Overview of technical steps

• Student Information System Make sure the program is setup in HP/SIS (contact Cheri Putro of OIT); test with SIS test acct 950354247
• ParaDocs Setup, implement, and test new program in paradocs
• CollegeNet Setup the program to be listed, have the right acronyms, have the right tracks, etc in Collegenet
• Website & Documents Make sure that various webpages are updated, and that the I: drive word file is updated.
• Databases Update database references to programs; Faculty DB,
• Catalogue Print and web - http://www.umbc.edu/gradschool/gradcatalog/

• Groups
  • Add new groups ex: ‘HCC’ and ‘HCC_Admin’
• Users
  • Create any new users for the program
    • Add the GLOBAL group to each user
  • Add appropriate users to each new Group
    • Add ‘Admin’ user as group admin to all groups
• Security
  • Set DocType Security
    • goto Security Manager>Doctype Security
    • create new group/doctype combo’s (4 doctypes for each group) (copy settings from other programs)
  • Set Tree Configuration
    • add new program to ‘Graduate Admissions’ root folder
    • Log out of paradocs and log back in for new program to display in drop down
    • go to new group/program
    • delete auto-made item/folder
    • add new Top-Level Folder called ‘Graduate Admissions’
    • add new folder below that, named after the new program / group acronym
    • see other tree groups for example
    • to add and delete folders / items, you RIGHT CLICK on them
  • Do above for each group Ex: ‘HCC’ and ‘HCC_Admin’
• Workflow You get to many of the workflow screens by clicking on the ‘Restore Workflow Frame’ icon at the upper right corner of paradocs. When you do this, a menu drops down with a choice for workflow wizard
  • Create Auto-Start queries
    • Create 3 auto start queries
      • 3 queries, one for each doc type; see example of WF-SYST_APP, WF-SYST_DEC, WF-SYST_SUP logged in as user ‘workflow’
      • Done through the ‘Stored Queries’ frame, use the ‘Create a New Query’ icon
      • Name the query (above the ‘Save Query’ button)
      • Select the appropriate document type
      • Enter query as something like ‘Prog’ ‘Equals’ ‘HCC’; hit the green plus sign
      • Click Save query button
      • Select This query is available only to user ‘workflow’
      • Repeat for each of the 3 doc types
  • Workflow Wizard
    • You may need to look at examples of past workflows before this
    • Identifier Name should be “SSN”
    • task order to be overidden: No (unless a department intentionally needs to pass it around, hodge-podge)
    • add tasks / steps; As few as needed by department; usually 2-4
      • assign only 1 group to each task, otherwise multiple auto-workflows may be started when scanned/profiled in gradschool
    • add auto-start queries (use field3; it is the SSN field)
    • add auto-email action on new applications; this sends an email to departments when they receive new applications
• TEST
  • Scan and profile an application of the new program
    • make sure importing works (you can add a fake record manually to the t_import table on the paradocs machine; see test code below)
    • make sure workflow with docs associated with it happens
    • make sure workflow and docs open from user perspective
    • make sure docs can be searched for and seen by graduate school users (ex: gradstudent, nee)
  • CollegeNet imports need to be tested fully;
    • use test account ‘Just Testing’
    • inspect data file
    • make sure workflow with docs associated with it happens
• Train
  • Train all employees that will use the new program
  • Because it is a new program (which might work differently than in the past), you should retrain employees that have already used ParaDocs in the past
  • Graduate Program Specialists (GPS’s) and Graduate Program Directors (GPD’s)

INSERT INTO t_import VALUES ('95035****', 'TESTING', 'JUST', '', '200709', 'MAGS', 'MA', 'Y', '', '', '', '', 'MALE', 'CAUCASIAN', 'U.S. Citizen (USCIT)', 'BS', '005835', '2.56', '122004', '', 'UNIV MARYLAND BALTIMORE CO', '', 'US', '05/15/1979', '', '', '', '', '', '', 'P');
 
SELECT * FROM t_import WHERE ssn='95035****';
 
DELETE FROM t_import WHERE ssn='95035****';

• Make sure that the selection process from a students perspective is correct
• Make sure the printout/PDF output of the form is correct
• Make sure that the CSV data files outputs all of the acronyms correct
• If any past submissions to collegenet could have already come through, go back and look for them and import into paradocs

• Program Chart - http://www.umbc.edu/gradschool/main/all_programs.html
• Program Intro Page - http://www.umbc.edu/gradschool/programs/
• Admission Requirments and Deadlines - http://www.umbc.edu/gradschool/admissions/app_deadlines.html
• GPD and GPC Chart - http://www.umbc.edu/gradschool/contact/gpd.html
• Information Request Form - http://www.umbc.edu/gradschool/main/request_more/index.php
• UMBC Majors and Programs Listing - http://www.umbc.edu/academics/degrees.html - Contact Susan Lavessa
• Post-Baccalaureate Certificate Programs
  1. http://umbc.edu/gradschool/procedures/enroll_pbac.html
  2. http://umbc.edu/gradschool/docs/forms/current_students/post_bacc_certificate_application.doc
  3. http://umbc.edu/gradschool/docs/forms/current_students/post_bacc_certificate_application.pdf
• Graduate School Application - http://umbc.edu/gradschool/docs/forms/prospective_students/degree_application.pdf