the admission requirements. She clicks on the Confirmation step for more information

CCCApply-International Process ManagerCCCApply-International Process Manager

The date and time are posted along with a message that she should receive a packet from the college within 2 weeks. The process is now complete and a record of the application and various submitted documents are always available at the CCCApply site.

CCCApply-International Process ManagerCCCApply-International Process Manager

CostsCosts

One-Time Set Up and One-Time Set Up and Training (via the Web & Phone): Training (via the Web & Phone): $5,000$5,000

Two Processes:Two Processes: $0$0Additional Processes:Additional Processes: $2,500 per Process, on-time fee$2,500 per Process, on-time fee

College Self Design:College Self Design: $0$0Xap Service to Design Process:Xap Service to Design Process: $3,000 Simple Process$3,000 Simple Process

$7,500 Medium Process$7,500 Medium Process$10,000 & up for Complex $10,000 & up for Complex

ProcessProcess

Operations and Maintenance: Operations and Maintenance: $10,000 per year$10,000 per yearUp to 10,000 Students in both ProcessesUp to 10,000 Students in both Processes$500 per year for each additional 1,000 Students$500 per year for each additional 1,000 Students

CCCApply-Process ManagerCCCApply-Process Manager