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Onboarding: Client Work Items

Below are a summary of all the pre-work items required for onboarding to the RFM Module. In your first implementation call, your project manager will provide an overview of these items and answer any questions you may have. 

Work Item 1: Consolidating RFM Reports

CSI will handle uploading the first batch of the RFM Reports. Once all the reports are consolidated into one location, they can be made available to CSI by putting them in a location on the server that allows us to access the reports.

File Names.  Please do not make any adjustments to the default naming convention of the RFM reports. Our scanning tool uses the name of the file to extract information about the report.

  • Default Naming Convention, Example Page 1: "Alabama RFM 20XX Primary Final Report" 

  • Default Naming Convention, Example Page 2: "Alabama RFM 2019 Primary Final Report - Alpha Beta Gamma"

File Organization.  While we can accept files organized in any manner, what is easiest for us when scanning files in is to have one folder for each academic year with all reports within. For example: 

  • Folder: 2020

    • All 2020 reports.

  • Folder: 2019 

    • All 2019 reports.

Handing in Pre-Work Item 1.  Send an email to your project manager letting them know the location of the files on your server so they can pull them. 

Work Item 2: Mapping School Names to iMIS IDs

As RFM Reports do not get delivered to you with an iMIS ID on them, the Module with scan the report and identify what the school's name, look at the lookup list, and then assign it with the appropriate iMIS ID. For example, all the following school names would need to map to the same iMIS ID: 

  • University of Connecticut

  • Connecticut, University of 

  • University of Conneticut (sic)

  • Univ. of Connecticut

  • Connecticut 

  • U Conn

  • UConn 

CSI will do an initial scan of all PDFs in a demo environment and then pull a DISTINCT list of all the school names you will encounter for the first batch of PDFs. 

Recommendation: We recommend pulling a list of your collegiate chapters with their ID, school name, and if you have it tracked, school short name. Then in Excel, you can use a VLOOKUP to match the data to see if there are any overlaps and map those. After that, sort the list of schools alphabetically to match up any gaps. 

Work Item 3: Custom Mappings

The RFM Module allows you to use custom mapping to customize what some of the IQA queries and reports will look like to be specific to your environment. We'll need the following information: 

  • Location of chapter's Greek name field 

  • Location of chapter's school name field 

  • Location of one location field to be used commonly in reports (e.g., region, district, province fields). 

  • Location of "Is RFM?" field  

Work Item 4: Create Procedure for Correcting Reports

Due to the table architecture the Module relies on to allow you to easily pull information, it is easier to make any corrections on the PDF prior to importing rather than manually overriding that information in several tables within iMIS. Between basic operating system functions and a PDF editing software, almost all issues can be resolved.

The three most common issues are: 

  1. File Named Incorrectly.  This is easy to resolve and just requires fixing the naming format of the document. The error message you receive will indicate what needs to happen for the title of the document. The resolution for this is rename the file to fit the appropriate format. 

  2. Report Missing an Element. Reports at times are missing required elements. When the Module encounters a missing element, it will not scan in and will send you an email notification. See our troubleshooting page for additional information. The resolution for this is to edit the PDF to add the missing element. 

  3. Report has Mistyped Information. Generally, the Module will not be able to detect data that has been entered incorrectly onto the reports provided. As an example of mistyped information, we'll look at some of the most important fields on the reports: the fields indicating what date each recruitment round happened. These dates are then used to determine whether the recruitment period was in "Spring of 2020" or "Fall of 2020," which is a significant difference, as this changes what academic year the recruitment happened in. The resolution for this is to edit the PDF to correct any incorrect data points. 

The reliable PDF management tool is Adobe's Acrobat, which enables easy alteration of the reports. We recommend either providing the staff member a license for Adobe Acrobat (or Adobe's Creative Cloud, which contains Acrobat), or working with a member of the marketing/communications team to ensure a staff member is trained and has access to alter the PDFs. 

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