Online Postgraduate Admissions Project Kate Ward – Project Manager
Work to date Requirements gathering exercise Statement of Requirements – agreed by User Forum and Project Board Technical options analysis Securing funding for project and beyond Tender process and selection of new system
Key Findings Manual inputting of data Inflexibility of current online system Out of sync data Enquiries are tracked using local databases More focus on the applicant experience
Reasons for Project Current system does not meet all our requirements Improved applicant experience: meeting ‘customer’ expectations Only one of our competitors not to offer online admissions for all programmes Applicant communications: improved conversion rate, applicant-to-confirmed
Reasons for Project continued Improved workflow: more efficient system for staff Reduction in data entry load for staff Improved processes: more transparent and easier to use Remove duplication Better integration with SITS Management information
High Level Requirements Support Flexible Application Definition Support Online Applications from prospective Postgraduate Students Support Application Form Administration Support seamless systems presentation for users Provide the ability to forward applications for decision making/review online
Tender Process 4 tender responses received November A working group undertook a full review of their documentation scored these Opportunity for all to see the proposed systems and feedback Reference site visits. Recommendation to award the contract to Hobsons who propose to implement EMT Connect, EMT Answer and EMT Apply Yourself.
Why have we chosen Hobsons? System best met our requirements Apply Yourself: Online application Improved ‘workflow’ Flexibility EMT Connect: ‘customer relationship management’ (CRM) tool Improved communications with applicants Automated communications: easier to manage Dynamic system: system regularly updated to respond to customer feedback Good customer support: good reputation for working closely with University partners Applicant support 24/7
What will it look like? Secure, flexible application forms branded to any institution
What will it look like? Application status tools – dramatically reduce routine calls and s
What will it look like? Allows applicant to upload documents etc
What will it look like? Online submission of references Serving key influencers better online by streamlining the reference process
What will it look like? Segment and target participants individually or in groups Automatically send targeted s to applicants-in-progress at key times and begin building a relationship Various communication mediums: , web, mobile texts Measure the results of your marketing efforts
What will it look like? Monitor conversion rates at each stage of the enquiry/ application /enrolment life cycle. Set reminders and stay on top of incoming applications, recommendations, enquiries and more. Create ad hoc or templated customised reports quickly
What will it look like? View a snapshot or details of each application component View comments from other staff View history, including events and communication Print application that is consistent with and mapped to your current forms Manage status and decisions
What will it look like? Online decision delivery – fast and secure Direct link to your enrolment form - seamless transition from acceptance to enrolment
Current Work Reconfirming requirements and mapping current processes Contract and service level agreement negotiations with Hobsons Setting up Project structure, terms of reference, planning
When will we start using it? Apply Yourself product first, then EMT Connect (CRM) Phased implementation: three phases Implemented during 2010: all programmes online by January 2011 Lots of work to do to prepare the University, e.g: Application form requirements Reengineering Processes Technical developments SITS integration User testing Training
What does this mean to you? Will be used by staff in Faculties and departments involved in postgraduate admissions Reduced reliance on paper e.g. application tracking Quicker access to applicant information Reduced data inputting Automated communications with applicants e.g. to chase missing information Programme specific information incorporated into application form And lots more!
How can I get involved? Consultation group – please express an interest…
Who can I ask for more information? Kate Ward, Project Manager Clare Streatfield, PG Recruitment and Admissions Manager Hannah Waring, Business Analyst Rachel Kelly, PG Recruitment and Admissions Officer
Any Questions?