Hungry Wildcat Food Pantry Student Usage Automation

100%

Status

Completed [Completed]

100% complete, updated on Mon 9/26/22 8:27 AM by Wendy Bentley

Changed Status from In Process to Completed.
We are now capturing student usage data in Salesforce when students utilize the Wildcat Food Pantry.

Details

Dates
Mon 7/11/22 - Mon 9/26/22
Acct/Dept
Basic Needs Project
Service
Project and Change Management Office / Information Technology Project Request
Type
IT Projects / DoIT Project
Health
Green - On track
Portfolio(s)
Classification
Projects *Deactivated*
Requirements
Capture student use of the Pantry either through a card swipe process or a form that ties directly into Salesforce.
If card swipe is used, development of a follow-up survey would be required to capture additional data used by the Pantry.
Create reports and dashboards that track usage, demographic information, and participation in other student groups
Manage email and text communications through Salesforce
Additional information can be found in the project request notes in box.
Created
Thu 7/14/22 7:42 AM
Modified
Mon 9/26/22 8:27 AM
Closed
Mon 9/26/22 8:27 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.
The impact will be calculated using the time required to aggregate report data now and after the implementation to determine the time saved
Increase in the accuracy of the data collected about Pantry usage
Qualitative value perceived as additional data becomes available to the staff to assess the following:
-Peak usage (hours in the day, days of the week for staffing)
-Additional details about the student populations which could help tailor additional critical services
-
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.
If nothing is done, the Basic Needs team will continue to spend an inordinate amount of time aggregating the necessary to continue to demonstrate needed support. Additionally, the quality of data collected will continue to be an issue if data collection is not addressed.
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
A few
How many students will be impacted by this change?
Select the size of the student population that will be impacted by this request.
Thousands

Project Costs

Funding Status
Funding is necessary and has been approved

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 include, a process where a system would automatically capture student use of the food pantry via card swipe, with reports and dashboards displaying real time usage metrics., automated communications would be configured based off of parameters identified in the system.
Executive Sponsor Division
The executive sponsor's campus division. Campuswide is used for projects that have multiple executive sponsors or are initiated by cabinet.
Student 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
Deadline Reason
Describe the business requirement or reason for the project deadline.
Prior to the beginning of the fall semester would be ideal.

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
-Review system security
-Configure Basic Needs App and Or Case Management
-Configure Card Swipe check-in
-Add additional data elements to Salesforce
-Add new record types
-Modify permission sets and roles
-Develop reports and dashboards
-Provision users
Account Center team
-Add
DoIT Departments Involved
Any Division of IT departments that will be involved in this project.
EAPP (Enterprise Applications)
ISEC (Information Security)
Complexity of Implementation
What is the complexity of the project?
Moderate (multiple 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

The Basic Needs Food Bank is currently using several different tools to track student, faculty, staff, and community partners who utilize their services. A Qualtrics Survey was setup with QR codes that they can use to scan to log student activity. They also have a short survey that captures information about external users of their services. The team uses another tool to send text messages out to students who "opt in" for messages about food availability.

The team would like to utilize one system to track student usage, run communications, and provide easy reporting required to continue grant funding for their programs.

Systems Affected

  1. Account Center

    Will need to complete the Account Center provisioning project which allows us to capture the Wildcat ID Card on the user profile.

  2. Salesforce

  3. TargetX

Manager

ZD
Zoe DiMercurio

Sponsor

KM
Kathleen Moroney

Stakeholders (2)

KM
Kathleen Moroney
Accountable, Informed
Informed and accountable as the Sponsor
Wed 4/6/22 11:23 AM
LS
Leah Slem
Responsible
Responsible
Wed 4/6/22 11:23 AM