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

Communications Management:Introduction to the Basics

Peter WoodwardSystems AnalystBaldwin Wallace University

About Baldwin Wallace University:-Located in Berea, OH (just outside of Cleveland)-Four-Year Private University, founded in 1845-4100 students (Graduate and Undergraduate)-Colleague institution since 1998

About Me:-In Financial Aid since 2002-With Baldwin Wallace since 2005-Presented at DUG conference 2007-2012-Member of the FARCAT 2008-2012-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!


• 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.


• 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)


CMC-Communication Codes


• 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)!


DPAR-Define Custom Paragraphs


• 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)!


DOC- Document Codes


• DOC– Defines the actual documents that are sent– Different types can be defined:

• Email (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 – Email Document Options

Be sure to develop a naming convention (e.g., FADYYXXX)!


DOCP – Document Paragraphs


• 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.


• 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 - Email Document Option– Allows you to specify Return and Reply-to email

addresses and subject line text*


TRC – Tracking Codes


• 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)!


CRRD-Correspondence Requests Definition


• 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)!


CRA – Corres Request Assignment


• 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


CRG – Group Communication Entry


• 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


GTA – Group Track Assignment


• 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.)


PCB – Process Correspondence Batch


• 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


PCBP – Process Corres Print Options


• 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 email• This is important so as not to trigger spam filters


BPD – Batch Process Definition


• 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


PCEX – Express Corresp Processing


• 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


DMP – Document Merge Processing


• 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


Why is having a naming convention so important?

???


FASA – Financial Aid Setup Assistant


• 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


CSDC – CM Setup


Questions????


• More Questions?!?

Peter WoodwardSystem AnalystBaldwin Wallace [email protected]


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

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