Graduate Application Review Process Documentation

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1 Graduate Applicatin Review Prcess

2 Cntents System Cnfiguratin... 1 Cgns... 1 Banner Dcument Management (ApplicatinXtender)... 2 Banner Wrkflw... 4 Navigatin... 5 Cgns... 5 IBM Cgns Sftware Welcme Page... 5 IBM Cgns Cnnectin Public Flders... 6 Navigating and Running a Reprt Example... 6 ApplicatinXtender... 8 Query Results Page... 8 Dcument View Page... 9 Banner Wrkflw Wrklist Item Wrklist Navigating Efficiently Between Tabs Scenaris Scenari #1 viewing cmplete applicatins... 13

3 System Cnfiguratin The Graduate Applicatin Review Prcess cmbines multiple sftware tls that cllectively allw individuals and departments t view reprts n applicants. Frm the reprts, links allw reviewers t view an applicant s supprting dcuments. In additin, a cmpleted applicatin will have a link t a wrkflw item that allws decisin infrmatin t be entered. In rder fr these systems t wrk prperly, sme initial cnfiguratin shuld be perfrmed. The three primary systems invlved include Cgns, Banner Dcument Management (ApplicatinXtender), and Banner Wrkflw. NOTE: In rder t gain access t these systems, the Cnfidentiality Agreement must be submitted and apprved. Under I am requesting access t: sectin n the frm (see link belw), check: WORKFLOW BDMS (Banner Dcument Management Suite Scanned Dcuments) COGNOS 8, then Enrllment Management, then Admissins pdf After the Cnfidentiality Agreement is received by UDit, accunts fr the apprpriate systems will be created, and an e mail will be sent t ntify the requestr when the accunts are cmpleted. Additinal access may als be requested frm the Cnfidentiality Agreement which may be helpful but is nt a necessity fr this prcess Cgns Cgns is the University s supprted tl fr creating and viewing reprts. In rder t use the recmmended functins f Cgns, Internet Explrer with the fllwing settings shuld be cnfigured prir t using it: Launch Internet Explrer 11 Set as Trusted Site Type in cgns.udaytn.edu in the address bar and press <enter> Press <ALT> + T t bring up Tls menu and select Internet Optins Click n the Security tab Click n the Trusted sites icn Click n the Sites buttn Uncheck the bx by Require server verificatin ( fr all sites in this zne In the Add this website t the zne: bx, if des nt already appear there, type it in. 1 P age

4 Click the Add buttn (this will mve int the Websites: bx. Then, click the Clse buttn. Set up security level fr this zne With Trusted sites still highlighted, click the Custm level buttn under the Security level fr this zne bx. In the Security Settings Trusted Sites Zne windw, find the fllwing: Dwnlads File Dwnlad (select Enable ) Miscellaneus Display mixed cntent (select Enable ) Launching applicatins and unsafe files (select Prmpt ) Use Pp up Blcker (select Disable ) Scripting Enable XSS filter (select Disable ) Click n the OK buttn, select Yes t the Are yu sure yu want t change the setting fr this zne?, and click OK again in the Internet Optins dialg bx. Set cmpatibility mde Press <ALT> + T t bring up Tls menu and select Cmpatibility View Settings In the Add this website: bx, enter udaytn.edu Click the Add buttn (this will mve the udaytn.edu int the Websites yu ve added t cmpatibility View bx) then click the Clse buttn Banner Dcument Management (ApplicatinXtender) Banner Dcument Management (ften referred t as ApplicatinXtender) is the tl used fr viewing student dcuments that have been submitted. The tl is ptimized t wrk with Internet Explrer and shuld be cnfigured with the fllwing settings prir t using it: Install ApplicatinXtender client files (ActiveX cmpnents) Type in in yur web brwser address bar and lg in with UD LDAP user name and passwrd Under OPERATING SYSTEMS:, click n the apprpriate chice NOTE: Must be either Windws 8 64 bit, Windws 8 32 bit, Windws 7 64 bit, r Windws 7 32 bit Under LIST BY, click n Vendr Click n EMC and then click n EMC ApplicatinXtender Client Installer 6.5 Check the bx next t the terms and cnditins Click n the Dwnlad buttn Duble click n the dwnladed file t start the installatin prcess. Fllw the n screen instructins. Installatin shuld cmplete in less than ne minute in mst cases. NOTE: Yu must have administratr privileges t install. NOTE: ActiveX cmpnents nly wrk with Internet Explrer Launch Internet Explrer 11 Set as Trusted Site Type in the address bar 2 P age

5 Press <ALT> + T t bring up Tls menu and select Internet Optins Click n the Security tab Click n the Trusted sites icn Click n the Sites buttn Uncheck the bx by Require server verificatin ( fr all sites in this zne In the Add this website t the zne: bx, if des nt already appear there, type it in. Click the Add buttn (this will mve int the Websites: bx. Then, click the Clse buttn. Set cmpatibility mde NOTE: This will already have been dne if the System Cnfiguratin instructins were fllwed fr cnfiguring Internet Explrer fr Cgns. Launch Internet Explrer 11 (if nt pen already) Press <ALT> + T t bring up Tls menu and select Cmpatibility View Settings In the Add this website: bx, enter udaytn.edu Click the Add buttn (this will mve the udaytn.edu int the Websites yu ve added t cmpatibility View bx) then click the Clse buttn Set Interactive Viewer Type in in the address bar (if nt there already) Lg in with yur Banner user name and passwrd Click n the Edit menu and select User Settings 3 P age

6 Click n the Interactive Viewer tab and make sure the Enable Interactive Viewer checkbx is selected Click the Save buttn Banner Wrkflw Wrkflw des nt require any additinal cnfiguratin. Hwever, since it is recmmended that Cgns and ApplicatinXtender use Internet Explrer, it is als recmmended that Banner Wrkflw use Internet Explrer. 4 P age

7 Navigatin Cgns, Banner Dcument Management, and Banner Wrkflw are all run thrugh the Internet Explrer web brwser. Since the tls are designed fr different purpses (and made by different cmpanies), the navigatin will be unique t each. NOTE: Cgns uses the LDAP user name and passwrd. Banner Dcument Management and Banner Wrkflw use the Banner user name and passwrd. Fr mst faculty and staff, these will be the same. Cntact the UDit Help Desk if assistance is needed. Cgns Launch Cgns by typing cgns.udaytn.edu in the address bar f Internet Explrer and lgging in with LDAP user name and passwrd. IBM Cgns Sftware Welcme Page After lgging int Cgns, the IBM Cgns Sftware welcme screen is shwn by default. The ptins may be different based n hw permissins are set. Clicking n the IBM Cgns cntent will pen the IBM Cgns Cnnectin Public Flders tab. 5 P age

8 The ptin als exists t uncheck the Shw this page in the future bx. If it is unchecked, after lgging in the next time, the IBM Cgns Cnnectin Public Flders tab will be displayed immediately saving an additinal click. IBM Cgns Cnnectin Public Flders IBM Cgns Cnnectin uses a familiar flder ( flder icn) metaphr fr rganizatin. There can be tp level flders, and within thse tp level flders, there can be a series f nested sub flders. Within the flders, any number f reprts can exist. By default, 15 entries f flders r reprts are displayed n the page at ne time. Additinal items may be viewed by clicking n ne f the page navigatin icns ( ). The duble arrw displays the next 15 entries which the single arrw displays the last entries. NOTE: Access t flders are permissin based. If read permissin is nt granted t a particular flder, the flder will nt be visible. If a flder is required that is nt visible, request access frm the UDit Help Desk. T pen a flder, click n the flder name hyperlink. Navigating and Running a Reprt Example 1) Click n the Enrllment Management flder link 2) Click n the Admissin flder link 3) Click n the Applicatin Review Status ( and Optinal Checklist ) link (this will launch the reprt) NOTE: After clicking n a flder, a breadcrumb ( ) appears under the Public Flders tab t allw fr quick navigatin t the flders abve. In this example, t quickly return t the Public Flders, click n the Public Flders link in the breadcrumb. 6 P age

9 NOTE: The creatr f the reprt (reprt authr) has the ability t determine the default utput f the reprt such as HTML, PDF, r Excel. Icns t the left f the reprt indicate the default utput. A blue triangle ( ) t the right f the default utput icn indicates that the reprt will be run with ptins. In mst cases, this means the reprt will prmpt fr user imprt first. In ur example, after clicking n the reprt link, a prmpt page is displayed t allw fr user input. HTML Excel PDF 4) After selecting the desired criteria, click the Finish buttn at the bttm f the page. Clicking n the Cancel buttn will return Cgns t the previus flder lcatin. 5) Click n the Page dwn ( ) link in the buttn left crner t view the reprt results. NOTE: It is recmmended the Bttm link is nt clicked n with large reprts as this may lead t Cgns freezing n the client cmputer. 6) While inside the reprt, navigate back t the previus flder by clicking n the Return arrw. Alternatively, click n the Hme buttn t return t the Public Flder tab. Bth buttns are fund near the tp right f the page. Return arrw Hme buttn NOTE: The Hme buttn can be cnfigured t return t a specific flder lcatin. Fr example, if the Applicatin Review Status ( and Optinal Checklist) is mst ften run, then set hme t that flder lcatin by navigating t the reprt, clicking n the white dwn arrw t the right f the Hme icn and selecting Set View as Hme. When the Hme buttn is clicked in the future, Cgns will g directly t that flder. It is recmmended that the brwser s back (and frward) buttns are nt used. 7 P age

10 ApplicatinXtender Pages in ApplicatinXtender are gruped int applicatins and, then within dcuments. An applicatin can be thught f as a filing cabinet where dcuments frm a particular area are stred. The use f the wrd applicatin is nly meant t frighten and cnfuse :) Examples include B S ADMN (where admissin dcuments are stred), B S ID (where general student dcuments are stred, and B R TREQ (where financial aid requirements are stred) A dcument is a cllectin f ne r mre pages liked tgether by index infrmatin. Each rw in the Query Results page (discussed later) represents a dcument. A dcument may include items such as ID, PIDM, DOCUMENT TYPE, LAST NAME, FIRST NAME, etc. A page is the electrnic versin f a scanned page r imprted file such as a PDF Examples include page ne f a transcript, page ne f a letter f recmmendatin, and page ne f a persnal statement. NOTE: In the cntext f using Applicatin Xtender with Cgns fr this Graduate Admissin Review prcess, sme pages will be bypassed as the link frm Cgns g directly t the desired dcuments. Fr this dcumentatin, it is assumed that the Dcuments link frm within the Cgns was clicked. Query Results Page The Dcuments link in the Cgns reprt (shwn later) will launch Applicatin Xtender. If nt already lgged in, a lg in prmpt will appear. After lg in, the Query Results page will be displayed. Each rw in the Query Results page represents a dcument fr the student. Print Dcument Pages When in the Query Results page, dcuments can be printed by checking the checkbx next t the desired dcuments and clicking the Print selected dcument(s) icn ( ) near the tp f the page. All dcuments can quickly be selected by clicking the tp checkbx in the clumn headings. NOTE: If desired, the dcuments can be printed t a PDF. In this case, additinal sftware must be installed that allws printing t a PDF such as Adbe Acrbat r PDF Creatr. The steps will depend n the particular PDF sftware installed. View the Dcument Pages T pen a dcument and view the pages, duble click n the desired dcument. 8 P age

11 Print Selected Dcument(s) Duble click n a rw t view pages Dcument View Page After duble clicking a dcument frm the Query Results page, the Dcument View Page windw will display. If a dcument cnsists f mre than ne page, navigate t the next page by clicking the Next page icn (see red arrw in screen sht belw). The bttm f the screen will indicate the page. NOTE: After reaching the last page, clicking n the Next page icn will display page 1 again. T mve t the next dcument (the next rw in the Query Results ), click n the Next Dcument icn (see red arrw in screen sht belw) T return t the Query Results windw, click the Query Results icn (see red arrw in screen sht belw). Next dcument icn Query Results icn Next page icn 9 P age

12 Banner Wrkflw Banner Wrkflw primarily cnsists f tw pages used in this prcess: Wrklist item (see screen sht belw) The page that displays infrmatin abut a particular student Wrklist (see screen sht belw) The page that displays all wrklist items. Clicking n a link frm the wrklist will pen the wrklist item NOTE: In the cntext f using Banner Wrkflw with Cgns fr this Graduate Admissin Review prcess, clicking n the Wrk Flw link frm Cgns will always pen the wrklist item. 10 P age

13 Wrklist Item Frm within the Wrklist Item page, enter the apprpriate decisin infrmatin. T assist with reviewing dcuments, a Query Dcuments link exists which will display the Query Results page f Banner Dcument Management. NOTE: Clicking n the Query Dcuments link in the wrkflw item is identical t clicking n the Dcuments link in the Cgns reprt. It is displayed n the wrkflw item fr cnvenience. At the bttm f the page are the wrkflw buttns. Cmplete Cmpletes the item, remves it frm wrkflw and returns t the wrklist. Save & Clse Saves any changes made n the wrkflw item page and returns t the wrklist. Cancel Des nt save any changes that were entered and returns t the wrklist NOTE: By default, when a Wrklist Item is pened, it is n lnger viewable fr any ther persn t view. The item is reserved (knwn as being in the Perfrming state in Banner Wrkflw) by the persn wh riginally pened it, and can nly be viewed again by that persn. Hwever, fr this particular wrkflw, a prcess has been set up t autmatically release the item after a few minutes t allw thers t pen it. Wrklist A wrklist can cntain many different wrkflws. Fr this cntext, the Graduate Applicatin is Cmplete item is the nly ne f cncern. Hwever, additinal wrkflws may appear in the wrklist depending n the permissins the reviewer has t the ther wrkflws. Items within the Wrklist can be srted is ascending r descending rder by clicking n the clumn headers. The first 10 wrklist items will appear n a page. T view the additinal items, use the navigatin at the bttm f the wrklist page. NOTE: It may be clearer if nce a wrklist item is finished, t clse the Banner Wrkflw tab and return t the Cgns reprt. Then, click n the Wrk Flw link frm the Cgns reprt t pen the apprpriate wrklist item fr the student. Navigating Efficiently Between Tabs IMPORTANT: Clicking n the Dcuments link frm Cgns initially will prmpt fr a user name and passwrd. Once finished reviewing the dcuments, it is recmmended t NOT clse the Banner Dcument Management tab. Instead, simply click n the Cgns tab t return t the applicants list. By ding this, the next time the Dcuments link is clicked, it will nt prmpt fr a user name and passwrd again. In additin t lgging ut f Banner Dcument Management, if the tab is clsed, Banner Dcument Management may als try t clse the Cgns windw. HINT: Dn t clse Banner Dcument Management tabs. If viewing many student dcuments, then there will be multiple Banner Dcument Management tabs pen. 11 P age

14 Banner Wrkflw des nt have this issue. Banner Wrkflw tabs can be clsed, if desired, after the wrk item is finished. Once finished with reviewing (r the number f tabs gets ut f hand), then clse all tabs and begin the prcess again. 12 P age

15 Scenaris Scenari #1 viewing cmplete applicatins A cmplete applicatin is ne where the applicatin has been submitted and all admissin requirements have been satisfied. Type in in the address bar f the brwser and press <enter> Frm Public Flders, navigate t the Enrllment Management flder then the Admissin flder Click n Applicatin Review Status ( and Optinal Checklist ) link (see belw): 13 P age

16 The Prmpt page will appear. This page allws filtering n certain cnditins and t display different ptins. Select Academic Term check Fall 2014 Applicatin Status check Cmplete ready fr review Decisin Cde leave all unchecked Specify Prgram select the apprpriate Prgram Level, Schl / Cllege, and Department NOTE: The items in this area are dynamically refreshed based n the previus selectin. It is nt required t select all items. Fr example, Department can be left unselected if desired. The Majr / Degree bx will als refresh based n what is selected in the Specify Prgram prmpt Majr / Degree check desired ptins 14 P age

17 Display Optins Check desired ptins NOTE: Under Display Hyperlinks, be sure t select New Windw. This will prevent the Cgns reprt page frm clsing when pening Dcuments r Wrkflw Click the Finish buttn The criteria selected will nw be displayed (see screen sht belw) 15 P age

18 Click n the Page dwn link t view the reprt results NOTE: At this time, it may take between 3 and 5 minutes fr the reprt t cmplete. Optimizatin wrk is being planned t reduce this time. View the results (see example screen sht belw). By default, the applicatins are gruped by Majr and Degree T view the applicant s dcuments, click n the Dcuments link in the clumn labeled BDMS. This will launch ApplicatinXtender in a new tab. NOTE: The first time the Dcument link is clicked, Banner Dcument Management will prmpt fr a lg in. Use yur Banner user name and passwrd. NOTE: If there is nly ne dcument, the dcument will be autmatically displayed. If there is mre than ne dcument, a list f dcuments will appear in the Query Results windw. Once finished with the dcuments, return t the Cgns reprt by clicking n the Cgns tab (remembering nt t clse the Banner Dcument Management tab) 16 P age

19 T make a decisin, click n the Wrk Flw link frm within the Cgns reprt Enter the apprpriate infrmatin abut the decisin and click Cmplete Cmpleting the wrkflw item will put the decisin and attributes in Banner Return t the Cgns tab t repeat the prcess fr the next student if desired 17 P age

20 18 P age Graduate Applicatin Review Prcess

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