Presented by: Deborah Cox

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Communications Management for Curriculum
Presented by Deborah Cox
July 2008
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Introduction to CM

• What Is CM? - Handles correspondence between
  student and institution
• 2 Basic Categories of Correspondence
• Incoming correspondence from student
• Applications
• Transcripts
• Outgoing correspondence to student
• Letters
• E-mail

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Basics of CM 4 major components

• Incoming correspondence
• CMC Communications Codes
• Incoming Communication (applications,
  transcripts, etc)
• CRRD Correspondence Request Definition
  checklist of individual items
• Communications codes that are tracked as a group
• Outgoing correspondence
• DOC Documents
• Letters, e-mail
• TRC Tracks series of documents sent in a
  timed sequence
• Welcome Letter goes out immediately
• Missing Item letter 1 goes out 10 days later,
  etc.

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In order to make CM work for you

• Most Important - Come up with a good plan and
  stick to it!
• Naming Conventions or Smart Coding very
  important and useful!
• Names only up to 8 Letters
• 1st 2 Office (AD, HR, FA)
• Next D document, T track, C- Communication
  code, etc
• Next description (Ex WELC for Welcome Letter)
• Important to take it one project at a time
• If possible, start off with a simple project
• Each project can build to the next one
• It will work, but be sure all parts are in place,
  or youll have problems.

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What we are going to discuss -project examples

• E-mail Projects in Communications Management
• Blank SSN applications notifications
• Transcript requests notifications
• Standard Letters - THE CM Admissions Process
  Model
• How to Design a CM workflow that will encompass
  Curriculum in regards to admissions and the
  admissions workflow including receiving
  incoming correspondence in regard to
• Prospects
• Applications
• Transcripts
• Placement tests
• Counselor interviews
• Designing a Welcome Letter
• Designing Missing Item Letters

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Also the CM on-going (daily) process

• Receiving correspondence and processing it into
  the system - CRI
• Also other ways to record incoming correspondence
  without going to CRI
• Pending Correspondence how to view
• Processing Pending Correspondence, such as
  letters and e-mail messages
• Reviewing Correspondence History

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E-mail Projects - Blank SSN Application
Notification

• Step 1
• create the e-mail document thru DOC -
• Actually this is a template

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E-mail Projects - Blank SSN Application
Notification

• Step 1
• continued-
• create the document paragraph that will be in
  the e-mail message.
• Since the entire document is set-up in the
  document paragraph screen, no document file
  set-up is needed here.

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E-mail Projects - Blank SSN Application
Notification

• Step 1 continued- e-mail document options. Our
  return address for these e-mail documents is our
  generic admissions mailbox. Also if the student
  needs to reply back to us, they can thru this
  generic mailbox.
• The Subject line on this particular e-mail is
  Welcome to CPCC. This screen is a new feature
  of R18. In 18 we can be more creative with the
  subject line in R17, it was the actual
  description of the document as found on the DOC
  screen.

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E-mail Projects - Blank SSN Application
Notification

• A word about
• e-mail hierarchy On DOC, click on the drill
  down on the Name/Addr Hierarchy field, and
• (R18 enhancement)

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E-mail Projects - Blank SSN Application
Notification

• The NAHM screen will appear. This shows the
  E-mail hierarchy for this particular document.
  In this case, the ST E-mail type will be used.
  If no ST type is found, then the P or primary
  would be used.
• If no Hierarchy is on the DOC screen, the system
  will default to whatever is on the PID7 screen.

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E-mail Projects - Blank SSN Application
Notification

• In this case, PID7 would use the CPCC E-Mail
  Hierarchy, something we wouldn't want on a
  student document.
• However, if no E-mail hierarchy was not indicited
  on the DOC screen, thats just what would happen.

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E-mail Projects - Blank SSN Application
Notification

• Step 2- place document on a track
• Now this e-mail document has been set-up and is
  ready for use.

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E-mail Projects - Blank SSN Application
Notification

• Step 3- assign students to the track

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E-mail Projects - Blank SSN Application
Notification

• Step 4- Process the e-mail correspondence.
• Action Code
• P for process
• H for History
• X for Delete

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E-mail Projects - Blank SSN Application
Notification

• E-mail
• the student
• receives

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E-mail Projects - Blank SSN Application
Notification

• E-mail confirmation received by the author of the
  document

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E-mail Projects -Transcript Request notification

• Doc created in much the same way as the blank
  SSN doc was created.
• Of course, a different Document Paragraph is
  created, because this is for a different message

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E-mail Projects -Transcript Request notification

• Document Code on TRRQ enables user to assign this
  document at the time a transcript request is
  being created. This by-passes GTA or ITR.
• PCB will need to run, in order for student to
  receive e-mail

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CM Admissions Process Model

• Initial Set-up Process
• Admissions Model 5 letters
• Welcome Letter (also labels)
• Z-Fold for folder/sealer
• Missing Items letters (3)
• Congrat Letter
• Uses the standard CM set-up process
• DOC Outgoing Correspondence
• TRC Outgoing Correspondence
• CMC Incoming Correspondence
• CRRD Incoming Correspondence

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CM Admissions Process Model Welcome Letter DOC

• Very similar to the E-mail document except
• Document Type WINTEG.WORD
• E-Mail Document Options not in use

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CM Admissions Process Model Welcome Letter DOC

• Document File Set-up this establishes which
  fields can be used in the letter template

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CM Admissions Process Model Welcome Letter DOC

• HardCopy Document Options
• This initiates the merge process into word
  Winteg.Word
• The following screens should appear
• Some initial set-up needed to establish the
  connection between Colleague and Word - (macros,
  etc.)

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CM Admissions Process Model Welcome Letter DOC

• What you will see when Word opens
• If creating a new document, screen will be blank
• If updating, your previous template will occur.
• Can copy and paste here, and perform any other
  word functions at this point.

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CM Admissions Process Model Welcome Letter
Z-fold DOC

• Example of Z-fold Letter.
• Instead of manually folding and inserting letters
  into envelopes, this version can be processed
  thru a folder/sealer machine.
• Folds in a Z-shape, where the address appears on
  top.

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CM Admissions Process Model Missing Items DOC

• Similar set-up as the Welcome Letter except
  Document Paragraphs are in use (custom Paragraphs)

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CM Admissions Process Model Missing Items DOC

• Custom paragraphs or Document Paragraphs
• Paragraphs that are inserted into the letter on
  an as needed basis
• Rules determine if the paragraph will be used

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CM Admissions Process Model Missing Items DOC

• DPAR where the text of the paragraph is entered
• If the rule associated with the paragraph is true
  then the paragraph appears on the letter
• ADCHSTR appears in the MAILING.CC.NOT.RECVD
  field, meaning that the high school transcript
  has not been received.

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CM Admissions Process Model Missing Items DOC

• Document File Setup using custom paragraphs
• Note max values of 8
• This must be double the number of custom
  paragraphs that are used

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CM Admissions Process Model Missing Items DOC

• Hardcopy Document options
• This is using letter position 1, for 8 lines.
• Between each custom paragraph is a blank line
  that is not seen. Must double the number of
  lines (ex 4 paragraphs 8 lines)

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CM Admissions Process Model Congrat Letter DOC

• Congratulations letter
• Student has completed all necessary admissions
  procedures
• DOC same process as Welcome Letter no
  document paragraphs are needed

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CM Admissions Process Model Congrat Letter DOC

• Document File Setup
• Virtually the same as the Welcome Letter

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CM Admissions Process Model Congrat Letter DOC

• HardCopy Document Options
• Same functionality as seen in Welcome Letter

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CM Admissions Process Model Labels - DOC

• Labels while they look the same as any other
  document in Colleague

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CM Admissions Process Model Labels - DOC

• Over in Wordits a different story
• Word 2007 click on Mailings ribbon, then on
  Start Mail Merge, the click on Labels, and select
  15510
• The following gridlines should appear
• And then, select the fields, into the 1st label

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CM Admissions Process Model Labels - DOC

• Once all fields that are needed are entered into
  the 1st label, click on the Update Labels button

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CM Admissions Process Model Labels - DOC

• and the fields in the 1st label will be repeated
  in each label in the template
• This label document can then be included in the
  printing process, and can print along with your
  letters.

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CM Admissions Process Model TRC

• TRC Tracking Codes
• Sets Missing Items letters up on a timed sequence

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CM Admissions Process Model Communication Codes

• Communication Code assigned to a student when
  an application is submitted.
• Welcome letter immediately assigned to student
  at the time communication code is assigned
  (Drill down goes to DOC)
• Other CMC codes are assigned thru Correspondence
  Request function

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Communications Management for Curriculum
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CM Admissions Process Model Communication Codes

• Correspondence Requests Definition a list of
  items that are needed from the student.
• Each of these is a Communication Code within
  itself drill down will take you to CMC
  trigger codes
• Assignment actions and Follow up actions are set
  here also

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CM Admissions Process Model Communication Codes

• These trigger codes or simple codes are
  assigned to the student as well, when they submit
  an application.
• In this CMC, when the student submits their High
  School transcript, the operator goes to CRI, and
  marks this particular code as received
• This will no longer show up as part of the
  student missing items

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CM Admissions Process Model Communication Codes

• The ADCCOLT code has a rule.
• Only students whove indicated their admit status
  is T for transfer will have this CMC.

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CM Admissions Process Model Communication Codes

• Assignment Action - yes
• In this case, the Admissions Missing Items track
  (the 3 missing Items Letters) are assigned to
  this student

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CM Admissions Process Model Communication Codes

• Follow Up Action - yes
• When student submits all items (in the model,
  the HS transcript, Coll transcript (if admit
  status T), placement test and interview.
• Will no longer need missing items letters sent
  at this point gets Congrat letter

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CM Admissions Process Model ATRK Screen Rule

• Admissions has screen that will automatically
  allow CMC codes to be assigned - ATRK
• When rule is true, the CMC is automatically
  assigned but only assigned once.

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CM Admissions Process Model ATRK Screen Rule

• ADRAPPL Admissions Applications Received rule
• When this rule is true, the CMC code of ADCAPPL
  is assigned to the student, which assigns all
  needed CMCs Correspondence Requests, Documents
  and Tracks to the student

• The Greater than condition was included because
  if a previously created application, before the
  Admissions CM process was in place, was opened
  and saved out, it would be picked up as a
  recently entered application.
• As far as the system is concerned, these
  previously entered applications would be
  considered new entries, and welcome letters would
  be sent out, causing confusion.
• This additional condition stops this from
  happening.
• Also left the original condition of NE in the
  rule, to self-document and as a reminder that
  these are true applicants and not prospects.
• The student will be picked up in this rule on
  ATRK only once.

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Admissions CM process prospect items model

• Create 2 General Interest letters, thru DOC
  same process as other Documents
• (ADDGIL1, ADDGIL2)

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Admissions CM process prospect items model

• Put these 2 letters on a track

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Admissions CM process prospect items model

• Then Create a CMC code to include the General
  Interest Track

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Admissions CM process prospect items model

• An addition is needed on the Admissions
  Application Communication Code, to delete the
  General Interest track if prospect becomes an
  applicant

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Admissions CM process prospect items model

• Two more items Rule and additional entry on
  ATRK

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Admissions CM process prospect items model

• If persons initial entry into the system is thru
  PRSP, will be put onto this general interest
  track.
• IMPORTANT if using Prospect entry, be sure to
  populate enough fields to establish this person
  into the system for example, full name,
  address, DOB any fields that will identify the
  person hopefully to eliminate the possibility
  of duplicate entry.

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Admissions CM process On-going Daily Process
Marking Incoming Correspondence

• CFNC or SHAP Rule is triggered - Student is
  assigned CMC codes
• Admit status was T transfer
• As items come in, mark as received ADCINTER can
  be marked on REFA/APPT screen

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Admissions CM process On-going Daily Process
View Pending Correspondence
Entry 2038 ADWELC Welcome Letter for student
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Admissions CM process On-going Daily Process
View Pending Correspondence
Entry 2041 ADDMISS1 Missing Letter 1 Entry
2045 ADDMISS2 Missing Letter 2 Entry 2046
ADDMISS3 Missing Letter 3
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Admissions CM process On-going Daily
ProcessPending Correspondence Report
Report of any correspondence that is waiting to
be processed, or correspondence that was missed,
and any error messages
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Admissions CM process On-going Daily
ProcessPending Correspondence Report
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter

• Right now only correspondence history on this
  student is that application has been received
  recorded automatically

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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter

• PCBP Screen Choose to Update History and
  Envelopes and Labels

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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
When Word opens and this appears, click Yes, then
press alt M (for merge)
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
A document opens, with the following message.
Only 1 letter was in this batch, so record 2 was
empty. Close this document, and
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
the Welcome Letters will appear, in last name
order (if this was set on the PCB screen). This
can be printed, saved as a word document, etc.
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
Close out all documents, and the follwing Alert
box appears. Click OK, and if labels were
requested on the PCB screen, they will appear
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
Once again, we see the Alt-m alert box click
OK The Select from HEADER.DOC alert box
appears click OK, then Alt M The Empty
Record document appears. Close this, then the
labels will appear.
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
Now that letters and labels are processed, need
to History the batch thru PCB
then Delete the batch also thru PCB
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Welcome
Letter
Go back to IHS, and view Correspondence History
on this individual.
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
Student has not submitted any of the missing
items after 10 days, Missing Letter 1 would be
processed
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
On July 31, HS and College transcripts reported
as being received from student. But, student
still has not had interview, or placement
tests. On August 2nd, 2nd missing item letter
is processed.
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
Note the transcript items no longer show in the
missing items list
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
Student comes in on 08/05/08 and has interview.
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
On 08/06/08, takes placement tests all needed
items are now received.
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
Instead of receiving the 3rd missing item letter,
student receives the Congrat letter, and is
removed from the missing items track. This would
be processed the day all items have been recorded
as being received.
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
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Admissions CM process On-going Daily
ProcessProcess Correspondence Batch Missing
Items
and students correspondence history will
reflect this
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Other suggestions uses for Communications
Management for CU

• Notifying students of cancelled classes
• Notifying advisors of new advisees
• Health Science students Designing their very
  own Welcome Letter and Missing items
  procedure
• Interest letters to students for particular
  programs of study
• Reminders to students
• Queries used to generate save lists that are
  used as input to these types of notifications

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Other Helpful CM Screens

• CRG Communication Code Entry (group) works
  like CRI, but is
• used to assign a communication code for a GROUP
  of students

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Other Helpful CM Screens
BPD Batch Procedure Definition for creating
batch template The name DCWELCOME, would be
used in the Procedure Name field in PCB
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Other Helpful CM Screens
PCEX Express Correspondence Processing new
from R18 good for on the fly correspondence
processing
Advantages - Can be used to generate a letter
quickly, or re-processed due to problem with
students record. Will automatically update
history, delete the batch.
Disadvantages No real batch is created in
this process, so once PCEX runs the process, the
correspondence is gone certain amount of
control is lost. Also if a letter contains an
error, it will remain in the system, unassigned
to a letter batch.
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Other Helpful CM Screens
IPC Individual Pending Correspondence To
review correspondence on an individual. Also
can customize documents on an individual basis by
drilling down on the individual correspondence,
changes can be made EX salutation
Screen 1 all pending corresp has been processed
Screen 2 student still has Several pieces of
pending Correspondence.
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Other Helpful CM Screens
ITR Individual Track Assignment Can assign
tracks here (or on GTA), and also can edit tracks
on an individual.
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• QUESTIONS???