IPGE Admission OnBase Automation: Workflow&Direct Document Upload

45%

Status

In Process [In Process]

45% complete, updated on Wed 5/1/24 10:54 AM by Ange Bledsoe

Changed Percent Complete from 33% to 45%.
Changed Health from Yellow - At risk with corrective actions to Green - On track.
Recent Activities:

  • Sample DIP file was shared with KM development team on 4/26/24
  • KM developers worked on creating a workflow unity for to re-index the English language tests and configuring the OCR functionality for the IETLS tests. The team ran into consistent errors with Advanced Capture configurations and worked with Hyland tech support to attempt finding a resolution. Hyland exhausted their first line tech support and confirmed that everything is configured correctly, however due to the many different documents that are processed, OnBase OCR fails to read the IELTS tests approximately 80% of the time. Hyland Support was offered, however this would delay the project by 2-3 months, require a change of scope/contract, and additional fees.
  • KM developers provided sample DIP file and multiple test scores in order to test and work on the workflow Unity form.
  • KM and Sac State teams met to find a solution for deferred applicants in the workflow. KM will create a bucket for these applications to sit in and the workflow will handle most of the processing, but staff will need to manually process applications in this bucket once student applicants are matriculated.
  • Development is 80-90% complete
 
Key Upcoming Tasks:
  • Development will continue into May and testing conversations will begin during the later part of the first week of May. Ange will include Michael for QA/testing.
  • KM PM will send a change order to Piram and Aileen to approve a 3 week project timeline extension.
Issues and Risks
  • Issue-advanced capture is not able to recognize all documents due to their many formats and inconsistencies. To mitigate this, the KM developer created a simple button where IPGE staff will manually confirm/edit what Advance Capture documents.
  • Issue-Project will be delayed a month due to resource constraints

Details

Dates
Tue 8/1/23 - Sun 6/30/24
Acct/Dept
AA- Academic Affairs
Service
Project Request / New Project Request
Type
Project / Annual Project Call
Health
Green - On track
Portfolio(s)
Requirements
o Improve efficiency and effectiveness of the international admissions processes
o Increase international student enrollment
o Provide greater student services by freeing up staff from the tedious task of retrieving documents through student emails.
Created
Tue 8/1/23 11:25 AM
Modified
Wed 5/1/24 10:54 AM
Link to Strategic Planning and Mandates
This will link the project to the University strategy it supports. If it is not a strategic project, don't select any.
Student Success Imperative
Problem / Opportunity
Briefly summarize the problem or opportunity you propose to address. Write this in terms of the organizational problem being addressed, not in terms of the solution needed.
o International Admissions staff manually download and upload student documents emailed by applicants. Documents are then uploaded manually to OnBase, indexed, and verified. This is a very time-consuming process that takes a large amount of staff time rather than allowing them to focus on evaluating and processing applications.
o This project will allow for a more efficient process. By streamlining the document submission process, staff members are able to focus on vital task in the application process.
Functional Teams and Other Resources
Please do your best to define personnel needed for your project, as well as your best estimate of the number of hours needed from those project team members.
Kunyi Cheng, Aileen Dy, Piram Prakasam
Executive Sponsor
Each project must have an executive sponsor (VP / Cabinet level executive).
Carlos Nevarez

Manager

AB
Ange Bledsoe

Sponsor

DZ
David Zeigler