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Liaison

Using a Double Application Approach

Setting Up the Double Application Approach

Have you already decided how you will migrate CAS applicant data into your local system? There are four approaches to accomplishing this. Review the information below to learn more about one of these methods: the Double Application approach.

Why choose the Double Application approach?

The Double Application approach is a process in which the applicant fills out two applications: one in the CAS, and another in an institution's local platform.

Admissions teams without sufficient personnel to process a large volume of applications may find the approach appealing. Sometimes, large institutions have strict requirements for what data is collected at the point of application. Admissions units in some of these institutions may find it easier to piggyback on the existing process set up to collect the required information instead of trying to rebuild it in a CAS. The Double Application approach allows an admissions team to leverage its existing institutional knowledge. With this method, the processes by which applicant records are turned into student records can usually remain the same even after implementation of a CAS.

How does the Double Application approach work?

In order to be admitted to a program, applicants must submit two applications: One through the CAS and another through local systems.  Your team can use the CAS application for application review,  and use the local system application to create the necessary records in local systems.

Many institutions use a custom, truncated version of the local application to reduce the burden on applicants. Later in the admissions process, usually after offers have gone out or deposits have been received from matriculating students, the admissions team manually updates the records in local systems to reflect the admission and matriculation statuses of the applicants.

Who needs to be on the team to set up the Double Application approach?

The team needed to set up the Double Application approach requires three skill sets. These skill sets don’t need to be spread across different people. Consider which people in your organization have the necessary skills, knowledge, and tools.

 

Role

Skills, Knowledge and Tools

Typical Office

Project Lead

Project management;
Authority to direct necessary staff

Admissions;  
Academic Department

Admissions

Understanding of admissions business processes;  
Knowledge of applicant population

Admissions;  
Academic Department

Business Analyst

Understanding of admissions business processes;  
Fluency with local systems; 
Systems analysis;
Quality control

Admissions;  
Registrar;  
IT

I don’t have the ability to create a custom application for CAS applicants, can I still use this approach?

Yes – there is no requirement to use a custom, truncated local application. Bearing in mind that applicants are filling out two complete applications, reducing the length of the applications would tend to make for a better applicant experience.

How long will it take to set up the double application approach?

Plan for one to two weeks to set up the double application approach. If a custom version of the local application is included in the plan, however, it can take longer to set up. Without a custom local application, this approach can be up and running in just a few days.

Double Application Project Plan Flowchart

double-application-project-plan-flowchart.png

 

Double Application Work Breakdown Structure

double-application-work-breakdown-structure.png

Double Application Task Overview

Here are the tasks involved in setting up the Double Application approach:

Initiation
  • Assemble Team [Project Lead]
    • Get the right skill sets on board (see above for description)
  • CAS Onboarding Status [Project Lead]
    • How many CASs on campus?
    • Are applications currently arriving via CASs?
  • Use for Data [Admissions]
    • What will be done with the data in local systems?
      • Application management
      • Application review
      • Decision release
      • Post-offer operations
      • Student record creation
Planning
  • Plan Workflow [Business Analyst]
    • Which business processes will be performed in Liaison platforms?
    • Which business processes will be performed in local systems?
    • How will the results of processes in Liaison platforms (e.g. admissions decisions, matriculation deposits) be recorded in local systems?
Execution
  • Configure Load [Business Analyst]
    • Define the process for recording the results of admissions business processes in local systems to ensure the creation of complete and correct student records.
Performance and Control
  • Build Quality Control [Business Analyst]
    • Do all the applicants in the CAS have local applications?
    • Are the results of admissions business processes being applied to the correct records in local systems?
    • Is anything happening to CAS applicant records in local systems that conflicts with what’s happening in Liaison platforms (e.g. marketing communications)?
Close
  • Go-live [Project Lead]
    • Coordinate activation
    • Trigger ongoing quality control

 

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