NEGAP 2011: Implementing a paperless admissions system: Using SILVER to achieve gold!
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NEGAP 2011: Implementing a paperless admissions system: Using SILVER to achieve gold!

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In early 2010, Salem State University decided to implement a paperless system for graduate admissions. Plans included launching an online graduate application, scanning documents, conducting the ...

In early 2010, Salem State University decided to implement a paperless system for graduate admissions. Plans included launching an online graduate application, scanning documents, conducting the admissions decisioning process online, and moving prospect-to-enrollment communications online. This presentation will provide tips and strategies from a member of Salem State's core team involved in all aspects of implementation. Designed for schools thinking about going paperless or just getting started, this session will address the SILVER - Starting, Implementation, Launch, oVErcoming technical issues, Regrouping – needed to get you to the gold!

Presented by Jamie Satter, Assistant Director of Graduate Admissions at Salem State University.

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    NEGAP 2011: Implementing a paperless admissions system: Using SILVER to achieve gold! NEGAP 2011: Implementing a paperless admissions system: Using SILVER to achieve gold! Presentation Transcript

    • Implementing a paperless admissions system: Using SILVER to achieve gold! Jamie Satter Assistant Director of Graduate Admissions Salem State University NEGAP Inaugural Conference November 18, 2011
    • About Salem State 50+ graduate programs in ten disciplines Each program has unique admissions requirements Each program has own admissions decision process (committee, multi-step review, different deadlines, etc.) Admissions cycle Majority of programs accept students three times per year; some once per year Enrollment About 2,500 graduate students Staffing Graduate Admissions: three full-time staff; one part-time MSW admissions coordinator; one student assistant; one GA Admissions Operations: five full-time staff (two professional positions, three clerical positions; student workers
    • Timeline November 2008 Admissions consultant May 2009 Restructuring and creation of graduate admissions Summer 2009 – Summer 2010 Enrollment management system research (online application and document imaging system) Summer 2010 Document imaging and online admissions decision process designed October 2010 Document imaging and online admissions decision process launched December 2010 Online graduate admissions application and “graduate self-service” launched
      • Using SILVER…Starting
      • Define exactly what is going paperless
      • Identify users/constituents outside of your office
      • Allocate resources - Budget, staff, priority compared to other projects
      • Analyze systems - What do you have, what do you need, building in-house vs. outsourcing
      • Map your business process
    • Mapping Your Business Process
      • Key Starting Questions
      • Who is initially getting documents into your imaging system? How will their job change, and how will you train them.
      • How are you going to prioritize the systems work with other tasks, like recruiting?
      • Using SILVER…Implementation
      • Establish a team - Core members, auxiliary members, departments
      • Set regular meetings
      • Establish a project management system
      • Figure out how your systems will work together (or not)
    • Salem State ’s Project Management System
    • Salem State ’s systems and how they “talk” It is critical to understand how your systems will communicate for several reasons: checking application statuses, completing applications, and communication to students
      • Key Implementation Question
      • Getting technical here – do I need a translator?
      • Using SILVER…Launch
      • Establish a “go live” date - What is driving this date?
      • Train users prior to launch - Group vs. one-on-one, guides, installation and train on equipment, KISS
      • Be prepared for…anything - Technical issues, gripes, supportive people
    • Salem State ’s Training Materials
      • Key Launch Question
      • Where are my applicants in all of this?
      • Using SILVER…oVErcoming technical issues
      • Establish a system of reporting issues
      • Who do you tell something is wrong?
      • What exactly is happening? Use proper terminology and screen shots.
      • When do you say something? Immediately or after a few occurances?
      • Where – In what system is the issue?
      • Why is this happening? System issue or training issue?
    • Example of Salem State ’s issue reporting systems
      • Key question to oVErcome technical issues
      • Where is my vendor?
      • Using SILVER…Regrouping
      • Regroup after launch
      • Manage up – is this working?
      • Go back to your team, meetings and project management system if necessary
      • Discuss “need to have” vs. “nice to have” and prioritize
      • Key Regrouping Question
      • Now that we ’re getting better at this, how can we streamline?
    • Using SILVER – Achieving the Gold! Salem State University – Document Imaging System Implementation of the Year
      • Top five things we could have done better
      • Mapped our business process before vendor got to campus
      • Identified specific ways all systems would interface, esp. for communication purposes
      • Increased amount of testing and training for data entry before launch
      • Anticipated issues for users (esp. access)
      • Prepared for how to deal with technical issues
      • Top five things we did well
      • Had solid project management
      • Offered multiple training sessions and guides for faculty
      • Established a system of reporting issues (finally)
      • Managed up throughout process to go back to the drawing board after launch
      • Worked as a team (truly)
    • Thank you! Question and Answer Jamie Satter Assistant Director of Graduate Admissions Salem State University [email_address] 978.542.7361