1. Solving Staffing Woes Through Transcript Automation

2. Since 1997 Credentials Has Serviced Students as an Agent for Higher Education Process Focused Service Architecture Consumer Facing Degree Verification Degree Verification Enrollment Verification Enrollment Verification TranscriptsPlus® RoboRegistrar® Integrated Automation RoboRegistrar® Integrated Automation

3. : Our Services Hosted Online Applications 24/7 Access Campus Branded Consumer & Administrative Apps 128 Bit Encrypted Communication Integrated Automation Oracle, Datatel, Banner, Legacy Oracle App Designer / Component Interface Limited Access for Institutional Security Customer Services State-of-the-Art Self Serve Environment M-F 12hr. (800) Customer Care Print Mail

4. How can I maintain or improve my transcript service with fewer resources? Let’s start by examining the costs in today’s process…

5. A Department of Education study from 1997 concluded that a paper transcript costs the average institution $4.35 to produce today. Based on an analysis of the various components that contribute to the total cost, the Department of Education study gives us a great starting point when trying to identify where to start when we look to reduce our transcript production costs: How much does it cost to produce a paper transcript? 25% 75% Labor Hard Costs Total Transcript Production Cost

6. One other cost to consider… With miles, points, and cash back rewards attached to such a high percentage of credit cards today, the low rate you were promised is rarely achieved. Order Value Processing Fee $3$.24 $5$.30 $10$.44 $15$.59 Using an estimate of 2.9% of the transaction plus a $.15 transaction fee for AVS checking, the following table outlines the fees your institution pays for various transactions.

7. What are your labor costs? Data Entry AuthenticationAuthentication Locating Records Hold Checking and Release CommunicationCommunication Printing/Sorting/MailingPrinting/Sorting/Mailing Records Office

8. Allow your students and alumni to help The first step to transcript automation is to make your process available online By encouraging students to order online, you reduce the data entry responsibility of your staff Eliminate difficulty of reading hand-written forms Provide 24/7 ordering access for students/alumni Once the order information is online, you’re able to automate many other processes ranging from hold checking to electronic fulfillment Data Entry

9. Provide access to your ENTIRE audience Last Name, First Name, SSN#, DOB, Addr.1... Personal Data From Transcript Request AuthenticationAuthentication While your current students appreciate online ordering, what about your alumni? In order to maximize the impact of your online option, both current and former students need access Partnering with The Ohio State University and the University of California – Berkeley, Credentials developed a process that electronically authenticates 70% of former students OUTSIDE of the student information system By comparing credit card data with various pieces of non-directory information, alumni are not required to remember a student ID number

10. Help students help themselves Hold Checking and Release Get the records staff out of the hold business! Set system up to relieve your staff from having to manually manage holds Communications should be specific so that students are able to resolve issues with a single phone call…to the correct department System must automatically recognize when holds satisfied and subsequently release the transcript request Avoid unfriendly policies such as preventing students from placing an order as this can generate unnecessary phone calls

11. Answer their questions before they ask them CommunicationCommunication The key to saving your staff time is to keep them off the phones Online system must communicate proactively with order status updates Students need to be able to log in to check status of order What’s the most effective way to communicate with students today?

12. Locating Records - Offline Streamline your archived records process Use what you already have online to help your staff. Online system must identify and segregate those records which are offline All recipient information has already been entered into the system so there’s no need to re-key it! Allow your staff to print batches of archived requests so that they can handle several archived requests at a time. Automate the printing of envelopes or labels regardless of where the transcript is printed.

13. Now that we’ve automated the majority of your labor, how can we reduce or eliminate your hard costs? Printer/Maint./SuppliesPrinter/Maint./SuppliesPaper/EnvelopesPaper/EnvelopesPostagePostage ELECTRONIC TRANSCRIPTS

14. Which format is right for you? PDFCertified PDF (Digital Rights Management) EDI / XML

15. There are advantages to each format so why limit yourself to one? Send your records in a format appropriate to the recipient For schools that can receive EDI/XML, a PDF is not efficient Offering PDF’s to students and 3 rd parties can improve customer service and school image Gain access to unique partnerships such as the University of Phoenix Alliance Whatever you do, DO NOT add labor to the equation by forcing your staff to manually upload each file!!!

16. Automating all Fulfillment Options Integrating Additional Options Provides a Better Service RoboRegistrar © will automatically segregate electronic fulfillment from the production of paper transcripts, initiate the data extraction process, apply appropriate formatting for the requested electronic delivery method, and deliver the electronic record to the appropriate transcript hub. Printed: Standard Printed: Overnight Electronic: TranscriptsNetwork™ Once all processing steps are completed, RoboRegistrar © will generate commands to print the transcript at the designated printer in your records office. When a transcript is requested for overnight shipping, RoboRegistrar © will electronically place the order with FedEx. RoboRegistrar © will also print the airbill and send the student automated notifications with tracking and receipt information.

17. 1)Credentials compares the transcript destination of each outgoing transcript with a stored list of trading partners. 2)Credentials then automatically segregates printed transcripts from electronic transcripts based on the destination. 3)The record is then formatted according to the receiving institution’s capabilities. 4)Finally, automated “sent” and “received” communications are sent to the requestor. Our Approach… RoboRegistrar™ SIS Firewall

18. So…how am I solving my staffing woes through transcript automation? Based on the Department of Education study we talked about earlier, each transcript costs the institution roughly $3.27 in labor. By automating the majority of this work, let’s calculate the savings that can be achieved. Annual Transcripts Cost Savings Labor Savings* 20,000$20,000-$60,000 1,280-3,900 hours (.6-1.9 FTE) 40,000$40,000-$120,000 2,500-7,700 hours (1.2-3.7 FTE) 60,000$60,000-$180,000 3,800-11,500 hours (1.8-5.6 FTE) 80,000$80,000-$240,000 5,100-15,300 hours (2.5-7.5 FTE) *Based on an employee costing the institution $32,000 including salary and benefits.

19. Thank you for attending Jack Weber 847-716-3030weber@credentialssolutions.com