Admissions - Automate Entry Queues

Status

Backlog Queue / Ready to Work []

0% complete, updated on Tue 4/23/24 4:53 PM by Scott Kodai

Changed Status from On Hold to Backlog Queue / Ready to Work.

Details

Dates
Mon 11/7/22 - Wed 7/31/24

Acct/Dept

Office of Admissions

Service

Softdocs, OnBase, & Perceptive Content ECM Systems / Softdocs, OnBase, & Perceptive Content - Issues and Requests (New, Modify, Delete)

Type

Operational / Maintenance Projects / Division of IT Maintenance Operations Projects

Health

On Hold

Portfolio(s)

EAPP (Scott Kodai)
EAPP-BPA (Samantha Back)
EAPP-INT (Jim Nelson)

Classification

Large Project (Generally Over 230 Hours Effort)

Requirements

Using empl ID, app number, doc type and Custom Property D's or F's update as follows:

For the AdmisDocTS entry queue:
If doc type = High School Transcript - Final and Custom Property D's or F's = No Then mark transcript as Final and Complete checklist Item.
If doc type = High School Transcript - Final and Custom Property D's or F's = Yes Then mark transcript as Received and do not complete checklist Item.

For the AdmisDocCt entry queue:
College transcripts will work using the logic created for ICT by Dustin Jackson.

Created

Mon 6/20/22 8:49 AM

Modified

Fri 4/25/25 8:16 AM

Change Impact

How will you measure the impact of this project?

What are some metrics or KPIs that will be used to measure success? Think about the five metrics to measure: quality, quantity, timeliness, cost, and customer satisfaction.

The time savings. Jarrod Higbee may have a document that details the time this manual process takes.

What are the consequences of not doing this project?

For example: direct significant negative consequences to the University, unable to conduct basic services; failure to resolve customer complaints or requests; loss of opportunity for improved service delivery or efficiency. Please explain.

Lag in time for student application checklist items being completed and potentially impacting students' decision to attend Chico State.

How many employees will be impacted by this change?

Select the size of the employee population that will be impacted by this request.

A few

How many students will be impacted by this change?

Select the size of the student population that will be impacted by this request.

Most/all

Project Costs

Funding Status

Funding is not necessary

Project Details

Project Champion

Person who voluntarily takes special interest in the adoption, implementation, and success of the project. They will help enforce the project solution with internal resources and promote it across campus.

Na Lee Thao

Divisional VP Support

Does your divisional VP support this request?

What would a successful solution look like?

What outcome will you have at the conclusion of this project? If this proposal is one of a multi-phase project, please explain your plans, goals, and timelines for subsequent phases.

A successful solution would be using a Boomi process to automate the AdmisDocTS and AdmisDocCT entry queues utilizing the PeopleSoft web service that was created for ICT to update the education page and checklist. This would significantly reduce the manual labor currently required to enter transcripts for student applicants.

Executive Sponsor Division

The executive sponsor's campus division. Campuswide is used for projects that have multiple executive sponsors or are initiated by cabinet.

Student Affairs

Project Urgency

Indicate if there is a mandate or requirement driving this request.

Not mandated or required

Project Resources & Effort

DoIT Departments Involved

Any Division of IT departments that will be involved in this project.

EAPP (Enterprise Applications)

Description

We would like to use Boomi to automate the AdmisDocTS and AdmisDocCT entry queues utilizing the PeopleSoft web service that was created for ICT to update the education page and checklist.

Currently these queues are used to manually enter transcripts by two Admissions employees so this project would reduce that manual labor in a significant way.

Systems Affected

Dell Boomi
Perceptive Content

Manager

Samantha Back

Alternate Manager(s)

Alisha Johns

Wendy Bentley

Sponsor

Melanie Manes

Stakeholders (2)