Transcript Communications Management Basics (C)

NWEUG
2016
COMMUNICATIONS
MANAGEMENT BASICS
Tammy Robertson, PhD
North Idaho College
July 14, 2016
General Interest
Forest Grove, Oregon
SESSION RULES OF ETIQUETTE

Please turn off your 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!
NWEUG
2016
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
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2016
OVERVIEW
The Who, What, and Why of Communications Management
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2016
WHAT CAN COMMUNICATIONS MANAGEMENT DO?

Create, process, and track all Incoming and outgoing
correspondence
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Can be used across all institutional areas
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Housed in Core

Accessible from all Colleague applications
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Multiple communication methods

Letters

HTML

Texting
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2016
WHAT CAN COMMUNICATIONS MANAGEMENT DO?
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Captures and stores all communication efforts between the
institution and its constituencies such as:

Prospects & Applicants

Students

Alumni

Donors
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Employees
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Vendors
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Job Applicants
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BENEFITS OF COMMUNICATIONS MANAGEMENT
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Automation

Monitoring
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Linking capabilities
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Scheduling or ad-hoc
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WHO CAN USE COMMUNICATIONS MANAGEMENT?

Admissions

Residence Life

Financial Aid

Accounts Receivable

Registration and Records

Institutional Advancement

Human Resources
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COMPONENTS OF COMMUNICATIONS
MANAGEMENT AND
COMMUNICATION FLOW
The major components of Communications Management and how they
work together in a communication flow
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COMPONENTS OF COMMUNICATIONS MANAGEMENT



Documents
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Communication Codes
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Letters
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Incoming contact
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Emails
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Key component
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Four types
Tracks
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Date specific
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Catalyst
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Specific number of days
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Shell
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Trigger
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Flag
Request Definitions
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Group of communication codes
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2016
TYPES OF COMMUNICATION CODES
Externally Initiated
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Catalyst
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Trigger
Code that records an item sent to
institution
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Code assigned by institution
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Result of an internal process
Can assign or delete

Can assign or delete
Shell
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Internally Initiated
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Flag
Code that records an item sent to
institution
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Code assigned by institution

Characteristic about the individual
Does not assign or delete

Does not assign or delete
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2016
PUTTING THE COMPONENTS TOGETHER
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COMMUNICATION FLOW ORDER
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Build all documents
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Build tracks linking documents
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Create shell and flag communication codes

Create request definitions associating communication codes

Create catalyst and trigger communication codes associating
documents, tracks, and request definitions
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2016
GETTING STARTED
Naming conventions and adjusting your security settings in MS Office
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2016
WHERE DO I START?
Naming Convention

Office – 1 or 2 Characters
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Type – 1 Character
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Document
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Paragraph
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Email (rich text)
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HTML Email
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Track
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Communication Code
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Request Definition
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Year (if needed) – 2 Characters
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Description – Remaining Characters
Maximum of 8 Characters
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SECURITY SETTINGS
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CREATING A DOCUMENT
Let’s build a document
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DOC - LET’S BUILD A LETTER
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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
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
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DOC – LET’S BUILD A LETTER
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Receipt Numbers
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No
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Yes
History Type
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Code
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Full
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None
Send Multiple
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No

Yes
Print Day
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2016
DOC – LET’S BUILD A LETTER
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Name/Addr Hierarchy
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Mail Type
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Merge File
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LTREQ
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PERSON
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Any PERSON co-file
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2016
DOC – LET’S BUILD A LETTER
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2016
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.
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2016
HDCD – HARDCOPY DOCUMENT OPTIONS


Word Processor Document Format
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DOC MS Word .DOC file

DOCX MS Word .docx file
New docx File Version

2007

2010
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2016
CREATE/EDIT DOCUMENT - SETUP
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CREATE/EDIT DOCUMENT - SETUP
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CREATE/EDIT DOCUMENT - SETUP

Insert Letterhead
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Insert Fields
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Write Letter Body
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Exit MS Word
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CREATE/EDIT DOCUMENT - SETUP
NWEUG
2016
CREATE/EDIT DOCUMENT - SETUP
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2016
PROCESSING A DOCUMENT
Let’s see our handiwork
NWEUG
2016
PCEX VS. PCB
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PCEX – Express Corresp. Processing
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Ad-hoc document processing
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Merge file must be LTREQ, PERSON, or PERSON co-file
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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
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Additional housekeeping steps required
NWEUG
2016
PCEX – EXPRESS CORRESP. PROCESSING

Enter Document Name

Build Letter Requests – Yes
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Process Letter Requests – Yes
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Enter Recipients
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
Saved List Name

Person IDs
Save Work
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2016
PCEX – EXPRESS CORRESP. PROCESSING
Click Finish Button and
then close Report Browser.
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PCEX – EXPRESS CORRESP. PROCESSING

Don’t Click on Finish or Close
Windows – Wait Until Screen on
Right Appears

Open CONTROL.docm

Enable Content
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2016
PCEX – EXPRESS CORRESP. PROCESSING
ALT + Shift + N
Merge To New Document
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2016
VOILA!

Print and/or Save Merged
Documents Locally

Close Merged Documents
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Close DATATEL.docx – Do Not Save!

Return to Colleague and Click
Through Prompts

Read Error Report
NWEUG
2016
ERROR REPORT
These 2 errors can be
safely ignored. They are
warnings that a
temporary file was
created and then
deleted.
NWEUG
2016
IHI – INDIVIDUAL HISTORY BY OFFICE
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2016
NEXT STEPS
The steps Ellucian recommends for building the Communications
Management components
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2016
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
NWEUG
2016
SESSION SUMMARY

The Big Picture of Communications
Management

Creating and Processing Hard Copy
Documents

Planning Your Communication Flow
NWEUG
2016
THANK YOU!
Tammy Robertson, PhD
[email protected]
(208) 660-8905
NWEUG
2016