Process Manager

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Process Manager
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What is the Process Manager?

• Online customized workflow system
• Tool that allows customized document tracking and
  storage
• Hosted ASP Solution
• A full-service, fully-online, turnkey solution
  from applicant to matriculated student

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Power of the Process Manager

• Colleges can define and manage their Process
• Document tracking and storage
• The Process Manager facilitates the assignment of
  groups of individuals to a specified Process or
  pipeline based on criteria defined by each
  college.
• For example, international applicants from Mexico
  or applicants with a non-residence status

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The Many Uses of the Process Manager

• Track and manage International students process
  for applicant to the I-20, with document
  collecting and storage
• Non-Resident process and document collection
• Employment forms

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Who can use the Process Manager?

• Delivered with the International Student
  Application
• Integrated into CCCTran Transcript Processing
• An add on tool to other CCCApply applications
  (BOG and Standard Admission Application)
• No installation or software required online!
• Ease of use no need for a programmer or IT
  assistance

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Key Features

• Workflow Management
• Document Tracking
• Communications

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Workflow Management

• College defined and managed Process Fully
  Customized!
• Define Steps and Stages of the Process from the
  time the online application is submitted from the
  time it is approved with all additional
  requirements
• Stages are a linear process, one stage being
  completed before the next
• Steps within a stage can be linear or parallel

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Document Tracking

• Define custom documents that are interactive or
  static, combining text, images, even audio and
  video
• Permit applicants to upload documents or provide
  instructions for mailing or faxing them
• Set controls for types of files and sizes of
  electronically uploaded files

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Communications

• Instructions to applicant can be posted at any
  Stage or Step and sent automatically via email
• All activities and email messages in the process
  tracked in a log
• Colleges can add notes to any part of the
  Process, either confidentially or visible to the
  student
• Applicants can see where they are at in the
  process and what is required next at any time
• Colleges can monitor the Process for both the
  individual student or for all students at any
  given stage or step

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Key Functions

• Helps colleges track applicants throughout the
  entire process
• Informs students and staff of their current
  status and remaining requirements
• Facilitates communication between the college and
  applicants beyond application submission

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How it WorksCollege Student Interfaces

• Process Manager is linked to an Application
• Colleges set up and manage the Process Manager
  through the Control Center site
• Students view and interact with the Process
  Manager using the Application Manager
• Real-time interaction and communications between
  both interfaces

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• Processes, Stages and Steps

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.
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CollegesProcess Manager DesignerControl
Center Site
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Control Center

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

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Process Designer Features

• Allows colleges to define their unique business
  rules step-by-step
• Builds a simple framework that integrates various
  Process requirements
• Provides a simple organization schema

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Process Organization

• Process is built of Stages
• Stages are containers for logically-grouped Steps
• Stages must be completed sequentially
• Steps can be independent or dependent

Step
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Process Settings

• Custom formats for student-viewed areas, such as
  colors, fonts, logos
• Colleges can decide if the Process is viewable to
  students
• Define entry rules for which applicants become
  part of the Process

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Process Designer Stages

• Internal vs. external descriptions
• Active or inactive
• Student viewable options
• Deadlines

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Process Designer Steps
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Step Types

• Decision using the Rules Wizard
• Transcripts
• Receive documents (electronic paper)
• Supplemental Form Collection
• Steps can be completed in any order
• Steps can be dependent or independent

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Process Designer Communication

• Set up automatic Stage and Step completion emails
• Custom emails can be sent to the college staff or
  to the student

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Process Management

• View students current status throughout the
  admission process
• Manually update Process, Stages, or Steps and
  automatic updates!
• Send emails, add notes, attach documents

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Process Management

• View lists of completed and not completed
  applicants for the Process, Stages, and Steps
• Create custom reports from each set of results

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Process Management

• Access individual student profiles to
• Update status
• Send emails
• Attach documents
• Add notes

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StudentProcessApplication Manager
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Student Access

• Students can track their Application Status in
  their Personal Application Manager on CCCApply

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Student Access

• Direct links to each students Application Status
  can be sent in follow-up emails

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Student Access

• Student can view all Stages and Steps that have
  been defined by the college as student viewable
• Interface can be customized by the college and
  feature institution branding

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Student Access

• Students can view deadlines and instructions for
  incomplete Stages and Steps
• Viewable notes and links to Supplemental Forms
  are available

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Student Access

• Students can upload files, images, audio and
  video
• Colleges set acceptable file types and sizes

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Student Access

• Students can complete online forms
• Instant email confirmation when a form is
  submitted

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Benefits

• Works with existing CCCApply applications and
  integrates into the Control Center site
• Allows colleges to define their business process
  for applicants
• Extremely flexible architecture
• Enables colleges to ensure all requirements are
  met
• Allows students to stay connected to their chosen
  college throughout the application process

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And More Benefits

• Able to create unlimited online forms
• Complete document tracking and storage
• Real-time communication through email and notes
  through the Application Manager
• Complete event and communication tracking
• Staff and applicant can see progress at a glance

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CCCApply-International Process Manager
An 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.
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CCCApply-International Process Manager
Now 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. Lets look at the
Sponsor Form task
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CCCApply-International Process Manager
Detailed 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.
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CCCApply-International Process Manager
This 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.
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CCCApply-International Process Manager
In 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.
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CCCApply-International Process Manager
Here we are searching for Amber by her first
name.
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CCCApply-International Process Manager
When we find Amber Garner, we click on the person
icon to retrieve her application.
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CCCApply-International Process Manager
Now we have the detail record for Amber we need
to link to Process Manager Activity
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CCCApply-International Process Manager
Amber has mailed in her Sponsor form and it is
okay time to complete that task
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CCCApply-International Process Manager
Select Complete and click on the Save button.
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CCCApply-International Process Manager
Lets add a note about this Sponsor Form

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CCCApply-International Process Manager
A note has been added and we clicked the option
to let the student view it.

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CCCApply-International Process Manager
The Sponsor Step has been completed and Amber
sees the change in status from Not Complete to
Complete

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CCCApply-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.
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CCCApply-International Process Manager
Amber is ready to upload her passport she clicks
on the Passport ID page step

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CCCApply-International Process Manager
Instructions are provided Amber clicks on the
Fill Out the Form button

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CCCApply-International Process Manager
Instructions are provided click the Upload button

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CCCApply-International Process Manager
We follow the directions and upload a JPEG type
picture file from our computer and then click the
submit button

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CCCApply-International Process Manager
We have our document and now we select the submit
button.

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CCCApply-International Process Manager
We are finished so we check the ready to submit
box and submit!

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CCCApply-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!

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CCCApply-International Process Manager
Success! Amber has completed all the admission
requirements. She clicks on the Confirmation
step for more information

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CCCApply-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.

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Costs

• One-Time Set Up and
• Training (via the Web Phone) 5,000
• Two Processes 0
• Additional Processes 2,500 per Process,
  on-time fee
• College Self Design 0
• Xap Service to Design Process 3,000 Simple
  Process
• 7,500 Medium Process
• 10,000 up for Complex Process
• Operations and Maintenance 10,000 per year
• Up to 10,000 Students in both Processes
• 500 per year for each additional 1,000 Students

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CCCApply-Process Manager