Banner Relationship Management Getting Started Guide. Release 1.6 June 2012

Banner Relationship Management Release 1.6 June 2012

Banner, Colleague, PowerCAMPUS, Luminis and Datatel are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, DegreeWorks, fsaatlas, Course Signals, SmartCall, Recruiter, MOX, ILP, and WCMS are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners. 2008-2012 Ellucian. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question. In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will guarantee compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. Prepared by: Ellucian 4375 Fair Lakes Court Fairfax, Virginia 22033 United States of America Revision History Publication Date June 2012 Summary New version that supports Banner Relationship Management 1.6 software.

Banner Relationship Management 1.6 Contents Chapter 1 Overview............................................................. 1-1 Using Banner Relationship Management...................... 1-1 The user interface..................................... 1-1 Profiles.......................................... 1-2 Campaigns........................................ 1-2 Communications.................................... 1-3 Administration...................................... 1-3 Using online help..................................... 1-3 Using search tools.................................... 1-3 Customizing your view.................................. 1-4 Sorting a column.................................... 1-4 Reordering columns.................................. 1-4 Changing the width of a column............................ 1-4 Application workspace.................................. 1-4 Workspace toolbar................................... 1-4 Application footer.................................... 1-5 Navigation panel.................................... 1-5 Sidebar panel...................................... 1-6 Banner Relationship Management activities.................... 1-6 Configuration and set-up activities........................... 1-6 Marketing to constituents................................ 1-6 Managing the admissions funnel............................ 1-7 Managing your constituents............................... 1-7 Overview of Early Alerts................................ 1-9 Chapter 2 Profiles............................................................... 2-1 Finding information................................... 2-3 Search tips......................................... 2-3 June 2012 Banner Relationship Management 1.6 iii Contents

Profiles.......................................... 2-5 General Profile Information............................... 2-6 Profile Summary.................................... 2-6 Prospect profile...................................... 2-7 Recruit tracks for prospects.............................. 2-7 Prospect Overview................................... 2-9 Biographical....................................... 2-10 Academic........................................ 2-12 Personal Outlook.................................... 2-12 Recruitment....................................... 2-13 Ratings.......................................... 2-16 Admission........................................ 2-17 Financial Aid....................................... 2-17 Events.......................................... 2-19 Interaction........................................ 2-20 Banner Mail....................................... 2-21 Funnel History...................................... 2-22 Third funnel qualifier and recruit track........................ 2-22 Student profile...................................... 2-23 Student Summary.................................... 2-24 Student Overview.................................... 2-24 Biographical....................................... 2-25 Curricula......................................... 2-27 Registration....................................... 2-27 Academic Performance................................ 2-28 Advisors......................................... 2-29 Alerts........................................... 2-29 Affinity Groups...................................... 2-30 Student Engagement.................................. 2-31 Events.......................................... 2-31 Interaction........................................ 2-32 Banner Mail....................................... 2-32 Alumni & Friends profile................................. 2-33 Advancement Summary................................ 2-33 Profile Overview..................................... 2-34 Biographical....................................... 2-34 Events.......................................... 2-36 Interaction........................................ 2-36 Interface with Banner................................... 2-37 Address preference................................... 2-37 Funnel status...................................... 2-39 Interface with Luminis.................................. 2-40 Before using Prospects, Students, or Alumni & Friends............ 2-40 Using data collection................................... 2-41 iv Banner Relationship Management 1.6 June 2012 Contents

Using population lists................................... 2-48 Using the Prospective Student Portal (PSP)...................... 2-49 Other tasks to complete................................. 2-49 Working with population lists............................. 2-50 Building a population list................................. 2-50 Shared and personal lists................................ 2-50 Personal......................................... 2-50 Shared.......................................... 2-51 Locking lists........................................ 2-51 Locating lists........................................ 2-51 Creating a population list via Profile Manager..................... 2-51 Saving a population list via Expression Builder.................... 2-52 Managing your lists.................................... 2-53 Toolbar/Button options.................................. 2-54 Freezing and exporting a population list....................... 2-54 CSV Output Files.................................... 2-54 Communicate with a population list........................... 2-54 Group Send processing................................ 2-55 Delete a group send.................................. 2-55 Student alerts...................................... 2-55 Alerts search........................................ 2-55 My Alert Lists....................................... 2-57 Alert comments...................................... 2-57 Closed alerts........................................ 2-57 Raise a manual alert................................... 2-58 Calculating alerts..................................... 2-58 Chapter 3 Communications.................................................... 3-1 Communication templates............................... 3-1 Template versions..................................... 3-2 Private templates..................................... 3-2 Template status...................................... 3-3 Template identification.................................. 3-3 Add personalization fields to templates........................ 3-3 Folders.......................................... 3-4 June 2012 Banner Relationship Management 1.6 v Contents

Communication Log.................................. 3-4 Communication Output................................ 3-5 The process........................................ 3-5 Using the process..................................... 3-5 Data Fields........................................ 3-8 CRM Entity......................................... 3-8 Field Sets......................................... 3-8 Fields............................................ 3-9 Published fields..................................... 3-11 Chapter 4 Campaigns........................................................... 4-1 Campaigns overview.................................. 4-1 Banner Relationship Management campaigns.................... 4-2 Using other components to build campaigns..................... 4-3 Planning a campaign.................................. 4-3 Planning steps....................................... 4-4 Using the campaign modeler............................. 4-5 Basic modeling concepts................................. 4-5 Activities......................................... 4-5 Transitions........................................ 4-6 Start and Stop...................................... 4-6 Parameters....................................... 4-6 Features of the Campaigns Modeler workspace................... 4-7 Campaign property sheet............................... 4-7 Zoom........................................... 4-8 Right-click menus.................................... 4-8 Copy, cut, and paste.................................. 4-8 Printing......................................... 4-8 Campaign modeler menus................................ 4-8 Campaign modeler toolbar................................ 4-11 Creating a basic campaign.............................. 4-12 Adding complexity to your campaigns....................... 4-17 Guard conditions..................................... 4-18 vi Banner Relationship Management 1.6 June 2012 Contents

Guard condition labels................................. 4-18 Simultaneous activities................................. 4-20 Monitoring a campaign................................. 4-26 Campaign alerts...................................... 4-27 Add constituents dynamically to a running campaign................. 4-27 Stop a single campaign instance............................ 4-28 Chapter 5 Administration....................................................... 5-1 Expressions....................................... 5-1 Expression Builder.................................... 5-2 Attribute method for creating an expression...................... 5-3 Building a sample expression using the Attribute method............. 5-3 Using expression operators.............................. 5-7 SQL method for creating an expression........................ 5-8 Creating expression groups using the Attribute method............... 5-10 Creating or groups.................................. 5-10 Creating a simple group................................ 5-11 Copying an expression.................................. 5-12 Calculating an expression................................ 5-12 Searching expression results............................. 5-13 Prompting for attribute values when executing an expression............ 5-13 Using expressions in Banner Relationship Management.............. 5-15 Funnels.......................................... 5-16 Implementing funnels................................... 5-16 Define the funnel model................................. 5-17 Specify term, level, and optional third qualifier................... 5-17 Specify funnel states.................................. 5-18 Link states to related Banner data........................... 5-19 Review funnel state expressions............................ 5-20 Build funnel state expressions.............................. 5-21 Order states for processing............................... 5-21 Create a funnel instance................................. 5-22 Viewing funnel instance status............................. 5-22 Schedule a funnel instance............................... 5-23 Funnel History....................................... 5-23 Funnel history for a recalculated funnel instance.................. 5-23 June 2012 Banner Relationship Management 1.6 vii Contents

Copy a funnel model................................... 5-24 Ratings.......................................... 5-25 The models....................................... 5-25 The instances...................................... 5-25 Factors........................................... 5-26 View a constituent s ratings............................... 5-26 Implementing ratings................................... 5-27 Identify the model factors............................... 5-28 Viewing instance status................................. 5-28 Scheduling an instance.................................. 5-29 Early Alerts........................................ 5-30 Alert definitions...................................... 5-30 Definition statement components........................... 5-31 Sample definitions................................... 5-31 Alert batches........................................ 5-31 Batch Status....................................... 5-32 Adding definitions to batches............................. 5-32 Testing batches..................................... 5-33 Raise alerts....................................... 5-34 Scheduling batches................................... 5-35 Copy a batch...................................... 5-35 Delete a batch...................................... 5-35 Alert error log....................................... 5-36 Alert error types..................................... 5-36 Tags............................................ 5-36 From other areas..................................... 5-37 Categories........................................ 5-38 Interaction Categories.................................. 5-38 Maintain interaction category values......................... 5-38 Alert Categories...................................... 5-39 Maintain alert category values............................. 5-39 Organizations...................................... 5-40 Communication Configuration............................ 5-40 Mailbox Accounts..................................... 5-40 Organizational Address Configuration......................... 5-40 viii Banner Relationship Management 1.6 June 2012 Contents

Business Rules..................................... 5-41 Rules............................................ 5-41 Rule statements..................................... 5-42 Rule parameters.................................... 5-44 Generating parameters................................. 5-44 Constants......................................... 5-45 Rule sets and rule chaining............................... 5-46 URIs............................................ 5-46 URI status........................................ 5-47 URIs delivered with the system............................ 5-49 Building a business rule................................. 5-49 Editing or deleting business rule components..................... 5-51 Users and roles..................................... 5-52 Permissions........................................ 5-52 Enabling and disabling user accounts......................... 5-53 Managing permission controls............................ 5-53 Structure of the permission............................... 5-53 Adding a permission to a role.............................. 5-54 Associating a role with a user account......................... 5-54 Glossary............................................................. G-1 alert............................................ G-1 business rule...................................... G-1 campaign......................................... G-1 campaign activity.................................... G-1 campaign administrator role.............................. G-1 campaign goal...................................... G-2 campaign modeler................................... G-2 campaign status..................................... G-2 communication template................................ G-2 constant......................................... G-2 desirability instance................................... G-2 desirability model.................................... G-2 expression........................................ G-3 funnel........................................... G-3 funnel instance..................................... G-3 funnel model....................................... G-3 funnel status....................................... G-3 group sends....................................... G-4 Multi-Channel Communication (MCC)........................ G-4 June 2012 Banner Relationship Management 1.6 ix Contents

output item........................................ G-4 output process...................................... G-4 output set........................................ G-4 permission........................................ G-5 population list...................................... G-5 probability instance................................... G-5 probability model.................................... G-5 Profile Manager..................................... G-5 Prospective Student Portal (PSP)........................... G-5 qualifier (optional qualifier)............................... G-6 ratings.......................................... G-6 role............................................ G-6 rule............................................ G-6 rule set.......................................... G-6 tag............................................ G-6 target........................................... G-7 Universal Resource Identifier (URI).......................... G-7 user............................................ G-7 x Banner Relationship Management 1.6 June 2012 Contents

List of Tables Table 1: Profile Search dependencies........................ 2-4 Table 2: Funnel status codes and Banner conditions.............. 2-39 Table 3: Banner tables that contain Prospects data............... 2-41 Table 4: Banner tables that contain Students data................ 2-42 Table 5: Banner tables that contain Alumni & Friends data........... 2-48 Table 6: Alerts Search dependencies........................ 2-56 Table 7: Campaign interfaces............................. 4-3 Table 8: Expression attribute value operators................... 5-7 Table 9: Base qualifying funnel states........................ 5-20 Table 10: Rule URIs delivered as seed data.................... 5-49 Table 11: Effects of editing or deleting business rule components...... 5-51 Table 12: Delivered Recruiting and Admissions roles.............. 5-54 June 2012 Banner Relationship Management 1.6 xi Contents

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1 Overview This document supports users of Banner Relationship Management, the component of the Banner Enrollment Management Suite that helps you manage your relationship with prospective students, enrolled students and alumni. Whether your focus is on recruiting and admissions, student retention, or alumni engagement, the tools of Banner Relationship Management help you to target, engage, and build relationships with your constituents across the student life cycle. Banner Recruiting and Admissions Performance is another component of the Suite, which provides analytic capability to your institution. Using this technology you can optimize enrollment activities and over time, shape the quality and diversity of your student body. For more information on Recruiting and Admissions Performance, refer to the Banner Recruiting and Admissions Performance Handbook. Banner Student Retention Performance is another component of the Suite that provides analytic capability to your institution. Using this technology you can gain insight into the characteristics of at-risk and successful students over time, which you can use to implement programs to improve student success and retention. For more information on Banner Student Retention Performance, refer to the Banner Student Retention Performance Handbook. The Banner Relationship Management, Banner Recruiting and Admissions Performance, and Banner Student Performance components of the Banner Enrollment Management Suite integrate with your existing Banner and Luminis applications, ensuring data integrity and a single data repository. You capture all relevant constituent information in one place. Using Banner Relationship Management This section describes workspaces in the user interface, contents of the online help, search tools, customizing your views, and the toolbar and panels in the application workspace. The user interface Banner Relationship Management contains workspaces for office staff and for the system s administrators as well. The workspaces are accessed via tabs on the product s user interface. Tabs include Prospects, Students, Alumni & Friends, Campaigns, Communications, and Administration. June 2012 Banner Relationship Management 1.6 1-1 Overview

Profiles The Prospects, Students, and Alumni & Friends tabs allow you to work with prospects, students and alumni profiles. It provides admissions office, students services, and advancement office staff with access to personal and relevant information about your constituents. As a recruiter, you can create lists of prospects for use in communications and campaigns. You can view and edit information about your constituents, such as their interests, contact information, and recruitment status. As an advisor, you can create lists of students for use in communications and campaigns designed to improve student retention. As a development officer, you can create lists of alumni for use in communications and campaigns to increase alumni loyalty and support. Profile information that captures an individual s interactions with your institution throughout the student life cycle, combined with other data sources, provides a comprehensive profile overview to help you decide which activities and events will have the greatest impact. to help you achieve your desired outcomes in building relationships with your constituents. You can easily segment your assigned prospects, enrolled students and alumni based on this profile information, to help you quickly focus on those prospects most likely to apply and enroll, students who need help to achieve their educational goals, and alumni who can best serve as ambassadors and supporters. Note A recruit (SRBRECR) and/or an applicant (SARADAP) record is required to be able to view prospect information. The constituents accessible on the Students tab must have a learner (SGBSTDN) record. The constituents accessible on the Alumni & Friends tab must have a constituent (APBCONS) record in Banner. These records are required to utilize Banner Relationship Management s campaign and communication capabilities for prospects, students, and alumni in the workspace. Campaigns The Campaigns area provides powerful support to recruitment, retention and alumni engagement campaigns. The graphical Campaign Modeler helps you design simple to complex campaigns based on specific departmental or institutional objectives. With an easy to use unified modeling language (UML) graphical tool, you can create new campaigns easily and modify existing models to meet changing requirements. You can monitor progress to recruitment, retention and alumni loyalty goals easily, intervening at any point to make adjustments. 1-2 Banner Relationship Management 1.6 June 2012 Overview

Communications The Communications tools help you to create and organize e-mails, letters, and targeted announcement templates. The online editor helps you to personalize communications. You can use the formatting tools to enhance your messages and add graphics. Banner Relationship Management delivers sophisticated communication services that allow you to draw on profile information to create dynamic, highly personalized communication content based on specific interests and needs, or based on common attributes of constituent groups. Administration The Administration area provides the workspace to manage the functions that work behind the scenes of Prospects, Students, Alumni & Friends, Communications, and Campaigns. Using it you define your unique requirements for the system s users, including their roles and permissions. You can create and modify the expressions that help you identify and group constituents with common attributes. You can create and manage the business rules to analyze data and perform tasks across the application. You can define institution specific values for tags that are the most meaningful to you to help you organize and search for objects such as campaigns, templates and expressions. You can also define the institution specific values for interaction categories that will help you track and analyze manual interactions with your constituents. You can create organizations to allow your institution to send email from various departments within your institutions and mailbox accounts to specify the email address for the sender account and the reply-to account as well as the letter address information and email address information to use for an organization. Admissions Office staff can customize your probability and desirability models, as well as your admissions funnel and track progress toward your enrollment and retention goals. Student success and retention staff can define the categories for early alerts, and define as well test early alert definitions to help proactively identify at-risk and excelling students. Using online help The system provides the Banner Enrollment Management Help Suite, consisting of embedded online help for the tasks you perform using the pages and windows of the system, and reference information for the contents of the pages and windows themselves. The Help Suite provides access to related system documentation in PDF format, as well as a link to a feedback form for documentation suggestions. Using search tools No matter what area of the system you work with, the system provides basic and advanced search tools to help you locate and display exactly the item you need. By default, a search page presents the most common search attribute(s) as a first option for your search, such as Search by Last Name. June 2012 Banner Relationship Management 1.6 1-3 Overview

You may also perform an Advanced Search using additional attributes unique to the subject of the page. Your search will be more successful if you can use multiple attributes and be as specific as possible. If you do not know how to spell a name, you can enter a partial name of at least three characters followed by either an asterisk (*) or a percent sign (%), whichever you prefer. The system recognizes either the asterisk or percent sign as a wildcard character, and it will return anything that begins with the letters entered before them. Click Go and the system returns your results as a list. Then select the record you need. Customizing your view The user interface provides you with the ability to change the sort order of columns, reorder columns, and change the width of a column. Sorting a column You can click in the header row of any column to sort the column in ascending order (numerical and alphabetical). If you click the column header again, the sort order reverses. The up or down sort arrow appears when you click the column header so that you know which way the data is being sorted. Reordering columns You can change the order in which the columns appear by clicking on them and dragging them to the new order. For instance, if you want to see the First Name column first instead of the Last Name column, you can change the order that they appear on the screen. Changing the width of a column You can change the width of a column by clicking on the right border of the column and adjusting the width. Application workspace You perform all your primary tasks in the application workspace of the Banner Relationship Management system. The application workspace includes the workspace toolbar, navigation panel, the application footer including the open items and tags icons, and the sidebar panel. Workspace toolbar The workspace toolbar allows you to complete specific actions in the Banner Relationship Management system. The title of the toolbar reflects the currently selected application 1-4 Banner Relationship Management 1.6 June 2012 Overview

workspace and each toolbar item applies specifically to the current workspace. The following toolbar items are available: Toolbar items New Refresh Open Copy Delete More Actions Close Description Creates a new item of the selected workspace type. Displays the most current data in the selected workspace. Opens details concerning the selected item. Creates a duplicate of the selected item. Permanently removes the selected item. Provides additional tasks to perform. Ends work on the selected item. Application footer The application footer in the lower left corner of each window provides access to functions that can be used throughout the workspace. It houses these items: The Open Items list is represented by a folder icon. Click the icon once to open the list. You can scroll down to view all your open items, or use the Maximize button to display a larger view. When the view is maximized, you have the ability to close all items, close the selected items or close the non-selected items. To close the Open Items window, click the Close button (X) or click the folder icon. The number of open items is displayed on the folder icon. Tags are accessible on the application footer by clicking the tag icon. When a taggable item is open in the workspace, the Tag utility is enabled if the user has proper permissions. Click the tag icon once to open the list of available tags. Click on any tag in the list to associate it to the item displayed in the active window. Associated tags are displayed in bold text. To de-associate a tag, click the tag in the list again.to close the Tags window, click the tag icon or the Close (X) button. Navigation panel The navigation panel provides links that allow you to navigate to a specific workspace page. For example, within the Prospects navigation panel there are links for Prospects Search, Population Lists, Interactions, Funnels, My Prospect Files, and My Group Sends. June 2012 Banner Relationship Management 1.6 1-5 Overview

Sidebar panel The sidebar panel displays information that supports the current application workspace. You can hide the sidebar panel if you need more room to access the workspace by clicking the arrow on the right edge of the main workspace. Click the arrow again to view the sidebar panel. You can also hide sections of the sidebar panel by clicking the arrow in the section title. Banner Relationship Management activities Banner Relationship Management is a large system. To understand how things work together within the product, we can organize the overall process flow into three separate groups of activities: configuration and set-up activities, constituent marketing activities, and constituent management activities. Configuration and set-up activities During the configuration phase of the product, your institution s administrative users initiate many of the system s foundation activities that support how the product is used. Administrators create the requirements for users and user roles, and map specific access permissions to the roles. Administrators create the underlying structures that govern your institution s recruitment and admission and student retention activities, including your implementation of the admissions funnel, your probability and desirability ratings, your early alert definitions, your recruitment, retention and alumni campaigns, your interaction categories and tags, and the expressions that query data and build lists of profiles and populations. Marketing to constituents With the groundwork in place, the work of creating campaigns and communication templates begins in the Recruiting and Admissions, Student Services and Advancement offices, where you will build templates for e-mails, letters, and targeted announcements. You can identify various prospect, student and alumni constituents, select the candidates to include in population lists, and manually add or remove constituents from the lists. By targeting special groups more effectively with specific campaigns and communications, you can organize and prioritize your efforts. You can create and schedule campaigns, and work with the Expression Builder to fine-tune lists of recruits, applicants, enrolled students and alumni just right for your recruitment, retention and advancement goals. 1-6 Banner Relationship Management 1.6 June 2012 Overview

Managing the admissions funnel Admissions office staff can personally manage their own groups of prospects, monitoring and moving prospects through the admissions funnel. You can easily assess the effectiveness of your recruitment strategies as they relate to the progress of the overall funnel as well as specific prospects in the funnel. Managing your constituents You can personally manage and monitor your own groups of prospects, students and alumni. You can send ad hoc communications to individuals or groups. You can monitor all interactions with your assigned constituents, creating additional population lists when necessary. Banner Relationship Management enables you to manage your constituents by helping you to identify, engage, and track your relationships with them. You can strengthen your relationships by delivering personalized experiences and interactions to your prospects, students and alumni and retaining that detailed relationship history. You can also create alerts to identify significant concerns that may affect a student's success. The following figure summarizes the three types of foundation activities in the Banner Relationship Management system, as well as their associated tasks. June 2012 Banner Relationship Management 1.6 1-7 Overview

Banner Relationship Management Administration: Configure the System Campaigns and Communications: Market to Constituents Prospects, Students, and Alumni & Friends Manage Constituents Define all reusable system components: Set up user accounts Create roles Associate permissions with roles Create and manage business rules Create funnel model states, models and instances Create expressions to select populations Create probability and desirability rating factors, models and instances Define Early Alerts Create Alert Categories Create tags Create Organizations Create Mailbox Accounts Create interaction categories Reach out to constituents: Create templates Create campaigns Create expressions Create population lists Associate target populations with campaigns Schedule and run campaigns Manage and work with constituents: Manage and update profile elements Create additional population lists Send ad hoc communications Monitor and record interactions with constituents Monitor and add early alerts to facilitate improved student retention Export constituent CSV files for follow-up Create and manage watch lists Monitor early alerts 1-8 Banner Relationship Management 1.6 June 2012 Overview

The remaining chapters in this guide provide further detail about the individual functional areas of Banner Relationship Management. Overview of Early Alerts Early Alerts are like an early warning system for advisors and retention professionals. Alerts are institution-defined indicators of students behaviors or circumstances that may be indicative of a need for early intervention and support. Early Alerts supports student success and retention initiatives on campus by helping institutions to proactively identify at-risk as well as excelling students using the wealth of data already stored in Banner in an automated fashion. Key features of the Early Alerts module include: Automated Alerts based on institution specific definitions of risk factors using any data in Banner and Banner Relationship Management. Manual Alerts to enable staff to record risks or concerns that may not be revealed by data alone. Alert comments that can be private or public to track follow-up and related information to add further context to alerts after they are raised. Visibility into the 360 degree view of student profile information to provide an overall context for interpreting and acting on alerts as it relates to the individual student. Early Alerts has the flexibility to use any data in Banner to define the conditions that raise student alerts. The alert conditions can examine one or many data conditions that reflect your insight into the characteristics of students at your school who may be at risk of stopping or dropping out. For example, an academic performance alert can flag any first year student with a low or failing grade as of the third week of classes. A financial aid alert can flag student athletes that have dropped below full-time and could be at risk of losing their scholarships. Another academic performance alert can flag second year students with overall GPAs below 2.3 who have had faculty recommend that they need tutoring in one or more of their current courses. A graduation alert can flag students who are eligible to graduate but have not yet applied for graduation. Flexibility in defining alerts allows you to quickly find the students who need attention and allows you to focus efforts in ways that can truly make a difference in those student s lives. Banner Relationship Management provides structures to support the following types of alerts: alerts about performance in a specific course alerts about student issues reported by instructors alerts about recommendations for students provided by instructors June 2012 Banner Relationship Management 1.6 1-9 Overview

alerts about holds recorded in Banner alerts about other general concerns or situations These alert types are used to define the fields that are needed for the different alerts. Note Alerts are not externally labeled by type, but can be identified by the fields that exist in each alert. Each type has a set of fields that are required and additional fields that are optional. Other fields may display in Banner Relationship Management but are not stored with the alert. You are in control of how often you want the system to raise alerts in an automated fashion - one time only, on a recurring basis throughout the term or on demand. After alerts have been raised, advisors and other student retention and success staff can quickly and easily view and act on the alerts associated with any specific student population, cohort, or individual student. An advisor can quickly drill down into the alert details for their advisees and formulate a plan to help the student. In addition, the advisor can view the 360 degree view of the student profile in the Workspace, which includes biographic information, curriculum, registration, academic performance by term and level, advisors, cohorts, attributes, activities, athletics, interests and interactions. Viewing the larger context of the student profile may provide greater insight into the alert that has been raised. Information about at-risk students can be highly sensitive, and there may be the need to restrict visibility to alert comments. An advisor or other staff members can enter unlimited private and public comments and can record details of direct contacts with the student and any other staff or offices involved in addressing an alert, including follow-up and other pertinent information. Each individual comment entered by an advisor or staff member can be restricted to a private alert that only they can view, or shared with colleagues as a public comment. There may be situations when staff members need to raise concerns about a student that are unrelated to data stored in Banner. For example, a student may reveal concerns outside of class to a trusted faculty member, coach, or other staff member. Those concerns can be entered by creating an alert directly in the Banner Relationship Management workspace. Faculty members are often in the best position to identify students who are at risk based on students performance and behavior in class. Early Alerts is designed to work with the new faculty feedback feature now available in the Banner Student Web for Faculty & Advisors 8.5.1 release. 1-10 Banner Relationship Management 1.6 June 2012 Overview

In addition, schools will be able to leverage Banner Relationship Management s CRM capabilities to reach out to and communicate with at-risk and excelling students. Student success and retention staff, advisors as well as other student services staff will be able to provide timely, relevant and highly personalized communication to students in support of student success initiatives in conjunction with the identification of at-risk students. For example, a campaign with a series of communications about the Tutoring Center and other academic support services on campus can be created and automatically launched to send the appropriate personalized communications to first year students for whom an alert was raised when faculty feedback indicate their performance in the early weeks of the term is poor or failing. Those communications automatically become part of the students interaction history, providing further context for staff who work directly with students. June 2012 Banner Relationship Management 1.6 1-11 Overview

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2 Profiles Banner Relationship Management contains three tabs that allow you to manage prospect, student, and alumni profile data. In these workspaces, you can view and update information about a prospect, applicant, student or advancement constituent. You can view a summary of an individual s biographical information, as well as additional information that is relevant to specific stages in the constituent life cycle, such as academic credentials, recruitment and admission data, contact information, probability and desirability ratings, and funnel status. You may also contact an individual via their profile. The following profile tabs are available: Prospects Students Alumni & Friends Note A recruit (SRBRECR) and/or an applicant (SARADAP) record is required to be able to view prospect information. The constituents accessible on the Students tab must have a learner (SGBSTDN) record. The constituents accessible on the Alumni & Friends tab must have a constituent (APBCONS) record in Banner. These records are required to utilize Banner Relationship Management s campaign and communication capabilities for prospects, students, and alumni in the workspace. The use of profiles brings a complete constituent workspace to your fingertips. Whether in the office or on the road, you are in touch with the latest information about your prospects, students, and alumni. You can view recent inquiries from prospective students and respond immediately to those students who are in your assigned region or geographic area. You can send communications to your enrolled students to encourage their participation in campus activities and organizations based on the interests they expressed as prospective students as well as create and manage alerts to proactively identify at-risk and excelling students. You can engage with and strengthen your relationship with alumni by keeping current with past communications. You can create customized lists of prospects, students and alumni on-the-spot to enhance your campaign efforts. You can search the entire database for prospects and applicants and get the most recent information. Phone numbers and e-mail addresses are a click away. A prospect s interests, planned field of study, and curriculum are immediately available so that admissions counselors can highlight the university s offerings in those areas in which the prospect is interested. Using the data provided in the Profile Overview, you can gain additional insights regarding your pool of candidates, enrolled students, and alumni. June 2012 Banner Relationship Management 1.6 2-1 Profiles

You can use profiles to discover information about the prospective students from the high schools, community colleges, and other colleges and universities that you will be visiting, including the names of students from the school who have contacted the institution. It is simple to send those students an e-mail or make a phone call indicating that you will be at the school on a particular date and time. You can continue to use profiles to track your interactions with those prospective students as they become students and alumni. The full life-cycle view of your relationships with constituents over time will enhance your insight and help you focus your efforts on achieving your institutional goals in admissions, retention and advancement. You can use profiles to personalize your interactions with prospects, students, and alumni to enter or update profile information, add contact comments, and update other interaction information. At any time, you can create population lists to help you organize your interactions and contact information. For example, you can create a population list to find prospects who have or have not had particular types of interactions or contacts. You can send a communication to a population list, as well as other tasks like the following: Prepare follow-up correspondence for prospects, students or alumni with whom you have met during the week. Review notes to ensure that specific interests, attributes, legacy information, and contact information are entered for constituents. With Banner Relationship Management, an up-to-date profile for each constituent is easy to locate and read. With accessible and updatable information, you can cultivate prospective students into becoming applicants by making follow-up calls to selected contacts from recent road visits. You can increase student engagement and retention by pro actively contacting students about clubs and student services. You can maximize alumni loyalty and support by reaching out by phone and e-mail to encourage and thank them for their support. If your constituents are not available, you can send them a quick personal e-mail and update your history of interactions with these students. Profiles can also assist staff in their day-to-day duties. Admissions office staff can notify each applicant of the status of his or her application for admission, including missing credentials. Advising staff can send information to their advisors about pre-registration and follow-up with advising appointments. Alumni staff can contact alums and send invitations to upcoming events, and request updates to share in alumni newsletters. Whether you are on the road or in the office, up-to-date profile information about prospects, students, and alumni is always available to you. Because the information in Banner is the same as in Banner Relationship Management, you do not run the risk of asking for and entering the same information over and over again. 2-2 Banner Relationship Management 1.6 June 2012 Profiles

Finding information The fastest way to get acquainted with Banner Relationship Management is to open a constituent s profile and then explore the data that is displayed in all the windows for this person. To explore a profile, follow these steps: 1. Sign in to the system. 2. Select Prospects, Students, or Alumni & Friends. 3. Enter your desired search criteria and click Go. 4. Select a profile and click Open. The following data is displayed: In the center of the screen, view the Profile Overview. The navigation panes to the left contain similar headings as in the Profile Overview. The following information is displayed for Prospects, Students, and Alumni & Friends: Prospects - Biographical, Academic, Personal Outlook, Recruitment, Ratings, Admission, Financial Aid, Events, Interaction, and Banner Mail. Students - Biographical, Curricula, Registration, Academic Performance, Advisors, Alerts, Affinity Groups, Student Engagement, Interaction, and Banner Mail. Alumni & Friends - Biographical and Interaction. In the side panel, view supporting information for the selected constituent. Search tips Search fields that are most commonly used to locate a profile are displayed as part of the quick search. You may add additional search fields to help you locate the specific profile for which you are searching. Certain fields have been optimized for faster retrieval. When used individually, with no other query parameters, the following fields will provide rapid access to the profile of the associated person: Last Name. Last name can use an asterisk (*) or a percent sign (%) as a wildcard character, but the wildcard character cannot be the only value entered and it cannot be entered at the beginning of the search string. If you use a wildcard character, you must provide at least three leading letters, for example, Spe%. You can search on fewer than three letters, but not when using a wildcard. June 2012 Banner Relationship Management 1.6 2-3 Profiles

Banner ID. Banner ID searches do not recognize a wildcard character. Government ID. Government ID searches do not recognize a wildcard character. E-mail Address. E-mail Address searches do not recognize a wildcard character. E-mail Address search is not case-sensitive. Most of the attributes in profile searches are dependent on at least one other attribute, Last Name being the most common. The more attributes that you search on, the faster your results will be displayed. The following table outlines search attributes that require additional attributes. Table 1: Profile Search dependencies If you search on Prospects Students Alumni & Friends You must also search on Area Code X No dependencies Banner ID X X X No dependencies; but you cannot use a wildcard Campus X Last Name City X Last Name Classification X Last Name College X Last Name Date of Birth X Last Name Degree X Last Name Effective Term X Last Name E-mail address X X X No dependencies; but you cannot use a wildcard Field of Study X Last Name First Name X X X No dependencies Gender X X X Last Name Government ID X X X No dependencies; but you cannot use a wildcard High School X No dependencies International Access X Last Name 2-4 Banner Relationship Management 1.6 June 2012 Profiles

Table 1: Profile Search dependencies If you search on Prospects Students Alumni & Friends You must also search on Last Name X X X No dependencies; if you use a wildcard, you must precede it with three letters Level X Last Name and Term Level X Last Name Major X Last Name Minor X Last Name Nation X Last Name Phone Number X No dependencies Prior College X No dependencies Program X Last Name Residency X Last Name Site X Last Name State X Last Name Student Status X Last Name Student Type X Last Name Term X Last Name and Level Zip X Last Name Profiles You can find valuable information about a constituent by viewing the profile. Once you are familiar with the topics and tabs, it will be easy to get the information you need quickly. June 2012 Banner Relationship Management 1.6 2-5 Profiles

General Profile Information Profiles provide users with a quick view of a constituent that combines Banner data with information collected in Banner Relationship Management. You can easily view information about the constituent, and even edit some information right in Banner Relationship Management. You can also quickly add the constituent to a population list by using the option listed on the More Actions menu on the profile toolbar, and you can create interactions and contact the constituent using the buttons at the bottom of the profile. When you open a profile, it stays open until you close it or end your Banner Relationship Management session. If you have navigated away from the profile and want to return to it, use the Open Items list window to locate it and display it again. To close a profile, click the Close item on the profile toolbar. Each type of constituent accessible in Banner Relationship Management has its own profile. The Prospect Profiles are available in the Prospects workspace, the Student Profiles are available in the Students workspace, and the Advancement Profiles are available in the Alumni & Friends workspace. Profile Summary The Profile Summary can be found in the lower sidebar panel of all profile types, and also displays for constituents in search results and population lists. It displays the same information in each profile. It contains some basic contact information and key attributes about the constituent. The information will not display if you do not have access to General Person information. For more information on how to set up preferred address types on GTVSDAX, please see Address preference on page 2-37. Section Profile Summary Description This section displays the constituent s name and Banner ID, and will also display notations if the constituent is deceased, has a PSP account, has active Banner holds, or wishes to keep directory information confidential. It also displays all active phone numbers, the primary (preferred) e-mail address, and an address. The address that is selected for display is determined by applying a hierarchy; if only one active address exists for the constituent, then that address is displayed. When there are multiple active addresses, the system checks the addresses against the hierarchy set up on GTVSDAX to determine which address to display. 2-6 Banner Relationship Management 1.6 June 2012 Profiles

Prospect profile The prospect profile is a collection of valuable information about your prospect in a format that is easy to use. We have combined frequently-needed information from Banner with engagement details from Banner Relationship Management to provide you a wellrounded view of your prospect. There are several sections to the profile which are described below. The prospect profile displays for constituents who have either a recruiting or admissions record, or both, in Banner. Recruit tracks for prospects The display of information in the Prospects is based on logic that determines which data from which tables in Banner are the most current based on a defined hierarchical relationship to the admissions cycle and the admissions funnel. Banner stores admissions-related data in tables that reside in two different Banner Student modules: Banner Recruiting and Banner Admissions. In Banner, a Recruiting record is not required to have a corresponding Admissions record, nor is an Admissions record required to have a corresponding Recruiting record. In Banner Relationship Management, an individual s Recruit Track always presents the most current, accurate information about a prospective student, drawing that information from the appropriate underlying tables in Banner. A Recruit Track is a method of associating Banner Recruit (SRBRECR) and Applicant (SARADAP) records to each other if multiple SRBRECR or SARADAP records exist for the same prospective student for the same term of entry. Recruit and Applicant records are associated to the same recruit track when the term code and level code are the same, with one exception: multiple applications for the same term and level are always treated as separate recruit tracks. The details of multiple recruit tracks for a prospect are displayed in the sidebar panel of the Prospects workspace. Banner allows multiple recruiting and admissions records for the same term. Each institution determines whether a single or multiple recruiting and application records are created for the same prospect/applicant and term based on internal procedures. As an example, if a student applies to two distinct programs of study, the institution may require two separate application records, which are evaluated and processed separately. If a student applies to two programs of study that are within a dual-curriculum program, the institution may choose to create a single application with the programs entered as separate curriculums within the single application. Some of the scenarios where institutions may require separate applications are as follows: Prospect applies for same term, but different level Prospect applies for more than one program in the same term Prospect applies to more than one campus in the same term June 2012 Banner Relationship Management 1.6 2-7 Profiles

Prospect is interested in more than one college or degree for the same term The same variance can occur in recruiting records. Additionally, the prospect may change his mind about a degree, program or campus before submitting an application, so the recruiting information may not match the subsequent application. A prospect who has submitted multiple applications will have a Banner Relationship Management recruit track for each application. Banner Relationship Management then attempts to match recruiting records with admissions records, based on term and student level. If a match is found, the recruiting record becomes part of the recruit track. If a recruiting record exists that doesn t match an admissions record, the recruiting information becomes a separate recruit track. Example Joe is a current student at a university. He has a few requirements remaining to complete his BA in Liberal Studies. He is considering pursuing either a Law Degree or an MBA from another university, and is also thinking about finishing his BA there at the same time. Joe takes the GMAT test and has scores sent to the prospective university and indicates he is interested the MBA program in term Fall 2009. Joe takes the LSAT test and has scores sent to the prospective university and indicates he is interested in the law school for term Fall 2009. Joe begins an application for the College of Business MBA program at the prospective university for term Fall 2009. Joe completes an application to transfer his undergraduate learning to the prospective university for term Fall 2009. Joe would have three recruit tracks: Fall 2009 term, Level GR, for his application to the MBA program. This track would include his recruiting records containing his GMAT testing data. Fall 2009 term, Level UG, for the completion of his BA. This track would not include any recruiting information. Fall 2009 term, Level GR, for his interest in the law school. This track would only have recruiting information, since no admissions application record had been created. It s important to understand that the query results for a prospect reflect the outcome of a search across all recruit tracks for the individual. The Expression Builder s query results using the Current Profile reflect only the information in the current recruit track. You can expect differing results from these separate queries. Note When you are working with a profile, you can select Refresh to update any of the data added specifically in Banner Relationship Management, 2-8 Banner Relationship Management 1.6 June 2012 Profiles

as well as data that was updated in Banner, if that data lies within the profile data sections that existed when you accessed the profile. The Refresh option does not refresh the recruit track(s) information. Recruit Track information is refreshed by re-querying the prospect record. To requery, select the Close option on the toolbar and then the Open option for the prospect. Prospect Overview The Prospect Overview page is the opening page of the profile. It provides a quick summary of information about the prospect. The profile overview sections include: Section Biographical Academic Personal Outlook Recruitment Ratings Description This section provides some personal attributes about the prospect like preferred name, gender, ethnicity, residence and citizenship. The residence is linked to recruit track and may change as different recruit tracks are selected. This section displays the program, major, level and degree for the active current curriculum tied to selected recruit track. It also displays the most current high school and high school GPA, the most current prior college, and the test scores of the types identified with the latest test date in Banner on GORICCR. The high school with the latest graduation date is identified as the most current high school. If a prospect has multiple high school records in Banner and none have a graduation date recorded, the high school with the latest activity date will be displayed. The prior college with the latest Attended to date is identified as the most current prior college. If no college record has an Attended to date in Banner, the college with the latest activity date is displayed. This section displays all interests recorded for the prospect, as well as the attributes and sources associated with the selected recruit track. This section displays the student type, recruit type, recruit status and recruiter for the selected recruit track. It first checks for these values in an admissions record and if no admissions record exists for the recruit track it will check the recruit record. This section also displays the active geo regions assigned to the prospect. This section displays the probability and desirability instances for which the prospect has been assessed a score. The display is linked to the prospect s recruit track and will change when a different recruit track is selected. June 2012 Banner Relationship Management 1.6 2-9 Profiles

Section Admission Interaction Description This section displays information about the prospect s application, including application status, decision date, most current decision and missing checklist items. This section displays the type and date of the prospect s most recent interaction. Permissions The SR_PROSPECTOVERVIEW_READONLY permission is required to view the prospect overview page. To search for prospects, the SR_PROSPECT_READONLY permission is needed. Biographical The Biographical page contains general information about the prospect. It has two tabs, the Bio Data tab and the Contact Information tab. The biographical data is stored in Banner and is primarily found on the SPAIDEN form. It can also be updated in Banner Relationship Management, and the changes will be applied directly to Banner. 2-10 Banner Relationship Management 1.6 June 2012 Profiles

Section Bio Data Contact Information Description The Bio Data tab displays general attributes about a person, including gender, ethnicity, religion, marital status, date of birth, age, preferred name, legacy, citizenship and race. The Edit icon on this tab opens a pop-up window that allows you to enter or remove values. Clicking Save or Cancel will close that window and return you to the Bio Data tab. The Contact Information tab has four sections. The Address section displays the prospect s current and future active addresses, along with the address type and effective date range. The future addresses are identified as future. The Telephone section displays the prospect s active telephone numbers, including whether or not they are the primary phone number for an address. The E-mail section displays the prospect s active e-mail addresses, and identifies the primary e-mail address. The Instant Message section displays the prospect s screen names for instant messaging systems. This information is not available in Banner, but is stored in Banner Relationship Management. In each section, the Edit icon opens a pop-up window that allows you to add, delete or change the contact information. All the windows work the same way. For example, to delete an address, click the X in the far right of the address row. To edit an existing address, select the row to display the address fields in the upper pane. Make the necessary changes and click the Complete button. To add a new address, click the Add Address button to display empty address fields in the upper pane. Enter values in the fields and click the Complete button. Once you have made the changes you can click the Save button to commit the changes and return to the Contact Information tab, or click the Cancel button to discard the changes and exit. You can view, record or remove a prospect s desire to opt out of mass mailings on the Edit Address pop-up window. You can view, record or remove a prospect s desire to opt out of mass e- mailings on the Edit E-Mail pop-up window. If you are using the extended international address fields in Banner, these fields will also be available in Banner Relationship Management. June 2012 Banner Relationship Management 1.6 2-11 Profiles

Academic The Academic page contains information about the prospect s academic history and plans. There are two tabs on the Academic page, the Credentials tab and the Curricula tab. Section Credentials Curricula Description The Credentials tab contains sections for test scores, secondary education and post secondary education. This information is not tied to recruit track, and does not change when different recruit tracks are selected. The test scores section displays the score, test date, source and received date for certain tests reported for the prospect. Only test types set up on GORICCR will be displayed. To specify test scores on GORICCR, use the Process EM_RAR and the Setting TEST_SCORE_CODES, then enter the test types you would like included in the prospect profile. The secondary education section displays all high schools recorded for the prospect on the SOAHSCH form in Banner. It includes the prospect s GPA, percentile, graduation date, class rank and class size, as well as the date the information was received and whether the prospect was in a college preparatory program. The post secondary education section displays all other colleges the prospect attended that are recorded on the SOAPCOL form in Banner. It includes the prospect s GPA, transfer degree, transfer hours and degree date, as well as the dates the prospect attended and the date the transcript was received by the institution. The Curricula tab contains two sections that display all active curricula linked to the selected recruit track, and includes program, college, level, degree and campus. When you select a curriculum row in the top frame, the bottom frame displays the corresponding active field of study information, including field of study code and description, priority, department and field of study type. The display of curriculum information is tied to a prospect s recruit track. When you change recruit tracks the curriculum information should change as well. The terms for the curricula are not displayed on this page because they are included in the recruit tracks. Personal Outlook The Personal Outlook page displays a prospect s interests, attributes and sources that are available in Banner. You can add and remove these records in Banner Relationship Management. The attributes and sources are linked to the prospect s recruit tracks and will change if a different recruit track is selected. 2-12 Banner Relationship Management 1.6 June 2012 Profiles

Section Interests Attributes Sources Description This section displays all interests recorded for the prospect. The Edit icon in this section opens a pop-up window that allows you to enter or remove interests. Clicking Save or Cancel will close that window and return you to the Personal Outlook tab. This section displays the attributes associated with the prospect s selected recruit track. Each attribute includes a notation specifying if it is attached to the admissions or recruiting record. The Edit icon in this section opens a pop-up window that allows you to enter or remove attributes. If the recruit track includes both recruiting and admissions records, you will be able to add and remove attributes for both. Otherwise, you can add or remove attributes for the record type associated with the selected recruit track. Clicking Save or Cancel in the pop-up window will close that window and return you to the Personal Outlook tab. This section displays all sources recorded for the prospect s selected recruit track. The primary source is noted. The Edit icon in this section opens a pop-up window that allows you to enter or remove sources. Clicking Save or Cancel will close that window and return you to the Personal Outlook tab. Recruitment The Recruitment page contains information about the prospect s recruiting activities. There are two tabs on the Recruitment page, the Status tab and the Recruiter tab. The information displayed is derived from either the Banner recruiting or admissions record associated with the selected recruit track and can be edited directly in Banner Relationship Management. When you select a different recruit track, the displayed information will change. June 2012 Banner Relationship Management 1.6 2-13 Profiles

Section Status Description The Status tab contains a Classifications section that displays information about a prospect s recruiting activities for the selected recruit track, including Recruit Type, Student Type, Admission Type, Recruit Status, Withdrawal Reason and Institution Attending. It will display the information from the admissions record if one exists, otherwise it displays the information from the recruit record. The Edit icon in this section opens a pop-up window that allows you to enter or remove values. It will edit or add information for the Banner admissions record if one exists, otherwise it will edit or add information for the recruiting record. Clicking Save or Cancel will close that window and return you to the Recruitment tab. 2-14 Banner Relationship Management 1.6 June 2012 Profiles

Section Recruiter Description The Recruiter tab displays the assigned recruiters and geographic regions for the prospect s selected recruit track. To assign and view recruiters, you should first identify the administrator roles from STVRADM that represent recruiter roles you want to work with in Banner Relationship Management. These roles should be specified in Banner on GORICCR. Only roles on GORICCR will be displayed in Banner Relationship Management. To specify recruiter roles on GORICCR, use the Process EM_RAR and the Setting RECRUITER_ROLE, then enter the roles you would like included in the prospect profile. When a recruiter is displayed in the Assigned Recruiter section, the role and module are also displayed. The Edit icon in this section opens a popup window that allows you to assign or remove recruiters for the prospect. You can select the recruiter and the role (from the roles set up on GORICCR), then click Continue to apply the edit, or click the X in the far right of the row to delete the assignment. If the prospect has an admissions record for the selected recruit track it will associate the assignment with admissions, otherwise it will associate it with the recruiting record. Clicking Save or Cancel will close that window and return you to the Recruiter tab. The Geo-Region section displays the active geographic regions and associated divisions associated with the prospect on the GOAPGEO form in Banner. The Edit icon opens a pop-up window that allows you to add, remove or change these geo regions in Banner Relationship Management. To delete a geo region, click the X in the far right of the address row. To edit an existing geo region, select the row to display the fields in the upper pane. Make the necessary changes and click the Complete button. To add a new geo region, click the Add Geo-Region button to display empty fields in the upper pane. Select a division, region and address type from the drop-down lists and click the Complete button. Once you have made the changes you can click the Save button to commit the changes and return to the Recruiter tab, or click the Cancel button to discard the changes and exit. The information in the Assigned Recruiters section will change as different recruit tracks are selected. The information in the Geo-Region section does not change as recruit tracks change. Please note that administrator roles, such as recruiters, and geo-regions can be assigned automatically or in batch to prospective students using rules forms and processes that are delivered in baseline Banner Student. For more information, please review the Selective Admissions chapter in the Banner Student User Guide. June 2012 Banner Relationship Management 1.6 2-15 Profiles

Ratings The Ratings page displays probability and desirability scores earned by the prospect, along with the distribution of scores across a set of prospects. Probability and Desirability rating models and instances are managed on the Administration workspace tab. The probability score represents the likelihood that the prospect will enroll in your institution. The desirability score indicates how closely the prospect aligns with your institution s enrollment goals and objectives. Section Overview Probability Desirability Description The Overview tab on the Ratings page displays a summary of the ratings a prospect has earned for the term and level associated with the selected recruit track. This tab has separate sections for Probability and Desirability, and within each section will display information about ratings including the name of the probability or desirability instance, the prospect s current score, the state of the instance, and the last time the ratings instance was calculated. The instance name is a clickable link that opens the corresponding detail tab (Probability or Desirability). Changing the recruit track will change the ratings that are displayed in this section. When you open the Probability tab, either by clicking on the tab or by clicking on a probability instance link on the Overview tab, the first view you will see is a graph. The graph charts the distribution of scores for the selected probability instance, and marks the prospect s score with darker blue. There are three graph types: line, bar and scatter. You can change the graph type by clicking the chart tab of your choice. If you hover over points on the graph the charted score and count will display. Graph controls are available to zoom in and out, pan, and reset the graph. You can also view more information about the prospect s score by clicking the View Details link. This displays the factor groups for which the prospect received rating points, and the factor groups can be expanded to view the individual factors and point values. You can view a different probability instance if another one exists for the recruit track by selecting it from the instance drop-down list. The Desirability tab works the same way as the Probability tab, but displays scores calculated with desirability instances. 2-16 Banner Relationship Management 1.6 June 2012 Profiles

Admission The Admission page contains three sections that provide information about a prospect s application for enrollment. The application information is linked to the prospect s recruit tracks and will change when a different recruit track is selected. Section Application Application Decisions Checklist Description The Application section displays basic information from the prospect s admissions application, including the application number, the application preference number and the student type, as well as information about the highest priority curriculum for the application, including the level, program, college, degree and field of study. This section lists all of the decisions that have been assigned to the application, as well as the decision date. The decisions are listed in date order, with the earliest decision first. Checklist items are listed in the third section on this page. All checklist items for the application are listed, including the description and code, the received date, and an indication that the item is required. The items are listed in the same order as the display in Banner by default, but can be reordered by clicking on column headers in the grid. Financial Aid The Financial Aid page provides recruiters with an overview of a prospect s financial aid information, including application status, tracking requirements, awarded amounts and a summary of the unmet need. There are four tabs on this page, and each tab has a separate permission to allow institutions to carefully share and protect this information. The displayed information is linked to the prospect s recruit tracks by term and aid year, so users will only see the financial aid information that corresponds to the recruitment and admissions processes. This means that a prospect who enrolls and becomes a student may continue to receive financial aid, but those subsequent aid year packages will not be visible in the prospect profile. (Of course, if the student applies for graduate school at a later time, the financial aid information related to that term would be displayed.) In order to calculate totals on the Award Totals and Gap tab, you will need to add the following fund categories on RTVFCAT, and then assign them to applicable funds on RFRBASE: BRMGS BRMLW BRMOUT BRM Grants and Scholarships BRM Loans and Work BRM Outside and Private Scholarships June 2012 Banner Relationship Management 1.6 2-17 Profiles

If your institution does not have Banner Financial Aid installed, you will not see this page in the profile. Section Overview Tracking Requirements Description The Overview tab on this page includes two sections. The first section, the Financial Aid Summary, provides an overview of the status of the financial aid application package. It will display information when a financial aid application is received for the student for an aid year that is linked (on STVTERM) to the term in the selected recruit track. Fields include the aid year, the tracking group, packaging group and whether or not the application was selected for verification. Also displayed is the date that the FAFSA was processed before being forwarded to the institution, the date that the FAFSA was received by the institution, the date all tracking requirements were completed, the date the packaging requirements were completed and the date the package was completed. Much of the information available in this section can be viewed in Banner on ROASTAT. The lower section, Institutions Selected on FAFSA by Prospect, lists the institutions the prospect chose to receive her financial aid application when it was submitted via the FAFSA website. If the institution name is available to Ellucian we will display the institution name, state and federal school code. Institutions can load Federal school code data into Banner Relationship Management. Refer to the Administration Guide for more information. If the name is not available, only the federal school code will be displayed. Up to 10 institutions can be displayed. In addition, users can use the clickable link to access a dynamic report from the FAFSA website that displays information about the chosen institutions. The report will open in a new window. The URL to access this report is controlled as a configuration setting; refer to the Administration Guide for more information. In Banner, this list of institutions can be viewed on the RNANAXX forms. This tab lists all of the tracking requirements entered for the prospect for the financial aid package associated with the selected recruit track. Information displayed includes the aid year, requirement, status, status date, whether or not the requirement has been satisfied, and whether or not the requirement is required for packaging. In Banner, this information may be viewed on the RRAAREQ form. 2-18 Banner Relationship Management 1.6 June 2012 Profiles

Section Award Details Award Totals and Gap Description This tab lists all the award amounts offered to a prospect by fund, for the financial aid package associated with the selected recruit track. Information displayed includes the aid year, fund, award status, offered amount and accepted amount. The offered and accepted amounts are also totaled above the grid to provide a quick overview for the user. In Banner, this information may be viewed on the RRAAWRD form. This tab provides a summary of award vs. need for the prospect, with a calculation that results in the unmet need, or gap. As with the other financial aid tabs, this information is for the aid year associated with the term in the prospect s selected recruit track. The information on this page only displays if an admissions decision exists and if the packaging is complete (package date is not null). Tool tips are available to explain the source of the fields. The budget amount is from the ROARMAN form in Banner. The Attendance Months value is 9 months by default, unless the prospect has a different number of months that overrides that. The Pell EFC amount is derived from expected student and parent contributions based on the attendance months. The Grants and Scholarships amount is the total accepted amount for funds with the category BRMGS. The Loans and Work amount is the total offered amount for funds with the category BRMWL. The Private Scholarships amount is the total offered amount for funds with the category BRMOUT plus the total resources (shown on ROARMAN). The Gap Amount is calculated from the budget amount minus the other amounts listed on this page, and represents the unfunded budget need for the prospect for the aid year. Events The Events page displays all event activity from Banner for the prospect. This information relies on the Banner 9.0 Event Management module, and does not display if the institution does not have Banner 9.0 Event Management installed. June 2012 Banner Relationship Management 1.6 2-19 Profiles

Section Event Registration Information Guest Information Description This section displays a list of events a prospect has registered for. Information displayed includes the function date, name and type, the event title, the prospect s number of guests, response, the last modified date, and whether or not the prospect actually attended. The default order displays the latest function first, but users can reorder the records by clicking on other column headers. As this information is updated in Banner, the display in Banner Relationship Management will reflect the latest information. When an event is selected in the Event Registration Information section, the prospect s guests for that event are displayed in this section. In addition to the name, the relationship and the guests email addresses are also displayed. Interaction The Interaction page contains all interactions recorded for the prospect over his or her life with the institution. You can edit or delete manual interactions on this page, and can add a manual interaction from anywhere in the profile. 2-20 Banner Relationship Management 1.6 June 2012 Profiles

Section Interaction Description This page lists all interactions recorded for the prospect over time. Information listed in the grid includes the interaction date, source, category, type, organization, creator and subject. Advanced search functionality allows you to enter search criteria to filter the results displayed in the grid. You can open each interaction to view details by either selecting the row and clicking the Open item on the toolbar or double-clicking on the row. If the opened interaction is a manual one (Source = Manually Entered ), you can edit the interaction directly in the open window and click the Save button to apply the changes or the Cancel button to return without saving. Manual interactions can also be deleted either by clicking the X in the open interaction window, or by selecting the row and clicking the Delete item on the toolbar. You cannot edit or delete interactions that are not manual interactions. These are created as a result of system events and should not be changed or removed. Manual interactions can be created for the prospect on any page in the profile by clicking the Create Interaction button, adding information to the fields in the Add New Interaction window and clicking the Save button. Banner Mail The Banner Mail page lists all pending and printed letters that originate from the Banner General, Banner Student, Banner Financial Aid and Banner Accounts Receivable systems. In Banner, this information would be viewed on the Student Mail (SUAMAIL), Applicant Mail (RUAMAIL) or Mail Query (GUIMAIL) Banner forms. Section Banner Mail Description This page displays a list of pending and printed letters from Banner General, Banner Student, Banner Financial Aid and Banner Accounts Receivable (system indicators of G, S, R, and T). Information displayed about the letters includes the term, financial aid year and the system associated with the letter, the material, the letter description, the source, and the initiated and printed dates. The letters are initially sorted in descending order of initiated date with the latest initiated letter at the top. The grid can then be sorted on any of the other columns. June 2012 Banner Relationship Management 1.6 2-21 Profiles

Funnel History The Funnel History card lists a prospect s funnel history for the selected recruit track. The term and level from the funnel instance are matched with the term and level of the recruit track to determine which funnel histories to display. Changing recruit tracks will change the funnels that are displayed. Section Funnel History Description This section lists all funnels that match the recruit track, in which the prospect has a funnel state. The first state a prospect entered in a funnel is considered the entry state. The latest state is considered the current state. All qualifying and disqualifying funnel states are displayed, along with the pending state if it is the current state. Multiple funnels may be shown here if the prospect has states in multiple funnels for the recruit track, but funnel instances that have been ended will not display. You can use the drop-down selector to switch between associated history and other history. Associated history includes funnel instances that exactly match the recruit track on term, level, and on the optional qualifier (campus, college or program) if the optional qualifier is used. Other history includes instances that use the optional qualifier, but only match the recruit track on term and level. Third funnel qualifier and recruit track If the individual s profile displays exact and partial matches between recruit tracks and funnel statuses, and a funnel model uses a third qualifier, either College, Program, or Campus, then any funnel instance based on that model that matches the recruit track term and level, as well as having the primary curriculum record match the third qualifier parameter, is considered associated funnel history. Note You can store multiple curriculum records for each Banner Recruit (SRBRECR) and Applicant (SARADAP) record. Because of this, you should select the primary curriculum record for funnel status expressions. If term and level matches, but the third parameter does not match, then it is considered other funnel history. This means that there might be other funnel history for people who are in a funnel instance where a third parameter has been specified. When only term and level are specified for a funnel, then they will all be associated funnel history when they match on term and level. 2-22 Banner Relationship Management 1.6 June 2012 Profiles

The system displays other/associated history options per recruit track, using a drop-down selection to switch between the two. Associated history will always be the default. If no Associated funnel history exists, the funnel status display will be blank, or will state that No funnel status exists. Look for other funnel history by selecting Other history from the drop-down. Student profile The student profile is a collection of valuable information about your student in a format that is easy to use. We have combined frequently-needed information from Banner with engagement details from Banner Relationship Management to provide you a well-rounded view of your student. There are several sections to the profile which are described below. The students profile displays for constituents who have a general student record (on SGASTDN) in Banner. June 2012 Banner Relationship Management 1.6 2-23 Profiles

Student Summary The Student Summary section is located in the upper right frame of the profile and displays general student information. Section Student Summary Description This section displays some general student information about the student, grouped by effective term ranges and student level. Placing your mouse cursor over the fields will display the field labels. Fields include term, level, status, student type, classification, residence and educational goal. This section does not control the selection of data in the main part of the profile. You will always see all effective terms when you view the profile. Student Overview The Student Overview page is the opening page of the profile. It provides a quick summary of information about the student. The student overview sections include: Section Biographical Academic Affinity Groups Primary Advisor Student Engagement Interaction Description This section provides some personal attributes about the student including preferred name, gender, ethnicity, and citizenship. This section displays the level, program, degree, admit type, admit term and degree status for the latest active current curriculum. It also displays the active current majors associated with that curriculum. The First Attended field displays the earliest registration term in Banner for the student. This section displays all attributes and active cohorts recorded for the student over time. This section displays the primary advisor assigned to the student for the latest effective term, and includes the advisor s e-mail address and advisor type. This section displays the activities, athletics and interests the student has been involved in. This section displays the type and date of the student s most recent interaction. 2-24 Banner Relationship Management 1.6 June 2012 Profiles

Note The SR_STUDENTOVERVIEW_READONLY permission is required to view the student overview page. To search for students, the SR_STUDENT_READONLY permission is needed. Biographical The Biographical page contains general information about the student. It has two tabs, the Bio Data tab and the Contact Information tab. The biographical data is stored in Banner and is primarily found on the SPAIDEN form. It can also be updated in Banner Relationship Management, and the changes will be applied directly to Banner. June 2012 Banner Relationship Management 1.6 2-25 Profiles

Section Bio Data Contact Information Description The Bio Data tab displays general attributes about a person, including gender, ethnicity, religion, marital status, date of birth, age, preferred name, legacy, citizenship and race. The Edit icon on this tab opens a pop-up window that allows you to enter or remove values. Clicking Save or Cancel will close that window and return you to the Bio Data tab. The Contact Information tab has four sections. The Address section displays the student s current and future active addresses, along with the address type and effective date range. The future addresses are identified as future. The Telephone section displays the student s active telephone numbers, including whether or not they are the primary phone number for an address. The E-mail section displays the student s active e-mail addresses, and identifies the primary e-mail address. The Instant Message section displays the student s screen names for instant messaging systems. This information is not available in Banner, but is stored in Banner Relationship Management. In each section, the Edit icon opens a pop-up window that allows you to add, delete or change the contact information. All the windows work the same way. For example, to delete an address, click the X in the far right of the address row. To edit an existing address, select the row to display the address fields in the upper pane. Make the necessary changes and click the Complete button. To add a new address, click the Add Address button to display empty address fields in the upper pane. Enter values in the fields and click the Complete button. Once you have made the changes you can click the Save button to commit the changes and return to the Contact Information tab, or click the Cancel button to discard the changes and exit. You can view, record or remove a student s desire to opt out of mass mailings on the Edit Address pop-up window. You can view, record or remove a student s desire to opt out of mass e- mailings on the Edit E-Mail pop-up window. If you are using the extended international address fields in Banner, these fields will also be available in Banner Relationship Management. 2-26 Banner Relationship Management 1.6 June 2012 Profiles

Curricula The Curricula page will provide information about a student's past and current areas of study, and will demonstrate how a student has progressed or changed academic focus over time. Section Curricula Description The upper section will display a list of all active curricula records, both current and non-current. Fields include term, level, program, major, minor and concentration, and the records are ordered by term, level, major by default. Users can click on the grid column headers to reorder the rows. When a row is selected in the upper section, the lower section will display detail information for that record. That detail includes whether the curriculum is current or not, as well as the effective term range, degree, program, campus, level, college, catalog term and fields of study associated with the selected curriculum. Registration The Registration page will display the student s most current course registration list for the selected enrollment term. This information is similar to the information maintained on the SFAREGS form in Banner. Section Registered Courses Description This page displays the most current course registration information for the student, one term at a time. In the upper section, the latest registration term for the student is selected by default. A user can select another term from the enrollment terms entered in Banner for the student. If the student has registered for courses for that term, information about the course registration will be shown in the lower section. The upper section will also display the student s enrollment status for that enrollment term, and the total credit hours displayed in the lower section. The grid includes the CRN, course name, title, level, course status, course hours, registered hours, grade mode and repeat indicator. The rows in the grid can be reordered by clicking on the column headers. June 2012 Banner Relationship Management 1.6 2-27 Profiles

Academic Performance The Academic Performance page has two tabs and provides information about how successful the student has been in his or her academic work. The Academic Performance tab summarizes information available in the Academic History module in Banner and provides a variety of ways to view the information. The Credentials tab displays test scores recorded for the student as well as other institutions the student has attended. Section Academic Performance Credentials Description The Academic Performance tab contains three sub-tabs that present academic history information in a variety of ways. The Summary sub-tab shows the GPA and credits attempted, passed and earned for all terms, separated by level. For each level, the GPA and credit totals are listed by GPA type transfer, institution and overall. The Performance by Term sub-tab breaks out the GPA for each GPA type by term, and includes academic standing and dean s list information. The information is displayed for one level at a time; the user can select the level from the drop-down list. The Credits by Term sub-tab breaks down credits attempted, passed and earned by term for each level. The user can select the level from the dropdown list. A secondary filter is available to select a GPA type transfer, institution or overall. If no records exist for a certain GPA type, that option will be disabled. The Credentials tab contains sections for test scores, secondary education and post secondary education for the student. The test scores section displays the score, test date, source and received date for tests reported for the student. All test scores available on the SOATEST form in Banner should display in this section. The secondary education section displays all high schools recorded for the student on the SOAHSCH form in Banner. It includes the student s GPA, percentile, graduation date, class rank and class size, as well as the date the information was received and whether the student was in a college preparatory program. The post secondary education section displays all other colleges the student attended that are recorded on the SOAPCOL form in Banner. It includes the student s GPA, transfer degree, transfer hours and degree date, as well as the dates the student attended and the date the transcript was received by the institution. 2-28 Banner Relationship Management 1.6 June 2012 Profiles

Advisors The Advisors page displays all advisors assigned to the student over time. In Banner, this information is viewed on the SGAADVR form. Section Advisors Description This page displays all advisors assigned to the student, grouped by effective term range. The latest term will be listed first. If multiple advisors were assigned for an effective term, the primary advisor will be listed first, and remaining advisors will be ordered by the advisor type. Name, e-mail address and advisor type are displayed for each advisor. Placing the mouse cursor over a field will display the field label in a tooltip. In order for the advisor s correct e-mail address to display, the email type must be specified in a rule on the GTVSDAX form in Banner. The GTVSDAX rules establish a hierarchy of e-mail types, and Banner Relationship Management uses this hierarchy to determine which active e-mail address of the advisor should be displayed. Sample rules are delivered with Banner Relationship Management and these rules should be modified to fit your institution s needs. The rules must have the following values: Internal Code: BRMADVREML Description: BRM Advisor Email Address Group: Email Sequence: 1, 2, 3, etc. (indicating hierarchical order) Alerts The Alerts page displays all alerts created for the student. Alerts can provide an early indication that the student may be at risk and intervention may be needed. June 2012 Banner Relationship Management 1.6 2-29 Profiles

Section Alerts Description This page lists all alerts created for the student. When the page is first opened only the active alerts are displayed by default. Users can select the Closed Alerts or All Alerts radio buttons to change the display filter and cause other alerts to be displayed. On this page you can view and comment on an alert, create a new alert, close an alert, delete an alert and copy alert information to a clipboard. To view an alert, select the row and click the Open item on the toolbar. With the alert open you can view the details and add a comment. You can page through the alerts using the Previous and Next buttons. To close an alert, select an active alert and a Close Alert button will appear. Click that button, select the appropriate close type and enter an optional reason to finish closing the alert. Once an alert is closed it will no longer be displayed when the Open Alerts filter is applied. To create a new alert, use the Create Alert button to open the Create New Alert window. Select the best description for your alert from the dropdown list and enter values into the fields that display. New alerts are created with an active status. To delete an alert, click the delete icon at the far right of the alert row. The More Actions menu item includes an option to copy details about the student s alerts to the clipboard and paste them into a spreadsheet. Any alerts displayed in the grid at the time will be copied. Affinity Groups The Affinity Groups page lists the cohorts and student attributes assigned to the student on the SGASADD form in Banner. Section Cohorts Student Attributes Description This section lists all cohorts to which the student has been assigned. The cohorts are listed by effective term range, with the latest term listed first. If a cohort assignment is inactive, the inactive reason will also display. The second section lists all student attributes associated with the student. The attributes are listed by effective term range, with the latest term listed first. 2-30 Banner Relationship Management 1.6 June 2012 Profiles

Student Engagement The Student Engagement page contains three tabs that provide information about the clubs or organized social groups in which a student is involved. Section Activities Athletics Interests Description This tab displays the activities recorded for the student on the Activities tab of the SGASTDN form in Banner. Each activity is listed, with the assigned terms listed below the activity. Multiple terms may be listed for an activity. The Athletics tab displays the sports in which the student participated. For each sport, the participation terms, status, eligibility type and whether aid was received are also listed. Placing the mouse cursor over fields in this section will display the labels in tooltips. This information is maintained on the SGASPRT form in Banner. This tab displays all interests recorded for the student. Interests are collected during the recruiting and admissions phase and can be viewed on the SRARECR and SAAADMS forms in Banner. Events The Events page displays all event activity from Banner for the student. This information relies on the Banner 9.0 Event Management module, and does not display if the institution does not have Banner 9.0 Event Management installed. Section Event Registration Information Guest Information Description This section displays a list of events a student has registered for. Information displayed includes the function date, name and type, the event title, the student s number of guests, response, the last modified date, and whether or not the student actually attended. The default order displays the latest function first, but users can reorder the records by clicking on other column headers. As this information is updated in Banner, the display in Banner Relationship Management will reflect the latest information. When an event is selected in the Event Registration Information section, the student s guests for that event are displayed in this section. In addition to the name, the relationship and the guests email addresses are also displayed. June 2012 Banner Relationship Management 1.6 2-31 Profiles

Interaction The Interaction page contains all interactions recorded for the student over his or her life with the institution. You can edit or delete manual interactions on this page, and can add a manual interaction from anywhere in the profile. Section Interaction Description This page lists all interactions recorded for the student over time. Information listed in the grid includes the interaction date, source, category, type, organization, creator and subject. Advanced search functionality allows you to enter search criteria to filter the results displayed in the grid. You can open each interaction to view details by either selecting the row and clicking the Open item on the toolbar or double-clicking on the row. If the opened interaction is a manual one (Source = Manually Entered ), you can edit the interaction directly in the open window and click the Save button to apply the changes or the Cancel button to return without saving. Manual interactions can also be deleted either by clicking the X in the open interaction window, or by selecting the row and clicking the Delete item on the toolbar. You cannot edit or delete interactions that are not manual interactions. These are created as a result of system events and should not be changed or removed. Manual interactions can be created for the student on any page in the profile by clicking the Create Interaction button, adding information to the fields in the Add New Interaction window and clicking the Save button. Banner Mail The Banner Mail page lists all pending and printed letters that originate from the Banner General, Banner Student, Banner Financial Aid and Banner Accounts Receivable systems. In Banner, this information would be viewed on the Student Mail (SUAMAIL), Applicant Mail (RUAMAIL) or Mail Query (GUIMAIL) Banner forms. 2-32 Banner Relationship Management 1.6 June 2012 Profiles

Section Banner Mail Description This page displays a list of pending and printed letters from Banner General, Banner Student, Banner Financial Aid and Banner Accounts Receivable (system indicators of G, S, R, and T). Information displayed about the letters includes the term, financial aid year and the system associated with the letter, the material, the letter description, the source, and the initiated and printed dates. The letters are initially sorted in descending order of initiated date with the latest initiated letter at the top. The grid can then be sorted on any of the other columns. Alumni & Friends profile The advancement profile is a collection of valuable information about your constituent in a format that is easy to use. We have combined frequently-needed information from Banner with engagement details from Banner Relationship Management to provide you a well-rounded view of your constituent. The profile sections are described below. The advancement profile displays for constituents who can be viewed on the APACONS form in Banner. Advancement Summary The Advancement Summary section is located in the upper right frame of the profile and displays general student information. Section Advancement Summary Description This section displays some general information about the constituent, including donor categories, preferred class year and preferred college. June 2012 Banner Relationship Management 1.6 2-33 Profiles

Profile Overview The Profile Overview page is the opening page of the advancement profile. It provides a quick summary of information about the constituent. The profile overview sections include: Section Biographical Interaction Description This section provides some personal attributes about the constituent like preferred address, gender, ethnicity, and citizenship. This section displays the type and date of the constituent s most recent interaction. Permissions The SR_ALUMNIOVERVIEW_READONLY permission is required to view the Profile Overview page. To search for constituents, the SR_GENERALPERSON_READONLY permission is needed. Biographical The Biographical page contains general information about the constituent. It has two tabs, the Bio Data tab and the Contact Information tab. The biographical data is stored in Banner and is primarily found on the SPAIDEN form. It can also be updated in Banner Relationship Management, and the changes will be applied directly to Banner. 2-34 Banner Relationship Management 1.6 June 2012 Profiles

Section Bio Data Contact Information Description The Bio Data tab displays general attributes about a person, including gender, ethnicity, religion, marital status, date of birth, age, preferred name, legacy, citizenship and race. The Edit icon on this tab opens a pop-up window that allows you to enter or remove values. Clicking Save or Cancel will close that window and return you to the Bio Data tab. The Contact Information tab has four sections. The Address section displays the constituent s current and future active addresses, along with the address type and effective date range. The future addresses are identified as future. The Telephone section displays the constituent s active telephone numbers, including whether or not they are the primary phone number for an address. The E-mail section displays the constituent s active e-mail addresses, and identifies the primary e-mail address. The Instant Message section displays the constituent s screen names for instant messaging systems. This information is not available in Banner, but is stored in Banner Relationship Management. In each section, the Edit icon opens a pop-up window that allows you to add, delete or change the contact information. All the windows work the same way. For example, to delete an address, click the X in the far right of the address row. To edit an existing address, select the row to display the address fields in the upper pane. Make the necessary changes and click the Complete button. To add a new address, click the Add Address button to display empty address fields in the upper pane. Enter values in the fields and click the Complete button. Once you have made the changes you can click the Save button to commit the changes and return to the Contact Information tab, or click the Cancel button to discard the changes and exit. You can view, record or remove a constituent s desire to opt out of mass mailings on the Edit Address pop-up window. You can view, record or remove a constituent s desire to opt out of mass e-mailings on the Edit E-Mail pop-up window. If you are using the extended international address fields in Banner, these fields will also be available in Banner Relationship Management. June 2012 Banner Relationship Management 1.6 2-35 Profiles

Events The Events page displays all event activity from Banner for the constituent. This information relies on the Banner 9.0 Event Management module, and does not display if the institution does not have Banner 9.0 Event Management installed. Section Event Registration Information Guest Information Description This section displays a list of events a constituent has registered for. Information displayed includes the function date, name and type, the event title, the constituent s number of guests, response, the last modified date, and whether or not the constituent actually attended. The default order displays the latest function first, but users can reorder the records by clicking on other column headers. As this information is updated in Banner, the display in Banner Relationship Management will reflect the latest information. When an event is selected in the Event Registration Information section, the constituent s guests for that event are displayed in this section. In addition to the name, the relationship and the guests email addresses are also displayed. Interaction The Interaction page contains all interactions recorded for the constituent over his or her life with the institution. You can edit or delete manual interactions on this page, and can add a manual interaction from anywhere in the profile. 2-36 Banner Relationship Management 1.6 June 2012 Profiles

Section Interaction Description This page lists all interactions recorded for the constituent over time. Information listed in the grid includes the interaction date, source, category, type, organization, creator and subject. Advanced search functionality allows you to enter search criteria to filter the results displayed in the grid. You can open each interaction to view details by either selecting the row and clicking the Open item on the toolbar or double-clicking on the row. If the opened interaction is a manual one (Source = Manually Entered ), you can edit the interaction directly in the open window and click the Save button to apply the changes or the Cancel button to return without saving. Manual interactions can also be deleted either by clicking the X in the open interaction window, or by selecting the row and clicking the Delete item on the toolbar. You cannot edit or delete interactions that are not manual interactions. These are created as a result of system events and should not be changed or removed. Manual interactions can be created for the constituent on any page in the profile by clicking the Create Interaction button, adding information to the fields in the Add New Interaction window and clicking the Save button. Interface with Banner Information pertaining to a prospect may already exist in Banner before a prospect submits an online application. The information may have come from the Luminis Prospective Student Portal (PSP), test tapes, college fairs, high school visits, or other sources. Once an individual completes an application online using Banner Student Self- Service, and the data is pushed into the Banner production tables, the most current Banner information, regardless of its source, is displayed to administrative office end users through the Banner Relationship Management workspace. A significant amount of profile data exists in tables in the Banner database. This section discusses some of the interface points. Address preference You set up your address preferences for Banner Relationship Management using Banner s Crosswalk Validation Form (GTVSDAX). The form has a separate Address concept for each system that uses it, so be sure that you are changing the correct one for Banner Relationship Management. The RARPRFADDR Internal Code in GTVSDAX determines the address that appears for individuals in three areas of the Banner Relationship Management application: for profiles in a population list, for those in a profile summary, June 2012 Banner Relationship Management 1.6 2-37 Profiles

or for individuals for whom hard-copy output is generated in the Communications output process. RARPRFADDR sequences in GTVSDAX determine the specific address type that is used to populate address personalization fields in letter template hard-copy and mailing label output. In profiles, the application displays all the addresses of the prospect, student, or constituent on the contact page, but on the Profile Summary, it shows only one -- the Profile Summary Card provides a quick snapshot of the contact information. Your GTVSDAX entry determines which of the addresses appear on the Profile Summary Card. Run the following script to modify the Crosswalk Validation Form (GTVSDAX): em_gtvsdax_01_insert.sql This script inserts two rows of data into the GTVSDAX table for the RARPRFADDR rule, one for Mailing address (address type MA) and one for Permanent address (address type PR). Edit the file to change or add other Address Type codes applicable to your institution: Note The GTVSDAX entry (or entries) are specific to what address will display in the Profile Summary Card information. Since the Profile Summary Card was meant to give a quick snapshot of the contact information, the system limits the display to one address. Multiple addresses would diminish the value of that quick look because it would scroll the other contact information further down, and force additional end user navigation. (The Profile Summary Card appears throughout the workspace, such as when you select a row in the Population Profiles of a population list, or select a row in the Profile Search, or open the Profile Overview for a profile, and on the Interactions page and Output Items page.) Which address to display in that Profile Summary Card is controlled by the RARPRFADDR sequences that have been defined in GTVSDAX. If a prospect has just one active address, then that address is displayed on the summary card irrespective of what address types are defined in GTVSDAX. When there are multiple active addresses, the system checks the addresses of the prospect to see whether there is a match for an active address for the address type in the first sequence. If there is a match, that s the one the system displays. If there isn t a match, it checks the next GTVSDAX sequence, and so forth until there are no other GTVSDAX sequences. In the event there is more than one active address but no address type matches a GTVSDAX sequence, the system does not display any address in the profile summary. It is assumed that for prospects and applicants, it is not likely that there are going to be multiple addresses, and we minimize compelling institutions to set up a long list of GTVSDAX sequence rules. For hard-copy output, including mailing label addresses and the letter templates that generate PDF output, the system looks at the RARPRFADDR sequences as well. Logic for determining the mailing address for an output is exactly the same as the logic for the Profile Summary Card address. If no address exists, or is no address is found that matches the address types defined in RARPRFADDR sequences AND more than one non- RARPRFADDR is found, an error will occur in the Communication Log and no output is generated. 2-38 Banner Relationship Management 1.6 June 2012 Profiles

Below is an example demonstrating the logic used to both select an address to display on the Profile Summary Card and to determine the mailing address to be used in a hard-copy output send for the prospect. For example, if MA and PR are the address types defined in that sequence on GTVSDAX, and prospect Smith has: 1. MA address and BI address, MA will be selected/used 2. MA address and PR address, MA will be selected/used 3. PR address and BI address, PR will be selected/used 4. BI address, BI will be selected/used although it is not a specified RARPRFADDR sequence because there is no other address to differentiate with 5. BI address and P1 address, the Profile Summary Card will not show an address for the prospect. An attempt to send a hard-copy output to the prospect will error in the Communication Log and an output will not be created. Funnel status Funnel status is the stage that a prospective student has currently achieved in the institution s defined admissions funnel. The Banner Relationship Management system is delivered with pre-defined funnel state names and matching Banner and Banner Relationship Management conditions that define that status. The initial state names are shown in the following table. These state names and the rules behind them should be reviewed prior to usage, and may be customized to fit your specific needs. Table 2: Funnel status codes and Banner conditions Funnel State Name Matching Banner Condition Event Prospect SRBRECR record exists. A prospect is known to the system. Inquiry SRBRECR record exists. At least one interaction exists. Applicant SARADAP record exists. Prospect completes an Admission Application. Admit SARADAP record exists. Institution Accepts the student. June 2012 Banner Relationship Management 1.6 2-39 Profiles

Table 2: Funnel status codes and Banner conditions (cont) Funnel State Name Matching Banner Condition Event Confirm SARADAP record exists. Student Accepts the Admit offer. Enroll Active SGBSTDN record exists for the term of entry and at least one active SFRSTCR record exists for the term of entry. Student registers for a course. Funnel Status is calculated for a prospect for a term and level combination, and where specified, a third optional qualifier of either Program, College, or Campus. Funnel Status history is stored for trend reporting with the Recruiting and Admissions Performance product. Interface with Luminis Data entered by the prospect or applicant using the Prospective Student Portal (PSP) updates the individual s Banner record, which in turn is displayed in the Prospects tab. Before using Prospects, Students, or Alumni & Friends Directors, managers and office staff in the Admissions office, Student Services, and Advancement office should review their goals and align the data they collect in Banner Relationship Management to their goals. For example, if one of the enrollment goals of the Admissions office is to increase transfer student applications from community college graduates, the means to identify these prospects must be made available in the system by ensuring that Transfer is an identified Recruitment or Student Type, and that the community college names are available in Sources. Likewise, if another enrollment goal is to increase applications in the Nursing Program, by pushing information to prospects through the PSP, then admissions staff can work with the Nursing Program to design compelling content for targeted content channels. As another example, if one of the student retention goals of Retention Directors is to improve first year persistence, access to key information such as high school GPA and test scores can help focus the work of the academic advising staff. And as a final example, if one of the goals of the Director of Development is to increase alumni engagement and support, the means to both view and update contact information is critical to ensure communications are accurate and costeffective. The Banner Relationship Management system offers techniques and tools to assist you in meeting your enrollment, retention and advancement goals, such as using data collection, population lists, and the Prospective Student Portal (PSP). 2-40 Banner Relationship Management 1.6 June 2012 Profiles

Using data collection Profiles provides you flexibility in collecting the data you need on your constituents. Some of the fields that you can use to tailor to your own recruiting purposes include the following: Interests, Attributes, and Sources: Build population lists based on data collected in these fields. Add values for Interests, Attributes, and Sources to the related Banner validation tables so the appropriate look-up values can be selected for these fields. Recruitment Type and Student Type: Review the values you are storing for these types and analyze whether they are appropriate for your enrollment goals and campaigns. Additional fields that you can tailor to not only your recruiting purposes but also your retention and advancement purposes include the following: Create Interactions and Contact: You can contact constituents individually or by sending a mass communication using the tools in Banner Relationship Management. Telephone numbers, e-mail, instant message, and regular mail addresses are stored in a constituent s profile. Biographical Information: You can view and update key biographical and demographic for your constituents, including gender, marital status, date of birth and race and ethnicity. The following table contains data in a constituent s profile that you might consider using to enhance your recruiting, retention, and advancement campaigns. Table 3: Banner tables that contain Prospects data Profile Field Banner Field Banner Table Religion spbpers_relg_code SPBPERS Legacy spbpers_lgcy_code SPBPERS Citizenship spbpers_citz_code SPBPERS Ethnicity spbpers_ethn_code SPBPERS City spraddr_city SPRADDR State spraddr_stat_code SPRADDR County spraddr_cnty_code SPRADDR Nation spraddr_natn_code SPRADDR Interests sorints_ints_code SORINTS June 2012 Banner Relationship Management 1.6 2-41 Profiles

Table 3: Banner tables that contain Prospects data (cont) Profile Field Banner Field Banner Table Attributes Sources Recruit Type Student Type srrratt_atts_code saraatt_atts_code srrrsrc_sbgi_code sarrsrc_sbgi_code srbrecr_rtyp_code saradap_rtyp_code srbrecr_styp_code saradap_styp_code SRRRATT SARAATT SRRRSRC SARRSRC SRBRECR SARADAP SRBRECR SARADAP Recruit Status srbrecr_rsta_code SRBRECR Admission Type srbrecr_admt_code saradap_admt_code SRBRECR SARADAP Recruiter Role sorainf_radm_code SORAINF Geo-Region gorpgeo_geor_code GORPGEO Geo-Region Division gorpgeo_geod_code GORPGEO Interaction Category category REL_INTERACTIONLOG Interaction Type type REL_INTERACTIONLOG Table 4: Banner tables that contain Students data Category Profile Field Banner Field Banner Table Curriculum Information Program SORLCUR _PROGRAM SORLCUR Curriculum Information Admit Type SORLCUR_ADMT_CODE SORLCUR Curriculum Information Current Can use indicator: SOVLCUR_CURRENT_ IND SORLCUR Curriculum Information Effective Term SORLCUR_TERM_CODE SORLCUR Curriculum Information Level SORLCUR_LEVL_CODE SORLCUR Curriculum Information Program SORLCUR_PROGRAM SORLCUR 2-42 Banner Relationship Management 1.6 June 2012 Profiles

Table 4: Banner tables that contain Students data (cont) Category Profile Field Banner Field Banner Table Curriculum Information Primary Major SORLFOS_MAJR_CODE (where SORLFOS_LFST_CODE = 'MAJOR') Curriculum Information Primary Minor SORLFOS_MAJR_CODE (where SORLFOS_LFST_CODE = 'MINOR') Curriculum Information Primary Concentration SORLFOS_MAJR_CODE (where SORLFOS_LFST_CODE = 'CONCENTRATION') Curriculum Information Current Uses SOVLCUR_CURRENT_IND SORLFOS SORLFOS SORLFOS SOVLCUR Curriculum Information Effective Term SORLCUR_TERM_CODE SORLCUR Curriculum Information End Term Calculation based on next higher term code Calculation Curriculum Information College SORLCUR_COLL_CODE SORLCUR Curriculum Information Program SORLCUR_PROGRAM SORLCUR Curriculum Information Major* SORLFOS_MAJR_CODE (where SORLFOS_LFST_CODE = 'MAJOR') Curriculum Information Minor* SORLFOS_MAJR_CODE (where SORLFOS_LFST_CODE = 'MINOR') Curriculum Information Catalog Term SORLCUR_TERM_CODE_CT LG SORLFOS SORLFOS SORLCUR Curriculum Information Campus SORLCUR_CAMP_CODE SORLCUR Curriculum Information Concentration* SORLFOS_MAJR_CODE (where SORLFOS_LFST_CODE = 'CONCENTRATION') SORLFOS Curriculum Information Student Level SORLCUR_LEVL_CODE SORLCUR June 2012 Banner Relationship Management 1.6 2-43 Profiles

Table 4: Banner tables that contain Students data (cont) Category Profile Field Banner Field Banner Table Curriculum Information Degree SORLCUR_DEGC_CODE SORLCUR Curriculum Information Department SORLFOS_DEPT_CODE SORLFOS Curriculum Information Field of Study Type SORLFOS_LFST_CODE SORLFOS Registration Information Enrollment Term SFBETRM_TERM_CODE SFBETRM Registration Information Enrollment Status SFBETRM_ESTS_CODE SFBETRM Registration Information Course Title SSBSECT_CRSE_TITLE SSBSECT Registration Information Course SSBSECT_SUBJ_CODE and SSBSECT_CRSE_NUMB SSBSECT Registration Information Course CRN SFRSTCR_CRN SFRSTCR Registration Information Course Status SFRSTCR_RSTS_CODE SFRSTCR Registration Information Course Level SFRSTCR_LEVL_CODE SFRSTCR Registration Information Course Hours SSBSECT_CREDIT_HRS SSBSECT Registration Information Registered Hours SFRSTCR_CREDIT_HOURS SFRSTCR Registration Information Grade Mode SSBSECT_GMOD_CODE SSBSECT Registration Information Repeat Indicator SHRTCKN_REPEAT_COURS E_IND SHRTCKN Academic Performance Information Academic Performance Information Academic Performance Information Academic Performance Information Level SHRLGPA_LEVL_CODE SHRLGPA Institutional GPA SHRLGPA_GPA SHRLGPA Transfer GPA SHRLGPA_GPA SHRLGPA Overall GPA SHRLGPA_GPA SHRLGPA Academic Performance Information Credits Attempted SHRLGPA_HOURS_ ATTEMPTED SHRLGPA Academic Performance Information Credits Passed SHRLGPA_HOURS_PASSED SHRLGPA 2-44 Banner Relationship Management 1.6 June 2012 Profiles

Table 4: Banner tables that contain Students data (cont) Category Profile Field Banner Field Banner Table Academic Performance Information Credits Earned SHRLGPA_HOURS_EARNED SHRLGPA Academic Performance Information Academic Performance Information Academic Performance Information Academic Performance Information Academic Performance Information Academic History Term SHRTTRM_TERM_CODE SHRTTRM Student Level SHRTGPA_LEVL_CODE SHRTGPA Institutional GPA SHRTGPA_GPA SHRTGPA Transfer GPA SHRTGPA_GPA SHRTGPA Cumulative GPA SHRTGPA_GPA SHRTGPA Academic Performance Information Academic Standing SHRTTRM_ASTD_CODE_EN D_OF_TERM SHRTTRM Academic Performance Information Dean's List SHRTTRM_ASTD_CODE_DL SHRTTRM Academic Performance Information Academic Performance Information Academic History Term SHRTGPA_TERM_CODE SHRTGPA Student Level SHRTGPA_LEVL_CODE SHRTGPA Academic Performance Information Total Credit Hours Attempted SHRTGPA_HOURS_ ATTEMPTED SHRTGPA Academic Performance Information Academic Performance Information Total Credit Hours Passed SHRTGPA_HOURS_PASSED SHRTGPA Total Credit Hours Earned SHRTGPA_HOURS_EARNED SHRTGPA Academic Performance Information Institution Credit Hours Attempted SHRTGPA_HOURS_ ATTEMPTED SHRTGPA Academic Performance Information Academic Performance Information Institution Credit Hours Passed Institution Credit Hours Earned SHRTGPA_HOURS_PASSED SHRTGPA SHRTGPA_HOURS_EARNED SHRTGPA June 2012 Banner Relationship Management 1.6 2-45 Profiles

Table 4: Banner tables that contain Students data (cont) Category Profile Field Banner Field Banner Table Academic Performance Information Transfer Credit Hours Attempted SHRTGPA_HOURS_ ATTEMPTED SHRTGPA Academic Performance Information Academic Performance Information Transfer Credit Hours Passed Transfer Credit Hours Earned SHRTGPA_HOURS_PASSED SHRTGPA SHRTGPA_HOURS_EARNED SHRTGPA Student Profile Overview - Academic Information Degree SORLCUR_DEGC_CODE SORLCUR Student Profile Overview - Academic Information Student Record Term SHRDGMR_TERM_CODE_ STUREC SHRDGMR Student Profile Overview - Academic Information Level SOVLCUR_LEVL_CODE SOVLCUR Student Profile Overview - Academic Information Degree Completion Term SHRDGMR_TERM_CODE_ COMPLETED SHRDGMR Student Profile Overview - Academic Information Student Profile Overview - Academic Information Student Profile Overview - Academic Information Graduate Date SHRDGMR_GRAD_DATE SHRDGMR Program SOVLCUR_PROGRAM SOVLCUR Degree Status SHRDGMR_DEGS_CODE SHRDGMR Student Profile Overview - Academic Information Graduation Term SHRDGMR_TERM_CODE_GR AD SHRDGMR Student Profile Overview - Academic Information Student Profile Overview - Academic Information Graduation Status SHRDGMR_GRST_CODE SHRDGMR College SOVLCUR_COLL_CODE SOVLCUR Student Profile Overview - Academic Information Fields of Study SOVLFOS_MAJR_CODE with SOVLFOS_LFST_CODE SOVLFOS Student Profile Overview - Academic Information Degree status indicator STVDEGS_AWARD_STATUS _ IND STVDEGS 2-46 Banner Relationship Management 1.6 June 2012 Profiles

Table 4: Banner tables that contain Students data (cont) Category Profile Field Banner Field Banner Table Advisors From Term SGRADVR_TERM_CODE_EF F Advisors To Term Calculate based on next highest term code; null for current advisors Advisors Advisor SPRIDEN_FIRST_NAME SPRIDEN_LAST_NAME SGRADVR Calculation SPRIDEN Advisors Type SGRADVR_ADVR_CODE SGRADVR Advisors E-mail Address GOREMAL_EMAIL_ADDRES S Affinity Groups Terms SGRCHRT_TERM_CODE_EF F GOREMAL SGRCHRT Affinity Groups Cohort Code SGRCHRT_CHRT_CODE SGRCHRT Affinity Groups Cohort Description STVCHRT_DESC STVCHRT Affinity Groups Active Indicator SGRCHRT_ACTIVE_IND SGRCHRT Affinity Groups Inactive Reason STVCREA_DESC (where STVCREA_CODE = SGRCHRT_CREA_CODE) Student Engagement Terms SGRSATT_TERM_CODE_EF F STVCREA SGRSATT Student Engagement Attribute Code SGRSATT_CHRT_CODE SGRSATT Student Engagement Attribute Description STVATTS_DESC STVATTS Student Engagement Term SGRSPRT_TERM_CODE SGRSPRT Student Engagement Sport STVACTC_DESC STVACTC Student Engagement Status STVSPST_DESC STVSPST Student Engagement Eligibility STVELIG_DESC STVELIG Student Engagement Athletic Aid SGRSPRT_ATHL_AID_IND SGRSPRT Student Engagement Begin Effective Term SGBSTDN_TERM_CODE_EF F SGBSTDN June 2012 Banner Relationship Management 1.6 2-47 Profiles

Table 4: Banner tables that contain Students data (cont) Category Profile Field Banner Field Banner Table Student Engagement End Effective Term SGBSTDN_TERM_CODE_EF F SGBSTDN Student Engagement Student Level SORLCUR_LEVL_CODE SORLCUR Student Summary Card Student Type SGBSTDN_STYP_CODE SGBSTDN Student Summary Card Student Status SGBSTDN_STST_CODE SGBSTDN Student Summary Card Classification sgkclas.f_class_code (spriden_pidm stvlevl_code stvterm_code) Banner Function Student Summary Card Residence SGBSTDN_RESD_CODE SGBSTDN Student Summary Card Educational Goal SGBSTDN_EGOL_CODE SGBSTDN Table 5: Banner tables that contain Alumni & Friends data Category Profile Field Banner Field Banner Table Advancement Summary Donor Categories APRCATG_DONR_CODE APRCATG Advancement Summary Preferred Class Year APBCONS_PREF_CLAS APBCONS Advancement Summary Preferred Class College APBCONS_COLL_CODE_ PREF APBCONS Using population lists Population lists provide a great number of possibilities for selecting specific groups of prospects, students, and alumni to target in your campaign efforts. For example, you could create a list of prospects from high schools in nearby cities and invite them to a special open house on campus. Or you could create a list of prospects who have indicated an interest in a similar field of study and send them a personalized message that will encourage them to respond to their personal recruitment officer. You could create a list of students who indicated an interest in community service and invite them to meet with clubs on campus that engage in community service activities. You could also create a list of alumni who live in a specific geographic area and invite them to a local alumni reception. The opportunities to select particular groups of constituents and tailor your campaign activities to these groups are many using Population List tools. 2-48 Banner Relationship Management 1.6 June 2012 Profiles

More information about building Population Lists using Expression Builder, a tool that helps you select individuals with specific characteristics, is provided in the Administration chapter. Using the Prospective Student Portal (PSP) You can work with various departments and the admissions director to tailor specific Web content to individuals who have created an account through the Luminis PSP. For example, if you know that a prospect is interested in music, you can push music-related information from the Music Department through this portal. If a prospect with a PSP account indicates that he or she is living outside the U.S., you could offer international student information on the PSP. The opportunities provided by the PSP to reach the types of prospects that you need to fulfill your enrollment goals are abundant. Other tasks to complete Because the Banner Relationship Management system is new to your offices on campus, it would be a good idea to gather the appropriate groups or teams to go through the system together and talk about the impact it will have on your processes and procedures. This may be a good time to review your current procedures and discuss improvements and efficiencies. You may find that some of your procedures are no longer necessary, or can be streamlined. As you go through the constituent profile sections, make note of the values listed in the lookup boxes and discuss whether these values cover the range of options that your office wants to capture. Are your Geographic Regions associated with the correct Divisions and mapped out completely? How about the Recruiter Roles? Do you need to add or change values to meet your data collection and reporting needs? You may even want to review the job descriptions in your department to see if they need updating as a result of the new functionality in the system. This could be an optimal time to shift or add responsibilities. Evaluate the user roles that you will define in the Administration area. The assignment of roles gives each user access to specific functionality within the system. Consider the new system an opportunity to change your processes to achieve value-added benefits, to eliminate redundant or unnecessary processes, and to protect the security of personal data. For more information on setting up the system to serve your current and future needs, see the Banner Relationship Management Administration Guide. As you are evaluating all of the possibilities that the Banner Relationship Management system brings, you may begin to envision new ways of analyzing and reporting on performance throughout the recruiting and admissions life cycle. The Recruiting and Admissions Performance solution provides scorecards, dashboards, reports, and analytics that integrate with the Banner administrative system. This solution brings new levels of intelligence into and control over strategic enrollment management functions on campus. For more information, see the Recruiting and Admissions Performance Handbook. June 2012 Banner Relationship Management 1.6 2-49 Profiles

Working with population lists The Prospects, Students, and Alumni & Friends menus provide access to the Population Lists tool, which provides the ability to select and manage specific groups of constituents, called population lists, to target in recruiting and campaign efforts. A population list consists of a number of constituents, or profiles, that share one or more common attributes. You create a population list using the Expression Builder or Population Lists tools. Population lists serve as the targets of enrollment, retention and advancement campaigns or communications and can be used to create interaction Watch Lists. Note A population list can only contain one type of constituent. For example, a student population list can contain student profiles, but not prospect or alumni profiles. Building a population list When you create a population list, you provide a name and a description for the list. You determine the profiles you wish to include or exclude, and indicate one or more expressions you wish to use as a basis for the list. The profiles you add to the list must exist within the Banner Relationship Management system. You can preserve the list by locking it, or you can make it available to other users for their own purposes. You can edit a population list, adding or deleting constituents, and you can copy an existing list and then add or delete entries as the new author. When working with larger lists, take advantage of the rich capabilities of Advanced Search to refine your results and speed your search. The system caps the display of list results to enhance performance, but the entire results list will be searched. Shared and personal lists A population list can be one that you own, or one that is shared for everyone s use. Personal When you create a new population list, the system automatically saves the list as a Personal list, which means that only you can add or delete profiles from it manually or edit the Expression Options. Your personal lists will appear in your My Lists space. When you search for a population list, the system displays all lists matching the search criteria. You can filter on Owner to see only your lists by using the Advanced Search function. Users can open and view aspects of another user s Personal lists, but cannot edit them. They can view another user s Personal list name and description, open the list to see the prospects in the list, and see which expressions are used to create the list, as well as any 2-50 Banner Relationship Management 1.6 June 2012 Profiles

manually included or excluded profiles. They will not be able to edit any of that information in another user s Personal list, nor will they be able to manually add or exclude profiles. Shared You can edit a list to change it to Shared, giving all users access to the population list. Shared lists do not appear in your My Lists space. Once you share a list, it cannot be made personal again. Shared lists can be seen by all users, but modified only by users with the following role or permission: SR_POPULATION_SHARED_LIST_MGMT and SR_POPULATION_CRUD. Users can make a Personal copy of a Shared list for their own purposes. Shared lists are also available for use in expressions. Locking lists The system saves a list with results unlocked. Anyone who can edit a list can lock or unlock it. Locking a list means it will not be recalculated and you cannot manually add or exclude profiles from it. You can edit the name and description of a locked list locking a list locks only the list results. You may choose to lock a list if you have ongoing activities with the list members and you do not want the list to change. Locating lists There are two ways to locate lists. You can search the entire set of population lists, by name or by using advanced search attributes. You can also search within My Lists by name. After you are finished with a search, clear the search filter to view the complete set of lists. Creating a population list via Profile Manager To create a new population list using Profile Manager, follow these steps: 1. Access Prospects, Students, or Alumni & Friends. 2. Select Population Lists. 3. In the Population List Actions toolbar, select New. 4. In the Create Population List window, enter a Name and Description for the group. 5. Click Add Expression. 6. Select an expression from the list that defines the subset of constituents you want. If you add additional expressions to the population list, your list will contain the results June 2012 Banner Relationship Management 1.6 2-51 Profiles

from all the expressions combined. If an expression requires that values be entered for certain attributes, these will be displayed in the Parameters column. Note The list of available expressions is limited to those with a constituent type that matches your current workspace. 7. Click the expression to expand the Create Population List window and click Lookup to select values for the parameters in your expression. 8. Click Save. 9. If desired, edit the list to select the Shared list option to allow others to use your results. You can also lock the list to restrict anyone from modifying a population list that you have created. 10. Click Refresh to update the population count. The resulting list can be viewed and maintained via Population Profiles. Saving a population list via Expression Builder Note You must have the proper security privileges to access Expression Builder. To save the results of a new expression as a personal population list, follow these steps: 1. Select Administration. 2. Select Expressions. 3. Click New on the Expression Actions toolbar. 4. Enter an expression Name and Description. 5. Select a constituent type for the expression. 6. Click Save. 7. Click Add Expression Conditions. 8. Click Add Conditions. 9. In the Expression Builder window, select a category in the first column, a subcategory in the second column, and an attribute in the third column. 2-52 Banner Relationship Management 1.6 June 2012 Profiles

10. Click Select Values. 11. Select the appropriate operator and enter the values for the attribute. 12. Preview your expression in the lower part of the window. To continue adding criteria, click Add Another Condition. When you are satisfied with the expression, click Complete. 13. Click Calculate on the side panel. 14. When the calculation is complete, click Review to view the results. 15. To save the results, click Save as Population List. You have two options for saving the list: 15.1. Reference this expression for future list refresh. This option saves the results as a population list with the ability to recalculate the expression at a later date. If the expression is changed later, it will not affect the population list already saved. 15.2. Save this expression s results. This option saves the results as a population list without the ability to recalculate the expression at a later date. Only the results are saved, not the expression conditions. The constituents in the expression results are saved as manual additions to the population list. The list can be viewed and maintained under the Prospects, Students, or Alumni & Friends Population Lists. Managing your lists There are a number of ways you can manage your population lists. In the Administration area, with your population list in context, select the Population Overview Window. From here you can contact profiles using the Contact Selected or Contact All buttons. If the list is linked to an expression, you can recalculate the list to update its membership from the More Actions menu. You can also manually select profiles to include or exclude from your list. If you manually include profiles they will remain in your list even when the list is recalculated. If you manually exclude profiles, they will not appear in your list even if they meet the conditions of the expression linked to your list. This gives you the ability to handle special situations where exceptions are necessary. You can add or exclude profiles from a constituent s profile or from the Profile Search page, or you can search for profiles to include or exclude while viewing your population list. You can manage your included and excluded profiles from the More Actions menu. June 2012 Banner Relationship Management 1.6 2-53 Profiles

Toolbar/Button options The following Population List activities are available to the creator of a personal list or to users with specific permission to edit shared lists: Population Lists Actions toolbar > More Actions Add Selected to New List Population Overview window buttons Contact Selected* Edit Manually Added Profiles Edit Excluded Profiles Calculate/Recalculate Contact All* Exclude Profiles Add Profiles Copy to Clipboard* * Activities available for a personal population list that you did not create Freezing and exporting a population list Use the Copy to Clipboard capability in the More Actions toolbar of Profile Manager to copy the displayed records in a population list onto the clipboard for use elsewhere, such as in a spreadsheet. You can copy any of the profiles displayed in the list. CSV Output Files A CSV output file can be generated for a population list that a user has access to. The output file is calculated using the criteria for the selected population list and will provide the most recent set of constituents at the time of generation. The fields in the output file are based on a view which can be customized by the institution. Separate views are provided for prospect, student and alumni population lists. Communicate with a population list Communications can be sent to a group of constituents in a population list or to every constituent in the list. When communicating with a constituent you may send a manual communication or use an existing template, and you may also use personalization fields to customize the communication for each recipient. 2-54 Banner Relationship Management 1.6 June 2012 Profiles

Group Send processing The My Group Sends page is available for each constituent type and contains a list of all group send communications that you have sent for processing. Group sends will have one of the following statuses: Calculating - the group send is gathering all the members in the population. Processing - the group send is currently in progress and communications have not yet been sent to all members of the group. Complete - the group send has processed correctly and communications have been sent to all members of the group. Scheduled - the group send has been scheduled for processing and communications will be sent on the scheduled date as specified in the Scheduled Date column. Error - an error has occurred and the group send has not been sent to any member in the group. Stopped - the group send has been stopped. Note Stopping a group send is a permanent action and cannot be reversed. Only group sends with a status of Processing and Scheduled may be stopped. Choosing to stop a group send that is 'Processing' may result in communications being sent to some members of the group. Delete a group send Group sends with a status of Stopped, Complete, or Error can be deleted. Student alerts Alerts in Banner Relationship Management allow an institution to pro actively identify atrisk and excelling students, using feedback and recommendations from faculty, course and academic performance data, and other information. Custom alerts can be built to that can include a wide variety of criteria, ranging from academic performance to engagement data. Student alerts provides the ability to act on feedback on student performance in class as well as faculty recommendations. Alerts search The Alerts page on the Student tab allows you to search for alerts in Banner Relationship Management. It is the easiest way to view new alerts and to identify students who may need assistance. June 2012 Banner Relationship Management 1.6 2-55 Profiles

The default quick search is on Banner Student ID and no wildcards are supported. When you open the advanced search pane, commonly-used search attributes are displayed. There are no dependencies on any Early Alert search attributes. Table 6: Alerts Search dependencies If you search on Advisor First Name Advisor ID Advisor Last Name Alert Category Alert Status Alert Title Batch Name Close Type Creation Date Creator Current Term Population List Reference Term Student Banner ID Student First Name Student Last Name You must also search on No dependencies No dependencies; but you cannot use a wildcard No dependencies; if you use a wildcard, you must precede it with three letters No dependencies No dependencies No dependencies No dependencies No dependencies No dependencies No dependencies No dependencies No dependencies No dependencies No dependencies; but you cannot use a wildcard No dependencies No dependencies 2-56 Banner Relationship Management 1.6 June 2012 Profiles

My Alert Lists You can create personal Alert Lists to watch for incoming alerts for certain populations. Alert Lists are saved queries that can be applied to the alert search to limit the alerts that are displayed. The following simple search attributes are included with Banner Relationship Management to help advisors to quickly create and save an Alert List. Population List (can select more than one) student population lists only (optional) Advisor ID selects primary advisors only (optional) A timeframe specified by either Current Term or Last xx Days (one of the two is required) When you select an Alert List, the query is applied to advanced search. Additionally, alert status is set to active to return only active alerts. You may open the advanced search pane to modify the query if desired. Alert comments You can add comments to an active alert. Once an alert is closed, you cannot add new comments to it. Since it is expected that the most sensitive information about an alert may be stored as a comment, a comment is marked Private by default when created and only the comment creator can view a private comment. Comments may be edited to clear the Private flag or to modify the comments that were previously made. Note You may edit or delete comments on closed alerts. Closed alerts Alerts have a status of either Active or Closed. Active alerts are those you want to work with and monitor. Once an alert is no longer valid or pertinent, it can be closed. Note Closed alerts still exist in Banner Relationship Management, but can be filtered out of searches to return only active alerts. You may close an alert for one of the following reasons: Resolved satisfactorily (default) Unresolved Expired June 2012 Banner Relationship Management 1.6 2-57 Profiles

Referred to another department Withdrawn No further action to be taken Raise a manual alert You may raise a manual alert from either a student s profile or from the Alerts list page. Banner Relationship Management prevents duplicate alerts from being raised by verifying that specific fields in each alert type are unique. Any duplicate alerts will not be raised. For more information on duplicate alert prevention, please see the Banner Relationship Management Administration Guide. Calculating alerts In addition to creating manual alerts, alerts can also be calculated using Alert Batches. An Alert batch can contain one or more alert definitions and may be scheduled for recurring calculations. Alert Definitions and Alert Batches are located on the Administration tab, under Early Alerts. 2-58 Banner Relationship Management 1.6 June 2012 Profiles

3 Communications The Communications area helps you to create and organize e-mails, letters, and targeted announcement templates. You can use profile information to send personalized communications to prospects, students and alumni. The Communications tab contains the following elements: Templates Folders Communication Log Output Data Fields Templates allow a consistent message to be send from a variety of users and departments. Folders help organize your templates. Communication Log keeps track of your messages. Output helps you manage the production of printed letters, address lists, and mailing labels. Data fields allow you to create and manage personalization fields for your organization. Communication templates A communication template is used to produce a common communication format that can include text and graphics, which can be sent by any authorized user to individuals, members of a population list, and targets of a campaign. Template content can include personalized fields so that recipients receive information that is tailored to them and their needs. Examples of personalized fields are name, intended major, recruit term, or items missing from submitted application materials. Templates can support one or more of the following communication methods: E-mail delivered to the recipient s primary e-mail address Letter delivered to the recipient s postal address using the mailing address type hierarchy defined in Banner GTVSDAX Targeted Announcement delivered to the recipient s portal account June 2012 Banner Relationship Management 1.6 3-1 Communications

If a template supports sending message content through multiple communication methods, each recipient will only receive one communication. The method of communication that the recipient receives is based on a combination of an institutionally-configured hierarchy of communication methods and available recipient data. For example, suppose you would like to communicate through the portal using targeted announcements to a profile containing portal account information. In the absence of portal account information, the next method of communication would be e-mail. Finally, if no portal account exists and a primary e-mail address is not available for the recipient, a valid postal address will be used to send a letter. Template versions Template versions allow a template to be modified over time, providing the ability to alter the text, graphics, or personalization fields while maintaining a history of past template content. Note Historical template versions that have been sent to recipients are essential to accurately display communication details in Interactions within a profile. On the Template Overview page and the Template Content pages, the active version of a template is listed in the Versions sidebar with an asterisk following its number, along with all previous or later versions of a template. You can toggle between active and any inactive versions from the sidebar. The Template List page displays only the most recent version number of the template. The status column indicates whether the template is active or inactive. When a template is first created, it is assigned a version of 1.0. Any version of the template can be modified any number of times before it is published and the version of the template will not change. However, once the template is published, version 1.0 is frozen and that version can no longer be modified. Only the most recent published version of a template is available for use when sending a communication. Note Only the active version of a communication template is available for use by a campaign, a group send, a scheduled communication, or a manual communication. Private templates A private template can only be edited and used by its creator. If at some point in time, the creator of the template decides to make the communication template available for public use, the creator can change the access setting on the template and make it a public template. 3-2 Banner Relationship Management 1.6 June 2012 Communications

A public template cannot be changed to private. Once a template has been saved as public, the access level of the template cannot be changed. Template status A communication template status can be either active or inactive. An active template version is the most current published version of the template within the valid date range of the template. An inactive template version is a template that has not been published, the current date does not fall within the valid date range of the template, or there is a more recent published version of that template. Template identification Since there may be multiple communication templates with the same template name, it is important to understand what makes a template unique. A combination of Folder, Template Name, and Template Version allows templates with the same template name to exist. The following table demonstrates Folder, Template Name, and Template Version combinations that could exist for six similar, but unique templates: Folder Template Name Template Version English Department Campus Visit Invitation 1.0 Physics Department Campus Visit Invitation 1.0 Mathematics Department Campus Visit Invitation 1.1 Campus Visit Invitation English Department 1.0 Campus Visit Invitation Physics Department 1.0 Add personalization fields to templates As you create templates you have the option to add one or more personalization fields during the process. A personalization field contains a value that can be dynamically created, or personalized, rather than exist as predefined values within the template. Assigned Recruiter, Preferred Name, and Current Date are three personalization fields. Note If you use both Banner Relationship Management and Recruiting and Admissions Performance, you will use separate rules for the display of Preferred Address. The Performance Reporting product uses the GTVSDAX rule for Preferred Address. The Relationship product uses RARPRFADDR. Consequently, you may see differing displayed or reported information between the two products. June 2012 Banner Relationship Management 1.6 3-3 Communications

Folders Folders provide important organizational capability for templates. A folder is used to organize and group a set of templates for specific departments or by their intended functional use. Since a large number of templates can be created to achieve your institution s communication goals, using folders to group templates will make it much easier to manage your communications. Folders should be named in a way that reflects how your Recruiting and Admissions office manages communications. This could be by type of message or by intended functional use. For example, the following table illustrates a folder structure that groups templates under individual departments: Folder Name College of Arts and Sciences English Department Mathematics Department Physics Department Advising Office Alumni Association Template Names Campus Visit Invitation Welcome Freshman Year Reading List Meet the Faculty Authors New Student Orientation Campus Visit Invitation Freshman Lab Requirements New Student Orientation Pre-registration Process Advising Services Homecoming Award Ceremony Communication Log The communication log records all communications that are sent by Banner Relationship Management. The following types of communications are displayed in the communication log: E-mail Letter 3-4 Banner Relationship Management 1.6 June 2012 Communications

Targeted Announcement Error The communication log is a reporting tool as well as a tool to help you manage the content of your messages. Since large numbers of communications will be sent on a daily basis, the communication log should not be used to search for a specific communication; however, should an error occur, the communication log can be used to discover where the error occurred and how to correct the situation. To view communications with a specific person, use the Profile Interaction history page in Profile Manager. Here you can search a list of all communications, including phone calls. Communication Output The process The Relationship Management workspace supports your efforts to produce, send, and download output communications. Communications output includes all communications to profiles via printable letters, comma-separated lists of addresses, and mailing labels that you ve created as a result of campaigns and group sends. When you process a template that contains a printed component to a group of profiles, the system creates an output item for each individual in the group. You can group output items into output sets, organizing them by name, date, description, and owner name. You can specify the output sort options for a set to support bulk mailing. You can then generate PDF and CSV files from the workspace, and download them for review. You can view output items organized by the templates that authorized them. You can choose to view templates by Available items or items that are not printed. Using the process To create output files, you need to have an appropriate role that gives you access to Communications and Output. The online help attached to the pages and windows of the module guides your efforts at each progressive step along the way, but let s walk through the output process here at a high level. From the Communications menu, the Output page provides access to three areas within the Output module: Output Items, Output Sets, and Output Items by Template. 1. Use the Output Items page to view a list of output items. An output item is any communication by letter to a person or a group of profiles that you ve created via a send to an individual, or by using Group Send, or via a Campaign. The system creates an output item for each intended recipient in the group or the population list associated with the campaign. June 2012 Banner Relationship Management 1.6 3-5 Communications

An output item destined for printing and mailing exists in one of three states: it s either Available, Reserved, or Printed. An item can be in only one state at a given time. An Available item is not yet part of any output set, and is not marked as Printed; a Reserved item has not yet been printed but has been selected for one or more output sets; a Printed item has been marked as Printed/Complete. An output item can move between Available and Reserved many times, but once an item is in Printed state, it cannot be changed. 2. Create an Output Set. An output set is a convenient way to manage production for a single item, or for multiple related items for batch processing. You provide a name and description for the output set group.the system identifies you as the creator of the set. Any person with the appropriate output edit permissions has authority to add or remove items within the set before printing. To produce output from the set, you sort the items according to your selected criteria, and specify the type or types of output you desire - - either pdf, comma-separated address list, or mailing label. Use the following procedure to create an output set: 2.1. Using the Output Items search page, search for the output items you wish to process. The system responds with a list of output items that match your search criteria, with descriptive information for each item. Select a row to view profile summary information in the sidebar. 2.2. Click Create Output Set. 2.3. In the Create Output Set dialog box, enter a name and the description for the output set. You can view the search descriptions. 2.4. Click Create Set when you are satisfied with your description. The system presents the Output Set Overview page, where you can edit the name and description of the set. 3. You can add one or more output items manually to an output set after you create it. Select the Output Items page and use the Add Items window to search for the item or items you wish to add. The default search is Search by Template. Use the following procedure to add or remove output items within a set: 3.1. From the Output Items page, click Add Items. 3.2. On the Add Items to Output Set window, search for the item or items you wish to add to the output set. The default search is Search by Template. 3.3. Select the item or items you wish to add to the set. 3.4. Click Add All Items to add all displayed items to the set. 3.5. Click Add Selected Items to add only your highlighted items to the set. 3-6 Banner Relationship Management 1.6 June 2012 Communications

3.6. To view an item s profile information, select a row, then click More Actions on the toolbar, and select View Profile. 3.7. To remove all items from the output set, click More Actions on the toolbar, and select Remove All. 4. Generate an output file from an output set. From the Output Set Overview page, you can choose to generate files for the output set and select the output mode in which to generate your files. You may select output file types of PDF, Address CSV, and Personalization Fields CSV. If you select PDF, you can enter the output file size, and the number of items per PDF. You can also select the sort order for the items, choosing one or more sort options. Whether generating a PDF, Address CSV and/or Personalization Fields CSV, you follow the same overall process. We ll use PDF in this example. 4.1. Open an existing output set. The system presents the Output Set Overview page, which contains the Edit icon, and two buttons at the bottom of the page, Generate and Mark Complete. A third button, Download, appears only if the set has been previously generated. 4.2. Select Generate File. The system presents a dialog window, in which you can specify a name for the file. Choose one or more file output types -- PDF, Address CSV and/or Personalization Fields CSV. If you select PDF, you can define the Split Number for the file. Finally select the sort order for the files -- by Nation, Zip Code, Last Name or First Name. 4.3. Click Refresh on the toolbar. The system presents the Set Overview page showing Generation Status as complete. Now the Download button is enabled and available, and you can download the file. 4.4. On the Set Overview page, click Download. The system presents a window confirming that download is successful. 4.5. Open the PDF file and verify that the number of items in the PDF matches the number in the set, and that its size is within acceptable limits. Also check that the sort order is as you defined it. If you ve downloaded an Address CSV file, check that the number of columns is right, and that the sort order is consistent with what you selected. 4.6. If all is well, you can mark the set as Complete. On the Overview page, click Mark Complete.The system presents a confirmation area. If you respond Yes, the system sets the status of all items in the set to Complete. 5. Use the Output Items by Template page to review one of two reports on output items. June 2012 Banner Relationship Management 1.6 3-7 Communications

The first report provides an aggregate view of all available items by template -- that is, any item that is not in an output set and is not already printed. The second report provides a view of all unprinted items by template, whether it is in a set or not. You can toggle between reports, and filter your results. These reports help you identify any items that have not been printed after a certain amount of time. Items marked as Not Printed indicate that at least one member item of the set has not been printed, allowing you to locate sets which may have only partially printed, with items having been added after an initial mark as printed. Data Fields Data fields are used to include personalized information in a communication. Each field belongs to a field set, and each field set is grouped by a CRM Entity. This structure allows related information to be grouped together. CRM Entity CRM entities can be created to organize field sets and the fields associated with those field sets. The following CRM entities are delivered with Banner Relationship Management: Academic Communication Constituent Curricula Prospect Student New CRM entities can be created to group field sets in a way that is helpful for your organization. Field Sets Field sets can be created to organize data fields at your institution. Each field set must be associated with an existing CRM entity. The following field sets are delivered with Banner Relationship Management: Advisor Application Information Assigned Recruiter Communication Fields 3-8 Banner Relationship Management 1.6 June 2012 Communications

Contact Information History Identifiers Name Information Other Academic Institutions Performance Person Details Portal Login Prospect Program of Study Registration Sender Information Student Program of Study New field sets can be created to group fields in a way that is helpful for your organization. Fields Fields can be created to include personalized information in a communication. Each field must be a member of a field set. Fields can be associated with a rule URI to return specific data. Each field can be formatted using either a formatted string or a groovy statement. When using a format string, data from the execution of a rule URI can be substituted in the string by specifying the name of the rule argument using the following pattern: {rule.xxxxxx} where xxxxxx is the name of the rule output argument. Characters outside of the curly braces are taken as-is. For example, a data field with the format string: {rule.lastname}, {rule.firstname} would be rendered as: Smith, John In addition to rule output arguments, there are a number of system values that are available using the following pattern: {system.xxxxxx} where xxxxxx is one of the following: June 2012 Banner Relationship Management 1.6 3-9 Communications

config.dateformat config.dayofweekdateformat config.timeofdaydateformat psp.invitetoken psp.pspinviteurl sender.emailaddress sender.streetline1 sender.streetline2 sender.city sender.state sender.country sender.postalcode date formatteddate message.outboundid When using a groovy statement, the groovy code must be written as a class containing an execute method with the following pattern: class xxxxxxxxx { def execute( com.sungardhe.common.services.commsupport.evaluation.syst emattributes systemattributes, HashMap<String,Serializable> ruleresultmap ) { def lastname = ruleresultmap.get( "lastname" ) def firstname = ruleresultmap.get( "firstname" ) return lastname + ", " + firstname } } The name of the class can be any valid groovy class name and does not have to be unique. Data from the execution of a rule URI is accessible from the ruleresultmap argument and system data is accessible from systemattributes argument. The above example mimics the previous formatted string for the purposes of this example. For additional formatting uses and techniques., you may also examine the existing data fields in the system. 3-10 Banner Relationship Management 1.6 June 2012 Communications

Published fields A field may be published to make the field available to be used in a communication. If a field is no longer necessary, you may deprecate the field to remove it from active use. June 2012 Banner Relationship Management 1.6 3-11 Communications

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4 Campaigns Campaigns overview In Banner Relationship Management, a campaign is a pre-defined sequence of activities, usually based on a communication plan, directed towards people to achieve a specific and measurable goal. A campaign involves the analysis of data to help the institution develop successful strategies to recruit and retain students and foster loyalty and support among alumni. Campaigns require well-written communication templates, a select group of constituents, and are timed to have a set start and finish in order to measure the results. Campaigns help institutions meet their overall enrollment, retention and advancement goals as well as departmental and divisional goals. For this reason, Banner Relationship Management campaigns can efficiently manage common recruitment, retention and advancement efforts across multiple offices such as admissions, financial aid, registration and development. Examples of Banner Relationship Management campaign goals are as follows: Increase freshmen enrollment by 200 students while maintaining academic quality. Increase enrollment at a satellite campus by 5 percent a year. Recruit 10 percent more minority students and international students. Enroll 20 more first-year students majoring in music. Reduce outstanding holds before pre-registration by 50%. Increase student participation in campus clubs and activities by 20%. Increase attendance at homecoming by 15%. Increase annual giving by 10%. As you can see from these examples, campaigns are directed toward a particular population and designed to achieve specific goals in a given time frame. A communication plan should be part of the over-arching campaign strategy. June 2012 Banner Relationship Management 1.6 4-1 Campaigns

Banner Relationship Management campaigns In Banner Relationship Management, a campaign is comprised of individual, activities that are designed to accomplish a specific goal and drive a constituent to take a certain action. Activities include only automated steps. When you plan a campaign, you will define and order your activities in logical order from start to finish with the goal being to move a constituent through the predefined flow of the campaign. This process flow is called a campaign model. A campaign model is the graphical representation of the individual activities required to complete a campaign. The model is drawn using tools in the Campaigns component. The following illustration depicts one of the many ways a simple model can be drawn. This example shows an invitation being sent for an open house on campus. yes Send map start send invitation RSVP? Confirm attendance stop no Send reminder The advantage of using a campaign to manage the invitations to an open house as opposed to simply sending the invitations, is that within a campaign you can measure the effectiveness of the communication and compare it with other communications. You can track the results. In this way, you can continue to use communications and activities that produce measurable improvements, while discontinuing those that do not lead to successful outcomes. Once you have discovered which types of campaigns are successful, you can copy and modify them to be used again by other departments. In this way, campaigns help you by integrating efforts between offices to improve your overall Banner Relationship Management practices. 4-2 Banner Relationship Management 1.6 June 2012 Campaigns

Using other components to build campaigns Campaigns use a variety of tools in other components in Banner Relationship Management. The following illustration shows the various components of Banner Relationship Management that interface in a campaign: Table 7: Campaign interfaces Banner Relationship Management component Profile Manager Administration Communications Prospect Student Portal Used in Campaigns to View and edit population lists View interactions Create expressions Create population lists Define user roles Create communication templates View communication log Push targeted, personalized communications The use of those tools is explained in the corresponding chapter of this guide. In this chapter, you will learn how to plan for, draw, begin, and monitor a campaign. Planning a campaign Like most projects, the majority of the work is in the planning. Always begin with the Banner Relationship Management goals of your institution. A campaign should be strategically related to one of these goals. The steps in planning a campaign can be done on paper. Once you are done planning a campaign, it will be relatively straightforward to draw your campaign model. Note If you are reusing an existing campaign model, make a copy of the model that you want to use and rename it. Then go through the following steps to make modifications. June 2012 Banner Relationship Management 1.6 4-3 Campaigns

Planning steps Follow these steps to plan your campaign: 1. Name the campaign. Give each campaign a unique name. 2. Describe the campaign. Provide a high-level description of the campaign which includes a measurable goal. You will use this metric to measure the success of your campaign. 3. Who is involved in the campaign and what are they required to do? List the offices and people who will be working on the campaign. These people will be given various user roles and permissions to access the campaign model. The lead person should be identified as the campaign administrator, who will have access to everything about the campaign. The campaign administrator role is responsible for creating and building the campaign as well as for monitoring and correcting processing errors encountered in a campaign. 4. What is the duration or dates of the campaign? 5. Who is the targeted population? Has a population list been created? 6. What communication templates will be used? Have they been created? 7. What are the steps or activities to be included in the campaign? Begin with a high level overview. Number the steps in the order that they should occur. For each step or activity, list the following: 7.1. What is the name of the activity? 7.2. What is the timing of the activity? Is it dependent on an event at your institution or an application deadline? Is it dependent on another activity? 7.3. What are the possible outcomes of the activity? List each one. 7.4. What data is needed before the activity begins? Think in terms of data that can be used in Banner and in Banner Relationship Management. For example, to send a personalized communication, you might need the prospect name and e- mail address. Make a list of the field names that you want to use and their location in Banner. 7.5. What data will result from this activity? Make a list of the data that you want to collect, including the field names and values. 7.6. What decisions will be made depending on the various outcomes or the data that is collected? Form the decisions in a yes or no statement so subsequent activities can be built from each decision. For example, if the prospect responds by the deadline, the next action will be a personalized letter; if they do not, the 4-4 Banner Relationship Management 1.6 June 2012 Campaigns

next action will be a phone call. If decisions are based on data values, specify the values and corresponding decisions. Continue planning your campaign until each activity is complete. 8. Now go back and circle activities that can occur simultaneously, or in parallel. These are activities that are not interdependent in any way. For example, all prospects will receive an e-mail about the application deadline whether or not they have responded to the open house invitation; therefore, the e-mail and invitation can occur in parallel. 9. Make several quick sketches of the entire process flow on paper to see what looks the best. You will want others to be able to understand your campaign model. Activities that can occur in parallel can be grouped closer together. Activities that must occur separately can be drawn on separate paths. Once you are satisfied with your campaign plan, you are ready to draw your campaign model. Using the campaign modeler The campaign modeler is a tool that allows you to draw the campaign model on a canvas. The modeler provides various buttons that you can select to paste different types of objects on the canvas. This tool works similar to other graphic tools. You ll be able to add color to the objects and lines, add text to the activities, and move or delete objects and lines until your process flow is complete. Before you use the campaign modeler, you should be familiar with some basic modeling concepts: Basic modeling concepts To model a campaign, you draw a diagram, or model, of the flow of work. The term, model is used both as a noun, for the drawing itself and as a verb, for the act of diagramming your campaign. Before you model a campaign, you should understand some basic modeling concepts including activities, transitions, start, stop, and parameters. Activities An activity is a step in a campaign. For each activity you will associate specific properties that define what work is to be performed and who will perform the work. June 2012 Banner Relationship Management 1.6 4-5 Campaigns

There are three basic types of activities, as described below: Rule activity. Rule-based activities use business rules to carry out various tasks that need to be performed. Each rule set can include one or more rules. Rule sets are referred to as a Universal Resource Identifier (URI), which is a unique name that is used to identify that rule set. Multi-Channel Communication (MCC) activity. MCC activities use communication templates to send a large number of similarly formatted communications to a group of individuals. It is referred to as multi-channel because these activities can consist of e-mails, letters, or targeted announcements. Timer activity. Timer activities are used to delay processing. Using a timer activity, you can pause the campaign for a specific duration of hours, days, and minutes, or until a specified date and time. Transitions Transitions are the lines that are used to connect objects on the canvas to form a campaign. A transition connects activities, decisions, parallels, and start and stop objects. Transitions show the flow of work by pointing to the next activity. Transitions can be straight, on an angle, or have as many bends in them as you need in order for the path to connect to the appropriate object. Start and Stop A start indicates the beginning of the campaign. It connects the first transition to the first activity. Since a start is the beginning, nothing can occur before a start and only one transition line can come out of a start. You can have only one start in a campaign model. A stop indicates the end of the campaign or the end of a particular process flow. Each path, or process flow might have its own stopping point. Especially in a complex model, you might want to end each path with its own stop. Since a stop is the end, nothing can occur after a stop. Parameters Parameters are another term for data sets that are used in a campaign. There are two kinds of parameters in a campaign context and component. Context parameters Context parameters establish overall data that can be used throughout all activities in the campaign and function like global variables. For example, in a campaign designed to enter information into a database about a person or organization, three items are needed by all of the campaign activities: name, address, and telephone number. These three items represent the campaign context parameters. A context parameter can be required or optional. If it is required, an initial value must be provided for the parameter when the campaign is started. 4-6 Banner Relationship Management 1.6 June 2012 Campaigns

Component parameters Component parameters represent data that is used as input when the activity is launched or as output when the activity is completed. These parameters represent the set of all data used by a specific activity. Parameter mappings Parameter mappings link data in different parameters together. Mappings can move data in a single direction or in both directions. Using parameter mappings, data can be passed from a component parameter to a context parameter or visa versa. Parameter mappings are used to transfer data between a context parameter and the events and activities with which it interacts. When you map a parameter, you define which of the component s parameters will be used in the campaign as context parameters and how they will be used. When you model a campaign, you will indicate the direction that the data will move using arrows. The arrow shows the direction in which information flows between component and context parameters. Features of the Campaigns Modeler workspace The Campaigns Modeler provides general features that help you change your view of the campaign and assist you in creating and modifying your campaign models. Campaign property sheet The Campaign Property Sheet stores information about the campaign as a whole and the individual objects that make up the campaign model. The property sheet will display the properties of the selected modeler object. If no object is selected, the property sheet will display the properties of the campaign model. Properties in the Campaign Property Sheet can be displayed either by category or alphabetically using the appropriate tab. With the Categorized tab selected, the Campaign Property Sheet will display properties that are organized into specific categories, allowing related properties to be displayed together. The Alphabetized tab will display all properties in alphabetical order regardless of the category that the individual property belongs to. If multiple campaign objects are selected, the Campaign Property Sheet will display the individual properties that the selected objects have in common. This feature allows you to quickly update the properties of multiple objects. June 2012 Banner Relationship Management 1.6 4-7 Campaigns

Zoom The zoom function allows you to do the following: View an entire campaign model that is wider and taller than the standard canvas by zooming out for a wider view of the model. View a piece of a congested campaign model by zooming in on a specific location. Shrink or expand the entire campaign model to fit into the viewable canvas. Right-click menus Right-clicking on any object on the modeler canvas displays a menu of properties and functions that can be set for the object. Copy, cut, and paste Use standard keyboard methods to copy, cut, and paste an object. You can copy objects from the same campaign or from a different model. Printing When you print a campaign model, you can send the output to a printer or to a PDF file, where it can be viewed or printed using Adobe Acrobat Reader. Regardless of the method you choose, you can set the following print options: Campaign print options Model Normal size Fit to Rotate Image For Best Fit Campaign Model Report Prints the campaign model. Prints the campaign model with no size constraints. Resizes a large campaign model so that it fits on a specified number of pages. The maximum is 5 pages. Changes the orientation of a campaign model. Generates a report that contains campaign details such as: context parameters, and activity and transition information. Campaign modeler menus The Campaign Modeler contains the following drop-down menus: File, Edit, View, Campaign, and Help. 4-8 Banner Relationship Management 1.6 June 2012 Campaigns

File menu item Description Save Saves the campaign model. Exit Print Revert Prints the campaign model to a printer or saves the model as a PDF file. Reverts to the last saved version of the campaign model. Any changes to the model since the last time it was saved will be lost. Exits the Campaign Modeler. Edit menu Cut Cuts the selected canvas objects to the clipboard for later use. Copy Copies the selected canvas objects to the clipboard for later use. Paste Pastes objects from the clipboard onto the canvas. Clear Clears the selected objects from the canvas. Objects removed using Clear will not be stored on the clipboard. View menu Context Parameters View/Hide Messages Opens the Context Parameters window. Campaign context parameters are a set of parameters that apply throughout a campaign. They establish the context within which the campaign will run. Displays or hides the message window at the bottom of the canvas. Any errors that are encountered when validating a campaign will appear in the message window. June 2012 Banner Relationship Management 1.6 4-9 Campaigns

Campaign menu Validate Description Validates a campaign. When you validate a campaign, the logical flow of the campaign is checked. This ensures that transitions are in the correct places; stops are appropriately placed; parallels have proper transitions; and properties are correctly defined. Help menu Contents About Campaign Modeler Opens the Help Suite. Displays the version number of the Campaign Modeler. 4-10 Banner Relationship Management 1.6 June 2012 Campaigns

Campaign modeler toolbar The Campaign modeler toolbar provides the following tools that are used to draw a campaign model on a canvas: Tool Description Start Selector Rule Activity MCC Activity Timer Activity Decision Parallel Transition Stop The start circle is automatically displayed on the canvas when you open the modeler. Selects objects to be placed on the canvas or objects that are already on the canvas. The Selector also allows you to modify object properties. Places rule based activities on the canvas. An activity is a step in a campaign. Each activity has specific properties, which define what work is to be performed and who will perform the work. Places Multi-Channel Communication (MCC) activities on the canvas. MCC activities can consist of e-mails, letters, or targeted announcements to prospects. Places timer activities on the canvas. Timer activities are used to pause a campaign that is underway. Places decision triangles in the drawing area to show where and when a decision is required. Places parallel lines on the canvas, to create parallel paths between activities. If several activities can be performed at the same time, as long as they are all performed before some other activity or before the end of the campaign, a parallel path can be used. Places transitions lines on the canvas. A transition connects activities, decisions, parallels, and start and stop objects. Transitions show the flow of work. Places stop circles on the canvas. Each campaign must a have at least one stop. Note Adds a comment about an object for others to see. Zoom Shrinks or expands the view of the campaign model. June 2012 Banner Relationship Management 1.6 4-11 Campaigns

Creating a basic campaign There are five steps to creating a basic campaign: 1. Entering campaign information 2. Creating the campaign diagram 3. Defining activity properties 4. Mapping parameters 5. Validating the campaign Summary information about each step is provided in the following section. This information is intended to give you a basic understanding of the steps you will undertake to create a campaign. Detailed instructions for performing these steps are provided in the online help. Step 1 Entering campaign information The purpose of this step is to identify the context parameters and attribute mappings for the campaign. Create campaign context parameters The purpose of this sub-step is to add and identify all of the context parameters for the campaign. Context parameters are those that apply to the entire campaign. For each parameter you will enter the name of the parameter. Note All campaign parameters use the following standard Java naming convention: In the first position: Use letters, currency symbols (such as $), and an underscore (_). In positions other than the first: Use all of the above and numbers (0 9). In all positions: Do not use spaces. Use underscores or mixed case to separate words. For example, you might name a parameter trans_number or TransNumber. For each context parameter you will also enter the following: an optional description of the parameter to help identify its purpose a data type required by the parameter value types are Boolean, Date, Numeric, or Text. 4-12 Banner Relationship Management 1.6 June 2012 Campaigns

indicate in the Required checkbox if a parameter is required. If required, a parameter value must be entered. an initial value can be specified for a parameter that will be used when the campaign is started. Create attribute mappings The purpose of this step is to map campaign attributes to context parameters. Campaign attributes allow access to runtime data from the campaign. The most used attribute will be the ID of the prospect currently going through a campaign. For each prospect going through a campaign, there is a campaign instance; therefore, if 500 prospects are being sent an e-mail, there will be 500 campaign instances. The campaign attribute, Target Id contains the ID of the target (prospect) of a given campaign instance. The Target Id will need to be mapped into a context parameter if ID is a required parameter for a business rule or other part of the campaign. To map an attribute, click Attribute Mappings on the campaign's property sheet.the parameter type for the selected attribute and context parameter must match. Step 2 Creating the campaign diagram Use the canvas toolbar to select and connect objects on the canvas to create a campaign diagram. When you arrange your activity objects on the canvas, think about how much space will be required for each one. An activity object will expand to fit the activity name; therefore, long activity names mean larger activity objects. When you delete an object, all transitions that go into or out of the object are also deleted. Creating the campaign diagram includes the following sub-steps: 1. Enter activities on the modeler canvas. 2. Connect objects. 3. Move and change the shape of a transition. 4. Use colors. 5. Add one or more stops. Enter activities on the modeler canvas You can place activities anywhere you wish. You can create objects in any sequence. For example, you can create the Stop object first, then create all your activity objects. When you have entered all the activities you need, select Stop canvas., then click on the June 2012 Banner Relationship Management 1.6 4-13 Campaigns

Connect objects All objects in a campaign model need to be connected to indicate the progression to the end and to complete the flow. To connect objects, use the Transition tool. Click the first activity and drag it to the center of the next activity. This draws a transition line between the two activities. The transition will point towards the second activity, indicating the flow of work. Move and change the shape of a transition Once you enter a transition, you cannot change the direction it points or the objects that it is connected to. If you need to make these changes, you will have to delete the transition and create a new one. You can change the shape of a transition by adding as many bends in the line as you need to reach the object you want. You can also bend a point. Note Transitions will not be automatically selected when copying or cutting canvas objects. To copy transitions, hold down the Shift key and select each transition to copy (CTRL-C then CTRL-V) or cut (CTRL-X). Use Colors You can assign different colors to activities, decisions, and transitions. If you have an intricate campaign diagram, colors may help you to visually distinguish the various paths or decisions in your diagram. You can assign both foreground and background colors. You have three options for selecting a color: Swatches - select an existing color from the grid of color swatches. HSB - enter a value from 0 to 359 for Hue or color, 0 to 100 for Saturation or the intensity of the color, and 0 to 100 for Brightness. Saturation and brightness are represented as percentages 100 is full saturation and 0 saturation is a shade of grey. Zero brightness is black, 100 brightness is white, and 50 brightness is normal color. This color model is commonly used in computer graphics. RGB - enter a value from 0 to 255 for Red, 0 to 255 for Green, and 0 to 255 for Blue. By combining the three primary colors, you can create a specific color shade. Zero gives the darkest color (no light produces black), and 255 gives white. When the number for all the colors are the same, the result is gray. Tip Keep track of which color values you use for consistency in your diagram. Add one or more stops If a campaign has more than one path, each path might have its own stopping point. 4-14 Banner Relationship Management 1.6 June 2012 Campaigns

For example, both of the two diagrams below are correct. The one that you find easier to follow is a matter of preference. The more complex your diagrams are, especially if they incorporate several decisions or iterations, the more difficult it may be to have all possible paths flow into a single stop. For this reason, you may want to end each path with its own stop. Warning A stop cannot occur within a parallel path. The following example shows all five paths flowing into a single stop object: Start object Stop object June 2012 Banner Relationship Management 1.6 4-15 Campaigns

The following example shows each path flowing into a different stop object: Step 3 Defining activity properties Once you have entered activity objects, you can enter activity properties. Activity properties contain detailed information about the activity. Enter properties for each activity in your campaign. Activity properties are different for each type of campaign activity: Rule, MCC, and Timer. In the Campaigns workspace, when you select a URI to define activity properties, the required parameters for the URI will automatically be entered into the Mapped Parameters table. Step 4 Mapping parameters Now you need to associate the context and component parameters by mapping them. First you will select a component parameter to map to a context parameter. Then you will select a context parameter to map to the component parameter you selected. The parameter type for the selected component parameter and context parameter must match. In the column between the context parameter and the component parameter, an arrow indicates the direction in which information flows. You will select a mapping direction based on the following information: The context parameter value is required input into the component parameter. The component parameter value is treated as output and may be used as input into a context parameter. Values can be used as required input from the context parameter into the component parameter, and as optional output from the component parameter into the context parameter. 4-16 Banner Relationship Management 1.6 June 2012 Campaigns

Step 5 Validating the campaign When you validate a campaign, the syntax of the campaign is checked. The validation process makes sure that the transitions are in the correct places, stops are placed, all parallels have the proper transitions, and properties are correctly defined for all activities, transitions, and parallels. To validate a campaign click Validate. If the validation is successful, you will see the following confirmation message in the area below the drawing canvas: Validation: Successful, with no errors. Error messages A message for each error found in the campaign model is displayed in the Build tab below the canvas. You must correct these errors and validate the campaign again before you can activate and use the campaign. Double-click on the error message to highlight the specific activity or transition that contains the error. Adding complexity to your campaigns To create a campaign that reflects the complexity of your more intricate business processes, you can use the following advanced features: Parallel paths for simultaneous activities. Parallel paths can be used in situations where it doesn t matter which activity or which string of activities is performed first, as long as they are all performed before another activity or before the end of the campaign. Decisions and multiple paths. Decisions and multiple paths can be used when the path a campaign needs to take depends upon the outcome of a previous activity. Guard conditions. A guard condition is a business rule that is evaluated at runtime to make a process level decision. June 2012 Banner Relationship Management 1.6 4-17 Campaigns

Guard conditions Transition guard conditions evaluate a condition as being true or false. You can use the following elements when you write a transition guard condition: Constants Operators Campaign context parameters For example, the following result must resolve to a boolean value: true gpa < 2.0 not( gpa < 2.0 and semester = 3 ) ((year/4 == 0) && ((year/100!= 0) (year/400 == 0))) From any activity or decision, only one transition guard condition can be true at a time. If more than one condition can be true, the attribute evaluation will fail at runtime. If you have multiple outbound transitions with guard conditions that evaluate a complex situation, we recommend that you use multiple decisions. For instance, divide a single complex expression into several simple expressions that are sequenced through more than one decision. Optionally, the guard condition description can be displayed on the campaign model to make the model easier to understand. When you enter a guard condition rule, you can enter the context parameters, constants, and operators manually, or use the lists in the columns below the Rule field to select values for these items. Valid context parameters, constants, and operators will appear in the lists.the rule must follow SQL coding standards. Guard condition labels Labels identify the nature of a transition that uses a guard condition. Labels help identify the rule that is being evaluated. You may not always want the rule identified, for example, when the rule involves confidential information, such as a salary. In this case, hide the label or do not enter one. If you opt to show a label, but do not enter one, the guard condition rule is displayed. The label is not automatically displayed in the campaign model. You can rotate the label to be displayed horizontally or vertically. Quite often, the next activity in a campaign is dictated by the outcome of a previous activity. When this happens, you will use one or more of the following: Guard condition rules to determine which activity will be next. Multiple outbound transitions from the first activity, a decision object, or a combination of multiple outbound transitions and decisions. 4-18 Banner Relationship Management 1.6 June 2012 Campaigns

Labels for the transitions. When deciding between using decisions or multiple outbound transitions, the choice is a matter of personal preference. You will want to consider the size and layout of your overall model, how much space you have for each object in the model, and any drawing guidelines that you may have established. There are a few situations where the use of a decision is suggested: When the campaign starts with multiple activities. From a start object, you can only create one outbound transition. Therefore, if your campaign begins with more than one possible activity, you must use a decision object as illustrated below: activity Decision object activity When the outcome of one set of conditions generates another set of conditions. For instance, if the first activity can flow into one activity under one set of conditions, and then to one (or more) possible activities under another set of conditions, you must use a decision object as illustrated below: Decision object June 2012 Banner Relationship Management 1.6 4-19 Campaigns

The drawings below show a few of the many different ways that you can draw a campaign that uses decisions or multiple outbound transitions. In the following example, the initial activity is connected to a decision and the decision has two outbound connectors going to separate activities: In the following example, the initial activity uses multiple outbound connectors and each outbound connector goes to a separate activity: If you have decisions connected to decisions and use guard condition labels, your model might look like this: Simultaneous activities You will often encounter situations where it doesn t matter which activity or which group of activities is performed first, as long as they are all performed before some other activity or before the end of the campaign. When this happens, you can use parallel paths. 4-20 Banner Relationship Management 1.6 June 2012 Campaigns

Parallel paths To create a parallel path use the following example: 1. Select the Parallel path tool. 2. Click the drawing canvas where you want to begin the parallel paths. To make the parallel path bar larger or smaller, select it, then drag an end until it is the size you want. To rotate the bar 90 degrees, right-click it, then select Rotate. 3. Enter activities between the appropriate parallel paths. 4. Connect the activities in one of the following ways: Connect the object that precedes the start of the parallel paths to the opening parallel path bar. This can be a start, a decision, or another activity. Connect the parallel bar to the first activity in each path. Connect all activities within each path as necessary. 5. To end the parallel paths, enter another parallel path bar after the last activities in the parallel paths. 6. Connect the last activity in each parallel path to the closing parallel path bar. 7. Connect the closing parallel path bar to the next object in the campaign. This can be a decision, an activity, or a stop. Parallel path guidelines When you use parallel paths, you need to follow the guidelines outlined in this section: Parallel paths require start and end parallel path bars All campaign models that use parallel paths must use beginning and ending parallel path bars. June 2012 Banner Relationship Management 1.6 4-21 Campaigns

The model below displays a correct use of parallel path bars. Notice that one activity is connected to an opening parallel path bar. The bar is connected to activities in two separate paths. The activity in each of those paths is connected to the closing parallel path bar, which leads into a stop. parallel path bars Decisions within parallel paths If you use a decision (or multiple outbound transitions from an activity) within a parallel path, all the possible outcomes of that decision must rejoin into a single path and end at a closing parallel path bar. The model below displays a correct use of decisions within parallel paths. Note how the activities that come out of the decision are rejoined into a single path, which is then connected to the closing parallel path bar. closing parallel path bar 4-22 Banner Relationship Management 1.6 June 2012 Campaigns

The model below displays an incorrect use of decisions within parallel paths. Note how the three activities that come out of the decision are not rejoined into a single path before they are connected to the closing parallel path bar. You must have the same number of parallel paths connecting to the closing parallel path bar as went in to the decisions. This drawing cannot be validated. Activities need to be connected before the closing parallel path bar The model below displays an incorrect use of decisions within parallel paths. Note how the activities that come out of the decision are not all connected to the closing parallel path bar. This drawing cannot be validated. Activities need to be connected June 2012 Banner Relationship Management 1.6 4-23 Campaigns

One parallel path cannot connect to another path Activities in a parallel path cannot connect to activities in another parallel path. The model below displays a correct use of a parallel path. Notice how the activities in each path stay within a single path. 4-24 Banner Relationship Management 1.6 June 2012 Campaigns

The model below displays an incorrect use of parallel paths. Note how the activity from one path is connected to an activity in another path. This drawing cannot be validated. Iteration in a path must occur within a single path error You cannot have an activity return to an activity that occurred before the opening parallel path bar. The model below displays a correct use of iteration within parallel paths. Note how the iteration returns to an activity that is within the parallel path. correct June 2012 Banner Relationship Management 1.6 4-25 Campaigns

The model below displays an incorrect use of iteration within parallel paths. Note how the iteration returns to an activity that occurs before the opening parallel path bar and not to an activity within the parallel path. This drawing cannot be validated. error Monitoring a campaign The campaign administrator is responsible for monitoring the campaign and managing any errors encountered. Checking the status of a campaign is one way to monitor its progress. A campaign can have the following statuses: Campaign status Development Ready Active Stopped Completed Description The campaign is being developed. This is the default value for new campaigns and copies of a campaign. The campaign has been validated in the Campaign Modeler and the campaign is ready to be executed. Active - Development of the campaign is complete and the campaign model is valid. Once a campaign has an Active status you can no longer make changes to the campaign. In order to make changes you must copy the campaign. The campaign stopped processing due to an alert or a user action. All activities in the campaign have been completed. Campaign Status allows you to view run-time details for a specific instance of a campaign. For a campaign instance, you can view the details for each step within the campaign. You can select the activity and view run-time information such as date and time the activity was initiated and completed. 4-26 Banner Relationship Management 1.6 June 2012 Campaigns

Campaign alerts A campaign alert notifies an Administrator that there is a problem with advancing the flow of a campaign. The alert specifies where the activity or transition stalled. The Administrator can view the error message and make corrections that will allow the campaign to advance to the next step in the flow. Administrative users for a campaign can release all failed MCC activity alerts for a campaign using the More Actions menu on the Status Overview and Campaign Overview pages. Add constituents dynamically to a running campaign Banner Relationship Management provides the ability to add selected constituents to a running campaign. You can schedule a recurring time for expressions and populations to be re-evaluated, and to add at that time all new qualifying constituents to running campaigns. You can also add a specific individual by adding him or her to the population underlying the campaign. You can make changes regardless of what state the campaign is in at the time schedule and end dates are uncoupled from the state of the campaign. The Edit Campaign window gives you access to this capability. 1. From the Campaign Overview page, click Edit to open the Edit Campaign window. Note that once a campaign is running, the Start Campaign button is replaced by Add New Targets. 2. Check Recurring Schedule to expand the Recurring Schedule panel. Select the time frames for the event to repeat, either Daily or Weekly. The options on the window change based on your Repeats choice. 3. If you select Weekly, you can choose any combination of days. If you select all the days of the week, the system switches your selection to Daily. 4. Click Refresh Time to select time and change the time zone if necessary. 5. Specify a Start and End date for the recurring schedule for the campaign. Click Save. 6. To discontinue a schedule, uncheck the Recurring Schedule checkbox and click Save. June 2012 Banner Relationship Management 1.6 4-27 Campaigns

Note If you create a new campaign by selecting New on the Actions toolbar, the system creates a new campaign with the Recurring Schedule option closed. If you copy a selected campaign, the copy will contain only the name, description, and administrator role attributes, and not all the recurring schedule data. Also note that although you can change the scheduling regardless of the campaign s state, new constituents will be added to the campaign only if the campaign is in a state acceptable to receive them. In other words, the campaign must have been started and it must not have passed its end date. Otherwise, the schedule will commence as defined, but it will simply do no work if the campaign is not in a suitable state to accept new profiles. Stop a single campaign instance To stop a single instance of a campaign, perform the following steps: Note You must have administrator rights for the specific campaign, as set by the Campaign Administrator Role property, to stop a campaign instance. 1. Search for the campaign instance that you would like to stop. 2. Open the instance and access the Status Overview. 3. Click Stop Instance to stop a running campaign instance. Note A stopped campaign instance cannot be resumed. 4-28 Banner Relationship Management 1.6 June 2012 Campaigns

5 Administration Within the Administration workspace, you have the following tools that let you manage the functions that work behind the scenes of Prospects, Students, Alumni & Friends, Communications, and Campaigns. Expressions on page 5-1 Funnels on page 5-16 Ratings on page 5-25 Early Alerts on page 5-30 Tags on page 5-36 Categories on page 5-38 Organizations on page 5-40 Communication Configuration on page 5-40 Business Rules on page 5-41 Users and roles on page 5-52 Using these tools you can create and modify the expressions that help you search for and group constituents using common attributes. You can customize your admissions funnel and track progress toward your enrollment goals. You can create and manage the business rules to analyze data and perform tasks across the application. You can establish criteria for rating the probability of a prospect enrolling at your institution, or for assessing the desirability of an individual for enrollment. You can use Early Alerts to proactively identify at-risk as well as excelling students using the wealth of data already stored in Banner. Finally, you can define your unique requirements for the system s users, including their roles and permissions. Expressions An expression is an SQL query that you use to search the system and retrieve a set of data that meets the criteria specified in the query. The resulting data set is a list of profiles that share the common attributes defined in the query. For example, you can create an expression that will return a group of female prospects who have a high school GPA of 3.4 or higher and are interested in studying Biology. You can create an expression that will return a group of students that received financial aid this past year nd participate in college athletics. You can also create an expression that will return a group of alumni that reside in a certain state. June 2012 Banner Relationship Management 1.6 5-1 Administration

After you execute an expression, you can save the resulting data set as a population list. You can then use the population list in a campaign or with the communication tools to send targeted information, like an e-mail message or a letter, to each profile in the population list. Expressions give you the power to build a list of profiles that match the specific recruitment or campaign goals of your institution. Expression Builder Expression Builder is a tool within the Administration area of Banner Relationship Management. You can use Expression Builder to develop the SQL query that defines the group of data you want to select from the database. You have the following two options for creating expressions: Attribute method select pre-defined attributes and build SQL statements using point-and-click elements. SQL method type and edit the exact SQL statements that you need to build an expression. You specify which method you will use when you initially create an expression and set up overview information. Choose the Use SQL checkbox in the Create Expression window to indicate that you will use the SQL method. If you leave the Use SQL checkbox unchecked, you will use the Attribute method to create the expression. When you create an expression, you will select the type of constituents that should be included. Selecting Prospect will add a statement to your expression that limits the results to constituents with either a recruiting (SRBRECR) or admissions (SARADAP) record in Banner. Selecting Student will add a statement to your expression that limits the results to constituents with a general student (SGBSTDN) record in Banner. Selecting Alumni & Friends will add a statement to your expression that limits the results to those with an advancement constituent (APBCONS) record in Banner. 5-2 Banner Relationship Management 1.6 June 2012 Administration

Attribute method for creating an expression Using the Attribute method to create an expression, you select pre-defined attributes to build SQL statements. The Attribute method includes three selection lists that you use to narrow the categories of information and select the specific attributes you want to define for the conditions in an expression. The selection lists are organized in logical groupings with high level categories in the first list, subcategories in the middle list, and specific condition attributes in the last list. If you don t know what category an attribute belongs to, you can search for the attribute by typing the attribute name in the Filter field. The system will narrow the list of items in each list based on what you type in the Filter field. For example, if you enter the word state in the Filter field, only attributes that include state will display in the attribute list. You can add dynamic prompts to expressions you build with the attribute method. Users are dynamically prompted for input parameter values at the time of execution of the expression. Note If you create a new expression to use with a funnel state or rating factor, you should check the box Prompt user for values during Expression execution for your term and student level attributes, and your college, campus or program attributes if you decide to use the optional funnel qualifier. No other attributes with dynamic prompts are allowed in funnel expressions, and ratings expressions can only include prompts on term and student level attributes. After you select and add values for an attribute, the system builds the SQL query based on your attribute selections. Building a sample expression using the Attribute method To illustrate this task, we ll use a story that takes place at the fictitious Coastalview University. Over the past three years, Coastalview University has experienced a decline in enrollment in their College of Business Administration (BUSI). Kate Butler, the Dean of the BUSI College, wants to change this. She and the Recruitment Director have decided to launch a recruitment program that would target BUSI prospects with personal e-mail contact from a school recruiter and a representative from the College of Business Administration. To meet their goal, Dean Butler and the Recruitment Director need a list of prospective students who have shown interest in Coastalview s College of Business Administration. Following are the tasks they will perform to build the expression needed to obtain that list. Step 1, Creating expression overview Step 2, Adding conditions to the expression June 2012 Banner Relationship Management 1.6 5-3 Administration

Step 3, Viewing expression details Step 4, Calculating and viewing expression results Step 5, Saving expression as a population list The following sections outline the detailed steps needed to perform these tasks. Step 1 Creating expression overview Dean Butler begins building an expression by creating the expression overview. The expression overview is where she defines identifying information about the expression: the name, description, constituent type, and method by which she ll create the expression. Dean Butler will create an expression using the following steps. 1. Within Administration, select Expressions. 2. Click New. 3. Enter Business Intended List in the Name field. The Name field is required and can include spaces. 4. Enter List of all prospects interested in Bus Admin in the Description field. Dean Butler includes a description that defines the group of prospect profiles that will be returned by the expression. A description is not required, but including one will help users identify this expression. 5. Select the Prospect constituent type. 6. Leave the Use SQL checkbox blank. Leaving this field blank indicates that Dean Butler will use the Attribute method to build the SQL query for the expression. 7. Click Save. Step 2 Adding conditions to the expression The expression conditions are the actual SQL statements of the SQL where clause in an expression. Dean Butler needs to add an expression condition that will return a list of all prospective students who have shown interest in Coastalview s College of Business Administration. 5-4 Banner Relationship Management 1.6 June 2012 Administration

Dean Butler will add the condition to her expression by selecting the Planned Program of Study/College attribute and setting its value to BUSI using the following steps. 1. Click Edit in the Expression Conditions area of the Expression Details page. 2. Click Add Conditions. 3. Choose the Curricula/Program of Study/College attribute. 4. Click Add Values. 5. Select the Equals operator from the Values list. 6. Click Lookup to access the list of codes for the Program of Study/College attribute. 7. Choose BUSI from the list of validation codes and click Select. 8. Click Complete. 9. Click Save. Dean Butler has finished creating an expression that will return a list of prospects interested in the College of Business Administration (BUSI). Step 3 Viewing expression details The Expression Details page shows the information defined by Dean Butler for the Business Intended expression. From the Expression Details page, she can review Expression Overview information, Expression Conditions, and the SQL statement created for the expression. When viewing the SQL statement, Dean Butler also has the option to copy the SQL statement. Dean Butler will use the following steps to view the expression details and copy the SQL statement. 1. Click Expression Details. 2. View Overview and Expression Condition information. 3. Click More Actions and select View SQL. 4. Click Copy to Clipboard to copy the SQL query in the Description field to the clipboard. Dean Butler can then paste the SQL query into another expression or software application. June 2012 Banner Relationship Management 1.6 5-5 Administration

5. Click Close. Step 4 Calculating and viewing expression results After creating the expression, Dean Butler can calculate the expression, which runs it against the database and returns a count of profiles that meet the expression conditions. She can then view profiles on the results page. Dean Butler will use the following steps to calculate the expression and view results. 1. Click Calculate. When the expression is finished calculating, the Population field in the Expression Results pane will display the number of profiles in the result set. Note Dean Butler must wait for the results count to display in the Population field before she can view the results page. 2. Click Expression Results. The Expression Results page displays up to 2500 profiles in the results. Dean Butler can use search criteria to filter the displayed list or locate a specific profile. 3. Enter search criteria in the Search field and click Search. or Click Advanced Search to select a combination of attributes, and enter the attribute search criteria. When searching on attributes, any attribute that is not populated will be ignored. 4. Click Go to display the results of the search. Note Because expressions can be created for any constituent type, you must have permission to search for the population list s constituent type to view results. For example, you must have permission to search for students in the Students workspace to view the results of a Student type expression. Step 5 Saving expression as a population list After creating the expression and calculating it, Dean Butler can save the expression results as a population list. She can then use this list as the target population for her new recruitment program, which targets prospects interested in the College of Business 5-6 Banner Relationship Management 1.6 June 2012 Administration

Administration. She can use the communication workspace to create an e-mail message that she will send to all prospects on the population list. Note The constituent type specified for the expression determines the constituent type of the population list, and where it will be available in the workspace. For example, if you select Prospect as the constituent type of an expression, when you save the results as a population list, the list will be assigned a constituent type of Prospect and will display in the Prospects workspace Population Lists page. Dean Butler will use the following steps to save the expression results as a population list. 1. Click Save as Population List on the Expression Results page. 2. Enter BUSI Intended List in the a Name field. The Name field is required and can include spaces. 3. Enter List of all prospects interested in the College of Business Administration in the Description field. Dean Butler includes a description that defines the profiles included in the list. A description is not required, but including one will help users identify this population list. 4. Select the Reference this expression for future list refresh results option. Selecting this results option allows Dean Butler to recalculate the expression later to generate an updated population list of prospects interested in the College of Business Administration. Using expression operators You can add attribute values to expression conditions using the following comparison operators. The operators you can use depend on the type of attribute you are defining. Table 8: Expression attribute value operators Operator Function Use Equals Less Than Less Than or Equal To Searches for values that are an exact match to the value entered or selected. Searches for values that are lower than the value entered. Searches for values that include or are lower than the value entered. Numbers and dates Numbers and dates June 2012 Banner Relationship Management 1.6 5-7 Administration

Table 8: Expression attribute value operators (cont) Operator Function Use Greater Than Greater Than or Equal To Like Between True Has Data Searches for values that are more than the value entered. Searches for values that include or are more than the value entered. Searches for values that match the string entered. Searches for values that fall within and include the two values entered. Searches for values where the specified condition exists. Selects records where the attribute field is not null. Numbers and dates Numbers and dates Uses standard SQL wildcard characters,, and % Numbers and dates SQL method for creating an expression When you create an expression using the SQL method, you manually type in the SQL statement for the expression. The SQL method gives you the flexibility to develop and edit the SQL statement yourself. This method requires that you have a solid knowledge of SQL and the database tables, as well as the required security privilege. You can also add dynamic prompts to expressions you build with the SQL method. to Users are dynamically prompted for input parameter values at the time of execution of the expression. This works in the same manner as the dynamic prompting when executing an attribute-based expression. Note If you create a new expression to use with a funnel state or rating factor, you should check the box Prompt user for values during Expression execution for your term and student level attributes, and your college, campus or program attributes if you decide to use the optional funnel qualifier. No other attributes with dynamic prompts are allowed in funnel expressions, and ratings expressions can only include prompts on term and student level attributes. An expression created using the SQL method should always select only a PIDM. For example: select SPBPERS_PIDM as SPRIDEN_PIDM 5-8 Banner Relationship Management 1.6 June 2012 Administration

A statement will be added to the expression to restrict the results to a subset of records based on the constituent type you select. Prospect: where exists (select 'a' from SRBRECR where SRBRECR_PIDM = SPRIDEN_PIDM union all select 'a' from SARADAP where SARADAP_PIDM = SPRIDEN_PIDM) Student: where (exists (select 'a' from SGBSTDN where SGBSTDN_PIDM = SPRIDEN_PIDM)) Alumni & Friends: where exists (select 'a' from APBCONS where APBCONS_PIDM = SPRIDEN_PIDM) These statements ensure that all SQL statements produce consistent output that can be used by the system. The additional SQL statements that you enter will be concatenated to the limiting SQL statements. Only valid SQL statements can be executed. You can use the Validate Syntax function to check the syntax of your statement. Invalid expressions cannot be calculated, but they can be saved so that you can return later to correct your statement. Building a sample expression using SQL method uses the same basic tasks as the attribute method. In the box where you enter a name and description, select Use SQL. Selecting this field indicates that you will use the SQL method to manually build the SQL query for the expression. Rather than adding conditions to build your expression, you need to add the actual SQL statements that define the expression. To add SQL statements, use the following steps: 1. Click Add SQL Statement. 2. Enter the SQL statement needed to build the expression. The SQL statement that you enter will be wrapped in a query statement that restricts the result set to unique Banner identifiers that are suitable for use with this application. If you are entering a SQL statement that selects information from a table other than the Banner SPRIDEN table, the statement should include a selected column, AS SPRIDEN_PIDM. Note You may want to create the SQL statement in a SQL editor, then paste the statements into the Statement field. 3. Click Validate Syntax to test whether the syntax of the statements is valid. June 2012 Banner Relationship Management 1.6 5-9 Administration

4. If the SQL is invalid, correct the statement and retest the validation. Once the statement is valid and correct, it can be saved and calculated. Results can be viewed on the Expression Results page. Creating expression groups using the Attribute method When you build an SQL query using the Attribute method, you may have to consider how and where to add a group within the expression. The next few sections discuss considerations for adding a group to an expression, including some group examples. To gain greater flexibility creating groups within an expression, use the SQL method to build a query. The SQL method allows you to type the actual SQL statements and have more control over join statements and operators. A group is needed when an expression requires an or condition between statements. The top level portion of the expression will contain conditions common to the entire population. Groups contain conditions that pertain to one subset of the main population or to another subset of a population. Note The Expression Builder attribute method does not support outer joins, and this may affect your results when you use groups in an expression. Please review the SQL generated by your expression, by selecting More Actions > View SQL to determine if the expression will provide the expected results. If outer joins are required, the SQL method may be a better option for creating expressions. Creating or groups When you create a simple expression, all condition statements are joined with an and operator. If the statement requires an or operator between two conditions, each condition should be created in a group. All groups at the same level are joined with the or operator. You can add as many conditions as you need to each group. If you use groups, you must have at least two groups at the same level. You can elect to create a group within the top level (or main condition) of the expression or within another group. When creating a group, select the Create Group option from the level where you want the subset to be retrieved. You can create groups of up to two levels deep. When you click in a group container, group options are displayed. 5-10 Banner Relationship Management 1.6 June 2012 Administration

Creating a simple group This example outlines steps for creating an expression that includes multiple groups at the same level. 1. In the top level of the Expression Builder window, select Create Group. The Expression Builder will insert a group container into the main expression. The new group is joined to the main expression with an and operator. For example, your main population group might be similar to the following: Select persons with living equals true, state equals Pennsylvania 2. Click Add Conditions inside the group container to create the first group statement. Select conditions and values to complete the first group of criteria. and ((Applicant term = 201010 and Applicant Student Level = UG) 3. Click the Add Group in the top level of the expression again. A second group is added joined to the other group by an or operator. Select conditions and values to complete the second group of criteria. or (Applicant term = 201110 and Applicant student level = GR)) 4. You can continue to add groups at the top level. You can also add two or more inner groups to any existing group. The Expression Builder will insert a group container into the main expression. The new group is joined to the main expression with an and operator. June 2012 Banner Relationship Management 1.6 5-11 Administration

Copying an expression Once you have developed and saved an expression, you can copy it and use it as the basis to create other similar expressions. You can then edit the expression by changing its conditions or SQL statements to develop a different expression than the original. The ability to copy an expression allows you to take advantage of the work you have done to create one query without having to duplicate similar efforts for another query. Use the following steps to copy an expression: 1. Within Administration, select Expressions. 2. Search for and select the expression you want to copy. 3. Click Copy to duplicate the selected item. 4. Change the name of the expression to a new name to distinguish it from the expression you are copying. 5. Enter the description of the expression. The description is not required, but will provide a way to identify the expression. 6. Click Save to store the new expression. You can now edit the expression by changing its conditions or SQL statements to develop a new expression. Note The new expression will be assigned the same constituent type as the original expression. Calculating an expression You calculate an expression to retrieve from the database the population defined by the expression. To calculate an expression, use the following procedure: 1. Within Administration, select Expressions. 2. Search for and select the expression you want to calculate. 3. Click Open. 4. Click Calculate or Recalculate to execute the expression. When the expression is finished calculating, the Population field in the Expression Results pane will display the number of profiles in the result set. 5-12 Banner Relationship Management 1.6 June 2012 Administration

Searching expression results After you calculate an expression, you can open the Expression Results page to up to 2500 profiles returned by the expression. You can use search attributes to filter the results or locate a specific constituent. To view a more complete list of expression results, you can save the results as a population list. Note Because expressions can be created for any constituent type, you must have permission to search for the population list s constituent type to view results. For example, you must have permission to search for students in the Students workspace to view the results of a Student type expression. Prompting for attribute values when executing an expression The values of an expression condition define what specific data will get selected from the database when the expression is calculated. You can specify attribute values for an expression condition when you create the expression or you can define the expression to prompt the user for the attribute values when the expression is calculated. If you choose to prompt the user to enter attribute values when the expression is calculated, you also have the option to define a default attribute value that will display in the user prompt. The user can choose the default attribute value or select a different value. Dynamic prompts are available in both the attribute method and the SQL method of creating an expression. You can use SQL expressions for funnel and rating models. Funnels and ratings use expressions that have dynamic prompts for term and student level attributes. Any defined expression attribute that selects term code or student level code is acceptable, with the exception of the following: Funnel Instance Term Funnel Instance Level Probability Instance Term Probability Instance Level Desirability Instance Term Desirability Instance Level Additionally, funnels created using the optional qualifier should have a prompt for a campus, college or program attribute. If you create a new expression to use with a funnel state or rating factor, you should check the box Prompt user for values during Expression execution for your term and student level attributes. No other attributes with dynamic prompts are allowed in funnel or ratings expressions. June 2012 Banner Relationship Management 1.6 5-13 Administration

Funnel Instance Campus Funnel Instance College Funnel Instance Campus Use the following steps to define an expression that prompts a user to enter attribute values when the expression is executed. 1. Within Administration, select Expressions. 2. Search for and select the expression whose condition you want to add values to. 3. Click Open. 4. Click Edit in the Expression Conditions area of the workspace. 5. Click Add Conditions. 6. Select items from the attribute lists to drill down through the categories and subcategories until you find the attribute you want to include in the expression. You can also search for the attribute you want. Type the name of an attribute in the Filter By Name field. When the system recognizes the attribute you are typing, it will populate the attribute lists with the correct category, subcategory, and attribute. 7. Click Add Values. 8. Check Prompt user for values during Expression execution. 9. Enter a description of the parameter that will be supplied when the expression is executed. You can use the default attribute description, or choose to add one of your own. The Description field is only available when the Prompt user for values during Expression execution item is selected. 10. Specify a default value for the parameter that will be used. A default value is not required, but supplying one may make execution of the expression simpler for users. The Default Value field is only available when the Prompt user for values during Expression execution item is selected. 11. Click Complete when you are done adding conditions. 12. Click Save to store the expression. 5-14 Banner Relationship Management 1.6 June 2012 Administration

Using expressions in Banner Relationship Management In Banner Relationship Management, expressions can be used in other areas of the system, including population lists, campaigns, and ratings, to specify a set of conditions. When an expression is used in Banner Relationship Management, a snapshot of the expression, as it existed at that time, is taken. Subsequent changes to the expression will not affect these snapshots to ensure that an update made by one user does not affect the data that another user is relying upon. To update the conditions of an expression, you must remove the reference to the expression and reattach the updated expression. June 2012 Banner Relationship Management 1.6 5-15 Administration

Funnels The funnel is a core component of Banner Relationship Management, designed to help you shape your student body to meet your school s long-term strategic enrollment goals. The term admissions funnel is usually used to describe the population of prospective students for a college or university. The admissions funnel begins with all known prospects, and is reduced to smaller populations as prospects within the population no longer move towards enrollment. Recruiters look at their funnels as a whole to determine marketing strategy and success. An individual prospect s placement within the funnel is the person s funnel state. Funnels can help you monitor progress towards enrollment count goals, and to assess and improve marketing programs and campaigns by using the data gathered from the funnel progression history. Even before you begin your implementation of Banner Relationship Management, your school should have developed a realistic future recruitment plan. Creating such a plan begins well in advance of your work with funnels it s important that everyone in the Admissions office knows what is supposed to be accomplished strategically, and in what time frame. Knowing your goal will determine the steps you take to get there then with blueprint in hand, you can move forward confidently to attract, retain, and build the student body that meets your strategic objectives. Implementing funnels Access to the configuration areas of Banner Relationship Management is allocated to users who have access to the Administration menu. The following broad overview describes how the funnel implementation process works: 1. As the funnel administrator, you define a funnel model, identifying the progressive states in your institution s admissions funnel. 2. You create a funnel instance based on the funnel model by identifying a term code and student level code, and optionally a third qualifying parameter -- College, Campus, or Program. 5-16 Banner Relationship Management 1.6 June 2012 Administration

3. You schedule the funnel instance. Funnel instances can be scheduled as a one-time calculation or as a recurring calculation. Recurring calculations can be scheduled on a daily, weekly, or monthly basis. At the scheduled time, the system s calculation process executes the expressions for each state in the funnel instance in reverse priority order. Prospects meeting the condition criteria are added to the associated set, or population, for that state and excluded from lower populations. Prospects always move forward in the funnel, never backward. 4. The system records new funnel states and state changes for prospects in the funnel state history table. If your institution uses Recruiting and Admissions Performance, you can use this information to analyze recruiting effectiveness. Define the funnel model The funnel model contains the design or definition of the progress markers your institution establishes to monitor its recruitment and admissions activities. Typically, you will create the funnel model once, but you have the option to change it periodically as your recruitment needs dictate. Changes to a funnel model, or to the expressions used in funnel states, will not affect existing funnel instances. Specify term, level, and optional third qualifier When you create a funnel model, you can specify an optional third qualifier for the model, either College, Program, or Campus, supplementing term and level. Specifying a third parameter allows you to track the admissions funnel at a more granular level. As an example, Graduate Admissions may need to track a separate admissions funnel for each college that offers graduate programs. You can separate funnel models and instances to be defined for the College of Agriculture, the College of Business, the College of Allied Health and the College of Engineering by adding College as an additional qualifier to the funnel models for those specific colleges. You can copy the existing sample funnel expressions delivered by SunGard to create new expressions to prompt the user for values for the Program, College, or Campus value that may be included in a funnel model that adds one of those fields as the additional qualifier. Expression attributes allow you to calculate funnel status on the highest priority (primary) curriculum associated with a prospective student, if more than one curriculum exists for a single recruit track. The system provides two attributes that can be used to select the primary curriculum records (Recruit Primary Curriculum Student Level, Applicant Primary Curriculum Student Level), so by joining basic College/Campus/Program attributes to those attributes, you can craft the expressions you need. You should use the two primary curriculum attributes in your funnel expressions, especially when using the optional qualifier. This gives you the flexibility to also use the attributes in other ways if you desire. June 2012 Banner Relationship Management 1.6 5-17 Administration

Note If you create a new expression to use with a funnel state or rating factor, you should check the box Prompt user for values during Expression execution for your term and student level attributes, and your college, campus or program attributes if you decide to use the optional funnel qualifier. No other attributes with dynamic prompts are allowed in funnel expressions, and ratings expressions can only include prompts on term and student level attributes. Specify funnel states To define a funnel model, you provide a name and a description, and then identify the conditions, or states, that qualify forward progression of a prospect. Although a basic set of funnel states is delivered with predefined supporting expressions within the product, your institution may opt to modify the delivered funnel states or create new ones. States represent significant tracking points. Each state is linked to an expression. You order the states for processing and display within the system. Only forward progression is allowed in an admissions funnel. There are three types of states: Qualifying states represent a progressive condition within the funnel. The software provides six ordered qualifying states as seed states supported by expressions: Prospect, Inquiry, Applicant, Admit, Confirm, Enroll. Qualifying states should always represent the forward progression steps in the funnel. Pending states are conditions that cause a temporary restriction to progression. A waitlisted applicant, or an applicant with holds, could be assigned a pending state within the funnel. Disqualifying conditions remove a prospect from funnel progression. The software provides two disqualifying states as seed states supported by expressions: Prospect Withdrawn and Applicant Withdrawn. Note Since it is possible that a prospect could be placed in a disqualifying state unintentionally when data is entered in Banner in error, when a funnel is recalculated the admissions funnel calculation process will check to determine if prospects still meet the conditions defined for that disqualifying state. If a prospect is found to not meet the conditions, the disqualifying state will be removed from the prospect s funnel history and the funnel calculation process will determine the correct current funnel state for the prospect. The states are illustrated below. Notice the ordered progression from prospect to enroll and how the natural attrition from state to state forms a funnel. 5-18 Banner Relationship Management 1.6 June 2012 Administration

Prospect Inquiry Applicant Admit Confirm Enroll Figure 1: Qualifying states in the base system funnel model Your software contains a pre-defined funnel model. In it, sample qualifying and disqualifying states are defined, with their expressions. You can use this model as is, or reuse the expressions to create a new model. If you want to keep the delivered funnel model as a reference example, just create a new one and add expressions to it. It s a good idea to keep things uncomplicated at first. You can start simply and see whether the delivered funnel with pre-defined states work for you. If you want to modify an existing state, remove an existing state or add another state later, do it after an analysis of your results with the basic package. To create a new qualifying state, access the Add Qualifying State window, provide a name and description for your new qualifying state, and select and add the expressions to define this state. For example, you might want to define a qualifying state of Engaged to categorize a prospect who has had three or more interactions with your institution. Follow the procedural steps in the online help within Banner Relationship Management to add and modify states for your model. Link states to related Banner data As you define each funnel state, you can link the state to the related type of data in the Banner system recruitment, admissions, or student if your institution uses Recruiting and Admissions Performance. Information you enter in the Banner Source field links that information to the appropriate data in Banner. A state of Prospect would be linked to recruitment data, while a state of Applicant or Accept would be linked to admissions data. The Banner Source labels enable the Recruiting and Admissions Performance application to access the proper set of data for prospects based on their current states. June 2012 Banner Relationship Management 1.6 5-19 Administration

The following table shows the progression of funnel states delivered with the product: Table 9: Base qualifying funnel states Sequence State Description 1 Prospect A Recruit record exists for a specific term and student level. 2 Inquiry An Applicant record exists for a specific term and student level and at least one interaction history record exists. 3 Applicant An Applicant record exists for a specific term and student level. 4 Admit An Admissions record exists for a specific term and student level and the institution has extended an offer of admission. 5 Confirm An Admissions record exists for a specific term and student level and the applicant has accepted the offer. 6 Enroll An active Learner record exists for a specific term and student level with at least one active course registration. Review funnel state expressions Banner Relationship Management delivers a set of baseline funnel state expressions. Even if your institution uses the baseline funnel state expressions, some minimal customization is necessary because codes are specific to each institution s implementation. You should review the baseline states and expressions that SunGard Higher Education provides and determine whether these will suffice for your needs or if you need to alter or create new funnel states. If you need to change or create a new funnel state, identify the expression that creates that funnel state. You can customize the expressions, remove delivered expressions, add expressions, and change the names and descriptions of the delivered expressions. Funnels are designed to use expressions that have dynamic prompts for term and student level attributes. Any defined expression attribute that selects term code or student level code is acceptable (excluding Funnel Instance Term and Funnel Instance Level attributes and Probability Instance Term and Level or Desirability Instance Term and Level attributes). If you create a new expression to use with a funnel state, you should check the box Prompt user for values during Expression execution for your term and student level attributes. No other attributes with dynamic prompts are allowed in funnel expressions unless you are using an optional third parameter. 5-20 Banner Relationship Management 1.6 June 2012 Administration

Build funnel state expressions A funnel instance is specific to a single term and a single student level. A prospect cannot be in more than one state at the same time within the same funnel instance. This means that a prospect will have only one current state for a unique term and student level combination, even if the prospect has multiple applications for the same term and level combination.the prospect could be in another funnel instance for another term or level, and be in more than one funnel state if in multiple funnels. When you build an expression to use in a funnel, you should create two conditions in the expression: one for term and one for level. Both conditions should prompt the user for values. There can be additional data, but the data must not have the Prompt User box checked. If the Prompt User box is checked for non-term, non-level data, the expression will not be available for funnels. An exception to this is when optional third parameters are used. In this situation, you should also include a prompt for the third parameter, using an attribute that selects Campus, College or Program, and enable the third parameter in the funnel model. Note When an expression is used in BRM, a snapshot of the expression, as it existed at that time, is taken. Subsequent changes to the expression will not affect these snapshots to ensure that an update made by one user does not affect the data that another user is relying upon. To update the conditions of an expression, you must remove the reference to the expression and reattach the updated expression. Order states for processing Funnel states are defined in a chronological progression. Prospects qualify for a successive funnel state based on the characteristics of the prospect data in both Banner and Banner Relationship Management tables. Funnels can also have one or more disqualifying states, based on characteristics of the data. A disqualifying state identifies when a prospect has dropped out of the funnel, such as by withdrawing his interest or his application. The funnel can also include pending states that cause a temporary restriction to progression, such as an applicant s placement on a waiting list. Note Since it is possible that a prospect could be placed in a disqualifying state unintentionally when data is entered in Banner in error, when a funnel is recalculated, the admissions funnel calculation process will check to determine if prospects still meet the conditions defined for that disqualifying state. If a prospect is found to not meet the conditions, the disqualifying state will be removed from the prospect s funnel history and the funnel calculation process will determine the correct current funnel state for the prospect. June 2012 Banner Relationship Management 1.6 5-21 Administration

Once you have defined your funnel states, you can specify the processing order for calculation. The states must be listed in the order of their chronological progression, from earliest to last. Prospects can enter the funnel at any point. For example, the entry funnel state might be Applicant. It is also possible that a prospect might skip funnel states. For example, someone who is a prospect may next become an applicant, skipping the Inquiry state. A prospect would never move backward in the funnel. Create a funnel instance Once the funnel model is complete, you make a working copy, or instance, of the model to track progress for a specific term code and student level code. All delivered funnel expressions have dynamic parameters for Term Code, Student Level Code, and optionally the third parameter of Campus, College or Program. Note The instance is based on the model s design at that point in time. Subsequent changes in the model or the expressions linked to its states will not affect existing instances. Only one active funnel instance is allowed for each funnel model/term/student level combination, unless the optional third parameter is used. Viewing funnel instance status The status of a funnel instance describes the state of its current operation. Banner Relationship Management provides the following six levels of instance status: Ready instances are ready to execute, but not yet calculated. Started instances are currently running and have been calculated at least once. Stopped instances are no longer running and are for an expired recruiting period. Stopping a funnel instance is a permanent action that cannot be reversed. A stopped instance can no longer be used and prospect state history for this instance will no longer be displayed in profiles. Stopping prevents future execution of a funnel evaluation as specified by its recurring schedule. Stopping a funnel does not actually interrupt any funnel evaluation currently being executed. It simply prevents any future evaluation. Suspended instances will not execute as scheduled until resumed. You can choose to suspend an instance during heavy processing periods like registration, and resume it once the period ends. Like stopping an instance, suspending will prevent future funnel evaluations from executing. It will not interrupt any funnel evaluation that is already executing. Resumed instances remain in resumed status until they execute, at which point they return to started status. Resuming an instance will result in the funnel being 5-22 Banner Relationship Management 1.6 June 2012 Administration

evaluated at its next scheduled evaluation based upon the funnel s recurring schedule. Cancelled instances are those created in error. You can cancel an instance only if it was never calculated. Completed instances are those for which the end date is passed. Schedule a funnel instance Periodically, you will want to recalculate a funnel instance to capture the latest progression of prospects. You can set a recurring schedule for calculation of a funnel instance to have the calculation process execute automatically on a certain day and time. You set the initial schedule when you create the instance. You can also modify the schedule on the Funnel Instance Overview page by editing the schedule information and selecting a new start date, time of day, and frequency. Scheduling options include None, One Time, Daily, Weekly and Monthly. The Weekly option allows the selection of one or more than one specific day for a weekly recurring schedule (Mondays only, Monday, Wednesday and Friday, and so forth). In addition, you can specify a Time and Time Zone for a schedule. You have the ability to set a range around the schedule, and the ability to remove the recurring schedule. An Instance Schedule tool appears on each Instance Overview page. On the Funnel Instance Overview page, you can also manually recalculate an instance. The page also contains Suspend and Resume capabilities. Use the online help to guide your efforts. Tip Since processing time varies depending on the size of the database and complexity of expressions, you should schedule funnel calculations during a time with low system usage, such as during nighttime hours. Depending on your funnel criteria, you may want to schedule calculations after tape loads and any batch automated decision processing. Funnel History The side card display of Funnel History for a prospective student displays funnel status history as either an Associated Funnel History or Other Funnel History. When prospective students have multiple recruit tracks and multiple funnel history calculations for different recruit tracks and the institution makes use of the third optional funnel qualifier, the Associated Funnel History and Other Funnel History provides a way for Workspace users to identify which histories are directly associated with specific recruit tracks. Funnel history for a recalculated funnel instance When a funnel instance is re-calculated, the funnel history for any constituent who was once a prospect, but no longer has a corresponding SPRIDEN, SPBRECR, or SARADAP record in Banner, will be deleted to ensure that the funnel count for the instance is accurate. June 2012 Banner Relationship Management 1.6 5-23 Administration

The funnel history for any constituent who was in a funnel disqualifying state, but no longer meets the disqualifying criteria, will be removed and the constituent's qualifying state will be used in the funnel recalculation. Copy a funnel model You may copy a model to help streamline the process of creating new models within Funnels, as well as Probability, and Desirability. Note Copying a funnel model also copies the states associated with that model. These states include snapshots of the expressions at the time they were selected for the original model. Subsequent changes to the expression will not affect the results of the expression to ensure that an update made by one user does not affect the data that another user is relying upon. To update the conditions of an expression, you must remove the reference to the expression and reattach the updated expression. Note When the optional third parameter is used, validation will occur when you select an expression for a funnel, and any expressions that prompt for values that can t be resolved, except term or level, will not be returned. 5-24 Banner Relationship Management 1.6 June 2012 Administration

Ratings As a Banner Relationship Management administrator, you can define a set of ratings, or probability factors, to measure the likelihood that constituents will reach specific achievement levels or take future actions, such as that prospects will enroll with your institution. You can also define a set of desirability factors that measure how closely a given prospect might align with your specific institution or departmental goals and objectives, such as how well a prospect fits your enrollment objectives. The factor groups include: demographic factors, such as a constituent s citizenship; admissions activity factors, such as prospect s performance in an interview; financial aid factors, academic factors, factors pertaining to interactions with your institution, and a group for any other factors that may be needed. Probability and Desirability are separate implementations of the Lifecycle component, just as the Admissions Funnel is an implementation of the Lifecycle component. While Probability and Desirability are very similar, they are not dependent on each other. Your institution can elect to implement both, neither, or only one of these rating types. The models You represent your probability and desirability ratings as scores. Your institution determines the custom criteria for profile probability and desirability, and builds probability or desirability models in the Banner Relationship Management workspace. The models include factors that are individual sets of criteria specified by the institution via expressions. You assign each factor a point value. Any constituent meeting the factor receives the point value, and points are totaled to equal the profile s score. Point values can be negative numbers. An institution can have multiple models for a certain rating type (probability or desirability), if desired. For example, a university could establish and use two desirability models, one for their MBA program and another for everyone who is not interested in the MBA program. To achieve this, the institution crafts the expressions used in the MBA desirability model to only include prospects interested in the MBA program, and crafts the expressions in the basic desirability model to exclude anyone interested in the MBA program. The school can still choose to use only one Probability model for all prospects, if they like. The instances In order to execute or run a model, you must create an instance of it. An instance takes all the rules built into the model, and applies them to a specific term and level combination. An Instance can be calculated - a model cannot. So what you see in a prospect s profile will be an instance or instances. June 2012 Banner Relationship Management 1.6 5-25 Administration

A recommended approach for the Admissions office is to create one model for probability ratings and one model for desirability ratings. You create instances from those models for each term, for the undergraduate level. If you also have graduate programs, you can create two instances for each term, one for each level (undergraduate and graduate). When an instance is calculated, it looks for all prospects in the term and level specified, who also meet the criteria defined in the expressions. If the expressions restrict the selection to only those interested in the MBA program, for example, a prospect not interested in the MBA program will not receive scores. If the institution does not restrict the expressions to a specific program, then any prospect in the term and level specified will have scores calculated. Because probability and desirability instances are aware only of term and level and no other factors such as academic program, a constituent s probability or desirability instances in which he has scores will show when that recruit track is highlighted. But if a prospect has two recruit tracks with the same term and level, you might see multiple probability and desirability instances under each. Factors These are the probability and desirability factor groups delivered with the system: Demographic Factors Admissions Activity Factors Financial Aid Factors Academic Factors Interaction with Institution Factors Other Factors The expressions used for probability and desirability factors should have dynamic prompts for Term and Level; the system calculates rating instances for a specific term/level combination. No other dynamic parameters are allowed in expressions used for probability and desirability factors. View a constituent s ratings A prospect s rating summary displays on the Ratings page available from the Profile menu. The overview page shows the Probability and Desirability scores grouped by ratings type. The view is controlled by the recruit track you selected. Depending on how your institution defines its Ratings models, the page could show both Probability and Desirability, or only Probability or only Desirability and their corresponding instances. There could also be more than one instance for either Probability or Desirability. 5-26 Banner Relationship Management 1.6 June 2012 Administration

The Ratings page provides both a graphical view and a details view of a profile s ratings. The graph provides a visual representation of the total number of constituents per score or point value. The current constituent s score is also highlighted on the graphs. Users can also choose among three different chart types by selecting a type from the tabs in the upper right portion of the frame. Users interact with the graph via a toggle menu on the upper left corner of the frame. Click Zoom In to set the graph to zoom in mode. Press the mouse left button to both zoom in and move the clicked area to the center of the canvas. Click Zoom Out to zoom out of the graph. Press the mouse left button to both zoom out and move the clicked area to the center of the canvas. Click Pan to pan the graph canvas on the x and y axis. The panning feature behaves differently for each graph type. For Line and Bar graphs, panning works only on the X-Axis and doesn't allow panning on Y-Axis. For Scatter graphs, panning is allowed both on X and Y axis. Click the Reset icon to revert the graph to its original size and location. The Details View, accessible by clicking the View Details link, allows users to view all the factor points received by the constituent that make up the total score, subtotaled by factor group. Implementing ratings The following broad overview describes how the Ratings implementation process works for either Probability or Desirability: 1. As a Ratings administrator, you define a probability or desirability model, identifying the factors you wish to rate. 2. You create a probability or desirability instance based on the model by identifying a term code and student level code. 3. You schedule the probability or desirability instance. Instances can be scheduled as a one-time calculation or as a recurring calculation. Recurring calculations can be scheduled on a daily, weekly, or monthly basis. At the scheduled time, the system s calculation process executes the expressions for each factor in the instance in priority order. Define a model A probability model is a particular design or set of factors that your institution uses to track the likelihood a profile will enroll with your institution. The factor groups include: demographic factors, such as a constituent s citizenship; admissions activity factors, such as prospect s performance in an interview; financial aid factors, academic factors; and factors pertaining to any other interactions with your institution. June 2012 Banner Relationship Management 1.6 5-27 Administration

Provide a name and a description for the probability models you need, and specify the key attributes or conditions that will qualify or disqualify a constituent for inclusion. Once the model has been built, most of your work will be done with probability instances. A probability instance is an implementation of a probability model for a particular term and student academic level. You can select and view an instance of an active probability model, and create and edit new instances. Identify the model factors A probability or desirability model contains a number of conditions or factors you select to build your particular blueprint for a constituent s future actions or specific achievement levels, such as the likelihood of enrolling or desirability of enrolling with your school. Factors can be assigned variable point values, both positive and negative. Thus, a constituent may achieve a higher score or a lower score in his or her rating for probability or desirability depending on the value of the factors. Your institution defines the factors for its probability and desirability model by using the data query functions of the Expression Builder. You can order the factors using the up/ down arrows in the edit window. The order of the factors does not affect the scores in any way. When the system calculates a constituent s rating, it analyzes the activities a constituent has had with your institution. It records the information and displays the new probability or desirability rating for the constituent. Note When an expression is used in BRM, a snapshot of the expression, as it existed at that time, is taken. Subsequent changes to the expression will not affect these snapshots to ensure that an update made by one user does not affect the data that another user is relying upon. To update the conditions of an expression, you must remove the reference to the expression and reattach the updated expression. Define an instance An instance is an implementation of a probability or desirability model for a particular term and student academic level. You can select and view an instance of an active model, and create and edit new instances. Viewing instance status The status of an instance describes the state of its current operation. Banner Relationship Management provides the following six levels of instance status: Ready instances are ready to execute, but not yet calculated. Started instances are currently running and have been calculated at least once. 5-28 Banner Relationship Management 1.6 June 2012 Administration

Stopped instances are no longer running and are for an expired recruiting period. Stopping an instance is a permanent action that cannot be reversed. A stopped instance can no longer be used. Suspended instances will not execute as scheduled until resumed. You can choose to suspend an instance during heavy processing periods like registration, and resume it once the period ends. Like stopping an instance, suspending will prevent future evaluations from executing. It will not interrupt any evaluation that is already executing. Resumed instances remain in resumed status until they execute, at which point they return to started status. Cancelled instances are those created in error. You can cancel an instance only if it was never calculated. Completed instances are those for which the end date is passed. Scheduling an instance Periodically, you will want to recalculate a probability or desirability instance to capture the latest alignment of constituents with your institutional or departmental goals. You can set a recurring schedule for calculation of a funnel instance to have the calculation process execute automatically on a certain day and time. You set the initial schedule when you create the instance. You can also modify the schedule on the Instance Overview page by editing the schedule information and selecting a new start date, time of day, and frequency. Scheduling options include None, One Time, Daily, Weekly and Monthly. The Weekly option allows the selection of one or more than one specific day for a weekly recurring schedule (Mondays only, Monday, Wednesday and Friday, and so forth). In addition, you can specify a Time and Time Zone for a schedule. You have the ability to set a range around the schedule, and the ability to remove the recurring schedule. An Instance Schedule tool appears on each Instance Overview page. On the Instance Overview page, you can also manually recalculate an instance. The page also contains Suspend and Resume capabilities. Use the online help to guide your efforts. Tip Since processing time varies depending on the size of the database and complexity of expressions, you should schedule ratings calculations during a time with low system usage, such as during nighttime hours. Depending on your criteria, you may want to schedule calculations after tape loads and any batch processing. June 2012 Banner Relationship Management 1.6 5-29 Administration

Early Alerts As an administrator with the appropriate permissions, you can manage alert definitions and alert batches, as well as view error logs to investigate any issues that may occur during the calculation process. Alert definitions Alert definition statements, written in PL/SQL, describe the conditions under which the alerts should be raised, and specify the data fields to use to populate the alert records. Definitions can include parameters for flexibility and reuse. The definitions will call alert APIs that will create and validate the alert records. APIs are available for the following alert types: ecp_alerts.p_raise_general_alert ecp_alerts.p_raise_hold_alert ecp_alerts.p_raise_course_alert ecp_alerts.p_raise_recommendation_alert ecp_alerts.p_raise_issue_alert ecp_alerts.p_log_alert_error Each API expects a set of fields to be populated, either in the definition code or as a parameter. Alert definitions can include COMMIT statements if desired, and you can include detailed exception handling. While the initial creation of an alert definition may require assistance from technical staff, a well-written alert definition should be able to be used over a long period of time by non-technical staff with a good understanding of Banner data. In addition to a Name and optional Description, definitions must have a Status and a State. For new definitions, the default Status is Active and the default State is Development. The Status of a definition may be changed at any time. Note If a definition is in one or more batches and is inactivated, it will be ignored when the batches are calculated. Once the definition Status is changed to Active, the definition will calculate in the batch again. The State allows you to control when a definition is ready to be used. When the State is Development, changes can be made to the statement and parameters and the definition does not need to validate successfully. You are able to save an invalid statement while in Development state. When you are ready to use the definition, you must put it into 5-30 Banner Relationship Management 1.6 June 2012

Production state. Once in Production, the definition cannot return to Development state, although you can make a copy of the definition and edit the copy. When you select the Production state, Banner Relationship Management will attempt to validate the definition and will verify that an Alert Category has been selected. If either of those are not successful, the state cannot be changed to Production and you will need to fix those items before proceeding. Definition statement components You will begin a definition statement by declaring a cursor to select the data you will need for the alerts. The WHERE statement defines the alert criteria and can include parameters. You will loop through your results, calling the appropriate API, to create the alerts. You have the ability to specify when to COMMIT or ROLLBACK, and you can raise exceptions and log errors under conditions you define. When you call the API you will specify how to populate the alert fields. You can use results from your select statement and/or parameters. Only the Job ID parameter is required, and any additional parameters are optional, but will allow you to extend the flexibility of the definition. Job ID is a special type that will not display in the batch. The value for the Job ID parameter is provided during the calculation procedure. Note Parameters must begin with a colon (:). Definition parameters can be optionally based on expression attributes to default in the type, name, and description and will provide a look-up for users who need to enter a value for the parameter. Sample definitions When using the sample definitions you will need to edit the alert statements. For more information on sample definitions, please see the Early Alerts chapter in the Banner Relationship Management Administration Guide. Alert batches An alert batch is a collection of one or more alert definitions. Definitions need to be placed in batches to be tested or calculated. Alert batches can be accessed from the Early Alerts landing page located on the Administration workspace tab. Batches can be accessed or created from the Alert Batch list page. The grid on this page can be resorted by clicking on column headers, and the column order can be rearranged by dragging a column header to a new location. June 2012 Banner Relationship Management 1.6 5-31

Batch Status The batch status controls whether alerts can be raised or not. The default value is Inactive, but the status can be changed to Active by editing the Batch overview and checking the Active box. You can submit test calculations for an inactive batch but you cannot raise actual alerts. Alerts can only be raised when the batch is Active. If a batch is inactive any scheduled calculations will not execute, so inactivating a batch is a way to take it offline for a period of time if changes or testing are needed. It can be set to Active when your testing is complete. Adding definitions to batches In order to calculate alerts, you need to add alert definitions to batches. Definitions are added on the Batch Definitions page. To add definitions, click Add alert definitions. This will open the Edit Alert Definition window. Clicking on the Add Definition button will open another window that lists all definitions that are in Production state. You can select a definition from that list to add to the batch. Note Only production definitions are available to be added to batches. If a definition is in a batch and the definition state is later changed to Deprecated it will not affect the existing batch. A Deprecated definition is just not available for any further selection into a batch. Once you highlight the definition row and click the Select button, you are returned to the Edit Alert Definition window. The new definition is displayed in the upper section and will be highlighted. Any parameters (other than the Job ID parameter) will be displayed in the lower section. You must enter values for all parameters before you can save the definition to the batch. Parameters based on expression attributes may offer a selection list for selecting the value. When you add definitions they are assigned an order number, in the order they are added. Once you save the definitions the modal window closes and they are displayed on the Batch Definitions page. They are displayed in order, and the order number is shown with the definition name. The Definition status also displays, as well as the parameters and values. You can use the same definition multiple times in one batch by providing different parameter values. For example, you may have a definition for alerts based on Banner holds that prompts for the hold type. You can use that definition multiple times in one batch, entering a different hold type each time. The order number assigned to each definition entry will help you distinguish between the different occurrences of the definition on the batch history and test history log pages. 5-32 Banner Relationship Management 1.6 June 2012

You can remove or add definitions to a batch at any time, and this will affect the ordering. A definition that is removed gives up its order number to the next listed definition so the ability to match up definition/parameter sets with history information can be affected if the set of definitions change. You can also change the parameter values for a definition at any time. The ability to match a specific definition/parameter set with history or test results is only meant to be helpful in the short term, immediately after you calculate or test alerts for example, but is not a reliable means to determine exactly what was used to calculate alerts in the past. Note Definitions can be active or inactive. This will not affect whether the definition is available for use in a batch, but if the definition is inactive the calculation process will ignore it. Definition status can be changed from active to inactive and back as needed. Testing batches When a batch is inactive you cannot raise alerts, but you can submit test calculations to see what alerts might look like. The test submission will execute the calculation process, but not the staging process. This means that conditions for alerts will be evaluated and data needed for alerts will be collected, but the actual alerts will not be created. This also means that duplicate alerts will not be identified and that information that is dynamically displayed with alerts (like registration status, course subject, grade mode, etc) will not be available. You can test a batch at any time whether it is active or inactive. It is advisable to submit a test any time you change a definition or parameter values in a batch. To test the alert batch, click Submit Test. Results can be monitored on the Test History Log tab of the Batch History page. On this page, the number of test alerts and/or errors will increase as the calculation progresses. You can use the Refresh button on the toolbar to update the results interactively, or you can return later to view the final results. Every time you click Submit Test, a new Calculation ID is generated. For each active definition that is evaluated a new Job ID is generated. Job IDs are displayed with the results on the Batch Test Log. A row will display for each active definition, if there are no active definitions in the batch at the time you submit the test you will only have one row for the Calculation ID. To view the test alert data, select the desired row and if the Test Alerts count is greater than 0, the View Selected Test Alerts button will be enabled. Clicking that button will open a window that prompts you to enter a name for a CSV file. Once the file has generated you will receive the opportunity to open it or save it depending on your browser. When you have completed your testing you can remove the test alerts from the staging table by selecting the appropriate row on the Test History Log and using the Delete Selected Test Alerts button. Once the test alerts have been deleted the count should June 2012 Banner Relationship Management 1.6 5-33

change to 0. It is recommended that you delete the test alerts when they are no longer needed. To view the errors generated during a test, you can access the Alert Error Log using the button at the bottom of the page or access it directly from the Early Alerts landing page. Raise alerts Alerts can only be raised if the batch is active. When you raise alerts, you will actually create alerts from the active definitions associated with your batch at the time. Warning Ensure that you test your alert batches before creating alerts. Once you click Raise Alerts those alerts can be monitored on the Batch History Log tab of the Batch History page. On this page the number of alerts and/or errors will increase as the calculation progresses. You can use the Refresh button on the toolbar to update the results interactively, or you can return later to view the final results. Note The count of alerts is a current count, so if alerts are deleted from the alerts list page this batch count will go down. Every time you click Raise Alerts a new Calculation ID is generated. For each active definition that is evaluated, a new Job ID is generated. Job IDs are displayed with the results on the Batch Test Log. You will have a row for each active definition; if there are no active definitions in the batch at the time you submit the test you will only have one row for the Calculation ID. To view the errors generated during a calculation, you can access the Alert Error Log using the button at the bottom of the page or access it directly from the Early Alerts landing page. The Batch Summary side card will display the latest time the Raise Alerts calculation was run, as well as a status. One of three status messages will be displayed: No calculations in past 7 days This is displayed when the Raise Alerts calculation has not been submitted in the past week No errors in past 7 days This is displayed when the Raise Alerts calculation has executed but there were no errors 5-34 Banner Relationship Management 1.6 June 2012

Calculations with errors in past 7 days This is displayed when the Raise Alerts calculation has executed in the past 7 days and errors were raised during that time Note No status message is displayed for test submissions. Duplicate alert prevention Banner Relationship Management prevents duplicate alerts from being raised by verifying that specific fields in each alert type are unique. Any duplicate alerts will not be raised. For more information on duplicate alert prevention, please see the Banner Relationship Management Administration Guide. Scheduling batches Batches can be scheduled as recurring events or one-time calculations using the common scheduler in Banner Relationship Management. Recurring schedule options include One Time, Daily, Weekly and Monthly schedules. If the batch is inactive at the time of a scheduled calculation, the calculation will be ignored. If the batch is active but some or all of the definitions are inactive at the time of a scheduled calculation, only the inactive definitions will be ignored and any active definitions will be calculated. Note The schedule only applies to raising alerts. Testing alerts cannot be scheduled. Batch calculation schedules can be removed or updated at any time and even if a schedule exists, you can calculate an active batch manually at any time by clicking Raise Alerts. Copy a batch You can copy an existing batch to create a new batch. When you copy a batch, the new batch is created as inactive, regardless of the status of the original batch. The definitions and parameter values that are attached to the original batch are copied to the new batch. No batch history information or the batch calculation schedule are copied. Delete a batch If you no longer need a batch it can be deleted. When you delete the batch you will also delete all the history and errors associated with the batch, but you will not delete the alerts that were created from the batch. June 2012 Banner Relationship Management 1.6 5-35

Alert error log The Alert Error Log contains a list of all errors that were generated, but not deleted, during the calculation of alert batches. The Alert Error Log page allows you to search for specific errors, or find errors that apply to a specific batch or definition. You may also open an error detail window to view more information about the specific error. Alert error types The following alert error types may be presented on the Alert Error Log. SQL Statement - error logged by SQL statement in a definition being calculated.this error will likely be the most common error encountered. Job Evaluation - error logged during the calculation of a job for a definition in a batch. Typically this error indicates that a system error has occurred that may involve table space or an unexpected database runtime issue. Staging - error logged by polling process when attempting to raise alert from staged data. A staging error will rarely occur and most likely involves a situation where a non-student profile is encountered. Monitor - error logged by cleanup process when calculation job fails to complete normally. An example of this would be if the calculation job was running and the database is shut down leaving the calculation job in a still-running state, even though it is no longer actually running. Tags As an administrator with the appropriate permissions, you can identify and categorize any of various events and conditions that occur within your institution s array of recruitment, retention and advancement activities by associating them with a keyword, or tag. The use of tags helps you organize and search for information within your application. Your institution can create and maintain its particular list of tags. The system requires that tags be at least two characters in length and do not contain commas. You can apply multiple tags to each item, which are displayed in a string format; for example, 2009RecruitingPeriod, Undergraduate, Northeast Region. The application footer that appears at the bottom right of the workspace displays a Tag icon next to the Open Items icon. When you click on a tag within the tag display, you tag the item being viewed with the tag. Clicking on it again will untag the item. All tags that have been associated with the item being viewed will appear in bold font. In addition, the associated tags will also be displayed on the item page being viewed. Separate Tag permissions exist to allow maintenance or viewing of the list of tags in the Administration section of the application, and to associate tags with items. In addition, 5-36 Banner Relationship Management 1.6 June 2012

tagging an object is part of editing an object, so it can only be done by someone who has edit rights for that object. With such an organization scheme in place, you can tag and then search for information tagged by common keyword values in Banner Relationship Management: Expressions Population Lists Campaigns Communication Templates Interactions Pages and windows within the user interface allow you to add tag values to the list, remove unused tag values, and edit tags. Expression attributes let you search for people associated with items that have certain tags. You can search for multiple tag values using Advanced Search. From other areas Non-administrative users can associate an established tag with an entity directly from the entity s Overview page. Add and Remove Tags capability is available on the Overview page for Population Lists, Campaigns, Templates, Interaction Detail and Expressions Detail. Each Overview page allows you to add and remove existing tags. If no tag exists for an entity, the Overview page displays an Add Tag link. Users can click either the Add Tag link or the Tag icon to open the Tag panel. If the Overview page already contains associated Tags, the system presents the panel of Available Tags panel, from which a user can select the required tag. You can add multiple tags at once -- the system adds commas to separate them as you select or type them in. Use the following procedure to add or remove tags: 1. On the entity s Overview page, for example, a Population Overview, select the Tag icon to edit or remove existing tags. 2. Click Add Tag or the Tag icon to open the tag panel. 3. Enter the required tag in the Tag field, or select the required tag from the Available Tags list to add your selection to the Overview page. This highlights the selected tag in bold in the Available Tags section. The list contains all the tags already available in your system. As you type, the system presents a list from which you can select your choice. Or, type the full tag name and press Enter. Multiple tag names will be separated with commas. Note that your additions appear in the Tags field, separated by commas. June 2012 Banner Relationship Management 1.6 5-37

4. To remove a tag, again click the selected (highlighted in bold) tag name in Available Tags. This removes the tag from the Tags field and deselects it in the Available Tags list. Or, press Backspace to delete the tag to the left of your cursor. The tag is removed from the field and the corresponding tag is deselected from the Available Tags list. 5. To close the Tag panel, or click the Tag icon again. Categories Banner Relationship Management institutions can create and maintain their own interaction and alert categories. Interaction Categories An administrator with the appropriate permission can add, change, and remove category values and maintain the list of categories used for interactions. When your institution can be more specific in recording interactions, you can better analyze successful interactions and better segment prospects for targeted marketing campaigns. Having more specific codes allows you to determine who responds best to certain types of communications, and to interact with them in that way. It also allows you to determine whether certain messages are better received using certain communication methods. Combined with tags, the ability allows you to customize interaction records for more granular tracking and reporting. The interaction categories you create are available to users when entering manual interactions for a constituent. Users can also specify the interaction category on a communication template and ad hoc contact, and that category will be used to create the resulting interaction in place of the default categories. As administrator, you can specify which categories are available for manual interactions and communications. Expression attributes are available to query interactions by interaction category values. Maintain interaction category values As an Banner Relationship Management administrator with the appropriate permissions, you can add a new interaction category, remove a category no longer needed, or make changes to the content or display of an integration category value. 1. From the Administration tab, click Categories to access the Categories page. 2. Select Interaction Categories to access the Interaction Categories page. 5-38 Banner Relationship Management 1.6 June 2012 Administration

3. Review the displayed interaction categories and determine whether you wish to add, remove, or modify a category. You can change the name or Use for assignment of the existing values. Categories identified as System Required can be modified only by someone with the appropriate administrative permission. In the Use for field, identify where the value should apply in selection lists. You have the following choices: 3.1. Manual Interactions will appear only in the Category list on the Add New Interaction window. 3.2. Communications will appear only in the Interaction Category list on the Communication Template and ad hoc Contact windows. 3.3. All will appear in the selection lists on all three windows 4. To remove a category, click Delete. 5. To add a new category and value, click Add Category. 6. Click Save to commit the change. Alert Categories An administrator with the appropriate permission can add, change, and remove categories used for alerts. When your institution can be more specific in recording alerts, you can better group, filter, and search for alerts. Alert categories are independent of alert types, so alerts of different types can be assigned the same category. Maintain alert category values As an Banner Relationship Management administrator with the appropriate permissions, you can add a new alert category, remove a category no longer needed, or make changes to the content or display of an alert category value. 1. From the Administration tab, click Categories to access the Categories page. 2. Select Alert Categories to access the Alert Categories page. 3. Review the displayed alert categories and determine whether you wish to add, remove, or modify a category. You can change the name or description of the category and specify the category as active or inactive.to remove a category, click Delete. 4. Click Save to commit the change. June 2012 Banner Relationship Management 1.6 5-39 Administration

Organizations Organizations allow your institution to send email from various departments within your institutions. The Organization structure has a single root node which is named 'Root' and this node may contain zero or more child organizations. All interactions and communication templates must be associated with an organization. As a Banner Relationship Management administrator with the appropriate permissions, you can create a child organization for any existing organization, remove an organization that is no longer needed, or make changes to an existing organization. The Organizations overview page displays all child organizations for the selected parent organization. Communication Configuration Communication configuration allows you to create separate mailbox accounts that can be established for sending communications and receiving communications. Using mailbox accounts, you will be able to specify the email address for the sender account and the reply-to account. You may also specify the letter address information and email address information to use for an organization. Mailbox Accounts Mailbox accounts allow you to direct communications to your constituents from specific accounts as well as receive responses to those communications to a different account. Mailbox Accounts are comprised of a name, description, account type, e-mail address, and a display name. In addition, you must provide a username and password for each account. Organizational Address Configuration Organizational addresses are used to allow you to specify the letter address information and email address information to use for an organization. Each organization can have a separate mailing address, sender email address, reply-to email address, and from email address. 5-40 Banner Relationship Management 1.6 June 2012 Administration

Business Rules Business rules allow you to define technical rules that will be used to specify logic within campaigns. The System Administrator at your institution should manage the creation and modification of business rules because rules require technical knowledge of SQL, PL/SQL or the Groovy scripting language. Ideally, the System Administrator will get input from functional users, like Admissions counselors, the Registrar, or others who will be using the system. The Business Rules workspace includes the following four components that you use in conjunction with each other. Rules - rule statements that specifies business logic used within the system. Constants - values that you can reuse as input to multiple rules. Rule Sets - containers that hold one or more rules. Uniform Resource Identifiers (URIs) - unique name used to identify a rule set. The following picture illustrates the relationship of the business rules components: URI Rule Set Admissions Rule 1 Admissions Rule 2 Admissions Rule 3 Term input parameter=constant A Figure 2: Relationship between rules, constants, rule sets, and URIs It is important to understand the relationship of these four components. You will never execute a rule directly on its own. You will always execute a rule in the context of the rule set to which the rule belongs. In turn, you execute a rule set by identifying the URI associated with that rule set. Rules You should create a rule to perform a reusable business task. Specifically, you can use a rule within a campaign to more precisely define logic within the campaign. For example, you could create a campaign that targets all incoming freshmen. Within the campaign, you could use a rule that uses profile data to send different communications to different students based on their gender, interests, or field of study. June 2012 Banner Relationship Management 1.6 5-41 Administration

Rule statements The rule statement is the actual code that defines a rule. It is the component of a business rule that actually gets executed. You can write a rule statement for a business rule using one of the following languages: SQL prepared statements SQL statements used to retrieve or modify data. Rules that use SQL prepared statements run directly against the Banner database. For example, the following statement might be used to get the maximum term code from the term code table using the current date: select max(stvterm_code) from stvterm where SYSDATE between stvterm_start_date and stvterm_end_date SQL callable statements stored PL/SQL procedures and functions that are typically used to execute more complex business logic within the database. For example, the following PL/SQL function would call to a database package that validates and retrieves the description for a code, such as a term code: {? = call ecp_validation.f_get_description(?,?)} Groovy scripting language powerful scripting language that is executed directly within the Java Virtual Machine (JVM). You can build rules using Groovy that execute business logic or that communicate with other services, such as third party Web services. Using Groovy allows you to create your own discrete logic. The type of rule statement you use depends on the expertise at your institution and the complexity of the statement. You may want to create rule statements in another development tool, such as an Integrated Development Environment (IDE), that is specifically suited to creating and editing the type of statement you are developing. Once developed in the IDE, you can copy the rule statement from the IDE and paste it into a business rule in Banner Relationship Management. For example, it may be easiest to work with a Groovy statement in a Groovy IDE, like Eclipse, then copy and paste the Groovy statement into Banner Relationship Management. 5-42 Banner Relationship Management 1.6 June 2012 Administration

Rule statement example 1 The following example illustrates a prepared SQL statement that extracts the ethnic code for a particular person from the General Person (SPBPERS) table in Banner. The person is identified by a Personal Identification Master (PIDM), which is an internal Banner identification number. select spbpers_ethn_code from spbpers where spbpers_pidm =? Ethnic code (desired output) Banner table (data resides here) Unique person identifier in Banner? is the PIDM that will be supplied by the system. This is the input parameter. spbpers_ethn_code is the output parameter. Rule statement example 2 The following example illustrates a prepared SQL statement with one input parameter (Term) and one output parameter (STVTERM_FA_PROC_YR): select STVTERM_FA_PROC_YR from stvterm where stvterm_code = term Rule statement example 3 The following rule statement gets the description for an E-mail type from the GTVEMAL table in Banner. The Description will be output, the Input will be the E-mail code that is defined in the GTVEMAL table. It illustrates how a callable SQL statement appears in a rule statement. {? = call ecp_validation.f_get_description(?,'gtvemal')} Rule statement example 4 The following Groovy statement executes code that resides in the database and returns the result. The result that is returned varies depending on the input code. The output is the Recruiter Region, the input is the recruiter code. class GetRecruiterRegion { def execute( String recruitercode ) { if (recruitercode == null) return null; if (recruitercode.equals( "JMS" )) return "PA"; if (recruitercode.equals( "PLF" )) return "NJ"; if (recruitercode.equals( "TBJ" )) return "NY"; return null; } } June 2012 Banner Relationship Management 1.6 5-43 Administration

Rule parameters Rule statement input parameters define the data that is needed to evaluate the statement. Output parameters are the result of the evaluation. When writing a rule statement, the input and output parameters you define within a statement are represented differently depending on the statement type as described below: SQL Callable Statement: all parameters are represented with a question mark (?) character. The output parameters are the columns in the Select statement. SQL Prepared Statement: input parameters are question marks (?), output parameters are the fields in the result set requested, if selecting information. Groovy statements: input and output parameters are the named parameters you have declared in the statement. All input and output arguments need to be defined as parameters. The parameters, defined by a rule, must be in the same sequence they appear in the rule statement. Generally, the output parameters are defined first and the input parameters are defined at the end of the statement. If a rule statement requires multiple input parameters, the sequence in which the parameters are defined in the statement defines which value goes with which input parameter. The following statement has two parameters: PIDM, represented by a question mark (?), and gender. select spbpers_sex from spbpers where spbpers_pidm =? Within the rule statement, you must define the spbpers_sex output parameter first and the pidm (?) input parameter second. Generating parameters The Edit Parameters window, which you access by clicking Edit in the Parameters area of the Rule Statement page, includes the following buttons that help you add parameters to a rule. Generate Parameters button - adds, in the correct sequence, the parameters required for the rule statement. Add Input Parameter button - adds one input parameter for the rule. Add Output Parameter button - adds one output parameter for the rule. 5-44 Banner Relationship Management 1.6 June 2012 Administration

When using the Add Input Parameter and Add Output Parameter buttons, add parameters in sequence, in the order that they are called by the rule statement. Once the parameters are added, you need to edit the parameter properties as needed. You can edit the parameter sequence by moving parameters up and down using the arrows that display next to the parameter name. If the rule statement is of a complex nature, the Generate Parameters button will not generate any parameters when you select it. You need to add parameters using the Add Input Parameter and Add Output Parameter buttons instead. Note You can define a business rule to use any valid SQL Prepared, SQL Callable, or Groovy statement. The Generate Parameters button will not be available if the rule statement does not fit the simple pattern. The following list of advanced rule statement properties will render the Generate Parameters button ineffective. A Groovy statement does not fit the pattern of defining a single class with a single method called execute as illustrated by the following parsable Groovy statement example: class Hello { def execute( String yourname ) { "Hello, " + yourname + "!" } } An SQL prepared statement contains a subquery in the where clause. An SQL prepared statement contains a function in the select list. An SQL callable statement contains a function in the parameter list. Constants A constant is a value, such as a minimum SAT score, the current term, or an application deadline, that you define once and use throughout the system within one or more rules. When you use a constant in a rule, the value of the constant is passed into the rule statement for evaluation. A constant allows you to maintain consistency for your institution s acceptable criteria as you develop rules. You can build a rule that uses a constant piece of information, for example, the current term. Then when the current term changes, you simply change the constant value. This change is carried throughout every rule that uses it. You do not need to edit the rule, the rule set, or the URI. To use a constant in a rule, the rule s input parameter and the constant that will be supplied to that parameter must share the same name. When building the rule and defining the input parameter, associate the constant to the input parameter. Since the value for the input parameter will be supplied automatically, set the input parameter s Required Input value to No. June 2012 Banner Relationship Management 1.6 5-45 Administration

Rule sets and rule chaining A rule set is a container that holds rules. Each rule set can include one or more rules. You execute a rule set by identifying the URI associated with the rule set. The rules within a rule set need to be defined in the order in which they should be executed. If a rule set includes multiple rules, the rules can use different statement types: SQL Prepared, SQL Callable, or Groovy. The rules within a rule set can be used independently or can be chained such that the output arguments of one rule are mapped as input arguments to subsequent rules. If the rules within a rule set are independent of each other, you can build each rule and its parameters separately from the other rules within the rule set. If the rules within the rule set will be chained together, you need to name the parameters for the rules appropriately for the rule chaining to work correctly as outlined in the next section. You can chain together rules within a rule set, including rules of different types, to allow the output from one rule to be the input to another rule in the rule set. Chaining rules allows you to keep multiple simple rules that can be used over and over. For example, if you wanted to use the current term in most of your queries, you can create one rule for term. The rule for term can then be used in multiple rule sets with any number of other rules to retrieve the term code when necessary. If you plan to chain rules together within a rule set, the parameter values that are being passed from one rule to another must have the same parameter name in both rules. The output parameter from a rule that will be fed to the next rule must have the Output Guaranteed value set to Yes. The input parameter for the rule receiving a value within the rule chain should have the Input Required value set to No. URIs You associate a Uniform Resource Identifier (URI) with a rule set to give the rule set an immutable and unique identifier. You then use the URI within the system in a campaign. When the rule set associated with a URI or rules within the rule set change, you do not need to change the URI in the system. The URI is the key to executing a rule. You execute a URI within a campaign, which executes the associated rule set and runs, in order, the rules within that rule set. Each URI has a signature that includes the parameters required for the rules in the associated rule set. You can change the logic in a rule as long as the parameters stay the same. If you are changing a rule that is associated (via a rule set) with a URI that is in production, you cannot change aspects of the rule that will break the rule. For example, if you create a rule and forget to define a parameter, the system won t let you save the change to that rule. 5-46 Banner Relationship Management 1.6 June 2012 Administration

URI status While you are building rules, rule sets, and URIs, you will want to test and verify that you are getting the results you expect before you make the URI available in the system. The URI status allows you to assign the following four statuses to a URI to facilitate incremental development and testing: Development - Assign when creating or editing the URI, the rule set associated with the URI, or any of the rules contained in the associated rule set. Development is the default status when you create a URI. Test - Assign when testing the URI in the system. A URI must be in Test or Production status to use the Test URI functionality. If you test a URI that has a Test status and discover that you need to make changes to the associated rules, you can change the status to Development and make the changes. Production - Assign to make the URI available for use in a campaign. Assign the Production status after the URI has been fully tested. Once a URI is put into Production status, you cannot change it back to Development or Test status for further editing or testing, and you cannot delete it. Deprecated - Assign to make the URI unavailable in the system. Change the URI status from Production to Deprecated only when the URI is no longer needed in production. Note A URI cannot be deleted once it has been assigned Production status. June 2012 Banner Relationship Management 1.6 5-47 Administration

The following picture illustrates tasks that you can perform with a URI and the associated URI status: Create URI status=development Edit URI status=development Test URI status=test Delete URI before in Production status=development or Test Use URI in System status=production Remove URI from use in System status=deprecated Figure 3: URI statuses and associated tasks Warning After you put a URI into Production status, you cannot change associated rules or rule sets. 5-48 Banner Relationship Management 1.6 June 2012 Administration

URIs delivered with the system The following table lists the URIs and associated rules that are delivered with the system: Table 10: Rule URIs delivered as seed data Rule URI com.sungardhe.banner.em.datasource com.sungardhe.prospect.contact.address.filter com.sungardhe.prospect.contact.telephone.filte com.sungardhe.prospect.contact.email.filt Used by... Common rule source on Banner data when updating from the Prospect Portal Contact Information Web Service. Prospect Portal Contact Information Web Service Prospect Portal Contact Information Web Service Prospect Portal Contact Information Web Service Building a business rule As you work with business rules, you will find that four major components work very closely together: rules, constants, rule sets, and URIs. You may or may not use constants depending on the rules you are building within a business rule. The other three components are always required in a business rule. Constants are used to supply values to input parameters if needed. You can create constants prior to building the rules or afterwards and then update the rule parameters. Once the constants are built, they can be used in rules as needed. The following high level steps outline the general process that you use to develop all of the components of a business rule: 1. Create a rule. 2. Add a rule statement. Note You may want to create the rule statement in an IDE, then copy the rule statement from the IDE and paste it into the business rule. 3. Add input and output parameters to the rule if needed. You may use constants as input parameters. June 2012 Banner Relationship Management 1.6 5-49 Administration

4. Validate the rule. 5. Create a rule set. 6. Add the rule (created in step 1) to the rule set. 7. Create a URI with status set to Development. 8. Add the rule set (created in step 5) to URI. 9. Edit the URI overview changing status to Test. 10. Test the URI. You can continue to change the URI status between Development and Test to make changes and retest. 11. When you are ready to make the URI available for use in the system, edit the URI overview changing the URI status to Production. Warning After you change the URI status to Production, you cannot change the status back to Development or Test to make changes. Be sure you are confident that the URI is ready for system use before you change its status to Production. You cannot delete a URI after it is in Production status. 5-50 Banner Relationship Management 1.6 June 2012 Administration

Editing or deleting business rule components When you edit or delete a business rule component, you should be aware of the effect this will have on related components. The following table summarizes the effects of making changes to a business rule component. Table 11: Effects of editing or deleting business rule components Component Constant Rule Rule Set URI Editing the component performs these actions: Changes are carried throughout all rules, rule sets, and URIs where the constant is used. Changes are carried throughout all rule sets and URIs where the rule is used. Changes are carried to all URIs the rule set is associated with. Changes only affect the URI. Deleting the component requires these prerequisite actions: Before you delete a constant, you must redefine any rule input parameters that use the constant. You cannot delete a constant that is used by a rule. Before you delete a rule, you must delete it from any rule sets that use the rule. You cannot delete a rule that is used by a rule set. Before you delete a rule set, you must delete it from any URIs that use the rule set. You cannot delete a rule set that is used by a URI. You can delete a URI with a status of Development or Test. You cannot delete a URI after its status has been changed to Production. To remove a production URI from the system, change the URI status to Deprecated so that it cannot be used. June 2012 Banner Relationship Management 1.6 5-51 Administration

Users and roles Access and data security within the Banner Relationship Management application resides within the structures governing user accounts, their associated roles, and the permissions assigned to those roles. Each person who signs in to Banner Relationship Management needs a user account with a unique user name and password. In addition, each user account must be assigned to at least one role. The role assignment defines what areas of the system the user can access. Note To connect to the database as a specific Oracle User, please ensure that the user account is mapped to the specific Oracle User Name. For more information, please see the Users, roles, and permissions chapter of the Banner Relationship Management Administration Guide. Permissions Permissions are used to specify access rights to the functions within the system. These privileges are then mapped to roles, such that a role becomes an aggregation of the lowlevel permissions. For instance, a recruiter role may be configured with all the privileges that a recruiter would need to use the system. You cannot modify or remove permissions because these permissions are directly mapped to the underlying operations used in the system. You cannot define new permissions. Thus, permissions are used solely to define the operations that a role may perform, as specified by the permissions associated to that role. Any user assigned to that role will have the privileges associated to that role. Note The Profile Search page is always the opening page of the Banner Relationship Management module. Every user of the system must have the permission SR_PROSPECT_READONLY associated with his or her User ID. For more information, please see the Users, roles, and permissions chapter of the Banner Relationship Management Administration Guide. 5-52 Banner Relationship Management 1.6 June 2012 Administration

Enabling and disabling user accounts Enabling a user account makes the account active. In most cases, you enable a user account when you first create it. You can also enable a user account after it has been disabled. For example, you might disable the account of a staff member who goes on extended leave, then enable it again if and when he returns. Disabling a user account keeps the user information for that account in the system, and simply removes the user s ability to access the system. You might want to disable a user account rather than delete it if you plan to reestablish the user s access at a later time. You can also change the effective dates for the user account. Delete a user account when the user no longer needs access to the system and the user has no population lists, templates, communications and interactions in the system. Managing permission controls Permissions allow for the control of several operations with data in the system. You can associate a permission with a role to allow the holder to create, retrieve, update, and delete information. Other permissions allow a user to execute campaigns or expressions. Structure of the permission A system permission is referenced by components of the application as a defined security role. These security roles have unique names to distinguish their functions within the application that follow a naming convention used to help describe the access or feature associated with the permission. The first part of the naming convention identifies the reference as a permission by the use of SR (Security Role) in the leading position of the name. The second part of the permission pertains to the system object, such as Users, Roles, or Expressions. CRUD is the abbreviation for the Create, Retrieve, Update, and Delete capabilities of the permission. For example, the permission SR_USER_CRUD implies that the roles associated with this permission will have create, retrieve, update and delete capabilities for Users. SR_USER_READONLY implies that the holder of a permission will not have the ability to modify users in any way. Additionally, there are permissions to execute specific functions that end in EXECUTION or START. For example: SR_CAMPAIGN_START is needed to run a campaign that has been created SR_EXPRESSION_EXECUTION is needed to execute an expression SR_COMMUNICATIONSERVICE_EXECUTION is needed to be able to send out a communication June 2012 Banner Relationship Management 1.6 5-53 Administration

Within the delivered application seed data, there are defined roles with the appropriate permission associations to cover access to the major system features and functions. These roles may be associated with user accounts to provide function specific system access. Additionally, you may establish similar associations with whatever roles you create depending on the type of access you want the roles to have. Adding a permission to a role To add a permission to a role, select Roles in the Administration menu. Search for and select the role to which you want to add one or more permissions. Open the role, then select Permissions and click Add Permissions to display the list of available permissions in the system. Select and add the permissions you want and save your additions. When you add a permission to a role, the permission then applies to all users associated with that role. Associating a role with a user account To associate a role with a user account, select Roles in the Administration tab. Search for and select the role that you want to associate with the user account. Select Role Assignments to display the user accounts currently assigned to the role. Then click Create New Role Assignment. Select one or more users to assign to the role and save your changes. You can also add roles to a specific user account by opening the user account, selecting Role Assignments to view the Roles currently assigned to the user account, and clicking Create New Role Assignment to add a Role to the user account. Table 12: Role Admin Advisor Delivered Recruiting and Admissions roles Associated System Access Allows access to all functionality and administrative objects Allows access to all functionality related to performing Advisor responsibilities Alumni Profile Edit Alumni Profile Read Only Base User Campaigns Communications Allows read-only access to constituents. Allows for the management of information related to constituents. Minimal role that allows users to Sign In to the system and set their passwords only Allows for the creation, management, and execution of Campaigns Allows for the creation, management, and execution of Communications and related objects 5-54 Banner Relationship Management 1.6 June 2012 Administration

Table 12: Role Delivered Recruiting and Admissions roles (cont) Associated System Access Development Officer Expressions Funnels Populations Prospect Profile Edit Prospect Profile Read Only Read Only Recruiter Rules Student Profile Edit Student Profile Read Only User Admin Allows access to all functionality related to performing Development responsibilities Allows for the creation, management, and execution of Expressions and related objects Allows for the creation, management, and execution of Funnels and Ratings Allows for the creation, management, and execution of Populations and related objects. Allows for the management of information related to prospects. Allows read-only access to prospects. Allows read-only access to the entire system Allows access to all functionality related to performing Recruiter and Admissions Counselor responsibilities Allows for the creation, management, and execution of Business Rules Allows read-only access to students. Allows for the management of information related to students. Allows for the creation and management of Users, Roles, and related assignments June 2012 Banner Relationship Management 1.6 5-55 Administration

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Glossary This section defines terminology used within Banner Relationship Management. alert Alerts are indications in Banner Relationship Management that a student may be at risk of not succeeding. Alerts can be manually entered in Banner Relationship Management or calculated using custom alert definitions that analyze feedback and recommendations from faculty, course and academic performance data, and any other information in Banner. business rule The set of objects, consisting of rules, rule sets, Universal Resource Identifiers (URIs), and constants, that works in combination to carry out an action within the system. You define business rules to manage your institution s requirements within a campaign. You should create a rule to perform a reusable business task. For example, you might create a rule to provide information needed by a campaign to determine the next activity that should occur. One or more rules are grouped in rule sets identified by a unique name called a URI. To execute a rule, you reference the URI associated with the rule set that contains the rule. When you use the rule, the named input and output arguments defined in the rule are passed to the campaign or other application using the rule. campaign A predefined sequence of activities designed to achieve a specific goal. The focus of a campaign is a communication plan that is directed towards people and organizations. It may have fixed or relative dates. A fixed date is a specific designated date and time, such as October 12, 2008 at 1:00 am. A relative date is a date and time that is expressed in relationship to another date or time, and is specified by a date and time interval, such as two weeks later. campaign activity A single task in a campaign that is performed by the system or the user. A campaign activity is executed automatically by the system and does not require direct human intervention, such as the system-generated mass circulation of an e-mail. campaign administrator role The role that is responsible for creating and building the campaign. The campaign administrator role has all the system privileges (create, read, update, delete) for the June 2012 Banner Relationship Management 1.6 G-1 Glossary

campaign record, the activities in the campaign, and the graphical model of the campaign. campaign goal The desired outcome of a campaign, such as to increase the diversity of the student body or to attract and enroll more out-of-state students. campaign modeler A Banner Relationship Management graphic tool set with which to define and build a campaign process using drawing tools and canvas. You can drag and drop activities and steps onto the drawing canvas, connect them using transition lines, and indicate decision points. campaign status The status of a campaign identifies the steps from the initial definition of the campaign record through the completion of the graphical model associated with the campaign. Campaign statuses may include stopped, completed, and ready. communication template A communication template is used to produce and send a large number of similarly formatted communications to a group of individuals. Within a campaign, communication templates are included using the Multi Channel Communication (MCC) activity type. constant A piece of information within a rule whose value you do not want to change, or want to change only rarely (such as current term). You can reuse constants in an unlimited number of rules. desirability instance A desirability instance is an implementation of a desirability model for a particular term and student academic level. desirability model Using the Ratings tab, your institution determines its custom criteria for profile probability and desirability, and builds probability or desirability models in the Administration workspace. The models include factors that are individual sets of criteria tied to expressions. You assign each factor a point value. Any constituent meeting the factor receives the point value, and points are totaled to equal the profile s score. G-2 Banner Relationship Management 1.6 June 2012 Glossary

expression An SQL query used to search the system and retrieve a set of data that meets the criteria specified in the query. The resulting data set, for example a group of prospects, recruits, or applicants identified by their IDs, shares the common attributes defined in the query. After you execute an expression, you can save the resulting data set as a population list. You create an expression using the Expression Builder by selecting attributes and operators to build rules. You can build complex expressions by creating groups of conditions within an expression. You can provide values for attributes when you build the expression or make the values dynamic by supplying them when you run the expression. funnel The component of the academic life cycle that defines the progression of steps within the student recruitment process. The Admissions cycle tracks prospective students from the point they become known to the institution until the institution enrolls them. During the process, each prospective student progresses through a series of interactions with the institution that are steps toward a successful conclusion. For example, the individual s completion of an application, the institution s evaluation of that application, and the final decision on that application are all steps. The Admissions process continues after acceptance up until the student arrives on campus and attends classes. Banner Relationship Management provides the following qualifying recruitment funnel states as baseline samples in the system: Prospect, Inquiry, Applicant, Admit, Confirm, and Enroll. funnel instance An implementation of a funnel model for a particular term and student academic level, and optionally, for a third qualifier (College, Campus, or Program), used to track the progress of that group of constituents toward enrollment. funnel model A specific pattern for a funnel, containing the series of conditions, or states, that an institution defines to mark a prospective student s progress towards a particular enrollment goal. These states include events such as a prospect s inquiry, the prospect s filing of an application, your review of that application, your subsequent actions upon it, and the prospect s response. funnel status An individual constituent s position or placement at a given time within the recruitment funnel. June 2012 Banner Relationship Management 1.6 G-3 Glossary

group sends Group Sends are communications that can be sent to a high volume (unlimited) group of constituents in a population list or to every constituent in the list. The My Group Sends page in each of the profile tabs allows users with the appropriate permissions to view the status of all group send communications that they have submitted for processing. Multi-Channel Communication (MCC) The component of the Banner Relationship Management application that clients use to create communication templates (such as for e-mail distribution) to send information to prospective students. MCC activities allow for sending a communication to a number of constituents at once or to a single individual. The MCC tool also tracks distributed communications. You can send e-mails, letters, or announcements that are targeted to a specific population. When used in a campaign and the campaign process reaches the MCC activity, the communication will automatically be sent to each individual on the population list. If alerts or errors occur for a campaign instance, you will be able to monitor and respond to these alerts. output item An output item is a print communication, such as a letter, that you have prescribed to be sent to profiles via a campaign or a group send. When you choose to send a template that contains a printed component to a group of profiles, the system creates an output item for each individual in the group. output process The Output workspace supports your efforts to send communications to constituents via printed letters, or to produce comma-separated lists of addresses and mailing labels that you ve created as a result of sending templates via campaigns and group sends. When you process a template that contains a group of constituents, the system creates an output item for each person in the group. You can group output items into output sets, organizing them by name, date, description and owner name. You can define the output sort options for bulk mailing. You can create PDF and CSV files from the workspace, and download them for review. You can view output items organized by the templates that authorized them. output set You can group output items into output sets, a method to batch items and organize them by name, date, description, and owner name. G-4 Banner Relationship Management 1.6 June 2012 Glossary

permission Assigned to a user role, permissions are a means of implementing security within Banner Relationship Management. Each permission defines the level of access a user has within the workspace. You use a permission to allow or restrict access to areas of the workspace. For example, you can create a permission that allows a user to only view campaign details and create another permission that allows a user to add, edit, or delete campaign information. population list A defined group of individual profiles used as the target audience for a particular goal. A population list consists of a number of prospective constituents, or profiles, that share one or more common attributes or groups of attributes. You create a population list to serve as the target of an enrollment campaign or communication. probability instance A probability instance is an implementation of a probability model for a particular term and student academic level. probability model Using the Ratings tab, your institution determines its custom criteria for profile probability and desirability, and builds probability or desirability models in the Administration workspace. The models include factors that are individual sets of criteria tied to expressions. You assign each factor a point value. Any constituent meeting the factor receives the point value, and points are totaled to equal the profile s score. Profile Manager The workspace component of the Banner Relationship Management application that staff use to manage information about constituents. It provides a complete view and central location to work with your constituents. Prospective Student Portal (PSP) The Web interface that provides an individual s access to the university, prior to his or her acceptance and enrollment. The PSP is a designated slice of the Luminis Platform; in other words, you do not need to own the entire Luminis product to use Banner Relationship Management. PSP excludes the Luminis e-mail and calendar functionality. June 2012 Banner Relationship Management 1.6 G-5 Glossary

qualifier (optional qualifier) In addition to term and level, you can specify either College, Campus, or Program as a third parameter when you define a funnel model. The optional qualifier enables you to track a funnel at a more granular level. ratings The Administration area where the institution can define a set of factors to assess prospects in two specific areas. Probability ratings measure the likelihood that constituents will reach specific achievement levels or take future actions, such as enrolling with your institution. Desirability ratings measure how closely a given prospect might align with your specific institution or departmental goals and objectives, such as how well a prospect fits your enrollment objectives. You represent your probability and desirability ratings as scores. role An institution-defined job responsibility that can be associated with one or more business processes and tasks, such as a recruiter, an admissions officer, an adviser, or a development officer. Each user account must be assigned to at least one role. The role assignment defines what areas of the system the user can access. rule The component within business rules that defines the rule statement, which specifies business logic used within the system. You define business rules to manage your institution s requirements, such as to modify funnel status calculation. One or more business rules are grouped in a rule set that is associated with a Universal Resource Identifier (URI). To execute a business rule, you execute the URI associated with the rule set that contains the rule. When you run the rule, the named input and output arguments defined in the rule are passed to the set of rules, and the results are returned as a Result Set of objects. rule set A rule set is a container that holds one or more rules. The rule set is the executable unit within business rules. You execute a rule in the context of a rule set by identifying the URI associated with the rule set. tag A tag is a keyword or phrase that you use to identify and categorize any of various events and conditions that occur within the world of recruitment, retention and advancement activities at your institution. The use of tags helps you organize and search for information within your application. G-6 Banner Relationship Management 1.6 June 2012 Glossary

target A group of individuals or an organization (such as a high school) that share a set of common characteristics (attributes) and is connected to a campaign. Targets can also be used for other purposes, such as for ad-hoc activities and communications. Universal Resource Identifier (URI) A URI is the unique name used to identify a rule set. You associate a URI with a rule set to give the rule set an immutable and unique identifier. The URI name is the actual rule component that you execute to perform the rules within the associated rule set. user A person who will log in to Banner Relationship Management. A user needs a user account with a unique user ID and password to access the system. In addition, each user account must be assigned to at least one role. The role assignment defines what areas of the system the user can access. After you create user accounts and roles, you apply permissions to roles and then associate user accounts with roles. This gives each user the access permissions defined by her assigned roles. June 2012 Banner Relationship Management 1.6 G-7 Glossary

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