1. Undergraduate Admissions Replacement Kickoff
June 26th 2017

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

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

4. 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

5. 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

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

7. The Issues
The UA system has been in place since 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.

8. 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.

9. 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.

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

11. 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

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

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

14. 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

15. 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

16. 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

17. 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

18. Learn more CIO website: Undergraduate Admissions Replacement Project
Contact us: