Paperless Admissions
The admissions process at Coventry University was historically dependent upon the receipt of paper copies of UCAS application forms. These forms were used to filter, categorise and process all applications. This process is very manual and labour intensive with interaction to the former admissions system (Universe) limited to updating student application status and creating manual processes to undertake the processing of admissions workflow. The manual and paper-based nature of the process results in a slow and unresponsive service to students.
The need to improve the time taken to respond to applicants and to remove the dependency on physical paper copies of the application form drove the design and development of the ‘paperless admissions processing’ project. The ultimate aim would be to increase the conversion rate of applicants to students through an improved admissions process experience by increasing response times and utilising Customer Relationship Management (CRM) functionality to support the student as they move through the application cycle. The project was also part-driven externally by the requirement to move to a completely electronic process in line with UCAS, who from 2006 onwards began reducing hardcopy information, advice and letters to both students and HEI’s.
In summary the business drivers for the automation of the admissions process are:
· The move by UCAS to dealing with applications on-line and more comprehensive data being available to the University regarding each application
· Reduction in initial response times for applicants
· Reduction in time taken to make a decision about an application
· Increase the frequency, timeliness and appropriateness of communication with applicants (and their supporters)
· Track tasks and activities during the decision making process for applicants to be offered a place at Coventry University in order to be able to successfully manage admissions
· Automatic filtering, segmentation, categorisation of applicants to efficiently direct applications to the right resources
· To ensure RAO are aware of all offers made to applicants for a co-ordinated and comprehensive approach to admissions to be undertaken.
· To ensure data quality for reporting purposes
· To better manage the resources and workload during the admissions process