The document discusses automating the process of creating student packages in order to: 1) Reduce the time it takes to create student packages from hours to minutes. 2) Reduce the daily man hours spent on creating packages from 16 hours to under 2 hours. 3) Accelerate new students' ability to register for courses by streamlining the package creation process.

1. Automated Student
Package Creation
Thomas Van Stone
Data Management Specialist
Post University, ICT Department
December 20, 2011

2. Our Goal
• Our goal is to make the synchronization between both systems
as automatic and quick as possible so that we can
• Provide new students with their QXWeb logins as quickly as
possible
• Enroll new students in classes as quickly as possible
• Reduce the amount of manual effort performed by the Registrar’s
office to create a student package
• Reduce or eliminate data entry errors

3. Current Integration Process

4. Current Process: Registrar’s Role
• View new students in CRM
• Open the student record in Jenzabar
• Fill in Jenzabar according to CRM
Explained on next slide…
• This process takes roughly 5 to 10 minutes per student
• 50 to 100 students per day (depending on the proximity to the
start of a module).
• Roughly 4 to 16 man hours per day
• These steps are exactly what will be automated in the new
process

5. Filling in Jenzabar According to CRM
CRM creates: Registrar Enters:

6. Solution
• Automate the process of translating data from CRM to
Jenzabar Student
Is This Achievable?
• Yes, because:
• CRM can send this raw data to Jenzabar
• Jenzabar provides a mechanism to create packages using that raw
data
• We have done the work to customize this Jenzabar mechanism
according to our current process

7. New Integration Process
1) Shrink the time it
takes to create a
Student Package
2) Reduce amount of work for Registrar’s Staff

8. Still work to be done…
• Registrar’s Office will still need to do the following manually:
• Create a WebReg login
• Assign the student to the proper WebReg groups
• Update CRM with the student’s WebReg credentials
• Update CRM with the student’s Blackboard Credentials
• These actions will be automated in the Second Phase of the
Student Package Auto Creation process
• Tentatively scheduled for late February 2012

9. Conclusion
• By automating the creation of student packages, we
• Reduce the response time it takes to complete student packages
in Jenzabar from 2 hours to 5 minutes
• Reduce the manpower required to create packages for new
students from 16 daily man hours to under 2 daily man hours
• Ultimately accelerating the new student’s ability to register for
courses