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

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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 record
of 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
Banner
Applications Manager
FormFusion

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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 jander20@iit.edu
John Leever leever@iit.edu
Monday, April 13, 2015
Session ID: 12929

12929 final slides

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