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Online Postgraduate Admissions Project

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

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Online Postgraduate Admissions Project

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  1. Online Postgraduate Admissions Project Kate Ward – Project Manager

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. Tender Process • 4 tender responses received November 2008. • 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.

  8. 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

  9. What will it look like? Secure, flexible application forms branded to any institution

  10. What will it look like? • Application status tools – dramatically reduce routine calls and emails

  11. What will it look like? • Allows applicant to upload documents etc

  12. What will it look like? • Online submission of references • Serving key influencers better online by streamlining the reference process

  13. What will it look like? • Segment and target participants individually or in groups • Automatically send targeted emails to applicants-in-progress at key times and begin building a relationship • Various communication mediums: email, web, mobile texts • Measure the results of your marketing efforts

  14. 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

  15. 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

  16. What will it look like? • Online decision delivery – fast and secure • Direct link to your enrolment form - seamless transition from acceptance to enrolment

  17. Current Work • Reconfirming requirements and mapping current processes • Contract and service level agreement negotiations with Hobsons • Setting up Project structure, terms of reference, planning

  18. 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

  19. 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!

  20. How can I get involved? • Consultation group – please express an interest…

  21. Who can I ask for more information? • Kate Ward, Project Manager kate.ward@bristol.ac.uk • Clare Streatfield, PG Recruitment and Admissions Manager clare.streatfield@bristol.ac.uk • Hannah Waring, Business Analyst hannah.waring@bristol.ac.uk • Rachel Kelly, PG Recruitment and Admissions Officer rachel.kelly@bristol.ac.uk

  22. Any Questions?

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