Transcript Communications Management Basics (C)

NWEUG
2015
COMMUNICATIONS
MANAGEMENT BASICS
Tammy Robertson
North Idaho College
July 30, 2015
General Interest - Colleague
Coeur d’Alene, Idaho
SESSION RULES OF ETIQUETTE

Please turn off you cell phone/pager

If you must leave the session early, please do so as discreetly as
possible

Please avoid side conversation during the session
Thank you for your cooperation!
Coeur d’Alene, Idaho
NWEUG
2015
INTRODUCTION

Communications Management is a powerful tool for managing
and processing official college communications.

Benefits of attending this session:

Learn what Communications Management can do

Identify the components of Communications Management

Learn how to create and process a document using Microsoft Word

Determine when to use PCEX vs. PCB
Coeur d’Alene, Idaho
NWEUG
2015
SESSION AGENDA
1.
Overview
2.
Components of Communications Management and
Communication Flow
3.
Getting Started
4.
Creating a Document
5.
Processing a Document
6.
Next Steps
7.
Session Summary
Coeur d’Alene, Idaho
NWEUG
2015
OVERVIEW
The Who, What, and Why of Communications Management
Coeur d’Alene, Idaho
NWEUG
2015
WHAT CAN COMMUNICATIONS MANAGEMENT DO?

Create, process, and track all Incoming and outgoing
correspondence

Can be used across all institutional areas

Housed in Core

Accessible from all Colleague applications

Multiple communication methods

Letters

HTML

Texting
Coeur d’Alene, Idaho
NWEUG
2015
WHAT CAN COMMUNICATIONS MANAGEMENT DO?

Captures and stores all communication efforts between the
institution and its constituencies such as:

Prospects & Applicants

Students

Alumni

Donors

Employees

Vendors

Job Applicants
Coeur d’Alene, Idaho
NWEUG
2015
BENEFITS OF COMMUNICATIONS MANAGEMENT?

Automation

Monitoring

Linking capabilities

Scheduling or ad-hoc
Coeur d’Alene, Idaho
NWEUG
2015
WHO CAN USE COMMUNICATIONS MANAGEMENT?

Admissions

Residence Life

Financial Aid

Accounts Receivable

Registration and Records

Institutional Advancement

Human Resources
Coeur d’Alene, Idaho
NWEUG
2015
COMPONENTS OF COMMUNICATIONS
MANAGEMENT AND
COMMUNICATION FLOW
The major components of Communications Management and how they
work together in a communication flow
Coeur d’Alene, Idaho
NWEUG
2015
COMPONENTS OF COMMUNICATIONS MANAGEMENT



Documents

Communication Codes

Letters

Incoming contact

Emails

Key component

Four types
Tracks

Date specific

Catalyst

Specific number of days

Shell

Trigger

Flag
Request Definitions

Group of communication codes
Coeur d’Alene, Idaho
NWEUG
2015
TYPES OF COMMUNICATION CODES
Externally Initiated

Catalyst





Trigger
Code that records an item sent to
institution

Code assigned by institution

Result of an internal process
Can assign or delete

Can assign or delete
Shell

Internally Initiated

Flag
Code that records an item sent to
institution

Code assigned by institution

Characteristic about the individual
Does not assign or delete

Does not assign or delete
Coeur d’Alene, Idaho
NWEUG
2015
PUTTING THE COMPONENTS TOGETHER
Coeur d’Alene, Idaho
NWEUG
2015
COMMUNICATION FLOW ORDER

Build all documents

Build tracks linking documents

Create shell and flag communication codes

Create request definitions associating communication codes

Create catalyst and trigger communication codes associating
documents, tracks, and request definitions
Coeur d’Alene, Idaho
NWEUG
2015
GETTING STARTED
Naming conventions and adjusting your security settings in MS Office
Coeur d’Alene, Idaho
NWEUG
2015
WHERE DO I START?
Naming Convention

Office – 1 or 2 Characters

Type – 1 Character

Document

Paragraph

Email (rich text)

HTML Email

Track

Communication Code

Request Definition

Year (if needed) – 2 Characters

Description – Remaining Characters
Coeur d’Alene, Idaho
Maximum of 8 Characters
NWEUG
2015
SECURITY SETTINGS
Coeur d’Alene, Idaho
NWEUG
2015
CREATING A DOCUMENT
Let’s build a document
Coeur d’Alene, Idaho
NWEUG
2015
DOC - LET’S BUILD A LETTER
Coeur d’Alene, Idaho
NWEUG
2015
DOC – DOCUMENT TYPES
Document Type
ASCII
CODE
COQT
DIF
E-MAIL
EMAIL
FORM
INFO
LIST
P
W
WINTEG.WORD
WP
WPMO
Description
Ascii Format Output File
Code Only Updates
Comma-Quote Output File
Dif Format Output File
E-Mail Built From Doc Paras
E-Mail Built From Doc Paras
Print Form Processing
Information Packet
Save Named Savedlist
Wordmarc Personal Letters
Wordmarc
MS Word for Windows Merge
Wordperfect Merge/Print
Wordperfect Merge File Only
Coeur d’Alene, Idaho
Subroutine
S.ASCII
Class
T
T
S.COMMA.QUOTE
T
S.DIF
T
S.EMAIL
T
S.EMAIL
T
S.PRINT.FORM
T
C
S.LIST
T
S.WM.MERGE
P
S.WM.MERGE
T
S.WINTEG.MERGE.WORD T
S.WP.MERGE
T
S.WORDPERFECT
T
NWEUG
2015
DOC – LET’S BUILD A LETTER
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Coeur d’Alene, Idaho
Receipt Numbers

No
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Yes
History Type

Code

Full

None
Send Multiple

No

Yes
Print Day
NWEUG
2015
DOC – LET’S BUILD A LETTER

Name/Addr Hierarchy

Mail Type

Merge File

LTREQ

PERSON

Any PERSON co-file
Coeur d’Alene, Idaho
NWEUG
2015
DOC – LET’S BUILD A LETTER
Coeur d’Alene, Idaho
NWEUG
2015
DFS – DOCUMENT FILE SETUP
The merge file is used to identify which merge
fields can be used for the document. You can use
any fields in the merge file or any fields from other
files as long as there is a defined pointer between
the merge file and the file where the fields reside.
This file stores the template document you will
build in Word. This is also displayed on the
Hardcopy Document Options (HDCD) form. PC.LTRS
is a directory serving as the default location for the
template documents.
The Length, Justification, Fill, Truncate, and
Conversion String columns will populate
automatically when you enter each field. These
parameters are pulled from the field's Central Data
Dictionary (CDD) settings. If you are adding a
multivalued field, you must enter a value in the
Max Values column associated with the
multivalued field. This will create a separate merge
field in the header record for each value up to the
Max Values setting. This prevents variable length
records. If the field is not in the merge file listed,
the Pointer field will populate automatically, based
on the field's CDD settings.
Coeur d’Alene, Idaho
NWEUG
2015
HDCD – HARDCOPY DOCUMENT OPTIONS


Word Processor Document Format

DOC MS Word .DOC file

DOCX MS Word .docx file
New docx File Version

2007

2010
Coeur d’Alene, Idaho
NWEUG
2015
CREATE/EDIT DOCUMENT - SETUP
Coeur d’Alene, Idaho
NWEUG
2015
CREATE/EDIT DOCUMENT - SETUP
Coeur d’Alene, Idaho
NWEUG
2015
CREATE/EDIT DOCUMENT - SETUP

Insert Letterhead

Insert Fields

Write Letter Body

Exit MS Word
Coeur d’Alene, Idaho
NWEUG
2015
CREATE/EDIT DOCUMENT - SETUP
Coeur d’Alene, Idaho
NWEUG
2015
CREATE/EDIT DOCUMENT - SETUP
Coeur d’Alene, Idaho
NWEUG
2015
PROCESSING A DOCUMENT
Let’s see our handiwork
Coeur d’Alene, Idaho
NWEUG
2015
PCEX VS. PCB


PCEX – Express Corresp. Processing

Ad-hoc document processing

Merge file must be LTREQ, PERSON, or PERSON co-file

Can be processed in a single step or in two steps
PCB – Process Correspondence Batch

Document processing for a group

Part of Communications Management automation and workflow
process

Additional housekeeping steps required
Coeur d’Alene, Idaho
NWEUG
2015
PCEX – EXPRESS CORRESP. PROCESSING

Enter Document Name

Build Letter Requests – Yes

Process Letter Requests – Yes

Enter Recipients


Saved List Name

Person IDs
Save Work
Coeur d’Alene, Idaho
NWEUG
2015
PCEX – EXPRESS CORRESP. PROCESSING
Click Finish Button and
then close Report Browser.
Coeur d’Alene, Idaho
NWEUG
2015
PCEX – EXPRESS CORRESP. PROCESSING

Don’t Click on Finish or Close
Windows – Wait Until Screen on
Right Appears

Open CONTROL.docm
Coeur d’Alene, Idaho

Enable Content
NWEUG
2015
PCEX – EXPRESS CORRESP. PROCESSING
ALT + Shift + N
Coeur d’Alene, Idaho
Merge To New Document
NWEUG
2015
VOILA!
Coeur d’Alene, Idaho

Print and/or Save Merged
Documents Locally

Close Merged Documents

Close DATATEL.docx – Do Not Save!

Return to Colleague and Click
Through Prompts

Read Error Report
NWEUG
2015
ERROR REPORT
These 2 errors can be
safely ignored. They are
warnings that a
temporary file was
created and then
deleted.
Coeur d’Alene, Idaho
NWEUG
2015
IHI – INDIVIDUAL HISTORY BY OFFICE
Coeur d’Alene, Idaho
NWEUG
2015
NEXT STEPS
The steps Ellucian recommends for building the Communications
Management components
Coeur d’Alene, Idaho
NWEUG
2015
NEXT STEPS
1.
Create a list of contacts initiated by your office
2.
Group or sequence similar outgoing items
3.
Create a list of all contacts received by your office
4.
Group similar items
5.
Determine how incoming items can be linked to outgoing items
6.
Determine how outgoing items can be linked to incoming items
7.
Identify ad-hoc incoming and outgoing items
8.
Map communication flows
9.
Build and test communication flow in test environment before
proceeding to production
Coeur d’Alene, Idaho
NWEUG
2015
SESSION SUMMARY
Whew!
Coeur d’Alene, Idaho
NWEUG
2015
SESSION SUMMARY

The Big Picture of Communications
Management

Creating and Processing Hard Copy
Documents

Planning Your Communication Flow
Coeur d’Alene, Idaho
NWEUG
2015
QUESTIONS & ANSWERS

Be sure to leave about 10–15 minutes for questions from your
audience
Coeur d’Alene, Idaho
NWEUG
2015
THANK YOU!
Tammy Robertson
[email protected]
Coeur d’Alene, Idaho
NWEUG
2015