Preparing for a New Application Cycle

When it’s time to launch a new application cycle in Outcomes, there are several key steps you’ll want to take to ensure a smooth transition. This guide will walk you through the new application cycle (rollover) process, recommended planning steps, and notable resources to help during this process.

Rollover Process Summary

Preparing for the new cycle early ensures your environment is ready. We recommend reviewing this information to help keep your data accurate and streamline your admissions processes. Here is a brief summary of the preparation that is involved:

Plan for cycle changes: this involves regular maintenance and reviewing changes to your processes, application, and the software.
Update your configurations: consider adjustments that may need to be made to your segments, exports, communications, custom properties, and reports.
Consider what's needed for your environment: the work you'll need to do may be different depending on whether you work with a CAS or not.

Remember to test all aspects of your cycle configuration proactively. Use the available resources to track changes and ensure consistency during your cycle rollover. Review our webinar and the information below for more details.

Understanding the Rollover Process for Your Environment

Depending on whether you work with one of our national CASs or if you use Outcomes as a standalone product, there may be some differences in how you handle a new cycle. Review the information below to learn more.

	CAS Integrated Clients	Standalone Clients
Application Source	Applications are sourced through a Centralized Application Service (CAS).	Applications are built and sourced directly through Outcomes.
Application Updates	Updates to the application are managed by your association or CAS manager.	Changes are determined and implemented by your institution.
New Cycle Environment	During rollover, your current production environment is copied to a prelaunch environment, where updates are made for the upcoming cycle.	Programs are typically copied each cycle (academic year, term, or as defined by your institution) to the same environment.
New Cycle Promotion	After program configurations are complete, the updated environment is promoted to production for applicants. This creates a distinct new environment for the new cycle.	Prelaunch and production are separate, but there’s no CAS promotion step. The copy process marks the new cycle.

Planning for Cycle Changes

It’s important to identify and prepare for all updates before the new cycle begins. Common changes fall into four categories:

Regular Maintenance

Adding new entry terms.
Creating copies of existing programs.

Application Changes

Adding or removing questions or response options.
Adjusting program designations or majors.
Adding or removing required documents.
Where applicable, reviewing the CAS Program User Guides for new cycle changes specific to your CAS.

System Updates

Reviewing updates and enhancements to Outcomes that affect applicant functionality, and incorporating them for the new cycle.
Checking for updates to shared lookup tables (if you're part of a national CAS).

Admissions Process Changes

Modifying workflows, automations, or exports.
Adjusting to changes in staff roles or internal processes.

When making adjustments, you'll want to consider potential downstream impact (e.g., with calculated properties or integrations).

Updating Outcomes Configurations

When preparing for a new cycle, review and update the following configurations:

Application and Contact Properties

Add new entry terms or academic years to application properties and contact properties.
Sync inquiry form questions with updated property values.
Update calculated properties that use cycle- or term-specific values.
Review response options and document requirements to reflect current needs.

Segments

Update or create new application segments and contact segments to reflect the new cycle’s data. This is important, as segments drive many features related to communications, review assignments, and analytics.
Decide if you will replace old cycle data with new cycle data in existing segments, or maintain separate segments for each cycle.

Communications

Review marketing email templates and application email templates.
Remove outdated cycle-specific language, dates, or references.
Update or deactivate campaigns for completed cycles. Also update your tracks, segments, and schedules with new applications in mind.
Adjust send dates and cadences for blast and drip campaigns.

Application Review

Create accounts for new faculty or reviewers with correct roles, permissions, and team assignments.
Update assignment rules and phases to reflect staff or program changes.
Create or update evaluation forms for new programs or majors.
Review role permissions to accommodate new features.

Reports and Dashboards

Review your reports and dashboards. Update filters to include new programs and cycles.
Decide whether to update existing reports or create copies for the new cycle. Keep in mind that creating duplicate reports for the new cycle allows for comparisons between cycles.

Updating Exports for the New Cycle

Exports often require adjustments to align with new cycle data:

Decide whether to copy exports or update existing exports:
- Copy an export if you are making major changes or need to continue running old cycle exports while building new ones.
- Update an existing export for minor changes.
Update export schedules, delivery locations, and notifications as staff or business needs shift.
Ensure segments used in exports include the correct cycle dates and programs.
Review export content (columns, document types, response options) for changes.
Ensure transformation and translation tables are aligned with new application properties.
- Review column mappings, document types, and transformation rules.
- Add, remove, or adjust program designations and application properties as required.
For national CASs, shared lookup tables provide standardized drop-down options (e.g., degree types, languages, majors).
- Review the updates (occurring twice per year).
- Submit change requests if you need new values added.

Key Resources

Review the information below for a summary of key resources you may need to consult during this process.

Resource	Why it's important
Shared Lookup Table Updates	For national CASs, use the Shared Lookup Table Updates page to review updated response options used across all CASs.
Field Dictionary	Use the Field Dictionary to see a comprehensive list of current fields, including how the data is formatted and what output you can expect from each field.
Release Notes	Use the Release Notes to stay updated on new features and changes released monthly. Subscribe to them to be notified as soon as enhancements are released.
CAS Program User Guides	Review the appropriate Program User Guide for your CAS. It provides key information and more details about application changes specific to your CAS, including added, updated, or removed questions.
Client Support Specialists	Reach out to our support team for any questions you have while you work through this process.