1. Ellucian Recruit— The Journey of Implementing a CRM
Sarah Hannes, Director of Admissions
Julie Gerstner, Business Analyst

2. Outline Why/How/Who/What? Data/Setup Customizing More to do
Our Recommendations
Our Issues
Our Views
Our Results S

3. Implementing—WHY? Streamline Admissions Process Data
Hand entry of Applications—Admissions and Records Staff
Communications
Automation
Data
Tracking of Prospects/Applicants
Competitive Efficiencies
Aligned with Strategic Direction
Departmental Efficiencies S

4. Implementing—How? Research Budget--$150,000 Licenses
Ellucian vs. third party vendor
Ellucian with Microsoft Dynamics
Budget--$150,000
One-Time Budget Proposal and Acceptance
Allocated budget to line items
Funds not allocated to specific line items
Negotiated consultant rate
Licenses
Who? J

5. Implementing—Who? Collaboration! Admissions Office
Director
Admissions Representatives
Assistant to the Director
One-Stop Coordinator
Student Services Business Analyst IT PR
Student Records IR
Financial Aid S

6. What? Jumpstart Implementation

7. Jumpstart Implementation—Cont.

8. Setup/Data LCCC does not have an application fee Duplicate Detection
Colleague and Recruiter
Recruitment Territories
Data Cleanup
CEEB Codes!
Provisioning codes from Colleague
Admit Types, Start terms, Programs, etc.
Colleague Screen Access
Prospect Data
Did not bring Colleague Prospects to Recruit
Will not bring Recruit Prospects to Colleague
Did not do auto push to Colleague
Re-ads
Proposed decision S

9. Customizing to fit LCCC— Out of the Scope
Custom Sub-Routines
PERC Holds
NSO, ADV, INTK
Res/CNTY
Race/Ethnicity
IR didn’t want blank fields
Parent Education Levels
Ed Goals
Res Stat/Stu Stat S

10. Still Working On… Test Scores Scanner Imports
Campaigns through Exact Target
Events
Tours/Orientation
Travel Management
Reporting
Documenting Internal Processes
Learning more of what the tool can do
Continuous improvement with communications
HTML s with PR S

11. More Investigation Needed
Cloning current application
Concurrent Enrollment Application
Integrating with Outlook? J

12. Recommendations Issue Log Watch Ellucian Videos Quick Reference Guide
Ellucian Hub
Budget Tracking
Needed to match Ellucian’s project cost tracking
Consultant on campus for go-live
Go-live readiness checklist
Record WebEx
Notes/screenshots/documentation
Communicate with those affected
Student Records Meeting S

13. Issues Upgrading in middle of Implementation
Manually entering = Human Interpretation and correction of application errors
Self-Reported Information
Capitalizing of names
Admit Type
Capabilities of Software
Age isn’t calculated by birthdate
Integration Issues! May be different with version
CE/Undergrad
Parent Education Levels
Couldn’t test communications before going live
Delayed Documentation to assist with preplanning
Communications S

14. Issues (Cont.) Locked Accounts Permissions
Premade workflow of account inactivity
Permissions
Manual process of marking transcripts/orientation
Ellucian Project Manager
Status Report
Communication
Ellucian Consultant S

15. Views S

16. Admissions Rep Views: S

17. Admissions Rep Views: S

18. Admissions Director Views:

19. Communication Workflow View:S N

20. Results S S

21. Application History Online on front end, but not back end
Processing of applications into Colleague between Records and Admissions Office
2 years ago 45 days out
6 months ago: 5-10 days out
Manual data entry

22. Application Process Today
Full online application
Admissions Office only
0-3 days out
3 days accounts for weekends
Doesn’t stop communication workflow
Self reported data, no more data entry

23. Communication History
2 years ago
Printed letter mailed to student, stating application was received
No Acceptance Letter
1 year ago
Generic stating application was received
Mailed Acceptance letter
introducing Rep
Manual Process
Apply
App received letter
Apply
stating app received
Introduction from Rep
Mailed Acceptance Letter

24. Communication Today Automated workflows From assigned Admissions Rep
Inquiry
Thank you for your interest from assigned Rep
Mailed Info Packet
Enrollment Steps
Take a tour of Campus
Communication Today
Automated workflows
From assigned Admissions Rep
Timely
Tailored to student
Reps can add tasks/communications
Apply
from assigned Rep (Degree Seeking)
Missing Supplemental Items
Acceptance Letter Mailed
Phone Call by Rep
Mailed Info Packet
from assigned Rep (non-degree)
Acceptance Letter

25. Overall Results Application process No longer hand entering
One person, not multiple people from two offices
Up-to-date, no longer delay in entry
Communications
Automated
Targeted
More communications directing student
Data
All users can utilize
Travel Management
ROI Tracking
Relationship Building
Know who our students are
Territories
Relationship begins as soon as inquiry/application submitted S

26. Thank You! Questions? S