Communications Management: Introduction to the Basics Peter Woodward Systems Analyst Baldwin Wallace University

About Baldwin Wallace University: -Located in Berea, OH (just outside of Cleveland) -Four-Year Private University, founded in students (Graduate and Undergraduate) -Colleague institution since 1998 About Me: -In Financial Aid since With Baldwin Wallace since Presented at DUG conference Member of the FARCAT Elected to DUG Governing Board 2012 Communications Management: The Basics

What is Communications Management? – CM is a Colleague module that enables you to: request information from students track the receipt of documents send paper and electronic communications schedule a series of documents to send automatically do more with less! Communications Management: The Basics

Keep in mind… – CM is a very complex module with a number of advanced functions. – This session will focus on the basic components and functions of CM to provide a starting point for further exploration. Communications Management: The Basics

A high level overview of CM: – What? Communications Codes (CMC, CRI, CRG) Paragraphs (DPAR, DOCP) Documents (DOC) – When? Tracks (TRC) – Who? Correspondence Requests (CRRD, CRA, GTA) – How? Processing (PCB, PCEX, DMP) Communications Management: The Basics

CMC-Communication Codes Communications Management: The Basics

CMC – Represent documents that were sent or received – CM Codes are displayed on the CRI Screen – Can be added: manually (CRI) in batch (CRG) using rules (CRA) – Can trigger other events when assigned or received – May or may not be year specific Be sure to develop a naming convention (e.g., FACYYXXX)! Communications Management: The Basics

DPAR-Define Custom Paragraphs Communications Management: The Basics

DPAR – Paragraphs define the text included in a message – Paragraphs can contain: Text Colleague fields References to MS Word Bookmarks HTML Code – Paragraphs are called by Documents Be sure to develop a naming convention (e.g., FAPYYXXX)! Communications Management: The Basics

DOC- Document Codes Communications Management: The Basics

DOC – Defines the actual documents that are sent – Different types can be defined: (different types can be defined) COQT (Comma Quote) WINTEG.WORD (Merge into MS Word) – Details to: DOCP - Document Paragraphs DFS – Document File Setup HDCD – Hard Copy Document Options EMLD – Document Options Be sure to develop a naming convention (e.g., FADYYXXX)! Communications Management: The Basics

DOCP – Document Paragraphs Communications Management: The Basics

DOCP – Defines Paragraphs to include in a Document – Use DOCP to specify: All Paragraphs to be included The order the paragraphs should be displayed Rules to determine if a paragraph should print – e.g., If a student has been selected for verification include a description of the process. Communications Management: The Basics

DFS - Document File Setup – Specify fields to merge from Colleague and their format HDCD - Hardcopy Document Options – Interfaces with Word to layout the document EMLD - Document Option – Allows you to specify Return and Reply-to addresses and subject line text* Communications Management: The Basics

TRC – Tracking Codes Communications Management: The Basics

TRC – A Track is a set of documents sent at specified intervals – Tracks can consist of: One or more documents The same or different documents Specific calendar dates or relative days Be sure to develop a naming convention (e.g., FATYYXXX)! Communications Management: The Basics

CRRD-Correspondence Requests Definition Communications Management: The Basics

CRRD – Used to specify rules that are called to assign CMC codes to student records – CRA uses the defined request to evaluate students Can be run on individuals or savedlists – Defined requests can also add students to or delete students from document tracks CRAA – Corres Requests Assign Action Be sure to develop a naming convention (e.g., FARYYXXX)! Communications Management: The Basics

CRA – Corres Request Assignment Communications Management: The Basics

CRA – Uses the Correspondence Requests defined on CRRD to assign CM Codes, Tracks, and Documents – Can run with savedlists or by individual IDs – Additional rules can be used at run time to further limit assignment – When running CRA: Run in DELETE mode to clear existing requests Run in ADD mode to add/re-add new requests DELETE/ADD can be run at the same time or separately Communications Management: The Basics

CRG – Group Communication Entry Communications Management: The Basics

CRG – Process to assign CM codes in batch – Can be used to: Assign one or many codes Assign a status with each code Assign a date to the codes/statuses (defaults to today) – Can use savedlist or individual IDs Communications Management: The Basics

GTA – Group Track Assignment Communications Management: The Basics

GTA – Batch process that can: Assign students to a track Delete students from a track – Can be run using savedlists or individual IDs – Can also be used to delete students from tracks that were assigned via other methods (i.e. CRA, etc.) Communications Management: The Basics

PCB – Process Correspondence Batch Communications Management: The Basics

PCB – Processes Documents assigned by events or tracks – Able to process documents by date range – Can add additional selections/sorts at run time – Multiple Functions: Count, Process, History, Select, Unselect, Delete Communications Management: The Basics

PCBP – Process Corres Print Options Communications Management: The Basics

PCBP – Selects additional processing options at run time – Can run History at the same time as processing – Can update CM code statuses – Can specify batch sizes for This is important so as not to trigger spam filters Communications Management: The Basics

BPD – Batch Process Definition Communications Management: The Basics

BPD – Used to simplify processing for recurring batches – Can be used to specify: Selection criteria Sort criteria Documents to process – When defined, you only need to enter date range and process name on PCB Communications Management: The Basics

PCEX – Express Corresp Processing Communications Management: The Basics

PCEX – Can be used to run all PCB steps from one process – Driven by document type – Builds, Processes, and Deletes letter requests – Update CM code status – Uses savedlists or individual IDs Communications Management: The Basics

DMP – Document Merge Processing Communications Management: The Basics

DMP – An alternate way to generate letters on demand – Use for letters that merge data from Colleague – CM codes and statuses can be added – Additional Selection Criteria can be used Communications Management: The Basics

Why is having a naming convention so important? ??? Communications Management: The Basics

FASA – Financial Aid Setup Assistant Communications Management: The Basics

FASA – Copies CM components from FA year to FA year – Components must be assigned to an FA year – Components should use naming convention! – Specify new component name and description – All associated files will be created when processed – Once copied any changes must be changed manually – Paragraph text must be reviewed and updated manually Communications Management: The Basics

CSDC – CM Setup Communications Management: The Basics

Questions? ??? Communications Management: The Basics

More Questions?!? Peter Woodward System Analyst Baldwin Wallace University Communications Management: The Basics