Presentation on theme: "Micah Cooper – University of Georgia Jeevan Devassy – Georgia Tech"— Presentation transcript:
1Best Practices for Creating and Managing E-Forms for Student and Scholar Services Micah Cooper – University of GeorgiaJeevan Devassy – Georgia TechStephanie Roberts – Emory University
2Outline Organizing E-forms – Macro/Micro Level Case Study #1: E-groups at University of Georgia AthensCase Study #2: Emory University Scholar Request Process
3Organizing E-forms at the Macro-Level Developing an E-form Inventory
4Organizing E-forms at the Macro-Level Organizing e-forms in E-form Management (E-form Archive vs. Live E-forms)
5Organizing E-forms at the Macro-Level 3. Creating a “Cheat Sheet” for e-forms creation
6Organizing E-forms at the Macro-Level 4. E-form Managerstaff member involved in centralizing the e-form processensures a consistency of design and structureduties would include assisting in e-form creation, placement, deletion, namingupdate inventory spread sheet
7Organizing E-forms at the Micro-Level Structuring your individual E-formsSECTION I: Text Section- introduction (for who, what, why)SECTION II: Question Section (identifying type of student)SECTION III: Consent Section
14Overview at UGAUGA is transitioning from formsite.com, which has a user friendly interface and an extensive tool set, for processing requests.Its disadvantage is its disconnect from our in-house systems. Data still needs to be manually re-entered.Sunapsis e-form options are not as great but the centralization of information will save a significant amount of staff time.We went live with 3.0 in May and are just now rolling out our first e-forms and e-groups starting with our I-20 request.
15Tips Organizing the E-Forms Make sure the order of e-forms make senseThe progression should not be erratic. You can closely follow existing processes.For each e-form, be sure to give information about the form before launching into questionsWho needs to see the form? Utilize extension filters when you can.Filters can be used for J1, F1, H visa types or new admits etc…
16UGA Example I-20 Request E-Group I-20 Request for Admitted StudentsWhat information do we need to collect?Biographical InformationAcademic Program and Related ExpensesDependentsCurrently in US?Transferring?UGA broke up the previous process from one long online form into smaller individual e-forms.Limited to new admits only.
17UGA Example A Simple Student E-Group Second approver sent to the current advisorSubmission creates an alert
18UGA Example Instructions on Each E-Form General InstructionsNotification of uploads
19Example I-20 Funding Information We have 14 different program expense tables. These are conditionally displayed based on academic level.
20Second Approvers and Alerts We have an external second approver to confirm the transfers are indeed transferring.Once the last keystone e-form has been submitted, an alert is generated at the guarded level.A template will be sent to the applicant once the e-group has been approved.
21Setup Templates and Extract E-Form Data Based on the academic and funding information e-from, we utilize one of 30 unique templates to pull and customize I-20 financial and program information. This information is maintained by one advisor.We have one template for the dependents e-form and this could be easily automated.
22OverviewAll scholar requests at Emory are done electronically through ISSS Link (Sunapsis)Current requests include H-1B, J-1, and TN scholarsO-1, E-3, and Permanent Resident will be addedPaperless processRequire input from department admin, scholar, supervisor, chair, and dean (some schools)
23Previous ProcessScholar requests done through a bolt-on custom module in PeopleSoft HRAll information submitted by department administratorsNearly non-existent case management toolsCompliance certification and all supporting documentation were submitted in paper form.
24Sunapsis ProcessRequests submitted through multiple e-form groups in SunapsisInformation input by both admins and scholars; compliance form(s) signed by supervisor, etc.Documentation submitted electronicallyCompliance process now fully electronic in 3.0
25Planning for More Complex E-Form Groups Map out your ideal workflowFlow charts may be beneficialBe prepared to make adjustments based on system functionalityUse a top-down approachWhat information do you need?Keep it general – no need to define individual fields yetWho should it come from?At what point in the process should it be submitted?Do this before you start developing e-forms!
26H-1B Request – Department Process General flow chart here
27Designing the E-FormsUse your planning notes to define data elements, then review to logically divide them into e-forms.Remember to consider the required source of each piece of informationDon’t be afraid to use multiple formsEasier for individuals to complete multiple shorter forms than one long formConsider the “client as second approver” extension
28Client as Second Approver This is a major component of Emory’s processUsed to allow scholars to submit information in multiple formsScholars don’t have to locate the form in the web app; they receive the direct link viaDrawback: admins can’t see what the scholar has submitted
31E-Form Groups in 3.0 Lots of new features! Multiple keystone e-forms Can require forms to be completed in a specific orderUsed at Emory for multiple approversGroup ViewDisplays all e-forms from a group togetherIncludes associated documents, notes, s, templates, etc.One of the best parts of 3.0