====== Downloading into your Homegrown and Multi-Vendor Admissions Systems ======

{{systems:onlineapps:collegenet:collegenet_downloads.jpg}}

Download the presentation in PDF format: {{systems:onlineapps:collegenet:collegenetnickyeates.pdf}}

===== UMBC Graduate School =====
  * 1200 Students
  * Centralized Graduate School
  * Decentralized Departments
  * Centralized campus IT
  * Grad School operates its own side systems
  * 15 Admins
  * 100+ Users

===== Overview =====
Downloading of CollegeNET applicants into your internal systems can be done in a secure, digital manner.


===== Purpose =====
There are organized, secure, time saving methods of downloading your digital applicants into your campuses existing third-party or custom systems.

If you do not handle your CollegeNET applicants forms in an automated manner, you are missing out on optimization of your business processes.

Q: What would happens when a student calls in for status and we did not download applications automatically?
A: We see that you submitted, but your papers are "in the process of being... processed."

===== The BIG picture - UMBCs Admissions System =====

==== How we get our documents ====
  * Hand - desk, fax, snail-mail
  * Internet - CollegeNET

==== Where our documents go ====
  * ParaDocs - Our imaging / scanning system - Vendor created, heavily customized
  * Student Information System (SIS) - Our campus wide SIS - Homegrown

==== How the documents flow ====
  * Scanning - from paper to digital
  * Download / Import - digital to digital

==== CollegeNET Download / Import ====
This particular part of the process is how we take collegenets completed output (paid applicants) into our internal systems. The CollegeNET applicants are imported into our SIS and imaging system, ParaDocs.

===== Downloading CollegeNET applications =====
==== Downloading overview ====
  * Download documents from CollegeNET
  * Process documents & data
  * Upload documents into internal systems

==== Our process is changing ====
Past present and future methods of handling online applicants for us is drastically different.
  * Past - by hand
  * Present - semi automatic
  * Future - towards automation

==== Download process in-depth ====
See http://umbc.edu/gradbusiness/techdocuments/systems/enrollment/collegenet_to_paradocs_import_process for IN-DEPTH step-by-step real procedures of how our department handles downloads.

===== CollegeNETs download offerings =====
  - Metadata data file for information processing
  - Printable PDF 'application' files

==== Metadata data file ====
Only 1 of these files per day
=== Import file types ===
  * CSV, TSV, PSV, String seperated
  * fixed length
  * tagged formats
  * XML
  * XML + DTD

==== Printable 'application' files ====
Multiple of these files per day, dependant on how many applications were received.

Each PDF file is for one single applicant. You can use this to print out the individual applications as if the applicant gave you a hard copy, file them in a physical filing system, or use them in an imaging system.

==== Download security features ====
  * PGP - Pretty Good Privacy
  * HTTPS - Secure Hyper Text Transfer Protocol

===== Purpose rehash =====

Q: What would happens when a student calls in for status and we automatically download applications digitally?
A: We see that you submitted, and your department has received your application. Any delay is the departments fault!

===== More Info =====
  * CollegeNET to ParaDocs import process
    * http://www.umbc.edu/gradbusiness/techdocuments/systems/enrollment/collegenet_to_paradocs_import_process
  * UMBC Graduate School Technical Wiki
    * http://www.umbc.edu/gradbusiness/techdocuments/