2024-003 Plan: As of 03/20/2025 this is complete.
Objective: Ensure that there is a recorded time date stamp of the notification itself.
Process: To implement this in an effective and accurate setup we will execute the Batch
Assign Transmittal CM Codes (BATC) process to improve communication code
as...
2024-003 Plan: As of 03/20/2025 this is complete.
Objective: Ensure that there is a recorded time date stamp of the notification itself.
Process: To implement this in an effective and accurate setup we will execute the Batch
Assign Transmittal CM Codes (BATC) process to improve communication code
assignment and correspondence management.
To implement the Batch Assign Transmittal CM Codes (BATC) process, we will execute
the BATC process immediately following the completion of the transmittal, ensuring all
necessary parameters are set accurately.
Next, we will establish a communication code through the Communication Management
Center (CMC), with IT Support responsible for associating an immediate print document
with the code. This setup will leverage the options available within the BATC system,
including assignment to specific awards, categories, and exclusions as needed.
Subsequently, we will utilize BATC to identify recipients for the communication code by
setting parameters based on academic year, date ranges, award periods, and award
categories.
Once recipients are identified, we will verify that all students are included by checking
the TA.ACYR file and the relevant code and date fields to ensure no omissions.
Following this verification, we will assign the communication code within the CRI
system, ensuring the status is marked as "Received" so that the immediate print
document can be scheduled as pending correspondence.
The next step involves managing the correspondence through the PCB process, with
the option to use PCEX if necessary. It's important to ensure that the immediate print
document is configured for email distribution. A review of the entire process will then be
conducted by the office staff, analyzing outcomes and gathering feedback from team
members to document any issues encountered and the resolutions applied. Finally, we
will focus on continuous improvement, implementing feedback to address any
problematic areas and scheduling a training session if required to cover the BATC and
communication code processes. This structured approach aims to streamline operations
and enhance accuracy in communication code assignments. This outlines the steps
necessary to streamline the BATC process and enhance accuracy in communication
code assignments. Regular reviews and adjustments based on team feedback will
ensure ongoing improvement.