Undergraduate Admissions Replacement Kickoff June 26th 2017

Executive Sponsor Holden Thorp, Provost Opening Remarks Executive Sponsor Holden Thorp, Provost

Administrative Systems Replacement Scott Taylor, Program Manager Asst Vice Chancellor – Enterprise Applications

Our Roadmap The current state of our systems actually inhibits our ability to evolve as an organization. This past year we began on a path to replace these enterprise systems with next generation of solutions. Student Support & Management Research Human Resources Financials We we also recognize as an organization that we should advance not just replace. CURRENT KEY ISSUES HARD TO CHANGE TECHNOLOGY CHALLENGES SUSTAINABILITY PROCESS EFFICIENCY RISK DATA-DRIVEN DECISIONS HUMAN COST/MANUAL

Program Goals 1 Improve the ability to collect, report and analyze data important for decision making 2 Minimize the risk of inconsistent and inaccurate data 3 Simplify and streamline key business processes 4 Ensure that systems can be easily maintained and updated over time 5 Efficiently meet regulatory, compliance, and accreditation needs 6 Provide a positive user experience 7 Discover and implement opportunities to make the University more efficient and effective

Undergraduate Admissions Replacement Project Ronné Turner, Project Sponsor Vice Provost of Admissions & Financial Aid

The Issues The UA system has been in place since 1997. Admissions and enrollment have advanced significantly since then. Managing the system is complex, and updating it to meet industry norms would be expensive. The admissions team has to rely on multiple systems, tools, and manual intervention to execute the admissions process. 1.

Project goals Select a system that will enhance opportunities for individualized and personalized interactions with students. Expand access to data to expand decision-making capabilities. Foster Efficient Processes – develop the system, training, policies, and procedures necessary to maintain and enhance the admissions, engagement, and recruitment processes into the future.

Why Slate by Technolutions? Comprehensive, completely integrated admissions/CRM system. More than 425 top colleges and universities use Slate. Majority of top 20 National Universities in U.S. News & World Report rankings use Slate. 100% client retention. Gold standard in admissions/CRM systems. Vendor is responsive & innovative. Modular system.

Phased implementation Year 1 Goals Application processing File review & evaluation Student portal Event registration (on-campus visits, off-campus events) Communications management Standard integrations

Year 2 Full management of travel & college fair processes More useable & efficient access to data to inform strategic goals Dashboard expansion Expansion to the full functionality of Slate

Conversion Fall 18+ prospects will be converted to Slate July 10 go-live date Training UA staff – July Campus partners – November

Katie Diekemper, Project Manager WashU IT - Enterprise Applications Project Milestones Katie Diekemper, Project Manager WashU IT - Enterprise Applications

Transition to Operations Project Approach Start Initiation Planning Transition to Operations Close Project Plan Phase Configure Test Train Communicate Soft Deploy Retire Cycle per Phase

Standard Integrations Complete Applications and Review: Go live Project Approval and Contract Finalized Special Events Apr 6 Transition to Ops Fri 2/24 Team Kickoff Campus Kickoff ED Decisions RD Decisions 2017 Tue 3/28 Mon 6/26 Dec 14 2018 Mar 15 May 31 2017 2018 Feb Apr Jun Aug Oct Dec Feb Apr Today Mon 7/10 Decisions: Go Live Dec 14 Standard Integrations Complete May 25 Prospects: Go live Applications and Review: Go live Mon 10/2 45 days Initation 100% Feb 27 - Apr 28 76 days Phase 1: Prospects 85% Mar 27 - Jul 10 150 days Phase 2: Applications and Review 5% Jun 5 - Dec 29 174 days Phase 3: Decisions and Special Events 0% Oct 2 - May 31 299 days Data Conversion, Standard Integration, UA Retirement Apr 10 - May 31 5% 15 days May 11 - May 31 Transition to Operations

Teams Sponsors Blank Slate Holden Thorp - Executive Sponsor Scott Taylor – IT Sponsor Ronné Turner - Project Sponsor Core Team Slate Captains: Kim Selle, Amy Heisler, Jordan Harmel, Jim Deutschmann Subject Matter Experts: Maggie Edwards, Julia Martin Project Manager: Katie Diekemper Business Process: Jane Pack Trainer: Josh Wheatley Testing: Kara Paul Blank Slate UA Leadership team Other Undergraduate Admissions Advising Teams Communications Admissions Officers Event Management Operations Other WashU IT teams Roadmap Team – Process, Change, Alignment, Strategy Enterprise Applications –Data conversion, integration, operations, retirement, support Enterprise Engineering – SSO, website provisioning, server maintenance/retirement

Next Steps: July 10th: Phase I: Prospects Go Live Shift to Applicants - Upload the application and supporting materials to Slate. Campus partner engagement Priority integrations - other systems that require admissions information in order to operate and/or for compliance reasons. Planning Reading Secondary integrations Evaluation Data Decisions Retirement Special Events

Learn more CIO website: Undergraduate Admissions Replacement Project Contact us: washu_it-uarproject@email.wustl.edu