The Admissions Workflow allows for processing of applicants based on a series of events on applicant records (called workflow items). Workflow queues are set up to allow a group of staff to work toward a common goal, which usually involves processing an application through to a significant decision. Each queue may be set up to handle only a particular group of applicants (for instance only undergraduate transfer students) and then workflow items utilized by the queue are defined.
After queues have been set up, a process runs nightly to fill each queue with workflow items that have occurred in the past day (see Re-process Admissions Workflow Queues under Student Systems Processes). Processors of each queue may then select students one by one from the queue, which is prioritized by application term and workflow item add date. Once a student has been selected from the queue for application processing, workflow items which triggered the student to enter the queue will be displayed. Each workflow item should be reviewed and completed for the student. If the processor makes a significant decision on the selected student, workflow processing will be complete for the application, however, if the processor is unable to make a decision, the student will simply re-enter the workflow the next time an event occurs which triggers the creation of a new workflow item.
Queue administrators have the ability to see the workflow items inside of their queues as well as the prioritization of the items in the queue. There is also functionality which allows administrators to view which students have been selected from the queue and by which processors. Completed workflow items may be reviewed in the reporting feature. Additionally, administrators can choose to manually add applicants to their queues by searching and providing a reason for the entrance of the manually added workflow item.
The logic for each workflow item is detailed in the grid below. When a workflow item is associated with a queue, parameters may also be used to further constrict which type of students should be associated with the item. For example, if a queue has been set up to only allow for graduate students, workflow items for that queue may not be set up with parameters that allow for undergraduate students. In this regard, there are two layers of set-up for the queue: 1) queue parameters and 2) workflow item parameters. Nightly processing of a queue works by selecting all applications which meet the criteria of the queue parameters. Then each application is evaluated to see if there are any applicable workflow items that should be added to the queue. If the logic is met for the workflow item and the student meets the criteria of the workflow item parameters, it will then be added to the queue.
The queue population process can be thought of as a funnel. The queue parameters will constrict which types of applications can be assessed for workflow items, so this would be the top part of the funnel which allows for any groups that will be reviewed in the workflow items. The workflow item parameters should be thought of as the bottom part of the funnel which will then further limit the applications available to the queue for each individual workflow item. Alternatively, workflow items which have not been set up with parameter values will be constrained only by the queue parameters.
Allowable Multiple Times for an Application?
Admission Application (SAAADMS) record exists.
Admission Application (SAAADMS) record has a Checklist with no Admission Request codes where the Received Date is blank*. This workflow item may be added again if there is a checklist item which has a received date greater than the last completion date of this workflow item for the application.
*Note: Final College Transcript checklist items are considered to be received even if the checklist date is blank when a Transfer Course Information (SHATRNS) record exists for that institution with a Received Date. The Final High School Transcript and Final College Transcript checklist items will be ignored for FTIC students (Student Type is ‘B’ and Admit Type is not 'BM').
High School Transcript Received
High School Transcript record exists with a Transcript Receive Date greater than one year ago and Evaluation Complete is marked as ‘No’.
Institutional Grade Activity
Activity was detected on the Course Maintenance (SHATCKN) record after the Admission Application (SAAADMS) record Application Date and after the last completion date of this workflow item for the application.
J Hold Released
Admission Application (SAAADMS) record has a Conduct Code of ‘A’ on the Student Conduct screen in Administrative Application.
Post-Secondary Transcript Received
Transfer Course Information (SHATRNS) record exists with a Transcript Receipt Date greater than one year ago and the Institution has a Prior College (SOAPCOL) record that does not have a Transcript Reviewed Date or that has a Transcript Reviewed Date that is less than the Transcript Receipt Date on SHATRNS.
Ready for Decision
Admission Application (SAAADMS) record has an Application Decision of ‘ND’.
Admission Application (SAAADMS) record has a Status of ‘Reviewed’ in the Admissions Referral System.
Admissions Workflow Administration
The Admissions Workflow Administration allows for administration of the workflow items associated with a particular queue. Administrators of multiple queues will first be prompted to select from a list of their assigned queues.
An overall view of all available workflow items in the queue is displayed in this interface of the workflow. Various counts are presented in a chart and are meant to give administrators a view of the queue and the work that is currently being processed in it. The In-Process column displays counts for the number of items which have been selected by a processor while the Available column displays counts of items in the queue which are available for selection by a processor. The following options are available to allow the administrator to manage the selected queue.
The ‘Review Available’ option is used to see all applications and their associated workflow items that are currently available for selection in the queue. The applicants will be displayed in the order in which they will be next selected by the processors. Applications closest to the current term will appear first in the list. The next priority will be the date the workflow item was added to the queue. Finally, any manually added workflow items will appear last in the queue priority. Note: all workflow items for a single applicant will be assigned to the processor even if all of the items were not selected.
The ‘Manually Add Items’ option allows for workflow items to be manually added to the workflow queue for a selected group of applicants. There are several search parameters that can be used to find applicants. Once a search has been conducted, a list of applicants meeting the search criteria will be displayed. Any applicants that meet the search criteria but already have incomplete workflow items will not be included in the search. The administrator can then select which applicants will be added to the queue along with a reason for adding them, which will be displayed as the workflow item to the processors.
The ‘Review Completed’ option allows for reporting of processing within the workflow queue. Searches for workflow items completed within a date range or for a specific application term may be used to narrow the data. A count of completed workflow items by processor is displayed after a search is performed. This will provide an overview of the different kinds of work each processor is doing in the queue as well as overall work being performed by all processors. A legend is provided at the bottom of the page for the Workflow Items columns. The Totals column displays total number of items for each processor as well as distinct applicants for each processor because an applicant can have multiple items associated with their application at any given time. The last row in the chart displays each item total for all processors, the grand total of all items for all processors and finally the distinct applicants for all processors. Additionally data may be extracted for the specific applicants and workflow items indicated in the chart. A series of time calculations for each item is also included in this export to allow for further analysis. Note: for efficiency purposes when using Excel, it is recommended to use the search parameters to export smaller subsets of data.
All applicants that have been selected by processors will be viewable under the ‘In-Process Applicants’ section. Administrators may re-assign a processor for an applicant or release the applicant back to the available items (for selection by another processor). If necessary the Admissions Processing Workspace can be accessed directly by the administrator for any of the in-process applicants.
Intended Audience/Users: Enrollment Services Admissions Processing Management and Graduate School Admissions Processing Management
Admissions Workflow Processing
The Admissions Workflow Processing application allows for users to process applications for a workflow queue. After selecting the next available applicant in the workflow queue, users will be taken to the Admissions Processing Workspace for the applicant. All applicable workflow items will appear in the workspace and each should be reviewed. Items can be marked as complete and then the user will return to the main page to select another applicant. The individual students in the queue are not displayed to allow for the next highest priority student to be selected.
Any previously selected applicants that have not been marked as complete for all workflow items will be listed under the ‘In-Process Applicants’ section. This will allow the processor to continue working on the items they have already selected. During the load process, any new workflow items for an in-process applicant will be added to this list as well. Once all workflow items have been completed for an applicant in the Admissions Processing Workspace, the applicant will no longer be selected and will not appear under the ‘In-Process Applicants’ section.
Reporting processors will be provided with a 'Review Completed' button, which will allow for reporting of completed workflow items in the queue (refer to Admissions Workflow Administration for more information about this functionality).
Intended Audience/Users: Enrollment Services Admissions Processing and Graduate School Admissions Processing
Admissions Workflow Queue Set-Up
Admissions Workflow Queues are defined in the Queue Set-Up application. Each queue will be assigned a unique number and a description to be used throughout the workflow system. There are three set-up options for each queue beyond the initial definition:
Application settings are used to define the application pool to be utilized by the workflow queue. A maximum application term should first be set. Applications for the current term through the maximum application term set will be considered for the queue. Application level, student type and admit type settings can have multiple values selected. Once any codes are selected under each setting, all others are excluded. Settings that do not have selected values will be disregarded in the creation of the application pool and all values will be considered. The setting for college, program, major, and concentration combination works similar to the other settings in that once a value has been selected, all other values are excluded. This particular setting, however, has an additional usage parameter which determines whether or not the selected values are to be included or excluded from the application pool. If all added values are set to exclude, then all other values will be included. Once any value has been selected for include, all others will then be excluded. This setting may also be configured to exclude a smaller subset of a larger include value.
The items option allows for the control of workflow items associated with the selected queue. Any workflow items added to this list will be activated during the batch processing of new items for the application pool defined in the application settings. Each workflow item may also have parameters attached to it, which will allow for only specific types of applicants to appear in the queue with this item. Once a value is specified for a particular parameter for a workflow item, all other values for that parameter are excluded from processing unless the value is also specified in the list. To include a workflow item for all applicants (limited to those that meet the criteria of the queue application settings), add the item and do not include any parameters and values.
The security option is used to define processors and administrators of a queue in addition to the data elements which are visible when accessing the Admissions Processing Workspace from the workflow. There are several security objects associated with the workspace. Objects that are needed for the processing of a queue should be defined as either maintenance or query (depending on the purpose of the workflow queue). The ‘General Access to Workspace’ object is required to have a value while all others are optional. If no access is selected for an object, that data block will not appear on the workspace at all for users of the queue. Please note that users can be granted security to the workspace outside of this application or could be granted security through another workflow queue and either may give them greater access. Users will need to be defined for the queue in order for them to gain access to the workflow. Users should be granted a processor or an administrator role based on their relationship to the queue. Administrators will be able to review, add, reassign and remove items from their assigned queue, as well as change the queue set-up. Processors will be granted the ability to select items from their assigned workflow queue. Reporting Processors will have access to reporting options in addition to the regular processor functionality.
Intended Audience/Users: Enrollment Services Systems
Non-Workflow Transcript Processing
The non-workflow transcript processing page is used to review transcripts for current applicants and students which have not been included as part of an admissions workflow for the transcript workflow items. Transcripts which are less than one year old and have not been marked as evaluated in the system will be added to this application each time all of the admissions workflow queues are re-processed. Transcripts received for current applicants who have never been a UNF student will only be included if the application fee has been paid, conduct questions have been cleared and the application has not been canceled.
Users will be required to select a work area of graduate or undergraduate before the list of transcripts can be displayed. The Work Area selection is intended to split the transcripts for processing by the two admissions offices. The graduate work area includes transcripts for students who have only graduate (GR) or graduate applicant (PG) Admissions Application (SAAADMS) and General Student (SGASTDN) records. The undergraduate work area includes transcripts received for students who have ever been an applicant or student at the undergraduate level (except those with a PG admit type). Due to this, students who were previously awarded an undergraduate degree from UNF and are currently applying to the graduate level will be displayed in the undergraduate work area.
The options for a transcript are select, release and complete. After a transcript is selected, the user will be taken to the Admissions Processing Workspace for the most recent incomplete application forthe student. When all applications are complete, the application for the greatest term with an admit decision will be selected, otherwise latest term will be used. If the applicant has other transcripts available, those will also be selected by the user. Transcripts which have already been selected may be released by any user. After the transcript has been reviewed and evaluated in Banner, it should be marked as complete in this application. Each transcript is evaluated and completed separately. Note: if a transcript still located in Transfer Articulation Evaluation form (SHATAEQ) is marked as complete and the student has a SGASTDN record, the transcript will be listed again after the workflow queues are re-processed. Several data elements are listed in addition to the transcript to give the user more information about the student.
The 'Review Completed' option is available to users with appropriate access and allows for reporting of transcripts processed outside of the Admissions Workflow. A count of completed transcripts by processor is displayed after a search is performed. The Total column displays the number of transcripts for each processor based on the selected search criteria. The last row in the chart displays the grand total of all transcripts for all processors. Additionally data may be extracted for the specific students and transcripts indicated in the chart. Note: for efficiency purposes when using Excel, it is recommended to use the search parameters to export smaller subsets of data.
Intended Audience/Users: Enrollment Services Admissions Processing
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