How University of Cincinnati Automated Transfer Transcript Processing With Data Automation

Recently, we sat down with Molly McDermott-Fallon, Assistant Vice Provost & University Registrar at the University of Cincinnati, to discuss their implementation of Parchment’s Data Automation solution.

Background

Before implementing Data Automation, University of Cincinnati struggled with long processing times for transcript processing and transfer evaluation, causing frustration among their advisors and prospective students. Below, Molly McDermott-Fallon, Assistant Vice Provost & University Registrar, describes how Data Automation alleviated their challenges with transfer credit evaluation and transcript processing.

Why did you seek out a Data Automation solution?

We were behind in processing transcripts for transfer evaluation and our situation was quickly becoming unsustainable. We had a perfect storm when it came to transcript processing. The credit evaluation team moved under the Office of the Registrar last year. The Ohio Articulation and Transfer Clearinghouse (ATC) was retiring so we weren’t getting XML transcripts anymore, making the process for those transcripts manual. Before implementing a solution, we had a 60-day backlog and each transcript took us 45-60 minutes to process. We knew we needed a sustainable solution if we were going to serve our prospective students well.

Why did you choose to partner with Parchment? 

We looked at other vendors and even tried to implement with another vendor. The lift and the labor was significant and not worth the return on investment, quite frankly. When we looked at Parchment’s Data Automation, we saw the ease of integrating with our existing technology. That was critical. We needed something that was out-of-the-box ready because, as I mentioned, we had a backlog we wanted to clear as soon as possible. We also heard from other institutions about their PeopleSoft implementations and they were saying it was a game-changer for them. I’ve also had great experiences with Parchment in the past, but hearing about Data Automation from other Registrars really solidified it for me. It checked all the boxes for us.

How was your implementation experience?

We started this project 60 days out from our peak season. We knew we were going to have a flood of transcripts coming in. I have to say, and I say this to anyone who asks us, it was the best third party implementation we’ve ever had, period. Not just in the records office, at the University of Cincinnati. We hit our exact implementation target and any delays were on our end. It was smooth and absolutely fantastic. It really was an out-of-the box implementation. Throughout the process, the support from the Parchment team was—and still is—there. If we have any questions, the team is always responsive. The continued support is critical so that we can make the most of the tool in the long term.

What has been the impact of the Data Automation solution?

Before, it took us 45-60 minutes to extract the data from a transcript. Today, we reduced that time to 3.5 minutes per transcript. We turned this on during peak season, and were still getting comfortable with the tool, and still cleared a 60-day backlog within 10 days.

I also look to our advising community to understand how well we are doing in this space and our advisors cannot say enough good things about Data Automation. We used to get feedback that things weren’t moving fast enough and now those questions are at a minimum. It’s one of those things where I can’t believe how much impact it’s had considering where we were at in June. The student impact is significant too. When we were at 45-60 days for evaluation, it really brought down the student’s trust in us because we weren’t able to give them an evaluation in a timely manner. Now, we’re able to serve students and get them the information they need to make an informed decision.

There’s always more to learn.