2015 16th annual pabug conference paperless verification a case study of combining banner, bdm,...

2015 16th Annual PABUG Conference

Paperless VerificationA case study of combining Banner, BDM, reporting, and humanity

Jeremy MayernikDuquesne University


General Announcements:• Please turn off all cell phones/pagers• If you must leave the session early,

please do so as discreetly as possible • Please avoid side conversations

during the session• Questions will be answered …..

Thank you for your cooperation


To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website

http://pabug.org/pennsylvania-banner-users-group-annual-conference/cpe-credits/

or via the PABUG conference app.For additional questions please contact

Kim Fremont CPE - Coordinator http://pabug.org/contact-us/

CPE Credits - We’ve gone electronic!



http://pabug.org/contact-us/


Agenda – Presented as a “Case Study”

• A little bit about our school• History of BDM on our campus• Our original set up of BDM• New vision for 15/16 processing• Road Blocks• Helpful items that addressed our road blocks• Failures and what we did wrong• Future challenges


Duquesne University• Pittsburgh, PA• Private, Catholic• Undergraduate and Graduate • Enrollment:

– Undergraduates 6,101– Graduate students 3,656– Total: 9,757

• Approximately 85% of students submit FAFSA• Federal Verification only:

– Approximately 15% - 18% selected for verification


History of BDM at Duquesne

• Introduced to campus in 2012• Financial Aid was first to use• Implemented as the “last step” in the

verification process

Do everything the same

Scan it and index it at the end


Original Implementation of BDM

• All procedures stayed the same• Documents were scanned at the end• Continued for 1213, 1314• In 1415, attempted to change the process

– Scan document and index for step 1, rather than the last step

– This attempt failed


General Overview of ourVerification Procedures/Routing

• Incoming Mail / Email– Reviewed and routed to “Pre-verification”

• “Pre-verification”– Staff member reviews all documents to check for

completeness/signatures/accuracy– Communicates with student/parent if something is

missing, sent in error, etc.• Verification

– Completed by Assistant Directors when all documents are submitted and complete


New Vision for 1516 Documents received through email


New Vision for 1516Documents received through regular mail


Road Blocks


Road Block #1

• Staff Member #1– Feared the change– Thought they were going to have their job

eliminated– Dug in heels to resist– Big personality, extrovert, said what they thought


Road Block #2

• Staff Member #2– Responsible for scanning / indexing in BDM– Held the knowledge of the system closely, not

open to share the knowledge / territorial– Introvert, quiet, stays in office with door closed

most of the day


Road Block #3

• Staff Member #3– Impatient– Demanding


Road Block #4

• Overcoming the habit of:– Email received with electronic file – File is printed– Printed document routed to scanner– Document scanned and indexed into BDM

• Bad results:– Blurry / unreadable scans– Image degradation


Helpful Item #1:New tracking statuses

• P – Pending Review – When email received and indexed to BDM– Item not satisfied

• M – Pending Scanning– When paper mail received and not yet scanned

and indexed– Item not satisfied


Helpful Item #2Daily Reports – through Cognos

Name of report: What is in the Report: Who it is sent to:

Verification Pending Review Tracking Codes with “P” status

“Pre-Verification” staff member

Verification Pending Scanning

Tracking Codes with “M” status

“Pre-Verification” staff and Scanner staff member

Ready to be Verified All verification-related codes, and all are in the “V” status

Assistant Directors – who have alpha division

Non-verification items received to be reviewed

All non-verification-related items to be reviewed (Institutional-related, some SAR-C issues, etc.)

Assistant Directors


Example – Ready for Verification Report

SELECT DISTINCT(SPRIDEN_ID) "ID", SPRIDEN_LAST_NAME "LAST NAME", SPRIDEN_FIRST_NAME "FIRST NAME", RTVTGRP_DESC "TRACKING GROUP", 'READY TO BE VERIFIED' "STATUS"FROM SPRIDEN,RRRAREQ C,RORSTAT,RTVTGRPWHERE SPRIDEN_CHANGE_IND IS NULLAND SPRIDEN_ENTITY_IND = 'P'AND RORSTAT_PIDM = SPRIDEN_PIDMAND RORSTAT_AIDY_CODE = C.RRRAREQ_AIDY_CODEAND RORSTAT_TGRP_CODE = RTVTGRP_CODEAND C.RRRAREQ_AIDY_CODE = '1516'AND C.RRRAREQ_TRST_CODE IN ('V')AND C.RRRAREQ_PIDM = SPRIDEN_PIDMAND C.RRRAREQ_TREQ_CODE IN ('HH14','CHSP14','NFP14','NFS14','PTAX14','PW214','SNAP14','SSTX14','STAX14','SW214','UNTX14', 'HSCS','IDPRF','EXLIVD','EXLIVI','ADITNL','SEPADD')AND C.RRRAREQ_PIDM NOT IN (SELECT A.RRRAREQ_PIDM

FROM RRRAREQ AWHERE A.RRRAREQ_AIDY_CODE = '1516'AND A.RRRAREQ_TRST_CODE IN ('Q','I','U','X','P','M')AND A.RRRAREQ_TREQ_CODE IN

('HH14','CHSP14','NFP14','NFS14','PTAX14','PW214','SNAP14','SSTX14','STAX14','SW214','UNTX14',

'HSCS','IDPRF','EXLIVD','EXLIVI','ADITNL','SEPADD'))ORDER BY SPRIDEN_LAST_NAME,SPRIDEN_FIRST_NAME


Helpful Item #3Training on how to index in BDM

• Verification document sent electronically– .pdf, .jpeg, etc.

• Procedure guide created with step-by-step instructions

• Researched several tracking items– How legible were the scans?


Helpful Item #4Training Assistant Directors how to “write” on scanned images in

BDM

• Text Editor available in BDM

• Can change font size, color, bold, italic, underline, etc.

• Made it easy to make notes on the scans


Helpful Item #5Not giving up on people

• One-on-one training• Reassurance• Having an emotional release

– i.e. getting into an argument

“Patience and perseverance made a Bishop of His Reverence”


What we did wrong

• We did not do a good job of explaining:– Why this change was important– How the change will benefit you personally– Addressing the misconceptions:

• Will this change eliminate my job?

• We got defensive• We confused others’ insecurity/fear as

aggression


Future challenges

• Scanning – Volume decreasing

• How will PPY in 2017-2018 impact verification?

• Finding creative/online ways to collect:– Household information– Untaxed income– Electronic signatures


Open to the Floor

• Questions• Comments


Please take time to complete our Conference and Session

evaluations.

YOUR INPUT MATTERS!!!