Adding Partial Calstate Apply Apps to Salesforce

100%

Status

Completed [Completed]

100% complete, updated on Tue 4/11/23 7:02 AM by Wendy Bentley

Changed Status from In Process to Completed.
Changed Health from Green to None.
The data integration was deployed and the deduplication scenarios updated in production. Will monitor the processes for a couple of weeks to ensure that the deduplication jobs are effective.

Details

Dates
Wed 11/30/22 - Tue 4/11/23
Acct/Dept
Enterprise Applications
Service
Project and Change Management Office / Information Technology Project Request
Type
IT Projects / DoIT Project
Health
None - No health has been set
Portfolio(s)
Classification
Projects *Deactivated*
Created
Fri 12/2/22 10:25 AM
Modified
Tue 4/11/23 7:02 AM
Closed
Tue 4/11/23 7:02 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.
Percentage increase of completed applications year over year.
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.
Each completed application submitted to Chico State generates $55 in revenue for the University. Engaging with the students as they are going through the application may generate an opportunity to help them complete the application and one step closer to attending Chico State.
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.
Thousands

Project Costs

Funding Status
Funding is not necessary

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 nightly upload of partial applications that could be utilized to build outreach communications that would assist students through the application process.
Executive Sponsor Division
The executive sponsor's campus division.
Student Affairs
If this request is mandated, please provide details about what's driving the mandate.
If you selected Chancellor's Office, legal or collective bargaining requirement, please provide details about the policy, law or executive memorandum that’s driving the mandate.
Required as part of the Enrollment Continuum Initiative
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/.
Enduring Commitment: Transformative Student Experiences
Deadline Reason
Describe the business requirement or reason for the project deadline.
To help impact the current application cycle in a positive way.

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.
Kevin Storkan, Jim Nelson, Donovan St. Clair Cathy Gregg
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?
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

Undergraduate Admissions would like to interact with students earlier in the application process. To support earlier engagement, Admissions has asked to pull in applications before they are completed to facilitate outreach.

The Admissions teams that earlier engagement will lead to more application submissions, increasing the applicant pool which hopefully will lead to higher enrollment. Each application submitted also generates $50 for the University.

Steps required to complete the partial app integration include:

We will need to determine how to set up the automated feed with Kevin and Donovan partial apps run first, then apps, etc.. in the feed sequence

Determine if we are capturing the unique CAS_ID/app id in our current feed. If we are, we can link the partial app to a completed app reducing duplicates at that stage.

Determine the minimum amount of data that would be required to setup an automated dedupe job

Determine a retention policy (as an example the file you shared has 10k records) that could add up pretty quickly

Determine how long it will take to implement and who would be involved

Get it prioritized

Add a lead type if it isn't there already

Determine how the recruiters are going to follow up/manage their pipeline

Systems Affected

  1. Salesforce

  2. TargetX

Manager

WB
Wendy Bentley

Alternate Manager(s)

KS
Kevin Storkan
DS
Donovan St. Clair
CG
Cathy Gregg
Jim Nelson
Jim Nelson

Sponsor

WB
Wendy Bentley

Stakeholders (6)

CK
Cameron Kelly
Informed
Informed
Thu 11/17/22 9:46 AM
CG
Cathy Gregg
Responsible
Responsible
Thu 11/17/22 9:47 AM
JL
Jeff Logsdon
Informed
Informed
Tue 10/25/22 2:15 PM
JR
Jerry Ross
Informed
Informed
Thu 11/17/22 9:47 AM
Sean McGowan
Sean McGowan
Director of Enrollment Management - Strategic Communications and Marketing
Informed
Informed
Thu 11/17/22 9:47 AM
SD
Serge Desir
Accountable
Accountable
Tue 10/25/22 2:15 PM