Communications Management Basics - PowerPoint Presentation

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Communications Management Basics

Tammy RobertsonNorth Idaho CollegeJuly 30, 2015General Interest - Colleague

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Session Rules of etiquette

Please turn off you cell phone/pager

If you must leave the session early, please do so as discreetly as possiblePlease avoid side conversation during the sessionThank you for your cooperation!

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Introduction

Communications Management is a powerful tool for managing and processing official college communications.

Benefits of attending this session:Learn what Communications Management can doIdentify the components of Communications ManagementLearn how to create and process a document using Microsoft WordDetermine when to use PCEX vs. PCB

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Session Agenda

Overview

Components of Communications Management and Communication FlowGetting StartedCreating a DocumentProcessing a Document

Next Steps

Session Summary

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Overview

The Who, What, and Why of Communications Management

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What Can Communications Management Do?

Create, process, and track all Incoming and outgoing correspondenceCan be used across all institutional areasHoused in CoreAccessible from all Colleague applicationsMultiple communication methodsLettersHTML

Texting

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What Can Communications Management Do?

Captures and stores all communication efforts between the institution and its constituencies such as:Prospects & ApplicantsStudentsAlumniDonorsEmployeesVendorsJob Applicants

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Benefits of Communications Management?

AutomationMonitoringLinking capabilitiesScheduling or ad-hocCoeur d’Alene, IdahoSlide9

Who Can Use Communications Management?

AdmissionsResidence LifeFinancial AidAccounts ReceivableRegistration and RecordsInstitutional AdvancementHuman 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 flowCoeur d’Alene, IdahoSlide11

Components of Communications Management

DocumentsLettersEmailsTracksDate specificSpecific number of daysRequest DefinitionsGroup of communication codes

Communication Codes

Incoming contact

Key component

Four types

Catalyst

Shell

Trigger

Flag

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Types of Communication Codes

Externally Initiated

CatalystCode that records an item sent to institutionCan assign or deleteShellCode that records an item sent to institutionDoes not assign or delete

Internally Initiated

Trigger

Code assigned by institution

Result of an internal process

Can assign or delete

Flag

Code assigned by institution

Characteristic about the individual

Does not assign or delete

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Putting the Components Together

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Communication Flow Order

Build all documents

Build tracks linking documentsCreate shell and flag communication codesCreate request definitions associating communication codesCreate catalyst and trigger communication codes associating documents, tracks, and request definitionsCoeur d’Alene, IdahoSlide15
Getting Started

Naming conventions and adjusting your security settings in MS Office

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Where do I start?

Naming ConventionOffice – 1 or 2 CharactersType – 1 CharacterDocumentP

aragraph

E

mail (rich text)

H

TML Email

T

rack

C

ommunication Code

R

equest Definition

Year (if needed) – 2 Characters

Description – Remaining Characters

Maximum of 8 Characters

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Security Settings

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Creating a

Document

Let’s build a documentCoeur d’Alene, IdahoSlide19
DOC - Let’s Build a Letter

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Doc – Document Types

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DOC – let’s build a Letter

Receipt Numbers

NoYesHistory Type

Code

Full

None

Send Multiple

No

Yes

Print Day

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DOC – Let’s build a Letter

Name/

Addr HierarchyMail TypeMerge FileLTREQPERSONAny PERSON co-file

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DOC – Let’s build a letter

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DFS – Document File Setup

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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. Slide25

HDCD – HardCopy Document Options

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Word Processor Document Format

DOC MS Word .DOC file

DOCX MS Word .

docx

file

New

docx

File Version

2007

2010Slide26
Create/Edit Document - Setup

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Create/Edit Document - Setup

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Create/Edit Document - Setup

Insert Letterhead

Insert FieldsWrite Letter BodyExit MS Word

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Create/Edit Document - Setup

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Create/Edit Document - Setup

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Processing a Document

Let’s see our handiwork

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PCEX vs. PCB

PCEX – Express

Corresp. ProcessingAd-hoc document processingMerge file must be LTREQ, PERSON, or PERSON co-fileCan be processed in a single step or in two stepsPCB – Process Correspondence Batch

Document processing for a group

Part of Communications Management

a

utomation and workflow process

Additional housekeeping steps required

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PCEX – Express Corresp. Processing

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Enter Document Name

Build Letter Requests – Yes

Process Letter Requests – Yes

Enter Recipients

Saved List Name

Person IDs

Save WorkSlide34

PCEX – Express Corresp. Processing

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Click Finish Button and then close Report Browser.Slide35

PCEX – Express Corresp. Processing

Don’t Click on Finish or Close Windows – Wait Until Screen on Right AppearsOpen CONTROL.docmCoeur d’Alene, Idaho

Enable ContentSlide36

PCEX – Express Corresp. Processing

ALT + Shift + N

Merge To New Document

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Voila!

Print and/or Save Merged Documents Locally

Close Merged DocumentsClose DATATEL.docx – Do Not Save!Return to Colleague and Click Through Prompts

Read Error Report

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Error Report

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These 2 errors can be safely ignored. They are warnings that a temporary file was created and then deleted.Slide39
IHI – Individual History by Office

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Next Steps

The steps Ellucian recommends for building the Communications Management components

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Next Steps

Create a list of contacts initiated by your office

Group or sequence similar outgoing itemsCreate a list of all contacts received by your officeGroup similar items

Determine how incoming items can be linked to outgoing items

Determine how outgoing items can be linked to incoming items

Identify ad-hoc incoming and outgoing items

Map communication flows

Build and test communication flow in test environment before proceeding to production

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Session Summary

Whew!

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Session Summary

The Big Picture of Communications Management

Creating and Processing Hard Copy DocumentsPlanning Your Communication Flow

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Questions & answers

Be sure to leave about 10–15 minutes for questions from your audience

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Thank You!

Tammy Robertson

Tammy.Robertson@nic.eduCoeur d’Alene, Idaho