Administrative Tricks at HEIBO Conference - Terra Dotta Software Insights

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Amidst the backdrop of Iowa State University's decentralized billing model, explore the transformative impact of Terra Dotta Software (TDS) on streamlining administrative processes. Discover the before-and-after scenarios of billing procedures, the efficient TDS billing workflow, and the comprehensive program fee table. Delve into the TDS billing building blocks for seamless financial tracking and witness a live demonstration showcasing the software's effectiveness in handling student billing information. Uncover the power of automation in reducing errors and enhancing time management within educational institutions.

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Presentation Transcript

Terra Dotta Administrative Tricks HEIBO conference, October 4-6, 2017

Presenters Danette Bontrager, Iowa State University Kerry Geffert, Terra Dotta

Background Iowa State University 36,660 students 1700 students study abroad annually Decentralized model Billing is done by the college administering the program or the Study Abroad Center Study Abroad Center bills for its programs as well as two colleges Terra Dotta Software used by 575 educational institutions Leader in education abroad software

Billing Procedure Comparison Before Terra Dotta Software (TDS) After Terra Dotta Software (TDS) Billing was manually entered one student at a time on a mainframe application Semi-automated Errors reduced Errors made now do cascade down to all participants on a program Multiple data entry errors as a results Minimal time commitment Very time consuming

Billing procedure with TDS Fees and billing codes stored in Access database Download from TDS query the applicant data with appropriate billing code, UID, Student Name Copy info to spreadsheet linked to billing database May need to make a few manual adjustments for special billing cases (e.g., varying credit levels, different location pricing) Database query links data in spreadsheet and database table Check query for any errors or needed adjustments Run a database macro to pull the query data and put it in a uploadable format Upload data to ISU billing system TDS notifies us automatically of billing changes (withdrawals, adds) through Query Watch feature

Program Fee Table

TDS Billing Building Blocks Program parameters Query for current billing cycle records including these parameters Create report and export it to Excel

Demonstration Last NameFirst NameMiddle Name Smith Aaron Johnson Adam Williams Aimee Jones Alexa Brown Alexander Davis Allison Miller Amber Wilson Andrew Moore Andrew Program Year Term Status Committed Committed Committed Committed Committed Committed Committed Committed Committed Extract Billing Info from Terra Dotta Report Harrison A Semester in Germany - Philipps-Universitat Marburg 2017 Academic Year A Semester in Germany - Philipps-Universitat Marburg 2017 Academic Year Elizabeth A Semester in Scotland - University of Edinburgh 2017 Academic Year Elizabeth Asian Exchange in Japan at Nagoya University 2017 Academic Year Asian Exchange in Japan at Nagoya University 2017 Academic Year Opal Asian Exchange in Japan at Waseda University 2017 Academic Year T ESSEC Paris, France - Business Student Exchange 2017 Academic Year Taylor ISA - University of Salamanca: Business, Cultural Studies, and Spanish Language, Semester or Academic Year 2017 Academic Year Maria Non-ISU application 2017 Academic Year Last Smith Johnson Williams Jones Brown Davis Miller Wilson Moore First Aaron Adam Aimee Alexa Alexander Allison Amber Andrew Andrew SA UID UID 0's check ExtraBill FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE Copy data from Report to linked billing sheet 2821 2821 5072 5087 5087 5087 5087 9600 5657 111111111 111111112 111111113 111111114 111111115 111111116 111111117 111111118 111111119

Demonstration Run Billing Query in MS Access to Test Results Use Macro to Prepare Upload

Hello from Terra Dotta Make Data Driven Decisions Faster

Who We Are... Founded in 2001 by two graduate students Today Around 60 diverse employees around the country Over 575 educational institutions and businesses use our software Mission built on very best products and services through best-in-class technology and mutual trust in our business relationships. Our solutions: ISSS Study Abroad Travel Risk Agreement/Application Management AlertTraveler Trends in international education data management

Topics of Interest Payment Gateways Terra Dotta Support Webinar Payment Gateways: Streamlining the application payment process Wednesday, November 29, 2017, 4:00 p.m. EST www.terradotta.com/support-webinars.html Platform Integrations Budget Sheets Others? We're listening...