Communications Management Basics (C)
Download
Report
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
NWEUG
2016
OVERVIEW
The Who, What, and Why of Communications Management
NWEUG
2016
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
NWEUG
2016
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
NWEUG
2016
BENEFITS OF COMMUNICATIONS MANAGEMENT
Automation
Monitoring
Linking capabilities
Scheduling or ad-hoc
NWEUG
2016
WHO CAN USE COMMUNICATIONS MANAGEMENT?
Admissions
Residence Life
Financial Aid
Accounts Receivable
Registration and Records
Institutional Advancement
Human Resources
NWEUG
2016
COMPONENTS OF COMMUNICATIONS
MANAGEMENT AND
COMMUNICATION FLOW
The major components of Communications Management and how they
work together in a communication flow
NWEUG
2016
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
NWEUG
2016
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
NWEUG
2016
PUTTING THE COMPONENTS TOGETHER
NWEUG
2016
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
NWEUG
2016
GETTING STARTED
Naming conventions and adjusting your security settings in MS Office
NWEUG
2016
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
Maximum of 8 Characters
NWEUG
2016
SECURITY SETTINGS
NWEUG
2016
CREATING A DOCUMENT
Let’s build a document
NWEUG
2016
DOC - LET’S BUILD A LETTER
NWEUG
2016
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
NWEUG
2016
DOC – LET’S BUILD A LETTER
Receipt Numbers
No
Yes
History Type
Code
Full
None
Send Multiple
No
Yes
Print Day
NWEUG
2016
DOC – LET’S BUILD A LETTER
Name/Addr Hierarchy
Mail Type
Merge File
LTREQ
PERSON
Any PERSON co-file
NWEUG
2016
DOC – LET’S BUILD A LETTER
NWEUG
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.
NWEUG
2016
HDCD – HARDCOPY DOCUMENT OPTIONS
Word Processor Document Format
DOC MS Word .DOC file
DOCX MS Word .docx file
New docx File Version
2007
2010
NWEUG
2016
CREATE/EDIT DOCUMENT - SETUP
NWEUG
2016
CREATE/EDIT DOCUMENT - SETUP
NWEUG
2016
CREATE/EDIT DOCUMENT - SETUP
Insert Letterhead
Insert Fields
Write Letter Body
Exit MS Word
NWEUG
2016
CREATE/EDIT DOCUMENT - SETUP
NWEUG
2016
CREATE/EDIT DOCUMENT - SETUP
NWEUG
2016
PROCESSING A DOCUMENT
Let’s see our handiwork
NWEUG
2016
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
NWEUG
2016
PCEX – EXPRESS CORRESP. PROCESSING
Enter Document Name
Build Letter Requests – Yes
Process Letter Requests – Yes
Enter Recipients
Saved List Name
Person IDs
Save Work
NWEUG
2016
PCEX – EXPRESS CORRESP. PROCESSING
Click Finish Button and
then close Report Browser.
NWEUG
2016
PCEX – EXPRESS CORRESP. PROCESSING
Don’t Click on Finish or Close
Windows – Wait Until Screen on
Right Appears
Open CONTROL.docm
Enable Content
NWEUG
2016
PCEX – EXPRESS CORRESP. PROCESSING
ALT + Shift + N
Merge To New Document
NWEUG
2016
VOILA!
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
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
NWEUG
2016
NEXT STEPS
The steps Ellucian recommends for building the Communications
Management components
NWEUG
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