Student Services Initiative
SSI Business Process Evaluation Form
L1 Admissions
L2 Load Test Scores
Phase 1
AD.5
Global Functions
Start date/init: 10/14 TAN
Last updated/init: 12/8/2011 AHP
Brief Description:
Receive and load test scores electronically from external agencies such as ACT, SAT, GRE, and others.
Post the scores to the student record for use by all campuses and reporting agencies. At various
campuses the placement test score administration and data upload occur. Some test scores are still
received via paper or transcripts which the campuses would load into SIS at time of receipt/review.
Name/campus of recognized functional experts / resources:
April Gartin, USSS
Cindy Wise, BL
L3 - Process Activities List (Steps):
Activity – to add rows, right click last row, ‘insert’ choose ‘insert rows below’
1.
2.
3.
4.
5.
X-mod
initials
Receive notice of electronic file available
Load test scores to SIS from electronic source
Review test records from suspense for posting to student record
Load test scores from paper records
Official test score available in SIS and reporting
‘As-Is’
(S/L/C)
S
S
S
L
S
Future
(S/L/C)
S
S
S
S
S
6.
Identify the customer or audience:
Admissions offices, reporting offices, academic departments, Office of Scholarships, and Academic
Advisors. Applicants and Enrolled students.
Describe current systems (enterprise, local, external) utilization and level of automation.
SIS
OnBase
Sunapsis
Compass-these systems consume test scores once loaded.
PASS-these systems consume test scores once loaded.
PAR- these systems consume test scores once loaded.
HYDRUS
Does this process utilize self-service options?
eApp collects self-reported test scores. SunApsis does allow a student to view via a student facing portal
the current highest scores on file.
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Rate the following (Scale 1 – 5, low to high):
Score Descriptor
2
Degree of necessary campus differentiation / specialized needs
4
Level of risk (consequence of error or failure)
1
Subjective decision making required
3
Level of oversight (Dept of ED, State, accreditor, academic policy, etc.)
5
Volume (e.g. transactions)
1
Level of ‘touch’ (personalized service)
1
Time spent on exception processing (may reference other processes)
5
Process supports uniform policies across all campuses
NA
The process requires unique expertise but is executed infrequently
Quantify transaction volume:
Hundreds of thousands of test scores are sent to Indiana University annually.
Calendar notes if process is cyclical – identify:
Test scores are sent throughout the year. Large files are sent in the late summer and fall.
Quantify approx. FTE required across the system for the current process by campus, headcount and
percentage of time
As Is effort/headcount: 1.185/16
Cost saving factors: Centralize, continuous improvement
Cost savings percentage applied: 4%
To Be effort: 1.1376
Justification for shared service:
Currently the electronic test scores are received centrally as the test score is a part of a person record
beyond their specific campus relationship. Paper test scores once scanned into a central queue would
easily be adapted for central loading. Additionally a central batch upload is in place for facilitating
placement and other post application test score results into SIS.
Justification for local service:
Local service must continue until a central process for paper scores is established. This allows for the
campus to monitor their test scores locally.
Classification decision (‘X’ on appropriate row):
X
Shared
Local
Combination (delineate by activity, L3 top of form)
Rationalization for classification decision:
To further the efficiency currently seen by a central process, the test scores would continue to be
processed centrally.
Describe potential for automation or increased automation, efficiency, or self-service options:
Paper test scores once scanned into a central queue would easily be adapted for central loading.
Process Cross References (this process includes, or is a subset of the processes listed below)
Area
Process Name
Notes
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AD
AD
AD
AD
AD
AD
Test Credit Processing
Orientation for New Admits
Application Processing
Imaging/Workflow
Scholarship Processing
Maintain Test Credit Articulation
Resources / Reference documentation (List)
Comments/Notes:
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