1. CRM Recruit Implementation Lessons Learned v4.2.1
Ben Johnston
Admissions Operations
Seth Erwin

2. General Announcements:
Please turn off all cell phones/pagers
If you must leave the session early, please do so as discreetly as possible
Please avoid side conversations during the session
Questions will be answered …..
Thank you for your cooperation

3. CPE Credits - We’ve gone electronic!
To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website or via the PABUG conference app. For additional questions please contact Lora Harper CPE - Coordinator

4. Poll Time: Recruiter Live – Institutions
CRM Recruit Implementations in progress
Looking to explore acquire CRM Recruit

5. Presentation Agenda IUP Overview Implementation Lessons Learned
Get to know us.
Implementation Lessons Learned
What worked for IUP, what did not.
Banner Integration
Cross-walked fields
Order will need Updated

6. IUP Overview Undergraduate Graduate Culinary 150+ Majors
12,000+ Total Students
Graduate
Approximately 60 Programs
2,000+ Total Students
Culinary
3 tracks
300+ Total Students

7. Implementation Planning
Original Plan (December 2015):
“Jump Start” implementation
7 month full implementation
Phase 1
June 2016
All 3 constituencies
Phase 2
December 2016
2 phases
Phase 1
 Inquiry, application, event registration, and supplemental item submission for: undergrad, grad, Honors College, International Education, Culinary, and all campus sites
 Prospective student portal, replacing the Hobsons Graduate and Undergraduate instances and VIP pages
 Paperless admissions processing for undergraduate, graduate, and Culinary admissions
 Communication plan management, including mail and marketing campaigns; postal address verification with StrikeIron
 Tracking inbound communication from prospects
 Business process modification for admissions processing and decisions to align with industry best practices and the capabilities of Recruiter
 Workflow between processors, counselors, and academic programs (graduate coordinators) for decision/review
 Search tape prospects, test score loads with interfaces for those supported with the product (e.g., including, but not limited, to: SAT, ACT, GMAT, and GRE) Custom interfaces are TBD.
 Reports and analytics on admission funnel, including by recruiter, region, and campaign
 Event management Note: The current system works well but it’s based off Banner data, so will need to be rebuilt
 Event registration for attendees of special events Note: Programs such as Upward Bound Math and Science, summer camp attendees receive Banner IDs
Phase 2
 Telecounseling: telephone campaigns between admissions, financial aid, and possibly academic resources
 Dual enrollment (undergraduate) application. Note: the current process is paper-based
 Graduate one-course only application
 TOEFL Search tape loads
 Two custom date fields on person entity: Culinary last visit date and UG/GR last visit date
 Transfer student processing

8. Implementation Planning
Revised Plan (May 2016):
Revised “Jump Start”
Break each constituency into its own phase
Graduate – Live on 6/20/2016
Culinary – Live on 8/24/2016
Undergraduate – Projected Go live 4/3/2017

9. Team Make Up Implementation Team Make up
Eric Barker – Web Team – Project Manager
Lance Williams – IT Services Project Manager
Paula Stossel - Admissions Operations & Graduate Enrollment Management
Heather Andring – Admissions Operations
Simon Stuchlik – Graduate Marketing
Seth Erwin – Admissions Operations
Enid Resenic – Culinary
Debbie Brosch – IT Services
Tiffany Fordyce – Enrollment Management
Ben Johnston – Admissions Operations
Other IT / Web Team / Admissions staff as needed

10. Graduate Processing Applicants apply online
Upload Supplemental Items
Unofficial Transcripts
Letters of Recommendation
Department Specific Items
Applications processed / updated
Marked as “Ready for Graduate Review”
Application Sent to Graduate Coordinator Dashboard

11. Graduate Processing Graduate Coordinators review (fake decision)
Decision Reviewed by Grad Processing and applied to record
Pushed to Banner

12. End User Trainings Graduate Coordinators Application Processing
4 Open lab sessions
‘House Calls’
User Manual
Application Processing
Formal Lab Sessions
Ad-Hoc adjustments
Culinary
3 Onsite Trainings
Go Live Support
Ad-Hoc retraining

13. Recruiter Support Statistics
Graduate Coordinators
54 Coordinators trained
## Retrained Coordinators
## Trouble Tickets
Mainly locked accounts/ Password Resets
Application Processors
11 processors trained
Most issues are ‘Wish List’ items
Culinary
7 Staff trained
Mainly duplicate records needing merged

14. Dashboards Departmental or Position Specific dashboards Recruitment
Application Processing
Error Tracking
Letter Generation

15. Dashboard Example
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16. Dashboard Example
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17. Dashboard Example

18. Duplicate Detection Set and Test your rules 5 active rules per Entity
Schedule Jobs to run
Set up to run Monday/ Wednesday/ Friday automatically
Check rules after exporting/importing solutions
Never Auto Merge!!!!
You will lose data!

19. Duplicate Detection Roles
Person Entity
People with same name and address
People with same name and
Person to Suspect
People with same SSN
People with First, Last, No Address

20. Lessons Learned General Project Management Enrollment Management
Expectations
Testing
Developing / Migrating to Production
Project Management
Scope
Phases
Constituencies
Team Members
Communication
Consulting
Enrollment Management
Reporting year to year

21. Lessons Learned cont. Admissions Technology Support Processing IT
Position
Duplicate Detection
Processing
Fit business process to technology
Training IT
Many hands on deck
Resources
Consultant
eCommunities
Other universities
Ellucian Live
Ellucian Learn

22. Open to the Floor
Questions
Comments

23. Contact Info
Seth Erwin
Ben Johnston

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