© 2014 Jenzabar, Inc. Dcn. Mark Erste | Director of Institutional Research, Interim Registrar Emma Smits | Admissions Counselor for Communications F RANCISCAN.

 © 2014 Jenzabar, Inc.

Dcn. Mark Erste | Director of Institutional Research, Interim RegistrarEmma Smits  | Admissions Counselor for CommunicationsFRANCISCAN UNIVERSITY OF STEUBENVILLE

Tracking Student Visits toCampus from Beginningto End

SESSION #347:

 © 2014 Jenzabar, Inc.

To automate the process for registering, communicating with, scheduling, tracking, and reporting on over 1,000 annual visitors to the Admissions Office by utilizing the functionality of JICS and Jenzabar EX

GOAL:

Unplanned Benefit:Saved over 500 hours annually for our Visit Coordinator!

 © 2014 Jenzabar, Inc.

WHAT WE DID

OLD PROCESS: Student completed online

form on website, or we completed paper version if by phone

NEW PROCESS: Everyone completes online 

form in JICS, including anyone in our office (student workers, counselors, etc.)

Registration was printed and manually entered into EX and/or Excel spreadsheet

Email sent manually to confirm receipt of registration and provide additional visit information

Registration is imported into EX via Process Internet Submissions

Email generates automatically via JICS confirming receipt of registration & providing additional visit information

 © 2014 Jenzabar, Inc.

WHAT WE DID (CONT.)

OLD PROCESS:

Personalized itinerary printed manually from Word/Excel

NEW PROCESS:

Personalized itinerary printed automatically via Daily Procedure

Campus Visit landing page was only on university website – contained additional info & online registration form

Main landing page is now in JICS (website points to JICS) – has additional info, online registration form, FAQs, downloadable PDFs, flexibility to post announcements, etc.

Counting/Tracking number of visitors done manually

Counting/Tracking number of visitors done via Infomaker queries

 © 2014 Jenzabar, Inc.

Created JICS “Visit” Forms for internal & external use Created landing page in JICS

https://myfranciscan.franciscan.edu/ICS/Admissions/Campus_Visits.jnz

Moved our visit tracking from Notepad to Candidacy Udf tab to allow for easier import from JICS (see Appendix)

HOW WE DID IT

 © 2014 Jenzabar, Inc.

Automated printing of itinerary

HOW WE DID IT (CONT.)

 © 2014 Jenzabar, Inc.

HOW WE DID IT (CONT.)

Automated printing of visitor profile

 © 2014 Jenzabar, Inc.

Created JICS “Visit” Forms for internal & external use Created landing page in JICS

https://myfranciscan.franciscan.edu/ICS/Admissions/Campus_Visits.jnz

Moved our visit tracking from Notepad to Candidacy Udf tab to allow for easier import from JICS (see Appendix)

Automated printing of itinerary & visitor profile

HOW WE DID IT (CONT.)

Automated room host selection (see Appendix) Created various custom reports

 © 2014 Jenzabar, Inc.

QUESTIONS?

Dcn. Mark [email protected]

Emma [email protected]

 © 2014 Jenzabar, Inc.

APPENDIXEVENT – User Defined Tab

 © 2014 Jenzabar, Inc.

APPENDIXCandidate.Udf Tab

 © 2014 Jenzabar, Inc.

APPENDIXRoom Host Drop-down Window

IM Form for entering room hosts

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