Importing International Recruitment Agent Data from PS into CS360

100%

Status

Completed [Completed]

100% complete, updated on Mon 8/14/23 10:34 AM by Wendy Bentley

Changed Status from In Process to Completed.
Changed Health from Green to None.
We have successfully added the Agent data into Salesforce and the IEGE team is already using the data to drive change.

Details

Dates
Tue 10/4/22 - Mon 8/14/23
Acct/Dept
International Education and Global Engagement
Service
Chico State 360 CRM (Salesforce and Marketing Cloud) / Chico State 360 Enhancement/Project Request
Type
IT Projects / DoIT Project
Health
None - No health has been set
Portfolio(s)
Classification
Projects *Deactivated*
Created
Mon 8/15/22 11:57 AM
Modified
Mon 8/14/23 10:34 AM
Closed
Mon 8/14/23 10:34 AM

Change Impact

How will you measure the impact of this project?
What are some metrics or KPIs that will be used to measure success? Think about the five metrics to measure: quality, quantity, timeliness, cost, and customer satisfaction.
It will have several impacts for our office and campus. Agent data in SF will help us internally track agent-sourced applicants and matriculants. Those who matriculate are billable and it will help us create a systematic way to report on those students to Business and Finance. It will help us identify good performing non-affiliated agents that could be potentially made into a new partner, which would result in increased enrollment. It will also help us track the academic performance of agent-sourced students, which indicates the quality of applicants specific agents refer to our campus. This is important when we are reviewing agent contracts and considering renewal or termination. Does this help?
What are the consequences of not doing this project?
For example: direct significant negative consequences to the University, unable to conduct basic services; failure to resolve customer complaints or requests; loss of opportunity for improved service delivery or efficiency. Please explain.
It will have several impacts for our office and campus. Agent data in SF will help us internally track agent-sourced applicants and matriculants. Those who matriculate are billable and it will help us create a systematic way to report on those students to Business and Finance. It will help us identify good performing non-affiliated agents that could be potentially made into a new partner, which would result in increased enrollment. It will also help us track the academic performance of agent-sourced students, which indicates the quality of applicants, specific to agents that refer to our campus. This is important when we are reviewing agent contracts and considering renewal or termination.
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
Dozens
How many students will be impacted by this change?
Select the size of the student population that will be impacted by this request.
Hundreds

Project Details

Project Champion
Person who voluntarily takes special interest in the adoption, implementation, and success of the project. They will help enforce the project solution with internal resources and promote it across campus.
Divisional VP Support
Does your divisional VP support this request?
Yes
What would a successful solution look like?
What outcome will you have at the conclusion of this project? If this proposal is one of a multi-phase project, please explain your plans, goals, and timelines for subsequent phases.
A successful solution would be the automated import of students with affiliated agent data into Salesforce. This would allow for easy reporting and the development of more targeted campaigns and outreach.
Executive Sponsor Division
The executive sponsor's campus division.
Academic Affairs
Is there a mandated or requirement driving this request?
Please indicate whether or not this request is mandated or required. If it’s mandated or required, you will be asked to attach supporting documentation.
No mandate or hard requirement driving this request
Campus Enduring Commitments & Strategic Goals
For more information about the Campus Enduring Commitments and Strategic Priorities, please go to https://www.csuchico.edu/strategicplan/enduring... and https://www.csuchico.edu/strategicplan/.
Strategic Priority: Resilient and Sustainable Systems
Deadline Reason
Describe the business requirement or reason for the project deadline.
The 7/1/22 deadline would enable the International Education team to manage outreach and tracking of agent activity for the Fall 23 cycle.

Project Resources & Effort

What resources will this project require?
Identify the department and/or individuals that might need to work on this project and the estimated number of hours required for each individual.
Customer Engagement Team
Integrations and Development
DoIT Departments Involved
Any Division of IT departments that will be involved in this project.
EAPP (Enterprise Applications)
Complexity of Implementation
What is the complexity of the project?
Minimal (minimal system interfaces/impacts/dependencies)
What is the solution type?
The solution type translates to the level of impact on IT staffing and technology maintenance. Based on consultation with your IT representative, pick the best fit for your proposed solution.
New features in an existing system, moderate breadth/depth

Description

International applicants are asked to disclose information about any recruitment agents they are working with. That data is then fed into our campus PS system. International Admissions currently has an inefficient process for tracking agent affiliation. Creating the ability to report on agent affiliation will streamline internal processes and also aid us in the vetting of potential new agent partnerships. Attached example of the PS location for the agent information relevant to a specific application.

Systems Affected

  1. Salesforce

Manager

WB
Wendy Bentley

Alternate Manager(s)

KS
Kevin Storkan
MU
Megan Utter
DS
Donovan St. Clair

Sponsor

SW
Steve Wildhaber Jr.

Stakeholders (1)

SW
Steve Wildhaber Jr.
Responsible
Responsible
Mon 8/15/22 11:59 AM