Undergraduate Admissions OnBase Workflow

100%

Status

Completed - Met Expectations [Completed - Met Expectations]

100% complete, updated on Wed 2/22/23 2:55 PM by Yee Vang

Changed Status from In Process to Completed - Met Expectations.
All project requirements have been met including data file ingestion, automated review, routing and filtering throughout the process, along with timely updates back to CMS (via Boomi). Additional work has also been completed to account for mid-term adjustments coming directly from CMS.

Details

Dates
Sun 6/30/19 - Wed 2/22/23
Acct/Dept
AU - All University
Type
Project / Annual Project Call
Health
Green - On track
Portfolio(s)
Created
Fri 6/30/17 11:06 AM
Modified
Wed 2/22/23 2:55 PM
Closed
Wed 2/22/23 2:55 PM
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.
Through the automation of workflow this project will allow the Office of Undergraduate Admissions to free up staff time and provide students applications with a more personalized, accurate and efficient application review process. The more pleasant the initial experience through the application process, the more likely a student is to enroll at Sacramento State. This project support significant increases in efficiency and service and will create a better application experience for students thus increasing campus diversity, inclusion, and equity.
Main Goal Statement
This section defines the one central outcome that gives purpose and direction to the project. It is what you intend to do to accomplish to address the problem or opportunity identified above. Example: Complete current graduation requirements will be
We want to develop and implement an Admissions process that is accurate, functional, effective, and trackable to minimize possible errors and reduce response time using OnBase workflow.

Objectives:
• Abide to the CSUApply cycles (August 1 or October 1)
• Mirror similar solutions from Grad Admissions workflow that was implemented by Hyland
• Automation using app enabler and CMS autofill files, enable integrations to web services.
• Academic department approvals for Impacted majors
• Load balancing for work distribution
• Reports to track undergrad admissions progress
Area Lead
The person in your area who will help lead the following: document requirements, bring in appropriate resources (e.g., faculty, students, staff, etc.), and oversee tasks, testing, and training.
Brian Henley, Mateo Avila
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.
Project Manager: Nadya Lucas
Functional leads: Mateo Avila, Andrea Roush, Sara Wood, Caroline Peretti
SA OnBase team: Martha Reyes, and more
OnBase Team: Greg Porter and his team (A-Be Saechao, Becky Farina, Nathen Rex)
Software/Applications: OnBase Workflow, Unity Forms, CMS interface (autofills), Biztalk and App Enabler. All of these applications that we are currently using as Campus enterprise solutions and we would not require other resources.
Executive Sponsor
Each project must have an executive sponsor (VP / Cabinet level executive).
Ed Mills
Initial Constraints
Identify anything that significantly limits the project team’s options in planning and executing project activities. These might include applicable laws and regulations, mandated target dates, financial limitations, resource limitations, etc.
Constraint resources

Other Project Information

Credit Card Data Touched (PCI)
Does the project touch payment card/credit card data (PCI)? Contact and include the ISO if payment card information is required.
No
Health Care Data Touched (HIPAA)
Does the project touch personal health care data (HIPAA)? Contact and Include the ISO.
No
Student Data Touched (FERPA)
Does the project touch student data (FERPA)? If so contact and include the ISO and the Registrar.
Yes

Description

The purpose of this project is to develop and implement an automated workflow system to minimize manual processing of the undergraduate admissions applications.
The current process heavily relies on human intervention which could be automated through the use of OnBase workflow functionalities.

Manager

YV
Yee Vang

Sponsor

MW
Marcellene Watson